Council Meeting Agenda - Upper Hunter Shire · The Mayor sent out a letter to local businesses, associations and targeted individuals challenging them to match personal sponsorship

A Quality Rural Lifestyle - in a vibrant, caring and sustainable community

Council Meeting Agenda

29 January 2018

To All Councillors

You are hereby notified that the next meeting of the Upper Hunter Shire Council will be held on Monday, 29 January 2018 in the COUNCIL CHAMBERS, SCONE commencing at 5.00PM, for the purpose of transacting the undermentioned business.

STEVE PRYOR

INTERIM GENERAL MANAGER 1. PRAYER

2. ACKNOWLEDGEMENT OF COUNTRY

3. APOLOGIES

4. ADOPTION OF MINUTES - Ordinary Council Meeting held on 18 December 2017

5. DECLARATION OF INTEREST

6 PUBLIC PARTICIPATION - Micromex Research – Community Survey Results

7. NOTICE OF MOTIONS

8. MAYORAL MINUTES A.01.1 PURCHASE OF BIG BLUE ...................................................................................................... 1

9. BUSINESS ITEMS

STANDING COMMITTEE REPORTS ............................................................................................. 4

SCR.01.1 FINANCE COMMITTEE ..................................................................................................... 4

COMMITTEE/DELEGATES REPORTS ........................................................................................ 10

C.01.1 UPPER HUNTER COUNTY COUNCIL (WEEDS) ...................................................................... 10 C.01.2 MERRIWA AGED HOSTEL COMMITTEE ................................................................................ 15 C.01.3 MURRURUNDI AUSTRALIA DAY WORKING PARTY ................................................................ 23 C.01.4 UPPER HUNTER LIBRARY ADVISORY COMMITTEE ................................................................ 29 C.01.5 ARTS UPPER HUNTER ....................................................................................................... 39 C.01.6 AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT .............................................................. 44

DEVELOPMENT REPORTS .......................................................................................................... 52

D.01.1 DEVELOPMENT APPLICATION NO. 47/2014 - SECTION 96 MODIFICATION - COVERED ARENA AT

WHITE PARK ..................................................................................................................... 52

ENVIRONMENT/HEALTH REPORTS ........................................................................................... 73

E.01.1 FLYING-FOX CAMP MANAGEMENT PLANS - IMPLEMENTATION .............................................. 73

GENERAL ADMINISTRATION REPORTS ................................................................................... 87

G.01.1 JOINT ORGANISATION OF COUNCILS ................................................................................... 87 G.01.2 MICROMEX COMMUNITY SURVEY RESULTS ......................................................................... 94 G.01.3 REQUEST TO WAIVE DEVELOPMENT APPLICATION FEES ...................................................... 97 G.01.4 ROAD CLOSURE - SCONE AIRPORT .................................................................................. 101 G.01.5 EASY TO DO BUSINESS - SERVICE NSW ........................................................................... 106 G.01.6 POTENTIAL SPECIAL RATE VARIATION .............................................................................. 114 G.01.7 INTEGRATED PLANNING AND REPORTING - RESOURCING STRATEGY .................................. 122 G.01.8 SPONSORSHIP - MURRURUNDI & DISTRICT SHEEP DOG WORKERS ASSOCIATION ............... 127

POLICY MATTERS ...................................................................................................................... 130

H.01.1 COUNCIL POLICIES .......................................................................................................... 130

RESPONSES TO PREVIOUS QUESTIONS ............................................................................... 140

RPQ.01.1 RESPONSES TO PREVIOUS QUESTIONS ....................................................................... 140

10. COUNCILLOR QUESTIONS

CONFIDENTIAL REPORTS ........................................................................................................ 144

CR.01.1 POTENTIAL PURCHASE OF PROPERTY .............................................................................. 144 CR.01.2 ROAD WIDENING RESUMPTION - COULSONS CREEK ROAD - MR358 ................................. 145 CR.01.3 RECRUITMENT OF GENERAL MANAGER ............................................................................. 146

Report To Ordinary Council Meeting 29 January 2018

Mayoral Minute

Upper Hunter Shire Council – Ordinary Meeting Agenda – 29 January 2018 Page 1

MAYORAL MINUTES

A.01.1 PURCHASE OF BIG BLUE

RESPONSIBLE OFFICER: Wayne Bedggood - Mayor

AUTHOR: Sean Constable - Manager Business Enterprise & Tourism

RECOMMENDATION

That Council: 1. Purchase “Big Blue” and retain the artwork within the Scone Visitor Information and

Horse Centre until such time as a more permanent location can be found for it; 2. Provide delegated authority to the General Manager to negotiate the purchase price

and finalise the purchase.

REPORT/PROPOSAL

“Big Blue” is a large scale horse sculpture made from steel and baling twine. The artist, Nick Adams, loaned the sculpture to Council in 2016 following a request to find a temporary home for the piece due to its location in Dubbo Library being renovated.

Council offered to house “Big Blue” in Scone leading up to the Horse Festival and it was placed on exhibition within the Scone Administration Centre for a period of time. The sculpture was then relocated to the Scone Visitor Information and Horse Centre and placed on display where visitors could get close to it.

During this period the artist advised that he had appointed an agent to act on his behalf to rent the sculpture to local events and also to seek a purchaser for it. It was sent to a local stud during the 2017 Parade Days. On its return some minor damage was noticed which was a result of its transportation and not utilising the packing crates provided.

The artist is still looking for a purchaser of “Big Blue”. His original asking price was $30,000. The Mayor sent out a letter to local businesses, associations and targeted individuals challenging them to match personal sponsorship. As a result of this request, Council has received donations or commitments to the value of $3,000.

The artist is willing to accept $15,000 for the sculpture (see attached email confirmation).

This is a great piece of art that reflects the branding of the Horse Capital of Australia and therefore it should remain in Scone on a permanent basis. If the artist were to sell it to another party, it would be lost to the town and region forever. There is no budget for this purchase. The balance of funds required to acquire this sculpture is $12,000. OPTIONS

1. Purchase “Big Blue” for the community 2. Not purchase and notify the artist that it will be returned

ATTACHMENTS

1 Nick Adams - confirmation of price for Big Blue sculpture - 19 December 2017

2 Letter from Mayor - Personal Challenge to raise funds to purchase Big Blue Sculpture

ATTACHMENT NO: 1 - NICK ADAMS - CONFIRMATION OF PRICE FOR BIG BLUE SCULPTURE - 19 DECEMBER 2017

ITEM NO: A.01.1


'Morning Jan, Thank you for the offer. I would accept $15,000 from the Council or association for the sculpture Big Blue. Nick

On 18/12/2017 12:11 pm, "Jan Sinclair" <[email protected]> wrote:

Hi again Nick

If Council were to make you an offer of say $15K, would this be something you would consider? It would have to go to the January Council meeting to be passed but I need to know if this is acceptable first.

Jan

ATTACHMENT NO: 2 - LETTER FROM MAYOR - PERSONAL CHALLENGE TO RAISE FUNDS TO PURCHASE BIG BLUE SCULPTURE

ITEM NO: A.01.1



Corporate Services


STANDING COMMITTEE REPORTS

SCR.01.1 FINANCE COMMITTEE

RESPONSIBLE OFFICER: Steve Pryor - Interim General Manager

AUTHOR: Lisa Casey - Governance & Executive Support Officer

RECOMMENDATION

That Council endorse the minutes of the Finance Committee meeting held on 24 January 2018.

BACKGROUND The Finance Committee meets prior to each monthly Council Meeting to consider the Financial Summary Reports, the Cash and Investment Report, and the Responsible Accounting Officer’s Statement. REPORT/PROPOSAL A meeting of the Finance Committee was held on Wednesday, 24 January 2018. The minutes from the meeting are attached.

ATTACHMENTS

1 Finance Committee - 24 January 2018 - Summary Minutes - attachments excluded

ATTACHMENT NO: 1 - FINANCE COMMITTEE - 24 JANUARY 2018 - SUMMARY MINUTES - ATTACHMENTS EXCLUDED

ITEM NO: SCR.01.1


MINUTES OF THE FINANCE COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON WEDNESDAY 24 JANUARY 2018 IN THE BARRY ROSE ROOM, SCONE ADMINISTRATION CENTRE COMMENCING AT 8.30AM

PRESENT: Cr Wayne Bedggood (Mayor), Cr Ron Campbell and Cr Kiwa Fisher. APOLOGIES: That the apology from Cr Josh Brown be accepted. Moved: Cr K Fisher Seconded: Cr R Campbell CARRIED IN ATTENDANCE: Mr Steve Pryor (Interim General Manager), Mr Wayne Phelps (Manager Finance) and Miss Lisa Casey (Governance Support Officer). DECLARATIONS OF INTEREST: Nil

FCR.01.1 FINANCIAL SUMMARY & INVESTMENT REPORT


AUTHOR: Wayne Phelps - Manager Finance

RESOLVED that the Committee:

1. Note the Fund and Function Summary Report; 2. Note the Cash and Investment Report; 3. Note the Responsible Officer’s Statement.

Moved: Cr K Fisher Seconded: Cr R Campbell CARRIED

FCR.01.2 OPERATIONAL REPORT




1. Note the comments on the budget review by the managers/budget holders; 2. Note the requested variations as detailed in the budget review; 3. Note the Capital Budget Review by the managers/budget holders; 4. Note the comments on the Capital Budget Review by the managers/budget holders.


FCR.01.3 CONTRACTORS & EXPENSES REPORT




ITEM NO: SCR.01.1



1. Note the Contractors Listing for the period; 2. Note the Consultancy and Legal Expenses report for the period.

Moved: Cr K Fisher Seconded: Cr W Bedggood CARRIED

FCR.01.4 DONATIONS SUMMARY



RESOLVED that the Committee note the Year to Date Donations summary for 2017/18.


FCR.01.5 RESPONSES TO PREVIOUS QUESTIONS


AUTHOR: Lisa Casey - Governance & Executive Support Officer

The following questions were raised throughout the meeting on 15 December 2017 and either answered or taken on notice: Youth Services

Mayor Bedggood requested a briefing regarding sponsorship and fundraising for Young Endeavour.

Response: Review has been conducted on the Young Endeavour sponsorship and associated revenue for the last 5 years of the event. This review indicates that sponsorship has been consistent however the event associated fundraising revenue has been in decline over the years. Discussions with the Youth Services team will be undertaken to address this trend.

Event Year Sponsorship Other Total

2013 $7,045 $12,534 $19,579 2014 $7,827 $10,964 $18,791 2015 $7,355 $ 8,948 $16,303 2016 $8,073 $ 6,119 $14,191 2017 $8,100 $ 4,470 $12,570

(Please note the event year spans two financial years) K Fisher commented on the EIPP noting it shows the positive work the team do and how important this program is.

Response: Noted and relayed to the EIPP staff.

Waste Management

Cr Bedggood asked if Council prepare a report on the Regional Regulated Area (RRA) Levy. He asked for this report to be include in a submission to NSW Government detailing the impost on Council’s residents and the limited benefit received by Council. He suggested liaising with Hunter Councils & Muswellbrook Shire Council to draft a joint submission. It was also noted that report should be referred to Councils Audit, Risk and Improvement Committee.


ITEM NO: SCR.01.1


Response: Currently discussions are being held between the Interim General Manager and EPA regarding some outstanding issues. Following resolution of these issues Council will be preparing a report to Council with a recommended submission to State Government regarding the RRA Levy impost on the Shire’s residents.

Cemeteries Cr Bedggood asked if a Council officer could investigate the overgrown and untidy condition of the property adjoining Scone Cemetery. He suggested the fencing could be improved along the boundary of the cemetery and surrounding properties.

Response: Arrangements are in hand to tidy excess soil overburden from the area next to the Scone Cemetery and dispose of it as cover material at the Scone Waste Facility when equipment is next at the cemetery. Council staff will also look at boundary fences to see how they can be improved and repaired to an acceptable condition.

Quarries Cr Brown asked for a further update on Cr Campbell’s previous question – Is it possible for Council to do testing to see if possible new quarry locations could be established?

Response: Manager Works Delivery advised that Council staff have started a review of all current quarry locations and which roads they service. Once the review is completed we will map areas to identify possible locations to explore.

Health Cr Bedggood noted the difference in swimming pool inspections undertaken compared to income received from inspections. He also asked if all inspections were being invoiced each month.

Response: Inspections carried out as part of Council’s Swimming Pool Inspection Program attract a $150 fee which is invoiced prior to the end of each month. If defects are noted by inspectors at the initial inspection the pool owner is requested to correct the defects. Council will then re-inspect the pool and if defects are resolved a compliance certificate is issued and no re-inspection fee is charged.

Parks & Gardens Cr Bedggood asked why parks and gardens staff have been replacing non-native deciduous trees in extremely hot days. It was noted that several trees were recently replace at the southern entrance to Scone on a day that exceeded 40 degrees. This type of work should be done in winter to ensure the trees survive being transplanted. Cr Brown added that a schedule for this type of work should be created to ensure that Council isn’t losing money through poorly planned work and loss of plants and trees purchased.

Response: Manager Works Delivery advised that we are having issues with losing trees with beetle infestations at a number of locations including the southern entry to Scone. Staff replanted trees knowing it was not an ideal time to do so but wanted to try to keep approaches to the expected standard, however this was not successful. With the commencement of the new team parks team leader our programming of works will improve for the future and replacement trees when required will be better programmed.


ITEM NO: SCR.01.1


Library

Cr Campbell asked if Council would has enough funds within the budget for complete the refurbishment works at Merriwa library.

Response: Council will ensure it has the funds available to complete this work. Council officers will apply for additional grant funding to assist in this process.

Swimming Pools

Cr Brown asked how often the Murrurundi Pool is being filled with transported water and what the cost is to do so.

Response: Manager Finance advised it costs approximately $240 per load for water with approximately 13 loads being done per week.

Airport

Cr Bedggood asked for Council to investigate why there appears to have been a decrease in non-shire based airport landings during the current year.

Response: Manager of Economic Development advised that the landings of non-shire based aircraft has improved over the December month due to fire related activities which are currently not reflected in the KPI numbers due to the timing of the data received. Once this data is received a further review of the landings will be undertaken.

Water

Cr Brown enquired about how much water remains in the Murrurundi town supply if no rainfall occurs in the near future. Can Councillors be provided with a projected timeline?

Response: There is very limited supply available before Council will need transport water into Murrurundi. The packaged water treatment plant is currently being commissioned which will allow access to additional water that Council previously haven’t had the equipment to filter.

Communications

Cr Brown expanded on his previous question in relation to paid media monitoring with Isentia. He requested a further report be provided to the Finance Committee by February 2018 showing the detailed cost benefits of using this service. He asked that this report also include input from the Communications Team.

Response: Report to be tabled at February 2018 meeting.

Water

Cr Campbell enquired about water charges and requested information on the 25:75 charge being for access and kilolitre usage. He also asked for confirmation of the kilolitre charge rate.

Response: Manager finance advised that the 25:75 ratio is established as follows:

25% (access charge) is included in the annual land rates 75% relates to the resident usage consumption charge

All applicable water supply kilolitre usage rates are noted at Page 6 of the Revenue Policy in the adopted DPOP 2017/18 to 2020/21.


ITEM NO: SCR.01.1


The following questions were raised throughout the meeting on 24 January 2018 and either answered or taken on notice: Street Lighting Cr Bedggood requested an update on the installation of street lighting for pedestrian crossings near the Main Street/Liverpool Street roundabout.

Response – Council staff are investigating solar street lighting options. Aerodrome Cr Bedggood asked if the runway lighting at the airport is permanently switched on or whether the lighting was operated by sensors.

Response – Taken on notice. Community Centres & Halls Cr Campbell requested an update on the replacement of the deteriorating shelving in the fridge at the School of Arts Hall in Merriwa.

Response – Taken on notice. RECOMMENDATION For notation only. THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 10.50AM


General Manager's Unit


COMMITTEE/DELEGATES REPORTS

C.01.1 UPPER HUNTER COUNTY COUNCIL (WEEDS)


AUTHOR: Robyn Cox - Executive Assistant

RECOMMENDATION That Council endorse the minutes of the Upper Hunter County Council meeting held on 21 November 2017.

BACKGROUND A meeting of the Upper Hunter County Council was held on 21 November 2017 at the Council Chambers, Muswellbrook. Council was represented by Crs Campbell, Collison and Driscoll. REPORT/PROPOSAL The Upper Hunter County Council was established for the control of noxious weeds within the Shires of Muswellbrook, Singleton and Upper Hunter. Minutes of the meeting held on 21 November 2017 are attached.

ATTACHMENTS

1 Minutes - Upper Hunter Country Council (Weeds) Meeting - 21 November 2017

ATTACHMENT NO: 1 - MINUTES - UPPER HUNTER COUNTRY COUNCIL (WEEDS) MEETING - 21 NOVEMBER 2017

ITEM NO: C.01.1



ITEM NO: C.01.1



ITEM NO: C.01.1



ITEM NO: C.01.1



Community Services


C.01.2 MERRIWA AGED HOSTEL COMMITTEE

RESPONSIBLE OFFICER: Mathew Pringle - Director Environmental & Community Services

AUTHOR: Kerri Cone - Manager Community Services

RECOMMENDATION That Council:

1. note the minutes of the Merriwa Aged Hostel Committee Ordinary and Annual General Meetings held on 11 December 2017

2. endorse the minutes of the Merriwa Aged Hostel Committee meeting of 9 October 2017

3. appoint Ms Deirdre Peebles as Chairperson and Mr Ross Bishop as Deputy Chairperson of the Committee for 2017/18

4. appoint Maree Goodear, Barry Ghersi, Rose Witney, Margaret Witney, Jan Cronin and Edith Shipway as members of the Committee for 2017/18 and confirm Cr Ron Campbell as Council’s representative to this Committee.

BACKGROUND The Merriwa Aged Hostel Committee provides advice and recommendations to Council in relation to the provision of a 16 bed aged care facility in Merriwa. The Committee meets every two months to review the operational and financial aspects of the facility. Minutes recorded from the last meeting are attached. An Annual General Meeting is held each December under the adopted constitution of the Committee, with reports provided and an election of Executive Committee and ordinary members for the following year. REPORT/PROPOSAL The minutes of the ordinary meeting cover operational matters that have been undertaken by Hostel staff including fundraising, daily activities, progress of the new activity shed and ideas for future fundraising and maintenance projects. The committee also congratulated the staff on winning the Prime Super Employer Excellence in Aged Care Award in NSW/ACT Regional Achievement and Community Awards announced in November 2017. An unannounced departmental inspection in October showed compliance with all focus standards. Financial reports indicated the Hostel is travelling well with minimal vacancies. The new Activities Shed is well into its construction phase. The Aged and Disability Care Study Consultant should be appointed in early 2018.

ATTACHMENTS

1 Merriwa Aged Hostel Committee Annual General Meeting - 11 December 2017 - Minutes

2 Merriwa Aged Hostel Committee Minutes - 11th December 2017

3 Merriwa Aged Hostel Committee - 9 October 2017 - Minutes

ATTACHMENT NO: 1 - MERRIWA AGED HOSTEL COMMITTEE ANNUAL GENERAL MEETING - 11 DECEMBER 2017 - MINUTES

ITEM NO: C.01.2


MINUTES OF THE MERRIWA AGED HOSTEL COMMITTEE ANNUAL GENERAL MEETING - MONDAY 11 DECEMBER 2017 -

3.30pm

PRESENT: Mrs Deirdre Peebles (Chair), Ms Margaret Witney, Mrs Rose Witney, Mr

Ross Bishop, Mrs Maree Goodear and Mr Barry Ghersi

IN ATTENDANCE: Mrs Tash Taaffe (minutes), Mrs Suzanne Duggan, Ms Julie Wilton and Mrs Kerri Cone

1. APOLOGIES RECOMMENDATION That the apologies received from Mrs J Cronin, Mr S Pryor and Cr R Campbell be accepted.

Moved: M Witney Seconded: R Bishop CARRIED There were no apologies. 2. DISCLOSURE OF INTEREST – Nil 3. PREVIOUS MINUTES

RECOMMENDATION That the minutes of the Merriwa Aged Hostel Committee Annual General Meeting held on 12 December 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: M Witney Seconded: D Peebles CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES - Nil 5. AGENDA ITEMS

a) Chairperson’s Annual Report – D Peebles We, as a committee feel very fortunate being able to support such a facility as Gummun Place. It is always a pleasure to be greeted by both staff and residents alike. We congratulate the entire team on achieving the award of 2017 prime Super Employer Excellence in Aged Care. It further demonstrates the ongoing goodness of our facility. I compliment the committee in always being available to be helpful with such good humour and pleasure.We are grateful for our clergy visits and their spiritual guidance for residents and staff alike. To schoolchildren who bring such candour to our older generation and who in turn gain so much. Other visitors bring many and varied interests to the Gummun Place community. Last but by no means least, our larger than life thanks go to our Shire Council team for their very balanced support and management. We do appreciate their style and it is with thanks that we acknowledge Steve Pryor as our number cruncher and wish him well as he will not be present at our next AGM. It is my pleasure to say thank you to each and everyone here involved and long live Gummun Place. Moved: M Witney Seconded: D Peebles CARRIED

b) Hostel Supervisor’s Annual Report – S Duggan I would like to begin by thanking the committee, members of council, staff and volunteers for their support throughout 2017. The year passed by very quickly and another year is about to begin so before I go ahead I would like to wish everyone a Happy Christmas and New Year.


ITEM NO: C.01.2


Over the 12months I feel we have achieved a lot of good things to improve the residents lifestyle, care needs and surroundings. Residents appear happy and content in their environment. The decision to employee a maintenance officer 3 days a week has made a big difference to the environment and surroundings as you would have noticed when you came in today. The Hostel has received its yearly unannounced visit from the accreditation agency and food safety inspection. Which in both instances we passed or met compliance standards in both assessments. Staff have completed a medications course which we received funding to undertake in 2017, as well as fire safety and evacuation, infection control, elder abuse and WH&S. We had two school based trainees complete their traineeships, as well as staff completing their Certificate 111 in individual support. And then we had the success at Regional Achievement Awards - over all a busy, but successful year. Residents have attended many activities and outings over the past year including members of the community and family and friends. We would like this to continue to encourage community members and family to visit the hostel more and be more involved in the hostel and what it has to offer others in the community.

6. ACTION SHEET - Nil 7. CORRESPONDENCE - Nil 8. GENERAL BUSINESS

Election of Committee: Nomination for position of Chairperson: One nomination received for Chair - Deirdre Peebles. No other nominations received. Moved: R. Bishop Seconded: B.Ghersi CARRIED Nomination for position of Deputy Chairperson: One nomination received by post for Ross Bishop. No other nominations received. Moved: D Peebles Seconded: M Witney CARRIED Nominations for the membership of the Merriwa Aged Hostel Committee for the 2018 term as per the Constitution are Ms Deirdre Peebles, Mr Ross Bishop, Mr Barry Ghersi, Mrs Rose Witney, Mrs Margaret Witney, Mrs Maree Goodear, Mrs Edith Shipway and Mrs Jan Cronin. Moved: B.Ghersi Seconded: R.Bishop CARRIED MOTION: That Council appoint Deirdre Peebles as the Chairperson and Ross Bishop as Deputy Chairperson, and endorse the Ordinary members, as previously appointed to the new Merriwa Aged Hostel Committee for the 2017/18 term: Ms Deirdre Peebles, Mr Ross Bishop, Mr Barry Ghersi, Mrs Rose Witney, Mrs Margaret Witney, Mrs Maree Goodear, Mrs Edith Shipway and Mrs Jan Cronin. Moved: D Peebles Seconded: B Ghersi CARRIED

9. NEXT MEETING – Monday, 10 December 2018 The meeting was declared closed at 4.10pm.


ITEM NO: C.01.2



ITEM NO: C.01.2


ATTACHMENT NO: 3 - MERRIWA AGED HOSTEL COMMITTEE - 9 OCTOBER 2017 - MINUTES ITEM NO: C.01.2


MINUTES OF THE MERRIWA AGED HOSTEL COMMITTEE MONDAY 9 OCTOBER 2017 COMMENCING AT 3.30pm

PRESENT: Mrs Deirdre Peebles (Chair), Ms Margaret Witney, Mrs Rose Witney, Mr

Ross Bishop, Mrs Maree Goodear, Mr Barry Ghersi and Cr Ron Campbell

IN ATTENDANCE: Mr Steve Pryor, Mrs Tash Taaffe (minutes), Mrs Suzanne Duggan, Ms Julie Wilton, Mrs Kerri Cone and Ms Pam Fraser (guest)

Cr Campbell left the meeting at 4.06pm

1. APOLOGIES RECOMMENDATION That the apologies received from Jan Cronin be accepted.

Moved M Witney Seconded R Bishop CARRIED 2. DISCLOSURE OF INTEREST - Nil

Nil 3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Aged Hostel Committee Meeting held on 14 August 2017, as circulated, be taken as read and confirmed as a correct record.

Moved R Bishop Seconded Cr Campbell CARRIED BUSINESS ARISING FROM PREVIOUS MINUTES - Nil 4. AGENDA ITEMS

PURPOSE This report provides information on activities undertaken by the Hostel Supervisor. S Duggan reported that there are currently no vacancies in the hostel. One room is currently occupied for one month’s respite with the option of permanency. The waiting list has decreased. Campdraft fundraiser has been postponed due to the dry weather. The Royal Hotel Social Club donated $1,000 towards air conditioners in the common areas. T Taaffe to send thank you letter. J Wilton to put thank you notice in Ringer. Staff training in medication has commenced and is going well. Two staff are currently completing Certificate 3 in Individual Support. Maintenance is going very well. Gardens and lawns much greener, fascia’s have been painted, minor repairs to doors, and paving completed. D Jones has also initiated several garden projects with residents (eg watering and vegetable garden). Clinical incident data summary: Infections/UTI – 1 (Aug), 2 (Sept); Medication Incidents – 7 (Aug), 2 (Sept); Accidents: – 1 (Aug), 1 (Sept); Falls– 0 (Aug), 1 (Sept); Hazards –1 (Aug) 3 (Sept) Concerns & suggestions: – 0 (Aug), 0 (Sept);



Continuous improvement – New dishwasher has been purchased for kitchen. The Hostel is a finalist in the Regional Achievement awards. Public voting system for people’s choice award. Link https://poll.fbapp.io/nswraca17 up until 10 November 2017. J Wilton to forward link to Communications Team to put on Merriwa Connect. D Peebles sincerely congratulated S Duggan on behalf of Committee for her 20 years of service at the Hostel. RECOMMENDATION That the Hostel Supervisor’s Report be accepted.

Moved R Bishop Seconded M Witney CARRIED

4b Treasurer’s Report

PURPOSE This report provides information on activities undertaken by the Treasurer. S Pryor distributed the My Vitals (31 August 2017) and the Hostel financial reports for the year. Annual result was a positive $38,000 balance following on from last year’s final position which was also a positive $37,000. This is a good result after several negative years due to lower occupancy. From a cash point of view, cash is $210,000 mostly from refundable accommodation bonds. Income is up slightly. Overall the Hostel is travelling well financially, with no vacancies and relatively low debts. The Hostel financials were audited last week with an Auditor’s report expected to be received in coming weeks. The activity shed has been delivered and is now waiting for DA approval. The slab will be laid before Christmas. Air conditioners will be upgraded in the coming months. RECOMMENDATION That the Treasurer’s Report be accepted.

Moved B Ghersi Seconded R Campbell CARRIED

4c Hostel Activity Officer’s Report

PURPOSE This report provides information on activities undertaken by the Activities Officer. Residents have made suggestions for a raised garden bed, perhaps located around the new shed. A recent lunch excursion was a great success. Active games continue to be very popular. Next month, croquet will be introduced. A new fence has been installed at bottom of the cul-de-sac. Several residents have asked if the fence could be extended around perimeter of hostel to prevent people using it as a walk through. J Wilton is currently completing AIN training. RECOMMENDATION That the Hostel Activity Officer’s Report be accepted.

Moved R Bishop Seconded M Witney CARRIED 5. ACTION SHEET

5a. Software upgrade – S Duggan still waiting for confirmation of a date for a demo. 5b. Shed update – Slab in Oct/Nov, shed scheduled to go up Jan/Feb. 5c. Fundraising – Merriwa Campdraft has been postponed.



5d. Bus – J Wilton to draft a bus request letter for Mach Energy (Bindi Frampton provided a

contact name and number) and source quotes for an accessible bus to suit the needs of the Hostel.

6. CORRESPONDENCE

4 October 2017 – IN – (email) Notification NSW/ACT Regional Achievement and Community Awards – Merriwa Aged Hostel a Finalist 4 October 2017 – OUT – (email) Garry Devenish – Slab confirmation 22 September 2017 – IN – (email) Fiona Nash – Building Better Regions Fund Round One Community Investment for the UHSC aged and disability care strategic plan – confirmation of funding $19,430

7. GENERAL BUSINESS

7a. Regional Awards –Friday 10 November – Suzanne Duggan to attend with staff or committee member.

MOTION: Suzanne Duggan authorised to attend the Regional Achievement Awards with a staff member or Hostel Committee member, to be determined closer to the date.

Moved D Peebles Seconded M Witney CARRIED

7b. Feasibility – K Cone reported $19430 has been successfully secured in funding for the UHSC Aged and Disability Care strategic plan through the Building Better Regions Fund. The Committee sincerely thanked J Bakewell for her assistance with the grant application.

Ideas for the feasibility study:

How many rooms needed in future. Changes in resident needs. If we need to change what we offer eg take on high care residents. Need for registered

nurses on each shift. Need to consider what is already available, eg Merriwa Hospital currently has 16 long

stay beds. Sourcing staff. What new amenities will be needed for compliance in future. Staff training needs.

7c. Liveable Communities Grants Program - K Cone discussed Liveable Communities grant opportunity closes 20 November 2017. D Peebles suggested Masters Games; J Wilton suggested mobile teacher to deliver alternative exercises such as yoga or tai chi tailored for the aged to improve standing, balance and to minimise falls. 8d. Fence update – S Pryor advised that the fence has now been installed at the bottom of the cul-de-sac to prevent motorists using the vacant lot as a short cut. J Wilton asked if another fence or hedge could be installed across the front of the facility to deter people walking through. 8e. Bus – J Wilton asked if two seats could be removed from the Community Bus to convert it to a 12 seater (therefore not requiring a special licence) and to provide extra room for walkers. As the bus is due to be changed over early next year, the Committee agreed best option is to source quotes for a new accessible bus rather than modify the old one.

8. NEXT MEETING Next meeting and AGM will be held Monday 11 December 2017 The meeting was declared closed at 4.40pm.


Community Services


C.01.3 MURRURUNDI AUSTRALIA DAY WORKING PARTY

RESPONSIBLE OFFICER: Kerri Cone - Manager Community Services

AUTHOR: Heather Ranclaud - Community Services Officer - Murrurundi


1. note the minutes of the Murrurundi Australia Day Working Party meeting held on 8 January 2018.

2. endorse the minutes of the meeting of the Murrurundi Australia Day Working Party meeting held on 27 November 2018.

3. adopt the revised Charter for the Murrurundi Australia Day Working Party.

BACKGROUND The Murrurundi Australia Day Working Party is a Section 355 Committee of Council that oversees the planning and provision of Australia Day activities in Murrurundi. REPORT/PROPOSAL The Working Party met on Monday 8 January 2018 to finalise planning for celebrations in Murrurundi. The Working Party also reviewed the current Charter with several minor amendments recommended.

ATTACHMENTS

1 Minutes of the Murrurundi Australia Day Working Party held 8 January 2018

2 Minutes of the Murrurundi Australia Day working party held 27 November 2017

3 Murrurundi Australia Day Working Party - revised Charter

ATTACHMENT NO: 1 - MINUTES OF THE MURRURUNDI AUSTRALIA DAY WORKING PARTY HELD 8 JANUARY 2017

ITEM NO: C.01.3


MINUTES OF THE AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT MEETING - MONDAY 8 JANUARY 2018 –

5.05pm

PRESENT: Cr Josh Brown, Mr Marty Wilson (Acting Chair), Mrs Dianne McLoughlin,

Mr Robert Hope, Mrs Bronnie Johnson, Mrs Gwen Alchin, Mr Ray Shoobert.

IN ATTENDANCE: Mrs Heather Ranclaud

1. APOLOGIES RECOMMENDATION That the apologies received from Mr Cameron Smith( Chairman), Ms Debbie Eather and Mrs Carmel Hughes, be accepted.

2. DISCLOSURE OF INTEREST- Nil declared 3. PREVIOUS MINUTES

RECOMMENDATION That the minutes of the Australia Day Working Party - Murrurundi District Meeting held on 27 November 2017, as circulated, be taken as read and confirmed as a correct record.

Moved: Mrs Gwen Alchin Seconded: Mr Robert Hope CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Committee Charter- the current charter was circulated and suggested amendments discussed.

RECOMMENDATION That the suggested amendments be endorsed by Council. (Report attached)

Moved: Mrs Bronnie Johnson Seconded: Mrs Gwen Alchin CARRIED

4.2 Risk Assessment- the revised risk assessment was tabled and discussed.

4.3 Cricket Match- Members were advised that the Mayor is not available for the cricket match. An alternate arrangement needs to be made to enable the game to proceed. Note: Robert Hope to follow up.

5. AGENDA ITEMS

5.1 Review of 2018 program and task list- the task list was updated:

Parade Judges- Robert Hope, Gilly Paterson and Bob Paton Stage for Pat Drummond- King of the Ranges to be asked. Ambassadors dinner- order from the menu, names and numbers required for

seating Face Painting to be arranged by Mrs Carmel Hughes Chaperone for the Ambassador- Gilly Paterson to be asked. New name tags required due to change of logo. Shirt to be arranged for Mrs Dianne McLoughlin Awards MC- Cr Josh Brown Gift for Ambassador- suggest a hamper from the VIC.

ATTACHMENT NO: 1 - MINUTES OF THE MURRURUNDI AUSTRALIA DAY WORKING PARTY HELD 8 JANUARY 2017

ITEM NO: C.01.3


6. ACTION SHEET- attached 7. CORRESPONDENCE

Out- Letters to nominees inviting them to attend on Australia Day 2018 Letter to nominators inviting them to attend on Australia Day 2018 Parade Entry Forms to past participants.

8. GENERAL BUSINESS

8.1 Note: thanks to Marty Wilson for updating signage at Wilson Memorial Oval to promote

Australia Day events. 9. NEXT MEETING 5pm Monday 5 March 2018 The meeting was declared closed at 6.10pm

ATTACHMENT NO: 2 - MINUTES OF THE MURRURUNDI AUSTRALIA DAY WORKING PARTY HELD 27 NOVEMBER 2017

ITEM NO: C.01.3


MINUTES OF THE AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT MEETING - MONDAY 27 NOVEMBER

2017 - 5pm

PRESENT: Mr Marty Wilson (Acting Chair), Mrs Bronnie Johnson, Mrs Carmel Hughes, Mr Robert Hope, Mrs Gwen Alchin, Mr Ray Shoobert.

IN ATTENDANCE: Heather Ranclaud (minutes)

1. APOLOGIES

RECOMMENDATION

That the apologies received from Mr Cameron Smith (Chair) Cr Josh Brown, Mrs Dianne McLoughlin, and Ms Debbie Eather be accepted.

2. DISCLOSURE OF INTEREST- Mr Marty Wilson declared a non-pecuniary interest as a nominee for an award in 2018. He left the meeting when award nominees were discussed.

3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Australia Day Working Party - Murrurundi District Meeting held on 11 September 2017, as circulated, be taken as read and confirmed as a correct record.

Moved: Mr Ray Shoobert Seconded: Mr Robert Hope CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Updated Program for 2018 events- same program as 2017 4.2 Promote “Be Great and Nominate”- Facebook promotion occurred. 4.3 Catering- Murrurundi Football Club to be invited to cater in 2018 4.4 Entertainment-Pat Drummond has been booked. A stage is required. 4.5 Committee Membership - Mrs Dianne McLoughlin, has been endorsed as a member of

the Working Party at the September Meeting of Council.

5. AGENDA ITEMS

5.1 Annual Election of Chairperson

Motion: that Mr Cameron Smith be recommended as Chair.

Moved: Mrs Bronnie Johnson Seconded: Mr Marty Wilson CARRIED Note; members expressed the need for the elected Chairperson to be available to attend events on Australia Day. Members agreed to elect a Deputy Chair in the event that the Chairperson is not available on Australia Day.

ATTACHMENT NO: 2 - MINUTES OF THE MURRURUNDI AUSTRALIA DAY WORKING PARTY HELD 27 NOVEMBER 2017

ITEM NO: C.01.3


Motion: that Mr Marty Wilson be recommended as Deputy Chair. Moved: Mrs Bronnie Johnson Seconded: Mr Ray Shoobert CARRIED

5.2 Review Committee Charter members discussed the current Charter. An updated Charter will be tabled at the next meeting of the Working Party.

5.3 Recommendations for Awards Mr Marty Wilson left the meeting.

Information about nominees was discussed. Motion: That Council endorse the Murrurundi District Australia Day Award recommendations.. Moved: Mrs Carmel Hughes Seconded: Mr Robert Hope Mr Marty Wilson was invited to re-join the meeting.

5. ACTION SHEET 6. CORRESPONDENCE 7. GENERAL BUSINESS

7.1 Australia Day Song- to be confirmed by the Australia Day Council 7.2 Risk Assessment- will be revised for the Committee’s consideration at the next meeting.

8. NEXT MEETING Monday 8 January 2018 A reminder notice will be sent to all member of the Working Party prior to Christmas.

The meeting was declared closed at 6.10pm.

ATTACHMENT NO: 3 - MURRURUNDI AUSTRALIA DAY WORKING PARTY - REVISED CHARTER ITEM NO: C.01.3



Community Services


C.01.4 UPPER HUNTER LIBRARY ADVISORY COMMITTEE




1. note the Minutes of the Upper Hunter Library Services Advisory Committee meeting held 13 December 2017

2. endorse the minutes of the Upper Hunter Library Services Advisory Committee meeting held on 11 October 2017

3. accept the resignation of Diane Roche and send a letter of thanks for her involvement with the Committee.

BACKGROUND The Upper Hunter Library Services Advisory Committee is a Section 355 Committee of Council which meets every second month. The Committee represents the interests of the broader community on Library related matters, providing feedback on our five Shire branches. Council is represented on this committee by Cr Sue Abbott (Chairperson), Cr Lorna Driscoll, and Cr Ron Campbell. REPORT/PROPOSAL The Committee reviewed reports from staff including visits to other libraries, promotional work planned for 2018, new Merriwa Library proposed opening hours, the introduction of the new Library Management System (LMS) Aurora, updates on the Library upgrade, and increasing membership of Libraries. Diane Roche (community representative from Murrurundi area) has tendered her resignation from the Committee.

ATTACHMENTS

1 Upper Hunter Library Services Advisory Committee - 13 December 2017 - Minutes

2 Upper Hunter Library Services Advisory Committee - 11 October 2017 - Minutes

ATTACHMENT NO: 1 - MINUTES OF UPPER HUNTER LIBRARY ADVISORY COMMITTEE – 13 DECEMBER 2017

ITEM NO: C.01.4


MINUTES OF THE UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE OF - WEDNESDAY 13 DECEMBER 2017 - 5.30pm

PRESENT: Cr Sue Abbott (Chairperson), Cr Ron Campbell, Cr Lorna Driscoll,

Ms Jayne Cronin, Ms Penelope Fenley.

IN ATTENDANCE: Mrs Kerri Cone (Minutes), Mr Mat Pringle (Director Environmental & Community Services), Mrs Elizabeth Walter (Library Coordinator), Ms Sharyn Bancroft (Library Assistant) and Ms Daele Healy (Communications Officer) (latter two for part of meeting).

1. APOLOGIES RECOMMENDATION That the apologies received from Ms Deirdre Peebles, Ms Louise Broomfield, Diane Roche, Cr Wayne Bedggood, Lauren Allan and Jennifer Platt be accepted.

Moved: Cr Ron Campbell Seconded: Penelope Fenley CARRIED 2. DISCLOSURE OF INTEREST - Nil 3. PREVIOUS MINUTES

RECOMMENDATION That the minutes of the Upper Hunter Library Services Advisory Committee Meeting held on 11 October 2017, as circulated, be taken as read and confirmed as a correct record.

Moved: Penelope Fenley Seconded: Cr Ron Campbell CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4a. Visits to other Libraries Elizabeth Walter, Penelope Fenley and Kerri Cone reported on visits to other Libraries to investigate upgrades, facilities and creative ideas for planning of our own libraries. Photographs had been shared with the Committee members previously, of Tamworth Branch, Dubbo Branch and Dunedoo Branches. People reporting, spoke of aspects that had interested them which demonstrated a range of opinion and reactions, and all believed the visits had been a worthwhile venture. It was hoped that further visits would be made in the new year to other libraries.

4b. Promotional work on websites, Facebook and other media

Daele Healy was welcomed to the meeting and presented a draft press release which outlined exciting projects and changes coming up in our libraries in 2018. Daele demonstrated the design for a new trial Facebook page for Murrurundi which she hoped would be endorse to be launched on Monday 18th December 2017. Following a few months of functioning and refinement, the other four branches could launch a Facebook page for promotional work. The aim of the project is to increase membership of our Libraries and particularly target younger members.


ITEM NO: C.01.4


There was a suggestion that digital links should be placed in the appropriate area from the press release in Facebook and other digital formats. Daele explained how the Press release would be distributed.

Daele suggested that the Facebook project for the Libraries might be administered by the new Library Trainee, at an appropriate period. It was also suggested that there should be linkages between the Facebook page and the catalogue and membership forms. It was noted that these links had been placed between Council’s website to the membership application form and the Library website following our last meeting. Daele reported that UH Shire pagemaster position was yet to be filled, with Shinead Taylor currently acting in the role. It was hoped the position would be filled soon. There was likely to be some review of the Council website, but Daele explained that a special Library tab was unlikely in her view, as other sections of Council would also validly argue for their own tabs, and this would be impractical. Some members of the Committee felt that Libraries were a special community service and a tab was justified. Members suggested that once the appointment of a permanent webmaster was made, that person should be invited to attend a Library Committee meeting to discuss the tab issue. The Committee thanked Daele for her input and requested that Daele be invited back to the February meeting to give a progress report on the Murrurundi website trial.

4c. Merriwa Library Opening hours

Members enquired if there had been any further discussions re the hours the new Library would open. Kerri Cone reported that there was no further progress to report at this stage. Committee members reiterated their desire to have the new Merriwa Library available to the public for more extended hours than the current 16 per week.

5. AGENDA ITEMS

5a. Library Coordinator’s Report Elizabeth Walter presented her report. Members enquired how the new Aurora LMS was operating, and were told that for staff it was working well and was proving to be user friendly, and the public would notice a new look. Penelope and Jayne reported that they had received emails saying “This is an Aurora Notice” and wondered if this could be changed to make more sense to the public- ask the new Technical Services Librarian to consider options for a more friendly and understandable notice.

Moved that the Library Co-ordinator’s report be accepted.

Moved: Cr Ron Campbell Seconded: Jayne Cronin CARRIED

5b. Technical Services Librarian’s Report

The Technical Librarian was a late apology for the meeting, so the report was taken as read. In response to a question, Elizabeth reported that approximately 12 people had attended the Aurora launch in Scone.


ITEM NO: C.01.4


Following discussion about the website, it was suggested that the pagemaster from each Council should be invited to the next Library Network meeting to discuss improvement options to highlight Library services. Motion: That collaboration is recommended on the Library website development by the attendance of each Council’s webmaster, at the Library Network Committee meetings.

Moved: Penelope Fenley Seconded: Cr Ron Campbell CARRIED

6. ACTION SHEET

– NOVEMBER 2017 ACTION RESPONSIBLE

OFFICER PROGRESS COMPLETION

DUE BY Secure a copy of Cemetery information from Mudgee Library and place in Library (MWA)

Library Co-ordinator(LC), Elizabeth Walter

Print off copy from google search and obtain copy from Mudgee Library (perhaps on next Library visit to Mudgee)

By next Committee meeting- Feb.

Website Usage data- Committee enquiring about demographics of borrowings

Technical Services Librarian

Updated report requested Ongoing

Website Improvements - Members concerned that Library website was difficult to use.


Update report Ongoing

Library Promotions - Discuss methods of improved promotion with Communications Team and develop a market strategy

Director E &CS, Mat Pringle and MCS, Kerri Cone

Invite Daele Healy to attend next meeting

Update at next meeting-Feb

Members using alternate branches- Request for statistical information on members using branches not closest to their place of residence


Monitor changes in this demographic and share with committee

Ongoing

Identify local authors Elizabeth Walter Complete a list of local Authors and investigate how Aurora can highlight/differentiate these in the catalogue

For next meeting - Feb

Toilet Infrastructure grant-MDI Kerri Cone Investigate plans for building and apply for grant if shovel ready

Report next meeting -Feb

State Library Infrastructure grant update

Kerri Cone Update results of grant For next meeting, if known

Trial of Change of Hours at Aberdeen

Kerri Cone To be implemented in early 2018

Review in April

Graphics for MWA Library Collection Desk

Jayne Cronin/ Penelope Fenley

Investigate availability of “Historical” graphic

ASAP

7. CORRESPONDENCE

OUT 7a. State Library of NSW – Infrastructure Grants application 2017

IN 7b. Resignation of Diane Roche from Library Committee


ITEM NO: C.01.4


Moved that Diane Roche’s resignation be accepted and a letter of thanks sent to her for her years of involvement on the Committee. Moved: Cr Ron Campbell Seconded: Cr Lorna Driscoll CARRIED

8. GENERAL BUSINESS

8a. Merriwa Library Upgrade and Relocation Kerri Cone provided information on the Merriwa Library project – The painting is completed and the basic floor coverings are down, awaiting a final decision for highlight placement. Shelving has been ordered, and furnishing will be ordered shortly. Photographs were shared with the Committee.

Kerri had received some comment that the planned Sheep in socks graphic might lack some sophistication or current relevance on the front collection desk, and sought comment on some silo photos that had been offered as an alternative. Members felt that while the silo photo could be an appropriate idea in the library when the painting is completed, that the pre painted silos were not favorably received. A number of members commented that the sheep in socks graphic was still very appropriate to Merriwa culture. Penelope and Jayne suggested an alternative might be an historical photo of Merriwa and were asked to obtain any copies(with permission for use) and send them to Kerri as soon as practical. Kerri commented that this will be the main viewing graphic from the children and youth areas, and may not be appreciated by these groups, perhaps being more appropriate in the adult area.

8b. Increasing membership at Libraries There was a discussion about increasing the use of Libraries and raising membership levels at all libraries.

Suggestions included: Changing opening hours of libraries Increasing the range of activities at the Library to attract people. Assessing the special skills of current Library staff and asking them how they can utilise

them at the Library eg film making, craft, hobbies, Asking other Council staff what skills they could contribute to the Library –paid/voluntary Running activities that attract specific target interests eg Seniors Technology course Looking for volunteer involvement at the libraries to provide new activities

9. NEXT MEETING

Commencing 5.30pm February 14 at Scone Library April 11 at Merriwa Library June 13 at Aberdeen Library August 8 at Murrurundi Library October 10 at Cassilis December 12 at Scone Library

The meeting was declared closed at 7.15pm.

ATTACHMENT NO: 2 - MINUTES OF UPPER HUNTER LIBRARY ADVISORY COMMITTEE – 11 OCTOBER 2017

ITEM NO: C.01.4


MINUTES OF THE UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE MEETING

WEDNESDAY 11 OCTOBER 2017 - 5.30pm, at Merriwa Library

PRESENT: Cr. Sue Abbott (Chairperson), Cr Ron Campbell, Ms Deirdre Peebles, Ms Jayne Cronin, Ms Penelope Fenley, Ms Louise Broomfield

IN ATTENDANCE: Mrs Kerri Cone (Minutes), Mr Mat Pringle (Director Environmental & Community Services), Mrs Elizabeth Walter (Library Coordinator)

1. APOLOGIES RECOMMENDATION That the apologies received from Cr Lorna Driscoll, Lauren Allan and Mark Shields be accepted. Moved: Deirdre Peebles Seconded Cr Ron Campbell CARRIED 2. DISCLOSURE OF INTEREST

Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Upper Hunter Library Services Advisory Committee meeting held on 12 April 2017, as circulated, be taken as read and confirmed as a correct record. Moved: Jayne Cronin Seconded: Cr. Ron Campbell CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Further to business noted in the action sheet, Penelope Fenley noted that visits to other libraries with Kerri and Elizabeth had not occurred, and she felt it was important to review how other libraries had refurnished and structured their libraries, when developing Upper Hunter Shire Libraries. Kerri indicated she would be in Tamworth and visit the Library on 13 October 2017, and it was agreed that Kerri would contact Mudgee, Gulgong, Coolah or Dubbo system of libraries to see if a date could be secured by the end of October for a visit. Members relocated to the new Merriwa Library site to view the renovations and discuss plans presented by Kerri Cone. The meeting then continued in the old Library area. 5. AGENDA ITEMS

5a. Library Coordinator’s Report

There was a discussion about maintaining technology in the new library in regard to teleconferencing and smart boards. The future of the old library area was questioned, but answers were not definitively available. Teleconferencing may be set up there.


ITEM NO: C.01.4


Promotion issues were again noted with members feeling that comparatively little information about Upper Hunter Shire Libraries was being sent out compared to Muswellbrook and Denman Libraries. Lauren Allan had indicated in her report that she would use whatever was sent to her, but needed longer timeframes.

There was discussion about the UHS Council website, with some members expressing the view that it was very difficult to find library information on it. Members felt that the website should have additional information on it such as a membership form, how to join and what’s new in the libraries. There was discussion about other websites and members were encouraged to look at Eurobodalla, Perth City Council and Central west library websites.

RECOMMENDATION TO COUNCIL: That a “Library tab” be placed on the Upper Hunter Shire Website home page to enable easy access to Library information. Moved: Louise Broomfield Seconded: Cr Ron Campbell CARRIED

Members suggested that the Library Co-ordinator seek a photocopy of the Mudgee Cemetery list, as it was reported to be out of print. Members asked that our catalogue be amended to identify local authors on our database for the whole shire. Elizabeth was asked to follow this up.

Moved that the Library Co-ordinator’s report be accepted.

Moved: Ms Deirdre Peebles Seconded: Ms Penelope Fenley CARRIED

5b. Technical Librarian’s Report (presented by Elizabeth Walter)

Members requested that information about the new Library Management System (Aurora) be provided to the Committee, and public through press release, and placed on our website. Information about how it will improve services would be suitable eg improved website searching, larger collection, etc.

A copy of the newly developed network Membership Policy was requested for members.

There was discussion about the issue of people using libraries other than their nearest Library. The Technical Services Librarian had indicated this information was not available. Members requested that this issue be looked into to try and capture this information. Kerri Cone provided figures from the 2015 Library Survey which revealed fairly small numbers indicating they used alternate libraries.

Moved that the Technical Librarian’s report be accepted.

Moved: Jayne Cronin Seconded: Louise Broomfield CARRIED


ITEM NO: C.01.4


6. ACTION SHEET ACTION RESPONSIBLE

OFFICER PROGRESS COMPLETION

DUE BY Local history information in our Libraries- Contact Mudgee Library & Merriwa Historical Society for information

Library Co-ordinator(LC), Elizabeth Walter

Report provided by LC - Seek photocopy of Cemetery information from Mudgee Library - LC

By next Committee meeting

Management System Update-provide information on new LMS(Aurora) which will replace Libero

Technical Services Librarian (TSL), Lauren Allan

Report provided by TSL - Committee seeking extra details –TSL and promotion to community -MCS


Website Usage data- Committee enquiring about demographics of borrowings

Technical Services Librarian, Lauren Allan

Report provided by TSL - Any further information requested

Ongoing

Website Improvements - Members concerned that Library website was difficult to use.


Report provided-TSL Ongoing

Website Search issues - Difficulties experienced in searches


Report provided -TSL Completed

Signage to capture email messages- Improve list of emails contacts in system for UHS members for improved communication

Library Co-ordinator, Elizabeth Walter

Signage at Communications team for development - Ensure signage placed at each Library- LC


Library Promotions - Discuss methods of improved promotion with Communications Team and develop a market strategy

Director E &CS, Mat Pringle and MCS, Kerri Cone

Report provided by MCS with recommendations -Recommendations supported.

Update at next meeting

Members using alternate branches- Request for statistical information on members using branches not closest to their place of residence


Report provided- no statistics available in current LMS. Survey 2015 statistics provided by MCS. Investigate ways to implement collection of this data-TSL

By next meeting

Library Budget 2017/18 - Members requested details of the Library budget

Manager Community Services, Kerri Cone

Report provided by MCS Complete


ITEM NO: C.01.4


7. CORRESPONDENCE 7a. State Library of NSW – Infrastructure Grants close 10 November 2017 Feedback was sought on the priority issues for the UHS Libraries, noting that there was likely to be insufficient funds to complete the Merriwa Library upgrade and Stage 2 of this project included further decking, outside children’s area, furnishings and equipment. Members also raised the issue of a lack of toilet at the Murrurundi Library and felt that this should take precedence in an application, if the grants covered this aspect, and no other suitable grants were available. Kerri will investigate suitability of each project and prepare an application if eligible.

8. GENERAL BUSINESS

8a. Marketing of UHS Libraries

Mat Pringle spoke to the report provided following discussions with Daele Healy from the Communications Team. Facebook: Members felt that the UHS Libraries should have one Facebook page as a whole, rather than one Facebook page for each Library. Launching it at Murrurundi first as a trial was supported and would enable the development of templates etc. The Facebook page should also be linked to other relevant sites such as Merriwa Connect. It was suggested that Daele be invited to the next meeting to discuss her thoughts on how to approach this task.

Change of Hours at Aberdeen: Members supported a trial of hours as recommended in the report. The potential change in staff hours has been discussed with the staff at Aberdeen, who are willing to trial the change, to see if some evening hours on Wednesday (3pm to 7pm) attract increased patronage. The total staff hours will not change, but be rearranged, with the library closing on Mondays and Thursday which currently have the lowest attendance times, and extending hours on some other days.

Proposal Explanation Monday – CLOSED (Currently 3.30pm to 5.30pm but has the lowest visits of current opening

days) Tuesday – 10am to 2.30pm (previously 10.30am-12.30). This day accommodates preschool visits,

and will have the 2 hours from Monday added to extend the morning. (The Surveys requested a mix of morning and afternoon session)

Wednesday- 3pm to 7pm (currently 3.30pm to 5.30pm) This will provide an evening session which the staff feel would be the best night of the week to open .(Most popular days in the surveys were Friday and Wed) They believe Friday night may not be viable as a number of sporting programs run then in Aberdeen. The 2 hours from Thursday would be used to extend the hours.

Thursday – CLOSED (currently 3-5pm) second lowest visits of the current opening days. Friday 11.30am to 1pm then 2pm to 5.30pm (same as current hours)

Special Guest Speakers: Members suggested that an Arts Grant/CASP Grant could be sought to assist with costs of special activities or speakers in the Library. Staff will provide a report on the outcomes of the Facebook and change of hours trials.


ITEM NO: C.01.4


RECOMMENDATION TO COUNCIL: That Council:

1. Trial a change of hours at Aberdeen Library throughout November and December 2017, providing one evening access per week, and hours as: Monday – CLOSED Tuesday – 10am to 2.30pm Wednesday- 3pm to 7pm Thursday – CLOSED Friday 11.30am to 1pm then 2pm to 5.30pm

2. Trial a Facebook page to increase membership

Moved: Cr Ron Campbell Seconded: Deirdre Peebles CARRIED

3. Discuss other promotional suggestions with Library staff for implementation in 2017-8

8b. Merriwa Library Upgrade and Relocation Members inspected the building site externally to view the progress of building works. Design concepts were displayed and discussed. The recommended colour schemes were discussed and members supported the children and youth areas being themed with the feature colour being the red of the sheep socks, and the adult area featuring green colourings of the rosemary. Base wall colour in creamy based white. Shelving covers in dark charcoal with shelving in White Birch and grey patterned carpets with highlight tiles according to themes.

9. NEXT MEETING

It was suggested that the next meeting be held at the Scone Thoroughbred Hotel if there was a suitable area, with a dinner together. Daele Healy or a representative from the Communications Team to be invited to attend for input into promotions.

The meeting was declared closed at 7.30pm


Community Services


C.01.5 ARTS UPPER HUNTER

RESPONSIBLE OFFICER: Mat Pringle – Director Environmental & Community Services


RECOMMENDATION That Council endorse the ratified minutes of the Arts Upper Hunter Board meeting held on 15 September 2017.

BACKGROUND Council contributes financially, along with other councils in the region, to support Arts Upper Hunter. Member councils are Singleton, Muswellbrook, Dungog and Upper Hunter. Council is represented by Cr Sue Abbott on this Board. The local community representative is Pam Saunderson-McLeay. The meeting held on 7 December 2017 ratified the September Minutes. Meetings are held approximately quarterly. REPORT/PROPOSAL Mark Reedman , Regional Arts Development Officer, thanked Upper Hunter Shire Council for its continued support in 2017, and a continual partnership into 2018. The Upper Hunter Arts Trail was seen as an overall success, with particular support from the Murrurundi community. The Contribution Invoicing Policy supported by Council was adopted to 65c per capita from July 2018. A review of expenditure items would commence at the December meeting, which would be held on 7 December at Singleton.

ATTACHMENTS

1 Arts Upper Hunter - Ratified minutes of Arts Upper Hunter September board meeting - 12/12/17

ATTACHMENT NO: 1 - MINUTES OF ARTS UPPER HUNTER BOARD - 15 SEPTEMBER 2017 ITEM NO: C.01.5









Community Services


C.01.6 AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT

RESPONSIBLE OFFICER: Mat Pringle – Director Environmental & Community Services

AUTHOR: Tash Taaffe - Community Services Officer


1. note the minutes of the Merriwa District Australia Day Committee meeting held on 16 January 2018.

2. endorse the minutes of the Merriwa District Australia Day Committee meeting held on 21 November 2017.

BACKGROUND The Merriwa District Australia Day Committee is a S355 Committee of Council that coordinates the Australia Day celebrations for the Merriwa District. The Committee meets regularly in the lead up to the event. REPORT/PROPOSAL A meeting of the Merriwa District Australia Day Committee was held on 16 January 2018 to finalise plans for the 2018 Australia Day – Merriwa District event. The Committee met with staff from the Merriwa Sports Club and discussed set up and pack up requirements, seating arrangements, the Ambassador dinner and working bee schedule.

ATTACHMENTS

1 Minutes of Australia Day Committee - Merriwa District - 16 January 2018

2 Australia Day Committee - Merriwa District - 21 November 2017 - Minutes

ATTACHMENT NO: 1 - MINUTES OF AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT - 16 JANUARY 2018

ITEM NO: C.01.6



ITEM NO: C.01.6



ITEM NO: C.01.6



ITEM NO: C.01.6



ITEM NO: C.01.6


ATTACHMENT NO: 2 - AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT - 21 NOVEMBER 2017 - MINUTES

ITEM NO: C.01.6


ATTACHMENT NO: 2 - AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT - 21 NOVEMBER 2017 - MINUTES

ITEM NO: C.01.6



Environmental & Community Services


DEVELOPMENT REPORTS

D.01.1 DEVELOPMENT APPLICATION NO. 47/2014 - SECTION 96 MODIFICATION - COVERED ARENA AT WHITE PARK


AUTHOR: Paul Smith - Senior Environmental Planner

PURPOSE On 18 December 2017, Council received an application to modify Development Consent No. 47/2014 for a covered arena at Lot 13 and Lot 14 DP 1228077, Guernsey Street Scone. The application is being referred to Council for determination because Upper Hunter Shire Council is the applicant.

RECOMMENDATION That Council, pursuant to Section 96(1A) of the Environmental Planning and Assessment Act 1979, modify Development Consent No. 47/2014 for a covered arena at Lot 13 and Lot 14 DP 1228077, Guernsey Street Scone, subject to the conditions of consent in Attachment 1 to the report.

BACKGROUND Applicant: Upper Hunter Shire Council Owner: Upper Hunter Shire Council Property: Lot 13 and Lot 14 DP 1228077, Guernsey Street Scone Proposal: Section 96 Modification - Covered Arena, Amenities, Offices, Bar and

Seating Zone: RE1 Public Reaction Development Consent No. 47/2014 for a covered arena, amenities, seating and roads at Lot 12, Lot 13 and Lot 14 DP 1228077, Guernsey Street Scone was approved by Council on 28 April 2014. On 18 December 2017 an application to modify the consent was lodged pursuant to Section 96(1A) of the Environmental Planning and Assessment Act 1979. REPORT/PROPOSAL The development site comprises three (3) allotments having a combined area of approximately 14ha. The application relates to Lot 13 and Lot 14 DP 1228077 and involves:

Removing the bar from the family area (the bar will be subject to a separate development application)

Undertaking excavation works to create an amphitheatre to enhance spectator viewing Remove the toilet facilities from the northern end of the proposed arena and install two

toilet blocks: one in the north-western corner of the arena and one in the south-west corner of the arena.

Amending/replacing Condition 17 in relation to stormwater disposal by proposing to direct overflow water from the water tank towards the rail corridor and bypass via overland flow.




The modification application proposes to install a 260KL rainwater tank at the north-east corner of the proposed arena. The overflow water would then discharge onto the ground and be directed to the eastern boundary of the lot via overland flow towards an unnamed watercourse/drainage line at the corner of the rail corridor and the proposed Scone Bypass route. This proposal does not satisfy the outcomes to be achieved in the UHDCP. In addition the likely route of the overland flow may impact on the rail corridor and the proposed “new camping area” within the complex. In this regard it is recommended that Condition 17 continues to apply (refer to Attachment 1). OPTIONS

1. That Council, pursuant to Section 96(1A) of the Environmental Planning and Assessment Act 1979, modify Development Consent No. 47/2014 for a covered arena at Lot 13 and Lot 14 DP 1228077, Guernsey Street, Scone subject to the conditions of consent in Attachment 1.

2. That Council, pursuant to Section 96(1A) of the Environmental Planning and Assessment Act 1979, refuse to modify Development Consent No. 47/2014, stating the reasons for refusal.

CONSULTATION The application was not publicly notified as the works involve minor modifications that do not alter the consideration of impacts previously considered acceptable by Council. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 4 – Plan for a sustainable future

Implement and regularly review Strategic Land Use Plans, Environmental Planning Instruments and Development Controls, which reflect the needs and expectations of the broad community.

Goal 5 - A sustainable and prosperous economy

Facilitate and support increased and innovative tourism and marketing opportunities We are working to achieve the following Community Priorities:




b. Delivery Program Assessment of the application is in accordance with the Town Planning Community Strategies: CS13 - Implement and regularly review Strategic Land Use Plans, Environmental Planning Instruments and Development Controls, which reflect the needs and expectations of the broad Community, and CS14 – Provide efficient and effective advisory, assessment and regulatory services focused on being Customer ‘friendly’, responsive and environmentally responsible. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications Modification application fees of $645 have been paid. c. Legislative Implications An assessment of the development application has been undertaken pursuant to Section 96 of the Environmental Planning and Assessment Act 1979 (see Attachment 2). d. Risk Implications Council determinations of development applications and modifications in relation to local development can be appealed by a third party in the Land and Environment Court in circumstances where incorrect legal process has been applied. In the case of this development application the relevant considerations under the Environmental Planning and Assessment Act 1979 have been made. There is a low risk of any third party legal appeal in relation to this application. e. Other Implications Nil CONCLUSION The application has been assessed as satisfactory against Section 96(1A) of the Environmental Planning and Assessment Act 1979, Upper Hunter Local Environmental Plan 2013 and the Upper Hunter Shire Development Control Plan 2015.




The proposal is in keeping with the site context, is an appropriate form of development for the site and is unlikely to result in any significant adverse impacts. Accordingly, it is recommended that the modification application be approved subject to appropriate conditions of consent.

ATTACHMENTS

1 DA 47/2014 - Section 96(1A) - Modification - Recommended Conditions of Consent

2 DA 47/2014 - Plans

3 DA 47/2014 - Assessment - Section 79c

ATTACHMENT NO: 1 - DA 47/2014 - SECTION 96(1A) - MODIFICATION - RECOMMENDED CONDITIONS OF CONSENT

ITEM NO: D.01.1


DA 47/2014 – Section 96(1A) – Recommended Conditions of Consent

Identification of approved plans:

1. The development being carried out in accordance with the development application and the drawings

referenced below and Statement of Environmental Effects and the documentation supporting the Section 96(A1) Modification, except where amended by the following conditions. JOB REFERENCE NO SHEET

NO REVISION

NO DRAWN BY DATE

Proposed White Park Development 1 - PB Eveleigh Plan Service

02/04/14

Proposed White Park Development 2 - PB Eveleigh Plan Service

02/04/14

Arena Plan 1 A PB Eveleigh Plan Service

18.12.2017

Elevation 1, Section and 3D View 1 and 2

2 A PB Eveleigh Plan Service

18.12.2017

3D View 3 and 4 3 A PB Eveleigh Plan Service

18.12.2017

North Toilet Block Plan, South Toilet Block Plan and Toilet Block Elevations

4 A PB Eveleigh Plan Service

18.12.2017

Toilet Block Internal Plans 5 A PB Eveleigh Plan Service

18.12.2017

Ground Floor Plan S01 A Wallandra November 2017

Roof Frame Plan S02 A Wallandra November 2017

Sections 3D Frame S03 A Wallandra November 2017

Elevations 3D Image S04 A Wallandra November 2017

(Reason: To ensure that the form of the development undertaken is in accordance with the

determination of Council)

2. A copy of all stamped approved plans, specifications and documents (including the Construction Certificate if required for the work incorporating certification of conditions of approval) must be kept on site at all times so as to be readily available for perusal by any officer of Council or the Principal Certifying Authority. (Reason: To ensure that the form of the development undertaken is in accordance with the

determination of Council)

Operational conditions imposed under the environmental planning and assessment act and regulations and other relevant legislation:

3. All building work must be carried out in accordance with the provisions of the National Construction

Code Series. (Reason: Prescribed by legislation)

Ancillary matters to be completed prior to the issue of the construction certificate:

4. Ramps and access for people with disabilities are to be provided to and within the entire building with

the exception of grandstands. Consideration must be given to the means of dignified and equitable access from public places to adjacent buildings, to other areas within the building and to footpath and


ITEM NO: D.01.1


roads. Compliant access provisions for people with disabilities shall be clearly shown on the plans submitted to, and approved by the Certifying Authority prior to the release of the Construction Certificate. All details shall be prepared in consideration of, and construction completed to achieve compliance with the provisions of the Disability (Access to Premises-Buildings) Standards 2010, and the relevant provisions of AS1428.1 and AS1428.4. (Reason: To ensure the provision of equitable and dignified access for all people in

accordance with disability discrimination legislation and relevant Australian Standards)

5. An assessment, report and certification by a qualified practising Consulting Engineer stating that the

proposed structure has been designed to withstand the flood pressures, including debris and buoyancy forces, imposed in the event of a 1% AEP flood and that the structure will not sustain unacceptable damage from the impact of floodwater and debris is to be submitted to, and approved by the Certifying Authority prior to the release of the Construction Certificate. (Reason: Prevention of damage to buildings as a result of flood events)

6. To ensure that adequate provision is made for the cleanliness and maintenance of all food preparation areas, all building work in connection with the occupation or use of the premises for the preparation and storage of food shall be designed and carried out in accordance with the requirements of:-

(a) The Food Act (as amended) (b) The Food Regulation (as in force); (c) AS4674 (Design, Construction and Fit-Out of Food Premises); (d) The Clean Air (Plant and Equipment) Regulation; (e) AS 1668 Part 2; (f) The Protection of the Environment Operations Act; and (g) The National Construction Code Series;

The relevant matters to be taken into account under this approval relate to:-

i. construction, materials and finishes;

ii. installation of fixtures, fittings and equipment;

iii. washing facilities, other facilities and special requirements;

iv. mechanical ventilation and exhaust discharges; and

v. temperature control Detailed plans and specification of work demonstrating that these design requirements have been met shall be submitted to, and approved by the Certifying Authority prior to the release of the Construction Certificate. (Reason: To ensure compliance with acceptable standards for the construction of food

premises established under environmental health and safety legislation)

7. The Owner of the property shall enter into a trade waste agreement with Upper Hunter Shire for the disposal of all trade waste generated by the development. Documentary evidence demonstrating compliance with this condition shall be submitted to, and approved by the Certifying Authority prior to the release of the Construction Certificate. Note: This includes food premises which will require a grease trap or a grease arrestor. (Reason: To protect the environment from contamination)


ITEM NO: D.01.1


8. A full set of construction plans demonstrating compliance with the National Construction Code Series

shall be submitted to, and approved by, the certifying authority prior to the release of the Construction Certificate. (Reason: Prescribed by legislation)

Conditions that must be addressed prior to commencement:

9. Where construction or excavation activity requires the disturbance of the soil surface and existing vegetation, adequate measures for erosion and sediment control shall be provided. As a minimum, control techniques are to be in accordance with The Blue Book published by Landcom provisions on Erosion and Sediment Control, or a suitable and effective alternative method. All required erosion and sedimentation techniques are to be properly installed prior to the commencement of any site works and maintained in a functional and effective condition throughout the construction activities until the site is stabilised. The installation is to be approved by the Principal Certifying Authority prior to further commencement of site works. (Reason: To protect the environment from the effects of sedimentation and erosion from

development sites)

10. A sign must be erected in a prominent position on any work site on which work involved in the erection or demolition of a building is being carried out:

(a) stating that unauthorised entry to the work site is prohibited; (b) showing the name of the principal contractor (or person in charge of the work site), and a

telephone number at which that person may be contacted at any time for business purposes and outside working hours; and

(c) showing the name, address and telephone number of the Principal Certifying Authority for the

work. Any such sign must be maintained while to building work or demolition work is being carried out, but must be removed when the work has been completed. The installation is to be approved by the Principal Certifying Authority prior to further commencement of site works. (Reason: Statutory requirement)

11. No works shall commence on site until such time as a Construction Certificate has been issued for either part or all of the works. If a certificate is issued for part of the works it must cover the works being undertaken onsite. (Reason: Prescribed – Statutory)

Conditions that must be complied with during demolition and building work:

12. Any person acting on this consent shall ensure that:-

(a) building construction activities are only carried out during the following hours:

i. between Monday to Friday (inclusive)—7.00am to 5.00pm, ii. on a Saturday—8.00am to 5.00pm.

(b) building construction activities must not be carried out on a Sunday or a public holiday unless

prior approval has been obtained

(c) demolition and excavation works must only be carried out between Monday to Friday (inclusive) between 8.00am and 5.00pm.


ITEM NO: D.01.1


(Reason: To ensure that works do not interfere with reasonable amenity expectations of

residents and the community)

Conditions which must be complied with prior to the issue of any occupation certificate:

13. Prior to the issue of any Occupation Certificate signage in accordance with AS3500.1 shall be

installed to all taps that supplied by the rainwater tank where mains reticulated water supply is provided to the site. (Reason: To ensure non-reticulated water supplies are identified.)

14. The premises shall be connected to the sewer system in accordance with the Australian Standard 3500. A works as executed plan on Department of Fair Trading Sewer Service Diagram is to be submitted to Council within seven (7) days following the final drainage inspection and prior to the issue of any Occupation Certificate. (Reason: To ensure compliance with the Australian Standard & Local Authority requirements.)

15. The building is not to be used or occupied until a final inspection has been carried out and any Occupation Certificate has been obtained from the Principal Certifying Authority. (Reason: Prescribed - Statutory.)

Conditions that must be complied with at all times:

16. The proprietor is to ensure that at all times when the premises are open and at the end of each day after the premises have closed, all rubbish including loose papers, cigarette butts, bottles etc which may be left on the subject area or immediately adjacent is picked up and placed in the proprietor’s rubbish bins. (Reason: To ensure waste generated by the approved use or activity is properly managed by

the person acting upon this consent, to prevent unsightly build up of waste material.)

17. At all times all stormwater from the development including all hardstandings and overflows from rainwater tanks is to be collected and disposed of by way of properly constructed stormwater lines to:-

(a) rainwater storage tanks with overflow directed to either the creek or drainage gully, such outlets must be provided with rock mattresses to prevent erosion of the bank, or a minimum distance of 6m clear of the proposed and any adjoining structures as approved by Council.

(Reason: To ensure suitable disposal of stormwater)

ATTACHMENT NO: 2 - DA 47/2014 - PLANS ITEM NO: D.01.1










ATTACHMENT NO: 3 - DA 47/2014 - ASSESSMENT - SECTION 79C ITEM NO: D.01.1


ADDRESS: Lot: 13 DP: 1228077

Guernsey Street Scone APPLICATION No: 47/2014 PROPOSAL: 47/2014 PLANS REF: DRAWINGS NO. DRAWN BY DATE RECEIVED

PLANNING RELATED DRAWINGS / INFO Arena Plan Ref: 031-14 Sheet 1

PB Eveleigh Plan Service

07.12.2017 18.12.2017

Elevation 1, Section and 3D View 1 and 2 Ref: 031-14 Sheet 2


07.12.2017 18.12.2017

3D View 3 and 4 Ref: 031-14 Sheet 3


07.12.2017 18.12.2017

North Toilet Block Plan, South Toilet Block Plan and Toilet Block Elevations Ref: 031-14 Sheet 4


07.12.2017 18.12.2017

Plans Ref: 031-14 Sheet 5


07.12.2017 18.12.2017

OWNER: Upper Hunter Shire Council APPLICANT: Upper Hunter Shire Council

Po Box 208 SCONE NSW 2337

AUTHOR: Mr P M Smith DATE LODGED: 18/12/2017 AMENDED: ADD. INFO REC’D: DATE OF REPORT: 16 January 2018

SUMMARY OF FACTS ISSUES: Stormwater management. SUBMISSIONS: No submissions were received. RECOMMENDATION: Approval, subject to conditions of consent.



LOCATION MAP

DESCRIPTION OF PROPOSAL The development site comprises three (3) allotments having a combined area of approximately 14ha. The application relates to Lots 13 and 14 DP 1228077 and involves:

Removing the bar from the family area (the bar will be subject to a separate development application)

Undertaking excavation works to create an amphitheatre to enhance spectator viewing Remove the toilet facilities from the northern end of the proposed arena and install two toilet

blocks: one in the north-western corner of the arena and one in the south-west corner of the arena.

Amending/replacing Condition 17 in relation to stormwater disposal by proposing to direct overflow water from the water tank towards the rail corridor and bypass via overland flow.

RELEVANT HISTORY

Development Consent No. 47/2014 was approved by Council on 28 April 2014 for a covered arena, amenities, bar and seating. Condition 17 on the original consent requires: At all times all stormwater from the development including all hardstandings and overflows from rainwater tanks is to be collected and disposed of by way of properly constructed stormwater lines to:-

(a) rainwater storage tanks with overflow directed to either the creek or drainage gully, such

outlets must be provided with rock mattresses to prevent erosion of the bank, or a minimum distance of 6m clear of the proposed and any adjoining structures as approved by Council.

(Reason: To ensure suitable disposal of stormwater.)

The proponent advises that it is no longer possible to comply with this condition. It is proposed that stormwater from the building will be directed towards a 260KL water tank located at the north-eastern end of the arena complex. The overflow from the tank will be directed towards the rail corridor and by-pass at the south-eastern corner of Lot 14 DP 1228077. Such an arrangement is considered unacceptable.



REFERRALS Not referred. SUBMISSIONS The application was not publicly notified as the works involve minor modifications that do not alter the consideration of impacts previously considered acceptable by Council. MATTERS FOR CONSIDERATION - ENVIRONMENTAL PLANNING AND ASSESSMENT ACT 1979 SECTION 96 (1A) Section 96(1A) of the Environmental Planning and Assessment Act 1979 provides that a consent authority may, on application being made by the applicant or any other person entitled to act on a consent granted by the consent authority and subject to and in accordance with the regulations, modify the consent if: (a) it is satisfied that the proposed modification is of minimal environmental impact, and The proposed modification is likely to have minimal environmental impact as it only involves changes within the existing footprint of the approved arena complex. (b) it is satisfied that the development to which the consent as modified relates is substantially the same development as the development for which the consent was originally granted and before that consent as originally granted was modified (if at all), and The modification is considered to be substantially the same as the original development. (c) it has notified the application in accordance with: (i) the regulations, if the regulations so require, or (ii) a development control plan, if the consent authority is a council that has made a development control plan that requires the notification or advertising of applications for modification of a development consent, and The modification application was not notified as the proposal does not alter the existing footprint of the proposed arena complex. (d) it has considered any submissions made concerning the proposed modification within any period prescribed by the regulations or provided by the development control plan, as the case may be. No submissions were received. SECTION 96 (3) The relevant matters for consideration under Section 79C of the Environmental Planning and Assessment Act 1979, are assessed under the following headings: CONSIDERATION The relevant matters for consideration under Section 79C of the Environmental Planning and Assessment Act 1979, are assessed under the following headings:



ENVIRONMENTAL PLANNING INSTRUMENTS UPPER HUNTER LOCAL ENVIRONMENTAL PLAN 2013 COMMENT

Land Use Table

Zoning classification RE1 Public Recreation

Zoning objectives

To enable land to be used for public open space or recreational purposes.

To provide a range of recreational settings and activities and compatible land uses.

To protect and enhance the natural environment for recreational purposes.

Zoning permissibility The proposal is ancillary to the existing development / activities on the land and is permissible in the RE1 zone.

Part 6 – Additional Local Provisions

Earthworks (Clause 6.1) (1) The objective of this clause is to ensure that earthworks for which development consent is required will not have a detrimental impact on environmental functions and processes, neighbouring uses, cultural or heritage items or features of the surrounding land.

The Modification Application now proposes excavation of an area and the construction of a mounded area to create an amphitheatre arrangement within the arena complex.

(2) Development consent is required for earthworks unless:

(a) the earthworks are exempt development under this Plan or another applicable environmental planning instrument, or

(b) the earthworks are ancillary to development that is permitted without consent under this Plan or to development for which development consent has been given.

The proposed earthworks are not exempt development under either State Environmental Planning Policy (Infrastructure) 2007 or State Environmental Planning Policy (Exempt and Complying Development) 2008.

(3) Before granting development consent for earthworks (or for development involving ancillary earthworks), the consent authority must consider the following matters:

(a) the likely disruption of, or any detrimental effect on, drainage patterns and soil stability in the locality of the development,

(b) the effect of the development on the likely future use or redevelopment of the land,

(c) the quality of the fill or the soil to be excavated, or both,

(d) the effect of the development on the existing and likely amenity of adjoining properties,

(e) the source of any fill material and the destination of any excavated material,

(f) the likelihood of disturbing relics,

(g) the proximity to, and potential for adverse impacts on,



any waterway, drinking water catchment or environmentally sensitive area,

(h) any appropriate measures proposed to avoid, minimise or mitigate the impacts of the development.

The proposed earthworks are unlikely to have a detrimental impact on drainage or soil stability, provided adequate control measures are in place. The earthworks will enhance the future use of the land. The quality of the soil to be excavated is likely to be adequate for the construction of the mound. The development does not involve the importation of fill material. The land has a history of disturbance associated with the existing equine facility uses and as such there are unlikely to be archaeological relics that could be disturbed. The site of the proposed development is in close proximity to Figtree Gully Creek (within 40m) and as such the development has the potential to cause pollution through sedimentation. In this regard it is recommended that prior to the commencement of works appropriate erosion and sediment controls are in place. This is already addressed in Condition 9 of the original consent. The applicant has not proposed any measures to mitigate the impacts of the development.

Flood Planning (Clause 6.2)

Not applicable

Terrestrial Biodiversity (Clause 6.3)

Not applicable

Groundwater vulnerability (Clause 6.4)

The subject land is within an area identified on Groundwater Vulnerability Map. The proposed development will not produce any adverse impacts on groundwater systems or resources subject to compliance with appropriate conditions of consent.

Drinking water catchments (Clause 6.5)

Not applicable

Riparian land and watercourses (Clause 6.6)

Not applicable

Airspace operations (Clause 6.7)

The site is within the Obstacle Limitation Surface (OLS) identified in the Upper Hunter LEP. The proposed modification does not change the height of the already approved arena.

Development in areas subject to aircraft noise (Clause 6.8)

Not applicable

Events permitted without development consent (Clause 6.9)

Not applicable

Essential Services (Clause 6.10)

Development consent must not be granted to development unless the consent authority is satisfied that any of the following services that are essential for the development are available or that adequate arrangements have been made to make them available when required:

(a) the supply of water,

(b) the supply of electricity,

(c) the disposal and management of sewage,

(d) stormwater drainage or on-site conservation,

(e) suitable vehicular access.

The assessment of the original development application noted ”Services required for this development are available or will be provided to satisfy this requirement”. Provision for stormwater drainage is available to the site via a natural watercourse (Figtree Creek).

Location of sex services premises (Clause 6.11)

Not applicable



STATE ENVIRONMENTAL PLANNING POLICIES

SEPP (Infrastructure) 2007 Not applicable SEPP No. 44 – Koala Habitat Protection

Not applicable

SEPP No. 55 – Remediation of Land

The original development application assessment determined, “The subject property has a history of recreational use and it is considered that the site is not likely to be subject to contamination that would require remediation of the land relative to the proposed development and use of the land”. This is not likely to change as a result of the proposed modification.

SEPP No. 64 – Advertising and Signage

Not applicable

SEPP No. 65 – Design Quality of Residential Flat Development

Not applicable

SEPP (Housing for Seniors or People with a Disability) 2004

Not applicable

SEPP Policy (Rural Lands) 2008

Not applicable

REGIONAL ENVIRONMENTAL PLANNING POLICIES There are no REP’s applicable to the site.

DRAFT ENVIRONMENTAL PLANNING INSTRUMENTS There are no draft EPI’s applying to the land.

DEVELOPMENT CONTROL PLANS

Development control plan Considered? Comment (only if necessary) Upper Hunter Development Control Plan 2015

YES 11f Soil and Water Management The modification application proposes to install a 260KL rainwater at the north-east corner of the proposed arena. The overflow water would then discharge onto the ground and be directed to the eastern boundary of the lot via overland flow towards an unnamed watercourse/drainage line at the corner of the rail corridor and the proposed By-Pass route. This proposal does not satisfy the outcomes to be achieved in the UHDCP. In addition the likely route of the overland flow may impact on the rail corridor and the proposed “new camping area” within the complex. In this regard it is recommended that Condition 17 continues to apply.

Section 94A Levy Contributions Plan 2008

NA

Upper Hunter Section 94 Contributions Plan 2017

NA



PLANNING AGREEMENTS There are no planning agreements relevant to the proposal.

REGULATIONS There are no provisions in the regulations relevant to the proposal.

LIKELY IMPACTS OF THE DEVELOPMENT

Water As previously mentioned there are concerns about the proposed stormwater disposal arrangements. In this regard it is recommended that Condition 17 continues to apply. SUITABILITY OF THE SITE FOR THE DEVELOPMENT

The site is considered suitable for the proposed modification. THE PUBLIC INTEREST

The modification is considered to be in the public interest.



SUMMARY OF LIKELY IMPACTS OF THE DEVELOPMENT All likely impacts of the proposed development have been considered within the context of this report.

ENVIRONMENTAL APPRAISAL CONSIDERED

1 Statutory controls YES 2 Policy controls YES 3 Design in relation to existing building and natural environment YES 4 Landscaping/open space provision NA 5 Traffic generation and car parking provision YES 6 Loading and servicing facilities YES 7 Physical relationship to and impact upon adjoin development (views, privacy,

overshadowing, etc.) YES

8 Site Management issues YES 9 All relevant S79C considerations of Environmental Planning and Assessment Act

1979 YES

10 Section 89 LGA 93 including Clause 12 considerations of Local Government Regulations 1993

NA

CONSISTENCY WITH THE AIMS OF PLAN It is considered that the development is consistent with the specific aims of the plan and the objectives of the zone and of the controls. As such, consent to the development may be granted. SUBMITTORS CONCERNS No submissions were received CONCLUSION The application has been assessed as satisfactory against Section 96(1A) of the Environmental Planning and Assessment Act 1979, Upper Hunter Local Environmental Plan 2013 and the Upper Hunter Shire Development Control Plan 2015. The proposal is in keeping with the site context, is an appropriate form of development for the site and is unlikely to result in any significant adverse impacts. Accordingly, it is recommended that the modification application be approved subject to appropriate conditions of consent. RECOMMENDATION PURSUANT TO SECTION 96 OF ENVIRONMENTAL PLANNING AND ASSESSMENT ACT 1979 (AS AMENDED) THAT Council, as the consent authority, modify Development Consent No. 47/2014 subject to the attached conditions. Paul Smith SENIOR ENVIRONMENTAL PLANNER




ENVIRONMENT/HEALTH REPORTS

E.01.1 FLYING-FOX CAMP MANAGEMENT PLANS - IMPLEMENTATION


AUTHOR: Paul Smith - Senior Environmental Planner

PURPOSE The purpose of this report is to consider implementation plans to support the Murrurundi Flying Fox Camp Management Plan and Aberdeen and Scone Flying Fox Camp Management Plan.

RECOMMENDATION That Council adopt the implementation plans for the Murrurundi Flying Fox Camp Management Plan and the Aberdeen and Scone Flying Fox Camp Management Plan.

BACKGROUND Council, at its meeting held on 31 October 2017, resolved the following: That Council:

1. Adopt the Murrurundi Flying-Fox Camp Management Plan and Aberdeen-Sone Flying-Fox Camp Management Plan.

2. Flying-Fox Camp Management Implementation Plans be prepared and reported to Council as soon as practicable.

REPORT/PROPOSAL The management actions in the Murrurundi Flying Fox Camp Management Plan and Aberdeen and Scone Flying Fox Camp Management Plan have been further developed into respective implementation plans. The implementation plans are provided in Attachments 1 and 2. Many of the implementation actions are dependent on funding, the work of other organisations, collaboration with Hunter Councils and other Council priorities. OPTIONS

1. Adopt the implementation plans for the Murrurundi Flying Fox Camp Management Plan and Aberdeen and Scone Flying Fox Camp Management Plan.

2. Not adopt the implementation plans for the Murrurundi Flying Fox Camp Management Plan and Aberdeen and Scone Flying Fox Camp Management Plan.




CONSULTATION The Murrurundi Flying Fox Camp Management Plan and Aberdeen and Scone Flying Fox Camp Management Plan were placed on public exhibition from 7 September 2017 to 6 October 2017. Hunter Councils Environment Division has been consulted in relation to the implementation plans. STRATEGIC LINKS

a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows:

Goal 3 Protect the natural environment Advocate for, facilitate and support programs that protect and sustain our diverse

environment for our future generations.

We are working to achieve the following Community Priorities:

b. Delivery Program Enforcement of Environmental legislation

c. Other Plans

Nil IMPLICATIONS

a. Policy and Procedural Implications

Nil

b. Financial Implications

All Council implementation actions will be undertaken within the existing budget or subject to external funding.

c. Legislative Implications

Nil

d. Risk Implications

Nil

e. Other Implications

Nil




CONCLUSION

Implementation of the Murrurundi Flying-Fox Camp Management Plan and the Aberdeen and Scone Flying-Fox Camp Management Plan will ensure that Council is prepared in the event that flying-foxes return to the sites in large numbers in the future.

ATTACHMENTS

1 Murrurundi Flying Fox Camp Management Plan – Implementation Plan

2 Scone and Aberdeen Flying Fox Camp Management Plan - Implementation Plan

ATTACHMENT NO: 1 - MURRURUNDI FLYING FOX CAMP MANAGEMENT PLAN – IMPLEMENTATION PLAN ITEM NO: E.01.1


Murrurundi Flying Fox Camp Management Plan – Implementation Plan

Action

ID

Issue Actions & guidelines Responsibility Trigger / Catalyst for

commencement

Budget Implementation

1. Resident Assistance

1.1 Car / Clothes-line / swimming pool covers.

Provision of these items based upon selection criteria during times of high population occupancy

Council Over 10,000 flying-foxes if they have camped there continuously for > 1 month and subject to funding.

$10,000 (dependent on the availability of external funding)

When action is triggered.

Identify potential funding sources.

1.2 Assistance with costs for tree removal.

Based on limited species, and proximity to camp – roosting trees only

Council Over 10,000 flying foxes if they have been camped continuously for >3 months and subject to funding.




1.3 Faecal material getting into rainwater tanks

Installation of first-flush devices1 on rainwater tanks.

Council Subject to funding and only where there is no Council reticulated water supply service.



2. Livestock Health and Management

2.1 Prevention of livestock becoming infected with Hendra virus

Development Council webpage with information on flying-foxes with links to information from other organisations such as NSW Health and Local Land Services.

Council To be completed within 2017-2018 financial year.

Within existing budget

Develop webpage by June 2018



Action

ID


commencement



Signage for Council equine facilities in Murrurundi.

Council This should be done in anticipation that the camps return to these areas in the future.


Order signage and have ready for use by March 2018.

3. Community Education

3.1 Advice on backyard vegetation management

Factsheet/website information on which trees residents may wish to remove (introduced or naturalised foraging species such as Cocos Palms, Poplars and Silky Oaks)

HCED Included in Regional Flying-Fox education kit

Funded through NSW Environmental Trust 2017-2019

There will be continued involvement with the Hunter Councils program through a steering group. The information will be accessible via a link from the Council’s website. To be completed in 2018/19 financial year.


Factsheet on native fragrant trees that will assist to screen smells from Camp



As above

3.3 Health and disease management

Develop consistent regional information regarding health concerns



As above

3.4 Lifecycle and nomadic timing of bat arrival

Develop consistent regional information regarding Flying-fox nomadic behaviour



As above



Action

ID


commencement


3.5 Implement Regional Flying-fox educational kit

Develop a community education kit to assist residents to understand Flying-fox movement patterns and reduce conflicts with Camps

HCED Project expected to deliver Regional Flying-Fox education kit in November 2017


As above

3.6 How to manage dead or injured Flying-foxes

Information on who to call when sick, injured or dead Flying-foxes are seen

Upper Hunter Shire Council

Immediate action required.


To be completed by March 2018.

3.7 Weed Control Noxious and environmental weed control throughout the Camp area - targeting exotic tree species known to act as potential roosting and foraging habitat (e.g. Camphor Laurel as most on site are immature or have not reached maximum height)

Upper Hunter Shire Council or Upper Hunter Weeds Authority

Weed control to be undertaken as part of approved Rivercare program.

Dependent on funding.

LLS targeting removal of Giant Reed along Pages River in April 2018. Other weed species to be targeted as funding becomes available.

4. Restoration & Rehabilitation

4.1 Rehabilitation of damaged areas (from Flying-fox occupation on Council land

Removal of damaged vegetation and establishment of replacement vegetation.


Where dead and damaged trees are likely to be a danger to the public.


To be assessed by end April 2018.

4.2 Manage buffer zone (APZ) to reduce conflict between residents and Flying-foxes on Council land

Planting of native fragrant trees and shrubs adjacent to dwellings to reduce the noise and smell directly behind


Part of annual works program


Assess needs and develop planting program by end April 2018.

5. Infrastructure



Action

ID


commencement


5.1 Signage on Council land.

Interpretive Signage Upper Hunter Shire Council

If flying-fox camp re-established.

$2,000 Order signage and have ready for use by March 2018.

6. Flying-fox Species Management

6.1 Flying-fox carer response

Respond to calls of injured or dead Flying-foxes

Wildlife Carer Group

As required NA As required

6.2 Carer alerts (notification of upcoming events, e.g management activities, heat stress, etc.)

Notification of residents and Carers of any events that will impact on Camp Site or Flying-fox population.

NSW Office of Environment and Heritage

As required Within existing budget

As required

6.3 Seek approval from the NSW Department of Education to trial a flying-fox dispersal project at Murrurundi Public School.

Subject to obtaining relevant approvals from NSW Office of Environment and Heritage

NSW Department of Education

Over 10,000 flying-foxes if they have camped there continuously for > 3 months and subject to funding.

$13,000 (Council contribution)


7. Monitoring

7.1 Flying-fox Census Quarterly Flying-fox animal counts to assist with determining likely national population

CSIRO Quarterly Funded by CSIRO

Ongoing.

7.2 Wildlife / Rehabilitation carer data collection

Collection and provision of count information, and other data collected when responding to calls


As responding to issues at the camp.

NA When camp is active.

7.3 Hunter Bird Observers data collection

Collection and provision of count information, and other data collected

Hunter Bird Observers

When aware of flowering event that may signal an increase in the Flying-fox population.

NA When action is triggered.



Action

ID


commencement


7.4 Upper Hunter Shire Council management data

Collection and dissemination of data related to Flying-foxes, and vegetation that may impact on local or regional Flying-fox populations


As Council becomes aware of issues.

Recurrent budget

Develop an online public reporting system by June 2018. “Tell us if you have seen new flying fox roosts”

8. Governance

8.1 Land Use Planning Review Land Use Planning provisions that impact on the Camp site (e.g. Re-zoning, DCP, s149 considerations)


Incorporation into planning processes

NA Develop GIS map layer and s149 Certificate advice by March 2018. Other land use planning provisions to be reviewed as planning documents are updated in 2018/19 financial year.

8.2 Camp Management Plan review

Review in 5 years / when FF numbers increase past current capacity


2022 NA When action is triggered.

8.3 Protocol Development

Fire Fire and Rescue NSW

Work with Councils in the Hunter region to develop.

NA To be developed in consultation with Hunter Councils in 2018/19 financial year.

Heat Stress Office of Environment & Heritage / Wildlife Rehabilitators

As above.

Community Response to dead / injured animals

Wildlife Rehabilitators

As above.



Action

ID


commencement


Hospital Hunter New England Health

As above.

Equine Hunter Local Land Services

As above.

ATTACHMENT NO: 2 - SCONE AND ABERDEEN FLYING FOX CAMP MANAGEMENT PLAN - IMPLEMENTATION PLAN ITEM NO: E.01.1


Aberdeen and Scone Flying Fox Camp Management Plan – Implementation Plan

Action

ID


commencement


1. Resident Assistance

1.1 Car / Clothes-line / swimming pool covers.

Provision of these items based upon selection criteria during times of high population occupancy

Council Over 10,000 flying-foxes if they have camped there continuously for > 1 month and subject to funding.




1.2 Assistance with costs for tree removal.

Based on limited species, and proximity to camp – roosting trees only

Council Over 10,000 flying foxes if they have been camped continuously for >3 months and subject to funding.




1.3 Faecal material getting into rainwater tanks

Installation of first-flush devices2 on rainwater tanks.

Council Subject to funding and only where there is no Council reticulated water supply service.



2. Livestock Health and Management


Development Council webpage with information on flying-foxes with links to information from other organisations such as NSW Health and Local Land Services.

Council To be completed within 2017-2018 financial year.


Develop webpage by June 2018



Action

ID


commencement



Signage for Council equine facilities in Scone and Aberdeen.

Council This should be done in anticipation that the camps return to these areas in the future.


Order signage and have ready for use by March 2018.

3. Community Education


Factsheet/website information on which trees residents may wish to remove (introduced or naturalised foraging species such as Cocos Palms, Poplars and Silky Oaks)



There will be continued involvement with the Hunter Councils program through a steering group. The information will be accessible via a link from the Council’s website. To be completed in 2018/19 financial year.


Factsheet on native fragrant trees that will assist to screen smells from Camp



As above

3.3 Health and disease management

Develop consistent regional information regarding health concerns



As above

3.4 Lifecycle and nomadic timing of bat arrival

Develop consistent regional information regarding Flying-fox nomadic behaviour



As above



Action

ID


commencement


3.5 Implement Regional Flying-fox educational kit

Develop a community education kit to assist residents to understand Flying-fox movement patterns and reduce conflicts with Camps

HCED Project expected to deliver Regional Flying-Fox education kit in November 2017


As above

3.6 How to manage dead or injured Flying-foxes

Information on who to call when sick, injured or dead Flying-foxes are seen


Immediate action required.


To be completed by March 2018.

3.7 Weed Control Noxious and environmental weed control throughout the Camp area - targeting exotic tree species known to act as potential roosting and foraging habitat (e.g. Camphor Laurel as most on site are immature or have not reached maximum height)

Upper Hunter Shire Council or Upper Hunter Weeds Authority

Weed control to be undertaken as part of approved Rivercare program.

Dependent on funding.

Undertake consultation with Upper Hunter Weeds Authority and LLS. Weed species to be targeted as funding becomes available.

4. Restoration & Rehabilitation

4.1 Rehabilitation of damaged areas (from Flying-fox occupation on Council land

Removal of damaged vegetation and establishment of replacement vegetation.


Where dead and damaged trees are likely to be a danger to the public.


To be assessed by end April 2018.

4.2 Manage buffer zone (APZ) to reduce conflict between residents and Flying-foxes on Council land

Planting of native fragrant trees and shrubs adjacent to dwellings to reduce the noise and smell directly behind


Part of annual works program


Assess needs and develop planting program by end April 2018.

5. Infrastructure

5.1 Signage on Council land.

Interpretive Signage Upper Hunter Shire Council

If flying-fox camp re-established.

$10,000 Order signage and have ready for use by March 2018.



Action

ID


commencement


6. Flying-fox Species Management

6.1 Flying-fox carer response

Respond to calls of injured or dead Flying-foxes


As required NA As required

6.2 Carer alerts (notification of upcoming events, e.g management activities, heat stress, etc.)

Notification of residents and Carers of any events that will impact on Camp Site or Flying-fox population.

NSW Office of Environment and Heritage

As required Within existing budget

As required

7. Monitoring

7.1 Flying-fox Census Quarterly Flying-fox animal counts to assist with determining likely national population

CSIRO Quarterly Funded by CSIRO

Ongoing.

7.2 Wildlife / Rehabilitation carer data collection

Collection and provision of count information, and other data collected when responding to calls


As responding to issues at the camp.

NA When camp is active.

7.3 Hunter Bird Observers data collection

Collection and provision of count information, and other data collected

Hunter Bird Observers

When aware of flowering event that may signal an increase in the Flying-fox population.

NA When action is triggered.

7.4 Upper Hunter Shire Council management data

Collection and dissemination of data related to Flying-foxes, and vegetation that may impact on local or regional Flying-fox populations


As Council becomes aware of issues.

Recurrent budget

Develop an online public reporting system by June 2018. “Tell us if you have seen new flying fox roosts”

8. Governance



Action

ID


commencement


8.1 Land Use Planning Review Land Use Planning provisions that impact on the Camp site (e.g. Re-zoning, DCP, s149 considerations)


Incorporation into planning processes

NA Develop GIS map layer and s149 Certificate advice by March 2018. Other land use planning provisions to be reviewed as planning documents are updated in 2018/19 financial year.

8.2 Camp Management Plan review

Review in 5 years / when FF numbers increase past current capacity


2022 NA When action is triggered.

8.3 Protocol Development

Fire Fire and Rescue NSW

Work with Councils in the Hunter region to develop.

NA To be developed in consultation with Hunter Councils in 2018/19 financial year.

Heat Stress Office of Environment & Heritage / Wildlife Rehabilitators

As above.

Community Response to dead / injured animals

Wildlife Rehabilitators

As above.

Hospital Hunter New England Health

As above.

Equine Hunter Local Land Services

As above.


General Manager’s Unit


GENERAL ADMINISTRATION REPORTS

G.01.1 JOINT ORGANISATION OF COUNCILS



PURPOSE The purpose of this report is for Council to consider resolving to become a member of a Joint Organisation within the Local Government Act, 1993.

RECOMMENDATION That Council, in accordance with Part 7 of Chapter 12 of the Local Government Act 1993 (Act), resolves:

1. to inform the Minister for Local Government (Minister) of Council’s endorsement of the Minister recommending to the Governor the establishment of a Joint Organisation (Joint Organisation) in accordance with this resolution.

2. to approve the inclusion of Council’s area in the Joint Organisation’s area.

3. that the Joint Organisation be established to cover the Council’s area and any

one or more of the following council areas:

a. Cessnock, Dungog, Lake Macquarie, Maitland, MidCoast, Muswellbrook, Newcastle, Port Stephens and Singleton

4. that, on the expiry of a period of 28 days from the making of this resolution, the

General Manager provide the Minister:

a. with a copy of this resolution including the date on which Council made this resolution, and

b. inform the Minister that this resolution has not been rescinded, for the

purpose of the Minister issuing a certificate under section 400P of the Act. BACKGROUND In 2014 the NSW State Government through the Office of Local Government began a consultation process on the introduction of a new model of regional organisation within the local government sector in our State. The decision to undertake this course of action arose out of the local government reform process led by the Independent Review Panel and the Local Government Acts Taskforce and had as its aim the creation of a robust yet flexible legislative framework to capitalise on past achievements in regard to regional cooperation, to resource and enable greater intergovernmental cooperation and to remove barriers to achievement such as inconsistent corporate structures, insufficient resourcing and haphazard membership.




A trial process was undertaken with five regions including the Hunter Region exploring a range of options in regard to structure, focus and resourcing. As a result of the trial process and a series of consultation exercises with councils across the State a preferred model was developed – and ultimately legislated in November 2017 – to drive the “Joint Organisation of Councils” agenda. REPORT/PROPOSAL The Joint Organisation model As enacted, the Joint Organisations of Councils will be new entities under the Local Government Act comprising member councils in regional NSW. The Joint Organisation will provide a strong voice for the communities they represent and a structured, permanent way for local councils, State agencies and other interested groups to collaborate on agreed strategic initiatives. This structure and permanence is a radical departure from the previous model of regional cooperation whereby Regional Organisations – where they existed – varied in capacity and corporate status with no set benchmarks for performance and no mandated role for the State Government to help ensure their success. Under the Joint Organisation model each region will decide its own priorities, its own resourcing and staffing structures. Core functions The principal functions of each Joint Organisation will be:

Strategic planning and priority setting Intergovernmental collaboration Shared leadership and advocacy.

One of the first activities for each new Joint Organisation will be to establish a Statement of Regional Priorities. This work will elevate shared priorities in councils’ Community Strategic Plans, as well as draw on other regional plans. The statements will form the basis for discussions with the State Government about key projects and programs in each region and how shared priorities may best be delivered. Optional functions Joint Organisations will be able to perform additional optional functions including delivering shared services or overseeing shared arrangements, such as procurement. Although the focus for the first year will be on the core functions, JOs will have the tools they need to start working on their optional functions from commencement. Councils to resolve to become members of a Joint Organisation with the Local Government Act




As a consequence of passage of the Act all eligible councils are required to go through a series of steps prior to the end of February 2018 in regard to the formation of a Joint Organisation. These steps are: Plan Identify your council’s planning region

Consider the guidance material to be provided by the Office of Local Government (OLG)

Review existing arrangements for regional collaboration in your area Consider the Key Design Criteria for JOs Consider the criteria for seed funding

Consult Consult with councils within your preferred regional grouping to

reach agreement on JO membership Each JO must have a minimum of 3 member councils

Endorse Once the proposed JO membership is agreed, ensure each member

endorses the proposal by a resolution of council

Nominate Submit your request to establish a JO to OLG by 28 February 2018

The Hunter Region and the key steps The Joint Organisation model is in large measure based on the governance and operational model developed by local government in the Hunter Region and all the current members of Hunter Councils Inc (meeting as the Hunter, Joint Organisation of Councils) are situated within – and in fact constitute in its entirety – the Hunter planning region. Hunter Councils is also, by far, the most established and well-resourced regional local government entity in the State and has demonstrated capacity on multiple levels to effectively partner with NSW and Commonwealth Government agencies. Of all the regions in the State, therefore, ours is the best placed region to fully realise the potential of the model to drive regional outcomes. Funding The $3.3 million seed funding to be provided by the Office of Local Government for Joint Organisation start up processes will be allocated according to the number of Organisations ultimately formed. As it is proposed that the Joint Organisation comprise all the councils within the Hunter planning region it would be a reasonable expectation that the Hunter would receive the maximum funding available to it under the program. Consultation with the Mayors and General Managers has been constant throughout the trial period of Joint Organisations and the Board of Hunter Councils has effectively operated as / role modelled how a Joint Organisation is intended to operate under the legislation. Once formally established under the Local Government Act the Hunter Joint Organisation of Councils will have access to unprecedented resources and a strategic plan facilitated by external consultants and to be made available to Councils for review in March.




Uniquely in our State, the operation of the Joint Organisation (in its current and future forms) is benefited by funding supplied by the commercial operations of our purposely formed company limited by guarantee, Strategic Services Australia Ltd and its wholly owned legal entity, Hunter Councils Legal Services. This underwriting totals $500,000 for the current financial year and is derived from income generated from service provision to the public and private sectors. The Joint Organisation also derives rental income from 4 Sandringham Avenue ($166,908 per annum) enabled by an interest only loan from the company. Elsewhere in the state substantial funding is sourced from member councils and via other mechanisms such as rebates supplied by procurement aggregator operations such as Local Government Procurement (LGP). In the case of our own procurement aggregator, Regional Procurement, rebates are sent directly to the member councils. From service provision to regional advocacy and policy support

The high profile nationally of the Hunter Regional Organisation of Councils was built on the scale of its business services and their success in generating income. While this shared services approach will continue, the focus of the Hunter Councils as a Joint Organisation of Councils is shifting to the enhanced provision of policy and advocacy support and the funding of strategic initiatives. To assist in these roles the Hunter Joint Organisation of Councils will have the capacity to draw from a strategic fund resulting from the sale of a property and business by Strategic Services Australia Ltd. This fund, when the property sale is finalised, will be in excess of $3 million. Protocols attaching to this funding are to be finalised in the first quarter of this year and will provide a firm foundation for strategic achievement. Council Resolutions

The council resolutions are a critical input in the process of getting Joint Organisation areas recommended to the Governor by the Minister.

In particular, it is a requirement that the resolutions of all the member councils are worded in a way that will allow for any changes in proposed membership that could potentially occur within 28 days (that is, during the period in which. an individual council has the capacity to rescind a decision to join the Joint Organisation) without compromising the ability of the remaining councils to still form the Joint Organisation.

The net effect of the above is that the resolution passed by each council must list all the potential members of the proposed Joint Organisation even if, at the end of the day, one or more of the listed councils does not ultimately resolve to follow through with membership.

The Office of Local Government has drafted a suggested Joint Organisation Resolution for councils (below).

Once the resolutions have been made by councils the Minister will wait at least 28 days before recommending the Joint Organisation to the Governor.

For the Hunter, the suggested council resolution is as follows: In accordance with Part 7 of Chapter 12 of the Local Government Act 1993 (Act), the [NAME OF COUNCIL] (Council) resolves:

1. That the council inform the Minister for Local Government (Minister) of the Council’s endorsement of the Minister recommending to the Governor the establishment of a Joint Organisation (Joint Organisation) in accordance with this resolution.




2. To approve the inclusion of the Council’s area in the Joint Organisation’s area.

3. That the Joint Organisation be established to cover the Council’s area and any one or more of the following council areas:

a) Cessnock, Dungog, Lake Macquarie, Maitland, MidCoast, Muswellbrook, Newcastle, Port Stephens, Singleton and Upper Hunter

(Delete the name of the COUNCIL passing the resolution)

4. That, on the expiry of a period of 28 days from the making of this resolution, the General Manager provide the Minister:

a) with a copy of this resolution including the date on which Council made this resolution, and

b) inform the Minister that this resolution has not been rescinded, for the purpose of the Minister issuing a certificate under section 400P of the Act.

What happens if a current member council of Hunter Councils does not resolve to become a member of the Hunter Joint Organisation of Councils? Membership of a Joint Organisation is not compulsory. In the Hunter, the Joint Organisation function currently resides in an “acting capacity” within Hunter Councils Inc. Hunter Councils Inc is an incorporated association under the NSW Associations Incorporation Act 2009. Hunter Councils Inc was registered in 1990 and was the successor organisation to the grouping of Councils first established by our Region in 1955. The NSW Office of Fair Trading administers the Associations Incorporation Act and determines the functions and the scale of functions that it considers are appropriate for an association within our State. The Office of Fair Trading considers that an incorporated association structure is appropriate for small, non-commercial community group activities such as sporting groups, arts and crafts groups, musical societies, etc. On that basis the Office has indicated that an incorporated association is an inappropriate vehicle for the activities of Hunter Councils. Because of the passage of the Joint Organisation enabling legislation it will now be possible to accede to the Office of Fair Trading’s direction that Hunter Councils Inc to be wound up and for its assets to be transferred to the “like entity” Hunter Joint Organisation of Councils. Note that the Associations Incorporation Act will not allow the distribution of any surplus assets of Hunter Councils Inc to its member councils. The decision of a current member of Hunter Councils Inc (meeting as the Hunter Joint Organisation of Councils) will therefore be an effective decision to cease membership of Hunter Councils Inc. It will not, as a matter of necessity, also be a decision to cease membership of our trading entity, Strategic Services Australia Ltd. Whether continued membership of Strategic Services Australia Ltd would be appropriate in such a circumstance is a matter for future determination by its Board and membership. OPTIONS 1. Agree to be part of Joint Organisations 2. Not agree to be part of Joint Organisations




CONSULTATION

Interim General Manager Mayor

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: LEADERSHIP Goal 8 Provide Community leadership CS30 Effectively and efficiently manage the business of Council, while encouraging

an open and participatory Council with an emphasis on transparency, Community engagement, action and response.

Goal 9 Advocate for the Community CS41 to participate and encourage regional coordination and planning between

Councils and other organisations. We are working to achieve the following Community Priorities:

b. Delivery Program

By providing Community leadership and to ensure the delivery of an efficient, effective local government service.

c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications Being part of a Joint Organisation of Councils has direct savings in Council’s delivery of services and procurement of goods. c. Legislative Implications

Part 7 of Chapter 12 of the Local Government Act, 1993 Office of Local Government directive dated 11 January 2018 Local Government Amendment (Regional Joint Organisations) Bill 2017




d. Risk Implications There is a risk implication of Council not resolving to be part of a Joint Organisation of Council that we will not be demonstrating our commitment to the Fit for the Future process. e. Other Implications Nil CONCLUSION That Council resolves to be part of Joint Organisations as required by the Minister for Local Government.

ATTACHMENTS

There are no enclosures for this report




G.01.2 MICROMEX COMMUNITY SURVEY RESULTS


AUTHOR: Phoebe Morgan - Communications Coordinator

PURPOSE This report is to provide Council with the results of the recent community survey conducted by Micromex Research in November 2017.

RECOMMENDATION That Council receive and note the results of the Community Survey undertaken by Micromex Research.

BACKGROUND Upper Hunter Shire Council conducts biennial surveys of the community. A community survey was carried out in November 2017 by Micromex Research to obtain feedback from the community on the importance of and satisfaction with Council’s performance across a broad range of areas. The survey results have been collated and will be released to the community following the presentation to Council. REPORT/PROPOSAL The results of the 2017 Community Survey show that satisfaction with Council’s performance remains consistent since 2013, with 79% of residents being at least ‘somewhat satisfied’ with the performance of Council in the last 12 months. This result is on par with regional and all of NSW benchmarks. The ‘community spirit/network/friendly people” (27%) and the “atmosphere – peace and quiet/relaxed/rural living” (20%) the area provides are the most valued aspects of living in the Upper Hunter area identified by residents. Residents believed the biggest issue facing the Shire in the next five years was the 'flow on effects and the completion of the bypass” (15%) and the “maintenance of roads” (15%). Residents also identified a number of issues around economic development which included the economy; lack of investment and funding; lack of infrastructure, services and facilities to cater for the growing population; unemployment; and lack of work opportunities. There have been significant increases in residents’ level of satisfaction of the services and facilities provided by council with an environmental focus in 2017. These include:

Public Health and Compliance Managing residential development Stormwater drainage Weed control Consideration of the environmental sustainability when planning for the future




Protecting heritage values and buildings Water and sewerage systems Tip operations Recycling Town centre maintenance

Over the same period there was a decline in residents’ levels of satisfaction across 4 of the services and facilities provided by Council, these were:

Event promotion and management Equine facilities Services and facilities for people with disabilities Museum and historical societies

Lastly, Governance Systems is a key contributor toward overall satisfaction with Council performance. This does not indicate that the other priority areas are less important, but rather that some of the services and facilities grouped under this pillar are core drivers of resident satisfaction. The report makes some recommendations for Councils’ consideration and should be addressed in Councils’ planning. OPTIONS NIL CONSULTATION

General Manager Communications Coordinator Micromex Research produced the report from consultation with the community.

STRATEGIC LINKS a. Community Strategic Plan 2027 We are working to achieve the following Community Priorities:

b. Delivery Program

The community survey is a key component of the Community Engagement Strategy that informs the development of the Delivery Program and Operational Plan (DPOP) and assists with identifying all the priorities outlined in the DPOP.

c. Other Plans NIL




IMPLICATIONS a. Policy and Procedural Implications NIL b. Financial Implications NIL c. Legislative Implications NIL d. Risk Implications NIL e. Other Implications NIL CONCLUSION The community survey was carried out in November 2017 by Micromex Research which obtained feedback from the community on the importance of and satisfaction with Council’s performance across a broad range of areas. This report outlines the key findings of this survey.

ATTACHMENTS





G.01.3 REQUEST TO WAIVE DEVELOPMENT APPLICATION FEES


AUTHOR: Mathew Pringle - Director Environmental & Community Services

PURPOSE To consider a request to waive development application and associated fees for a replacement dwelling at Lot 102 DP 750748, ‘Doondi’ 10931 Golden Highway, Cassilis as a result of the Sir Ivan Bushfire in February 2017.

RECOMMENDATION That Council waive development application and associated Council fees for a replacement dwelling at Lot 102 DP 750748 Golden Highway, Cassilis as a result of the Sir Ivan Bushfire in February 2017.

BACKGROUND Council, at its meeting held on 24 April 2017, resolved the following: That Council delegate authority to the General Manger until 28 February 2018 to waive development application and associated Council fees for replacement dwellings proposed on properties impacted by the Sir Ivan Bushfire in February 2017. Council has subsequently waived the fees for one development application for a replacement dwelling since the resolution was made. REPORT/PROPOSAL Council has received a request from building designers, Sunrai Designs, on behalf of the owners of Lot 102 DP 750748 ‘Doondi’ 10931 Golden Highway, Cassilis to waive development application fees associated with the construction of a new home to replace a dwelling that was lost in the Sire Ivan Bushfire in February 2017. A copy of the letter is provided in Attachment 1. Whilst the design and documentation process in underway, it is unlikely that the plans will be ready for lodgement with Council by 28 February 2018 in accordance with the deadline given in Council’s earlier resolution. It is noted that the proposed dwelling site (Lot 102 DP 750748) is located in a more desirable location than that of the former dwelling on Lot 103 DP 750748. Both allotments are currently owned by the same property owner who also owned the allotments at the time of the bushfire. Furthermore, it is noted that Lot 102 has the benefit of a dwelling entitlement by virtue of its size. In keeping with Council’s previous resolution of 24 April 2017, it would be appropriate for Council to waive applicable development application, construction certificate and inspection fees under the circumstances. Other fees such as the Planning Reform fund fee and Long Service Levy are unable to be waived by Council and will need to be paid upon lodgment of the relevant applications.




OPTIONS

1. Waive development application and associated Council fees for a replacement dwelling at Lot 102 DP 750748 Golden Highway, Cassilis as a result of the Sir Ivan Bushfire in February 2017.

2. Not waive development application and associated Council fees for a replacement dwelling.

CONSULTATION

Interim General Manager Director Environmental & Community Services

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: COMMUNITY LIFE Goal 1 A supported community

CS3 Advocate for, support and provide services and facilities for young people, children, families and people with a disability.

Goal 2 Promote wellbeing and a connected, healthy and happy Community. CS8 Provide information and opportunities for everyone, especially those that are

disadvantaged to participate fully in our Community life. We are working to achieve the following Community Priorities:

The recommendation to Council has been made with the above goals and priorities in mind. b. Delivery Program CS14 – Provide efficient and effective advisory, assessment and regulatory services focused

on being Customer ‘friendly’, responsive and environmentally responsible. c. Other Plans Nil




IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications It is estimated that up to $4,465 in development application and associated fees would be waived by Council (based on an estimated development value of $700,000). c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION In order to assist a local property owner in re-building their home destroyed during the Sir Ivan Bushfire in February 2017, it would be appropriate for Council to waive applicable Development Application, Construction Certificate and inspection fees.

ATTACHMENTS

1 Request to Waive Fees - Sunrai Designs

ATTACHMENT NO: 1 - REQUEST TO WAIVE FEES - SUNRAI DESIGNS ITEM NO: G.01.3





G.01.4 ROAD CLOSURE - SCONE AIRPORT



PURPOSE The purpose of this report is to seek delegated authority from Council to proceed with the process of closure of an unused road reserve within the Scone Airport precinct.

RECOMMENDATION That Council provide delegated authority to the General Manager and Mayor to affix the seal and sign documentation to facilitate the completion of the closure of the unformed road reserve between Lot 51 DP 1081052 and Lot 7 DP 203152 located within the Scone Airport precinct.

BACKGROUND The unformed public road was created as part of a subdivision in 1910 and is an unformed road that overlays part of the existing runway (see attached plan). The later construction of the Scone Airport impacted on the road reserve but it was never closed at that time. Council endorsed the Scone Airport Master Plan in 2016. This plan expands the area of the existing apron to accommodate large jet aircraft, relocates the terminal building and provides an area for the future Warbirds Aviation Centre. Much of this development will require construction over land that has a road reserve within it. The road reserve will need to be closed to enable this development to occur. Council has approached the Crown Lands Department in relation to closing this unformed public road. There are no objections from the Department in this regard. REPORT/PROPOSAL In April 2017 Council endorsed the recommendation to proceed with the application for the road closure. The report at that time did not seek delegated authority to sign documentation relating to this process. This report seeks to gain that authority so that all paperwork can be completed for the road closure. In November 2017, Council received notice from the NSW Department of Industry - Lands that the road closure has been approved in principle (see attached). Council was required to contact all neighbours and utility companies to determine if there were any objections. This was undertaken and no objections were received. The plan is now prepared for lodgement and registration with LPI to allow a title to be created over the lot. OPTIONS 1. Delegated authority is required to sign documents to complete the road closure.




CONSULTATION

Council’s Surveyor Interim General Manager Airport Manager Department of Industry, Lands Adjoining land owners Utilities

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: ECONOMY & INFRASTRUCTURE Goal 5 A sustainable and prosperous economy.

CS18 Encourage a diverse economy whilst promoting and preserving our agriculture and equine industries.

CS19 Encourage retail and commercial business to locate and prosper within our Shire.

CS20 Encourage and support innovative industry and a diversity of businesses that provide a range of services and employment opportunities for current and future generations.

CS23 Facilitate and support increased and innovative tourism and marketing opportunities.


b. Delivery Program

Strategic property management of Council's property portfolio to ensure it meets the needs of the community

An opportunity to attract additional air industries relocated to Scone Airport




c. Other Plans N/A IMPLICATIONS a. Policy and Procedural Implications The unformed road requires closing to allow construction of airport assets over the land. b. Financial Implications Costs associated with the road closure have been funded from airport capital to date. Approximately $800 more will be required to meet LPI registration and solicitor fees which will be funded from the airport capital projects funds. c. Legislative Implications Seal or authorised signatures of Council are required to be affixed to documents. d. Risk Implications Nil e. Other Implications Nil CONCLUSION The closure of this unformed road will facilitate the construction of the new apron, refueling facility and the Warbirds Aviation Centre and Terminal building.

ATTACHMENTS

1 Department of Industry Lands - approval in principle for road closure off Satur Road - Scone Airport - 1 November 2017

ATTACHMENT NO: 1 - DEPARTMENT OF INDUSTRY LANDS - APPROVAL IN PRINCIPLE FOR ROAD CLOSURE OFF SATUR ROAD - SCONE AIRPORT - 1 NOVEMBER 2017

ITEM NO: G.01.4


ATTACHMENT NO: 1 - DEPARTMENT OF INDUSTRY LANDS - APPROVAL IN PRINCIPLE FOR ROAD CLOSURE OFF SATUR ROAD - SCONE AIRPORT - 1 NOVEMBER 2017

ITEM NO: G.01.4





G.01.5 EASY TO DO BUSINESS - SERVICE NSW



PURPOSE The purpose of this report is to provide background information and seek support to enter into a contract with Service NSW for the Easy to do Business program.


1. delegate authority to the General Manager to enter into a contract with Service NSW for the Easy to do Business initiative; and

2. delegate authority to the Mayor and General Manager to execute any necessary documents under the Common Seal of Council.

BACKGROUND Council has participated in the Small Business Friendly Councils (SBFC) initiative since 2014. This program provides the opportunity for participating councils to implement programs that support small business, share resources and information with other participating councils and promote this to the local business community. As a result of this initiative Council ensures that payments to small businesses are made as soon as possible, training programs have been provided in conjunction with the Scone Chamber of Commerce and pre-development application meetings are encouraged for new business investors. REPORT/PROPOSAL Further to SBFC initiative, the Small Business Commissioner and Services NSW have developed the “Easy to do Business” program. This free program provides a number of benefits for Councils:

Increased productivity with ‘decision ready’ applications and reduced transaction costs Effective tools to help boost our local economy, enabling more jobs in the region – and

assisting Council to deliver on its Economic Development & Tourism Strategic Plan “Previously, cafes, small bars and restaurants would have to deal with up to 13 agencies, 75 regulations, up to 30 phone numbers and complete 48 forms, taking as long as 18 months to navigate. This program has seen this reduced to one digital application and one phone number, reducing the opening time for businesses to 90 days.” The initiative will provide a customer, who wishes to set up cafés, restaurants or small bar, with a single point of contact within Service NSW who will help them navigate all the required approvals to operate the business, for example registering the business, obtaining an ABN, and required Council approvals.




Those looking to start up a café, restaurant or small bar can benefit from Council being involved in Easy to do Business:

Get a unique digital profile that can help fast track the approval process across local, state and federal government

Receive step by step guidance through the application process Have the support of a dedicated Business Concierge who can answer questions, liaise

with council, and review applications to ensure they are ‘decision ready’ Know upfront the time, fees and effort involved.

The intention of the program is to build awareness of specialist advice services available, ensure Council staff can direct enquiries to these and provide applicants with the skills to be better informed and researched prior to lodging any applications.

Service NSW presented to Hunter Councils on 23 November 2017 outlining the benefits of the program and seeking councils support to become members of the program. The program is focused on the café, small bar and restaurant sector at present, however the intention is to expand to other designated subsectors of the business economy in the future. For Council, the process is to endorse the recommendations and then inform Service NSW that this has occurred. Following this, the Easy to do Business Council/Agency Lead personnel will make a presentation to key Council staff to provide them with the information and skills for “Operational Readiness”. Once Council staff are prepared, there will be an official launch and announcement of the program. OPTIONS 1. To provide delegated authority to enter into a contract with Service NSW for the Easy

to do Business program 2. Not enter into a contract for the program and advise Service NSW CONSULTATION

Director Environmental and Community Services Previous General Manager Interim General Manager Service NSW Agency Lead

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: BUILT & NATURAL ENVIRONMENT Goal 4 Plan for a sustainable future.

CS14 Provide efficient and effective advisory, assessment and regulatory services focused on being Customer ‘friendly’, responsive and environmentally responsible.




ECONOMY & INFRASTRUCTURE Goal 5 A sustainable and prosperous economy.

CS18 Encourage a diverse economy whilst promoting and preserving our agriculture and equine industries.

CS19 Encourage retail and commercial business to locate and prosper within our Shire.

CS20 Encourage and support innovative industry and a diversity of businesses that provide a range of services and employment opportunities for current and future generations.


b. Delivery Program

Encouragement for the sustainable economic development in the Upper Hunter Shire. Relationships with key stakeholders to enhance economic development activities within

the shire Promotion of the Upper Hunter Shire as a tourist destination

c. Other Plans UHSC Economic Development & Tourism Strategic plan IMPLICATIONS a. Policy and Procedural Implications

Nil b. Financial Implications

This program is at no cost to council to participate. Support material, training and advice is provided by Service NSW at no cost. Implementation of the program should lead to reduced processing times and costs relating to applications to Council. c. Legislative Implications

Council would still undertake all assessments as per appropriate legislation. d. Risk Implications

Nil




e. Other Implications By Council supporting this initiative, the local business community and potential business investors can have some confidence that Council is supportive of small business and is actively trying to reduce the costs associated with small business startup. CONCLUSION As a Small Business Friendly Council participation in the Easy to do Business program is important and will support the creation of new businesses within the shire.

ATTACHMENTS

1 Service NSW - Easy to do Business Council Poster - December 2017

2 Robyn Hobbs OAM - NSW Small Business Commissioner - Small Business Friendly Council initiative SBFC and the Easy to do Business EtdB programs - 16/11/17

ATTACHMENT NO: 1 - SERVICE NSW - EASY TO DO BUSINESS COUNCIL POSTER - DECEMBER 2017

ITEM NO: G.01.5


ATTACHMENT NO: 2 - ROBYN HOBBS OAM - NSW SMALL BUSINESS COMMISSIONER - SMALL BUSINESS FRIENDLY COUNCIL INITIATIVE SBFC AND THE EASY TO DO BUSINESS ETDB PROGRAMS - 16/11/17

ITEM NO: G.01.5



ITEM NO: G.01.5



ITEM NO: G.01.5





G.01.6 POTENTIAL SPECIAL RATE VARIATION


AUTHOR: Melinda Curtis - Corporate Planner

PURPOSE The purpose of this report is to consider a Special Rate Variation (SRV) Application to the Independent Pricing & Regulatory Tribunal (IPART) and the preferred Special Rate Variation Scenario.


1. endorse lodgement of an application to the Independent Pricing & Regulatory Tribunal (IPART) for a Special Rate Variation (SRV).

2. make the application under section 508A which will be a permanent increase to its general rate income at an SRV rate of 6.30% in 2018/19, 6.30% in 2019/20 and 6.30% in 2020/21 (inclusive of Rate Peg).

3. dependent on a successful SRV application, apply for a loan facility of $15 million to fund all of Town Revitalisation, Community projects and major road upgrades which will be repaid over 15 years by the additional revenue generated by the SRV.

BACKGROUND Council is required to undertake their planning and reporting activities in accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005. In 2009 the Local Government Act was amended to create an Integrated Planning and Reporting (IP&R) requirement. A requirement under this framework is the production of a number of key documents, including the Community Strategic Plan (CSP), Delivery Program and Operational Plan. Council undertook intensive Community Engagement during the preparation of the CSP 2027, Delivery Program 2017/2018-2020/2021 and the Operational Plan 2017/2018. Council is confident that these documents represent the Community Priorities of the Upper Hunter Shire. The Community Engagement for the CSP 2027 established that the Community wants to maintain the rural/country feel but would like increased and enhanced roads, Community facilities and revitalised town centres. Special variations provide an opportunity for councils to vary general income by an amount greater than the annual rate peg. IPART will assess and determine special variation applications by councils under powers delegated by the Minister for Local Government. The Office of Local Government (OLG) establishes guidelines for applying for special variations. These guidelines set the criteria against which applications will be assessed and provide information on how and when to apply.




The process for a Special Rate Variation was outlined at the Ordinary Council Meeting on the 25 September 2017 and Council resolved that:

1. endorse the process to pursue a potential Special Rate Variation (SRV) and commencement of Community Engagement on a Potential SRV in 2018/2019

2. endorse the Community Engagement Strategy Proposed Special Rate Variation (SRV) 2018/2019.

On the 30 October 2017 Council resolved that:

1. endorse the following Special Rate Variation (SRV) scenarios as listed below for Community Engagement:

Option 1 Apply for a loan facility of $8 million to fund part of Town Revitalisation projects to be repaid by a SRV at 2.1% plus rate pegging for 3 years with a low farmland SRV increase of 0.75% plus rate pegging for 3 years.

Option 2 Apply for a loan facility of $10 million to fund all of town Revitalisation Projects to be repaid by a SRV at 2.6% plus rate pegging for 3 years with a low farmland SRV increase of 0.75% plus rate pegging for 3 years.

Option 3 Apply for a loan facility of $12 million to fund all of Town Revitalisation and other Community Projects to be repaid by a SRV at 3% plus rate pegging for 3 years with a low farmland SRV increase of 0.75% plus rate pegging for 3 years.

Option 4 Apply for a loan facility of $15 million to fund all of Town Revitalisation, Community projects and major road upgrades ($3.0 mill) to be repaid by a SRV at 4% plus rate pegging for 3 years with a low farmland SRV increase of 1.25% plus rate pegging for 3 years.

2. endorse Special Rate Variation (SRV) Potential Projects List for Community

Engagement. The next part of the process is for Council to endorse or otherwise the preparation of an application to IPART for a Special Rate Variation. The 2018/2019 Application Timetable is as follows: Date Outcome 15 December 2017 Notifications for Special Variation or Minimum Rate variation

applications due to IPART 12 February 2018 Special Variation Applications due to IPART 12 March 2018 Minimum Rate Variation applications due to IPART 15 May 2018 Determinations announced for Special Variation and Minimum

Rate Variations A letter has been forwarded to IPART advising that Council may potentially be lodging an application for a Special Rate application and will confirm its intention or otherwise following this Council meeting.




REPORT/PROPOSAL This is the continuation of the project that focuses on the investigation into the potential preparation of an Application for a Special Rate Variation 2018/2019. The focus of this report is for the endorsement or otherwise of an application to the Independent Pricing and Regulatory Tribunal (IPART) for a special variation to General Income The tasks are covered in Milestone 4 (SRV 2018/2019 Project Brief endorsed by Council 25 September 2017) of this project and are detailed below: Milestone 4: Preparation of an Application for a Special Rate Variation (SRV) to General

Income for 2018/2019. Tasks include: Council Report requesting endorsement or confirmation not to submit an

Application to IPART for an Application for a Special Variation to General Income for 2018/2019 (Council Meeting January 2018); and

If endorsed by Council – Preparation of Council SRV 2018/2019 Application.

During the Community Engagement for the CSP 2027 it was established that the Community wants to maintain the rural/country feel but would like increased and enhanced roads, Community facilities and revitalised town centres. This was taken a step further and SRV Community Engagement was focused on whether the Community has the capacity and willingness to pay increased rates as part of a Special Rate Variation and to assess the Community’s need/desire for particular service levels/projects. The Community were asked if they wanted Council to pursue a Special Rate Variation to fund specific projects related to town centre revitalisation, Community and family facilities and roads projects within a quicker timeframe. The potential projects list and the Financial Scenario’s (endorsed by Council 30 October 2017) were the basis of the Community Engagement. The scenarios are as follows:

Scenario 1 Apply for a loan facility of $8 million to fund part of Town Revitalisation projects to be repaid by a SRV at 2.1% plus rate pegging with a low farmland SRV increase of 0.75% plus rate pegging.

Scenario 2 Apply for a loan facility of $10 million to fund all of town Revitalisation Projects to be repaid by a SRV at 2.6% plus rate pegging with a low farmland SRV increase of 0.75% plus rate pegging.

Scenario 3 Apply for a loan facility of $12 million to fund all of Town Revitalisation and other Community Projects to be repaid by a SRV at 3% plus rate pegging with a low farmland SRV increase of 0.75% plus rate pegging.

Scenario 4 Apply for a loan facility of $15 million to fund all of Town Revitalisation, Community projects and major road upgrades ($3.0 mill) to be repaid by a SRV at 4% plus rate pegging with a low farmland SRV increase of 1.25% plus rate pegging.

Scenario 5 Do not apply for a SRV increase. The lower farmland SRV reflects that all options have a larger number of projects in the Town Centres, as compared to Shire wide.




Council implemented the SRV Community Engagement Strategy (endorsed by Council 25 September 2017). The following actions were completed:

Council Website – SRV; Engagement Material developed; Media – press releases, Advertisements, Council Newsletter and Radio; Communication with SRV stakeholders: Displays/Exhibits/Engagement Material; Interactive pdf on Website Feedback/submission forms at Customer Service and pop-up stalls; Councillor Workshops; Committee liaison; 5 Community Pop-ups; and Community handout distributed to all households.

A significant effort was made to obtain feedback from the Community via a survey or other means, this included 5 Community Pop-up stalls throughout the Shire at the following locations:

Merriwa Touch Football, Wednesday 29 November; Murrurundi Touch football, Thursday 30 November; Christmas in the Park Scone, Saturday 2 December; Victoria Hotel, Moonan Flat; Thursday 7 December; Aberdeen Sports and Recreation Club, Saturday 9 December

Community Engagement Results Community feedback was received by a general submission or through the completion of a survey. The following is a summary of the results. In some cases residents talked generally about the Shire or their property and this was not related to an SRV. In this case they were recorded as comments only. In a few cases residents answered yes and no and these were recorded in that format. Merriwa Pop-up Total Community Responses – 23 Yes – 17 No - 1 Comments only – 5 Yes and No- 0 Improvements to Sporting facilities and family/Community facilities, particularly playgrounds and bike tracks were valued highly. Murrurundi Pop-up Total Community Responses – 35 Yes – 15 No – 15 Comments Only – 3 Yes and No – 2




Sporting facility improvements were a high priority and bike track/family facilities. The Pages River Heritage Trail (part of the Revitalisation projects) was not seen as a priority for SRV, with a preference for sporting improvements and family facilities. Scone Pop-up Total Community Responses – 13 Yes – 11 No – 2 Comments Only – 0 Yes and No – 0 Supportive of current list. Moonan Flat Pop-up Total Community Responses – 5 Yes – 1 No – 0 Comments Only – 4 Yes and No – 0 Roads were the priority. An emphasis that safety on roads for families is the priority. Aberdeen Pop-up Total Community Responses – 21 Yes – 8 No – 13 Comments Only – 0 Yes and No – 0 Not supportive of the SRV or projects list. Council Submissions received (Web, email and at Customer service - not including Pop-ups) Total Community Responses – 29 Yes – 13 No – 15 Comments Only – 1 Yes and No – 0 Overall Community Engagement SRV Results Total Community Responses – 126 Yes – 65 No – 46 Comments Only – 13 Yes and No – 2




It is not ideal that the total number of submissions is only 126. It would be preferable to be basing a decision on whether Council should submit an application to IPART on a larger sample size. The effort made to engage with the Community is not reflected in the number of submissions received. The potential SRV information was communicated widely and there was a 10 week timeframe for Community members to submit feedback. Council did however, speak face to face with over 1000 people during the CSP 2027 Community Engagement, which initiated this process. As it was established that the Community wants to maintain the rural/country feel but would like increased and enhanced roads, Community facilities and revitalised town centres. Due to a combination of the CSP 2027 Engagement and the majority of yes submissions at 65, the recommendation is that an application to IPART for a Special Rate Variation be submitted for the following Scenario:

Apply for a loan facility of $15 million to fund all of Town Revitalisation, Community projects and major road upgrades to be repaid by a SRV at 4% plus rate pegging at 2.3% for 3 years with a low farmland SRV increase of 1.25% plus rate pegging at 2.3%.

Application made under section 508A and is a permanent increase to its general rate income. Permanent Special Rate Variation at 6.30% in 2018/19, 6.30% in 2019/20 and 6.30% in 2020/21 (inclusive of Rate Peg). A large number of the yes submissions, focused on the importance of the Family and Community Facilities projects and the Roads projects. These are all only included in the Scenario above. There was a view put forward by a significant number of yes submissions that a higher priority should be given to the Family and Community Facilities projects, including sporting facilities and major Roads projects. The River Trail Constructions in the Revitalisation projects were not seen as a priority for SRV, with bike tracks, play grounds and sporting facility improvements seen as high priorities. There was a strong emphasis however that this funding should still be allocated to the specific town but just to different priorities. In rural areas road improvements to ensure safety for family was seen as the priority. The low farmland SRV reflects that all options have a larger number of projects in the Town Centres, as compared to Shire wide. If an application is submitted and Council is successful in obtaining an SRV, further community engagement could be carried out to finalise the SRV Projects List to ensure the Communities priorities for each Town Center and the Shire are reflected. OPTIONS 1. Endorse an application to IPART for a Special Rate Variation for the following scenario:

Apply for a loan facility of $15 million to fund all of Town Revitalisation, Community projects and major road upgrades to be repaid by a SRV at 4% plus rate pegging at 2.3% for 3 years with a low farmland SRV increase of 1.25% plus rate pegging at 2.3%.

2. Endorse an alternate Special Rate Variation (SRV) scenarios as listed below:




Scenario 1 Apply for a loan facility of $8 million to fund part of Town Revitalisation projects to be repaid by a SRV at 2.1% plus rate pegging with a low farmland SRV increase of 0.75% plus rate pegging.

Scenario 2 Apply for a loan facility of $10 million to fund all of town Revitalisation Projects to be repaid by a SRV at 2.6% plus rate pegging with a low farmland SRV increase of 0.75% plus rate pegging.

Scenario 3 Apply for a loan facility of $12 million to fund all of Town Revitalisation and other Community Projects to be repaid by a SRV at 3% plus rate pegging with a low farmland SRV increase of 0.75% plus rate pegging.

3. Confirm that Council will not pursue a Special Rate Variation for 2018/2019 and that an

application will not be submitted to IPART. CONSULTATION Councillors, General Manager, Directors, Finance Manager and relevant Managers have been consulted in the preparation of this report. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: LEADERSHIP Goal 8 Provide Community Leadership CS30 Effectively and efficiently manage the business of Council, while

encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response.

CS34 Community is effectively engaged, can provide opinion and contribute to decisions that plan for the present and future of the Upper Hunter Shire.


b. Delivery Program In the General Management Activity this relates to:

- Support for the Mayor and Councillors to fulfill their respective roles. - Lead the Integrated Planning and Reporting Framework. - Lead Council operations and Council wide continuous improvement.




In the Financial Services Activity this relates to: - Ensure that Council and statutory reporting requirements are adhered to. - Ensure “Fit for the Future” benchmarks and any improvement program instigated is

maintained for Council’s financial sustainability. c. Other Plans This will link directly to the IP&R Framework in particular the Resourcing Strategy. Council has met its requirements to date consistent with the IP&R Framework and will revise required documents as needed through this process. IMPLICATIONS a. Policy and Procedural Implications Council has met its requirements to date consistent with the IP&R Framework and will revise required documents as needed through this process. b. Financial Implications A part of the process will include the analysis of the financial impact for the Baseline Scenario and Special Variation Scenarios in the Long Term Financial Plan. c. Legislative Implications Legislative responsibilities will be met consistent with the planning and reporting activities in accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005. d. Risk Implications Process will be followed consistent with the Office of Local Government Guidelines for the Preparation of an Application for a Special Variation to General Income and the Integrated Planning and Reporting (IP&R) framework to minimise risks. e. Other Implications Nil CONCLUSION That Council endorse an application to IPART for a Special Rate Variation based on one of the Scenarios or confirm that an application will not be submitted to IPART and that the process will not continue at this time.

ATTACHMENTS

Attachments are provided under separate cover.




G.01.7 INTEGRATED PLANNING AND REPORTING - RESOURCING STRATEGY


AUTHOR: Melinda Curtis - Corporate Planner

PURPOSE The purpose of this report is to endorse the updated Resourcing Strategy consistent with our Integrated Planning and Reporting responsibilities.

RECOMMENDATION That Council endorse the Resourcing Strategy including Long Term Financial Plan, Workforce Management Strategy and Asset Management Strategy.

BACKGROUND Council is required to undertake their planning and reporting activities in accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005. In 2009 the Local Government Act was amended to create an Integrated Planning and Reporting (IP&R) requirement. A requirement under this framework is the production of a number of key documents, including the Community Strategic Plan (CSP), Delivery Program and Operational Plan. A greater emphasis is placed on longer term planning and as at 30 June 2012 NSW Councils are required to be working within the IP&R Framework. The Resourcing Strategy underpins the Council’s Integrated Planning and Reporting (IP&R) Framework and demonstrates how the Community Strategic Plan (CSP) 2027 will be resourced. The Resourcing Strategy must include provision for long term financial planning, workforce management planning and asset management planning. This is identified on the Upper Hunter Shire Integrated Planning and Reporting Framework.




REPORT/PROPOSAL Council’s Resourcing Strategy has been reviewed and updated to ensure adequate resourcing of the Community Strategic Plan (CSP) 2027 and Delivery Program 2017/2018-2020/2021 and Operational Plan 2017/2018. Council committed to a new Community Engagement approach during the development of the CSP 2027 where Council spoke to over 1000 people face-to-face. This resulted in the development of 11 Community Priorities and significant change to our Community Strategies. To ensure Council’s Resourcing Strategy reflected the new CSP 2027 and Delivery Program, an additional review of the Resourcing Strategy was undertaken to ensure adequate resources (time, money, assets and people) were available to achieve the priorities. The clear message from the Community during the preparation of the CSP 2027 was that they wanted a focus on protecting the rural lifestyle and country feel of the Shire, ensuring it remains quiet, safe and welcome. They also wanted a strong focus on enhancing and improving Community infrastructure, open spaces, roads and the economy. Further Community Engagement has been undertaken to determine whether the Community would like an option for funding of these enhancements to include a potential Special Rate Variation




The Resourcing Strategy includes documentation of proposed Special Rate Variation scenarios and resourcing if this option occurs in the future. The Resourcing Strategy consists of the following documents: Long Term Financial Plan The Long Term Financial Plan projects financial forecasts for the Council for at least ten years, and is updated annually as part of the development of the Operational Plan. The Long Term Financial Plan is used by the Council to inform its decision making during the finalisation of the Community Strategic Plan and the development of the Delivery Program. Workforce Management Plan Councils Workforce Management Plan considers what people with what skills, experience and expertise are required to implement the Delivery Program and achieve the Community Priorities. It provides an opportunity every 4 years to plan adjustments to the workforce to meet changing priorities and take into account new technologies. Asset Management Strategy The Asset Management Strategy identifies assets that are critical to the Council’s operations and outlines risk management strategies for these assets. The strategy and plans also include specific actions required to improve the Council’s asset management capability and projected resource requirements and timeframes. Asset Management Planning also incorporates an Asset Management Policy which is included in a separate report in this business paper and Asset Management Plans which have been previously endorsed by Council. OPTIONS There are limited options as this is a statutory obligation, so to be consistent with legislation the Resourcing Strategy which includes the Long Term Financial Plan, Workforce Management Plan and Asset Management Strategy needs to be endorsed with or without amendments. CONSULTATION General Manager, Directors, Finance Managers, relevant Managers, staff and Consultative Committee have been consulted in the preparation of this report. The Resourcing Strategy links directly to the CSP 2027 and Delivery Program 2017/2018-2020/2021. Consultation and engagement of the Community and Council through the development of the CSP 2027 was guided by Council’s Community Engagement Strategy Community Strategic Plan (CSP 2027) which was adopted by Council.

Council recognised that proactive and effective engagement of the Community and Council is critical in the development of the CSP 2027 and committed to a new engagement approach.




STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: LEADERSHIP Goal 8 Provide Community Leadership CS30 Effectively and efficiently manage the business of Council, while

encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response.

CS34 Community is effectively engaged, can provide opinion and contribute to decisions that plan for the present and future of the Upper Hunter Shire.


This update Resourcing Strategy has been updated to support delivery of the Community Strategies and Priorities. b. Delivery Program In the General Management Activity this relates to:

- Support for the Mayor and Councillors to fulfill their respective roles. - Lead the Integrated Planning and Reporting Framework. - Lead Council operations and Council wide continuous improvement.

In the Financial Services Activity this relates to:

- Ensure that Council and statutory reporting requirements are adhered to. - Ensure “Fit for the Future” benchmarks and any improvement program instigated is

maintained for Council’s financial sustainability. This updated resourcing Strategy reflects the priorities of the Delivery Program. c. Other Plans This will link directly to the IP&R Framework, as this is the updated the Resourcing Strategy. Council has met its requirements to date consistent with the IP&R Framework and will revise required documents as needed through this process.




IMPLICATIONS a. Policy and Procedural Implications Council has met its requirements to date consistent with the IP&R Framework. b. Financial Implications A part of the process includes the analysis of the financial impact for the Baseline Scenario and Special Variation Scenarios in the Long Term Financial Plan. c. Legislative Implications Legislative responsibilities will be met consistent with the planning and reporting activities in accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005. d. Risk Implications Minimise risks by meeting the Integrated Planning and Reporting (IP&R) framework. e. Other Implications

Nil

CONCLUSION That Council endorse the Resourcing Strategy, which includes the Long Term Financial Plan, Workforce Management Plan and Asset Management Strategy. This ensures Council continues to meets its requirements under the Integrated Planning and Reporting (IP&R) framework.

ATTACHMENTS





G.01.8 SPONSORSHIP - MURRURUNDI & DISTRICT SHEEP DOG WORKERS ASSOCIATION



PURPOSE Request for sponsorship of annual dog trials in Murrurundi to be held 1 – 3 April 2018.

RECOMMENDATION That Council provide sponsorship of $200 to the Murrurundi & District Sheep Dog Workers Association to assist in the running of their annual dog trials in 2018.

BACKGROUND Council has received a request for financial support from the Murrurundi & District Sheep Dog Workers Association towards their annual sheep dog trials that will be held 1 – 3 April 2018. REPORT/PROPOSAL Council has provided financial assistance to this event over a number of years under its Donations policy. OPTIONS 1. To provide sponsorship of $200 2. To provide sponsorship of an alternate amount 3. To decline the request for sponsorship CONSULTATION

Interim General Manager STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: COMMUNITY LIFE Goal 2 Promote wellbeing and a connected, healthy and happy Community. CS7 Provide and support a broad range of sport, recreation, health and wellness

programs to target age specific needs of residents including younger children, older children, adolescents, families, seniors and people with a disability.





b. Delivery Program

The implementation and encouragement of healthy lifestyle opportunities. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request fits within Council’s Donations policy. b. Financial Implications The sponsorship of $200 is available within Council’s Donations budget. c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION That Council provide sponsorship of $200 in line with funds made available in previous years.

ATTACHMENTS

1 Murrurundi & District Sheep Dog Workers Association - request for sponsorship for annual Sheep Dog Trials 2018

ATTACHMENT NO: 1 – MURRURUNDI & DISTRICT SHEEP DOG WORKERS ASSOCIATION – REQUEST FOR SPONSORSHIP FOR ANNUAL SHEEP DOG TRIALS 2018

ITEM NO: G.01.8





POLICY MATTERS

H.01.1 COUNCIL POLICIES



PURPOSE

The purpose of this report is to update Council policies.

RECOMMENDATION

That Council adopt the following policies: 1. Community Services – Service Provision – Housing – Low Income Units, Merriwa. 2. Risk Management – Asset Management. 3. Waste Management – Disposal of waste at Council Landfills and Transfer Stations.

BACKGROUND

Council is required to maintain a set of policies that are current and meet the requirements for Council to operate under. Council must review all policies within 12 months of a new Council being formed, but also need to review and update policies as necessary to keep their content up to date. REPORT/PROPOSAL

The following policies have been updated as indicated by the tracked changes in the attachments:

1. Community Services – Service Provision – Housing – Low Income Units, Merriwa. Rewritten with significant amendments

2. Risk Management – Asset Management. Guiding Principles have been updated to reflect the objectives of the current

Delivery Program & Operational Plan and the Community Strategic Plan. Names and dates have been updated.

3. Waste Management – Disposal of waste at Council Landfills and Transfer Stations. New Policy

The policy ‘Community Services – Service Provision – Housing – Low Income Units, Merriwa’ has been substantially rewritten to cater for the current arrangements of the units. Due to the extent of the amendments in this document, a copy of the previously adopted policy (adopted May 2013) and the fully amended policy have been attached. OPTIONS

1. Adopt the new and amended policies. 2. Amend the policies. CONSULTATION

Interim General Manager




STRATEGIC LINKS

a. Community Strategic Plan 2027 LEADERSHIP Goal 8 Provide Community leadership

CS30 Effectively and efficiently manage the business of Council, while encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response.


b. Delivery Program Promote and communicate Council’s brand, functions and identity.

c. Other Plans Nil

IMPLICATIONS

a. Policy and Procedural Implications Policies are due for ratification by Council.

b. Financial Implications Nil

c. Legislative Implications Nil

d. Risk Implications Nil

e. Other Implications Nil

CONCLUSION

It is recommended that the policies be adopted.

ATTACHMENTS

1 Draft Policy - Community Services - Service Provision - Housing - Low Income Units, Merriwa

2 Previous Policy - COMMUNITY SERVICES - POLICY - Service Provision - Housing - Low Income Units Merriwa - Adopted 28/05/2013

3 Draft Policy - Risk Management - Asset Management

4 Draft Policy - Waste Management - Disposal of Waste at Council Landfills and Transfer Stations

ATTACHMENT NO: 1 - DRAFT POLICY - COMMUNITY SERVICES - SERVICE PROVISION - HOUSING - LOW INCOME UNITS, MERRIWA

ITEM NO: H.01.1


ATTACHMENT NO: 1 - DRAFT POLICY - COMMUNITY SERVICES - SERVICE PROVISION - HOUSING - LOW INCOME UNITS, MERRIWA

ITEM NO: H.01.1


ATTACHMENT NO: 2 - PREVIOUS POLICY - COMMUNITY SERVICES - POLICY - SERVICE PROVISION - HOUSING - LOW INCOME UNITS MERRIWA - ADOPTED 28/05/2013

ITEM NO: H.01.1


ATTACHMENT NO: 2 - PREVIOUS POLICY - COMMUNITY SERVICES - POLICY - SERVICE PROVISION - HOUSING - LOW INCOME UNITS MERRIWA - ADOPTED 28/05/2013

ITEM NO: H.01.1


ATTACHMENT NO: 3 - DRAFT POLICY - RISK MANAGEMENT - ASSET MANAGEMENT ITEM NO: H.01.1











RESPONSES TO PREVIOUS QUESTIONS

RPQ.01.1 RESPONSES TO PREVIOUS QUESTIONS



For notation only.

At the ordinary meeting of Council held on 27 November 2017 the following questions were asked: Cr Sue Abbott

1. Asked how can we meet Goal 4 of our Community Strategic Plan 2017 'for a sustainable future' environmentally and responsibly when we permit quarries in our shire? And how is permitting these endless quarries to operate implementing policies to ensure the protection of strategic agricultural lands, equine critical industry clusters, natural resources and heritage?"

Response: The Mayor stated that there is a rational explanation for Council’s direction and the question was taken on notice.

Cr James Burns

1. Asked for data to be made available regarding traffic around the ELCs and preschools as he has not yet received it. Response: The Director Operations advised that counts have been completed and

that data will be provided. Update: Information has been provided.

2. Defibrillators a. Can Council please provide a briefing on the number of defibrillators it currently

has in stock and their whereabouts? b. Can inquiries be made to both State and Federal Governments to ascertain if

funding is available to Council for the placement of these units in our town centres, and to our local sporting clubs as well?

c. Can a survey of local business in all four town centres of the Upper Hunter Shire be conducted to establish the number of defibrillators that are in the populated centres and maps be drawn up to show their whereabouts?

Response: The Mayor advised that while these are worthy questions there are resource implications involved in researching and preparing a response for what is effectively a Notice of Motion.

3. Asked why 133 Kelly Street design was going to the Economic Development & Tourism Committee yet coming from the Revitalisation budget. Response: The General Manager advised that the budget is yet to be finalised for this

project.




Cr Ron Campbell

1. Asked could Council investigate relocating the entrance to Gummun Lane as he believes it is not safe and presents a problem with school buses. Response: Taken on notice. Update: The assets team will program design works and report to Infrastructure

Services Committee once this is completed.

Cr Maurice Collison

1. Asked whether it is necessary to apply for leave from Committee meetings or just Council. Response: The General Manager advised that Committee members may not be able

to attend a meeting from time to time for various reasons and can simply provide an apology. However if leave is known in advance or extended leave is required and you know that you will be unable to undertake Council business during that time then a leave of absence should be requested.

Update: It is only necessary for a Councillor to apply for leave if they are unable to

attend an Ordinary Council Meeting.

Cr Lorna Driscoll

1. Asked could Council spray between the shoulder and kerb and guttering from Graeme Street Bridge to the Police Station, Aberdeen and when is the lawn across the footpath going to grow. Response: Taken on notice. Update: Spraying between Graeme Street Bridge to the Aberdeen Police Station

will be added to the program of works.

Cr Kiwa Fisher

1. Asked what is happening at 133 Kelly Street, Scone given the ongoing lack of amenities in the main street. Response: The Manager Business Enterprise & Tourism advised that plans have

been developed and designs being finalised before submitting a development application. It is on the agenda for the Economic Development & Tourism Committee for Wednesday, 29 November 2017.

Cr Wayne Bedggood

1. Asked could Council follow up on correspondence from a resident about wildlife and rubbish on the Merriwa road and remove it in a timely fashion. Cr Bedggood also asked if it was possible for staff travelling along the road to alert other staff who could then remove the rubbish and wildlife. Response: This will be arranged.

In addition Cr Watts also asked, could Council staff please check pouches of wildlife when removing it from the road.

Response: Yes, this will be done.




At the ordinary meeting of Council held on 18 December 2017 the following questions were asked: Cr Lee Watts

1. Thanked the staff members who assisted in organising and setting up Council’s Christmas decorations in the town centres. She noted how disappointing it was to see vandalism occur to some of the lights and asked Council to investigate purchasing Christmas banners in 2018 for town centres.

Response: Taken on notice. Update: Thanks will be included in the next staff newsletter. Purchase of

Christmas banners will be considered for the 2019 budget.

Cr Sue Abbott

1. In regard to the Murrurundi Library Facebook page, Cr Abbott asked if a 'library tab' would be provided on Upper Hunter Shire Council's website homepage as endorsed by Council at the Ordinary Council Meeting in October 2017. Response: Taken on notice.

2. Requested timely notification of meetings with relevant documents sent out well

beforehand. Response: Taken on notice.

3. Asked about the planning for Warbirds-Over-Scone.

Response: Planning has progressed well with many sponsors now on board.

4. Asked when the policies past their review date would be brought before councillors. Also, when will policies already brought before and approved by councillors be updated in the manual and other relevant places? Response: Policies are progressively updated throughout the year and have varying

review dates. Council officers will follow up the request.

5. I would like to request stress leave effective immediately until mid February 2018. Response: Councillors can apply for leave of absence. There are no other specific

types of leave that can be requested.

6. Please can I have a breakdown of the entire costs of this code of conduct matter?

Response: This is a confidential matter however the cost of these matters are sumarised within the Annual Report and Code of Conduct Return.




Cr Maurice Collison

1. Noted that it appeared that motorbikes and cars have been driving through Kater Park in Scone. He requested someone investigate this and prevent vehicles from doing so.

Response: Taken on notice Update: Signage and bollards will be installed.

Report To Confidential Ordinary Council Meeting 29 January 2018



CONFIDENTIAL REPORTS

CR.01.1 POTENTIAL PURCHASE OF PROPERTY


AUTHOR: Jane Callinan - Project Manager Business Enterprise & Tourism

This matter is considered to be confidential under Section 10A(2) (c) of the Local Government Act, as it deals with information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

PURPOSE The purpose of this report is to outline the opportunity for Council to purchase a property for the purposes of relocating the Scone town library in the building, along with other community focused facilities; creating a Library, Cultural and Community precinct for Scone and the local region.


Infrastructure Services


CR.01.2 ROAD WIDENING RESUMPTION - COULSONS CREEK ROAD - MR358


AUTHOR: Alan Fletcher - Special Projects Manager

This matter is considered to be confidential under Section 10A(2) (c) of the Local Government Act, as it deals with information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

PURPOSE The purpose of this report is to formalise a road reserve widening transfer associated with the road works on Coulsons Creek Road (Willow Tree Road) MR358.


Mayoral Minute


CR.01.3 RECRUITMENT OF GENERAL MANAGER

RESPONSIBLE OFFICER: Wayne Bedggood - Mayor

AUTHOR: Steve Pryor - Interim General Manager

This matter is considered to be confidential under Section 10A(2) (a) of the Local Government Act, as it deals with personnel matters concerning particular individuals.

PURPOSE

The purpose of this report is for Council to select a preferred applicant to offer the position of General Manager of Upper Hunter Shire Council.

Documents

Council Meeting Agenda - Upper Hunter Shire · The Mayor sent out a letter to local businesses, associations and targeted individuals challenging them to match personal sponsorship