Craig Deasey 1. MANAGEMENT PLAN QUARTERLY REPORT … · In brief senior management is required to report the General Manager on a quarterly basis on a number of matters as regards

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Ordinary Meeting of the Council of the Shire of Dungog, to be held Tuesday 18 November 2008 commencing 6.00pm.

1GENERAL MANAGERS REPORT

Craig Deasey

1. MANAGEMENT PLAN QUARTERLY REPORT EF08/45 Précis: Reporting on the progress of implementation of Councils management plan.

********** In accordance with the Local Government Act 1993, the General Manager is required to report on a quarterly basis on the implementation of the Management Plan. A large number of Councils key performance indicators are being tracked by way of spreadsheet to enable graphical presentations to be monitored. In brief senior management is required to report the General Manager on a quarterly basis on a number of matters as regards their responsibility areas. The first quarter for 2010/2011 reflects significant activity across all Departments of Council meeting the end of financial year reporting requirements does impact upon a number of staff. First Quarter Highlights: Completion of Unwarrabin Bridge replacement and road approaches. Allyn River road landslip (Storm damage) works completed Local Government Week with over 300 school children involved in a range of

environmental (Green Day) activities in addition to visits to the schools by Councils ranger services on pet ownership and protecting local wildlife.

The successful Dungog Shire reading day co-ordinated by Dungog Shire Community Centre that involved all schools from across the shire in the literacy day for school students.

Presentation to Council on the operations of Hunter Councils Inc & Hunter Councils Ltd by the CEO Roger Stephan highlighting the success and features of both operations.

Recruitment finalised for trainee environmental health officer and works manager positions.

Positive results in relation to the release of the final grant components from the NSW Grants Commission in respect of the Federal Financial Assistance Grant for 2010/2011.

First Quarter Concerns: The impact of the Boral Mill closure on the broader community and the flow on effects to

local businesses which is compounded by the lack of any decision in respect of Tillegra Dam by the NSW Government

Resource implications in the engineering section of Council with Council not meeting the statutory requirements for re-valuation of assets for the financial year ending 30 June 2010 as a consequence and the potential flow-on effects for the integrated planning and reporting process and finalisation of the Councils next Sec 94 plan.

GP shortage and the inability of the local practice to secure replacements for the Shires population.

The lack of affordable housing within the Shire and the impact of rising rents on low income families with an accommodation crisis looming within the Shire.

Staff resourcing across the Council departments the continually changing legislative framework and the Councils ability to meet statutory deadlines across a number of key functional areas is of concern. The organisation is understaffed and the issues compound when staff take their leave entitlements causing issues with customer service levels correspondence response times etc..

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2

DA's Received for Environmental Conditions

0

1

2

3

4

5

6

7

8

9

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

2008/092009/102010/11

No of Vehicles to Landfill

0

100

200

300

400

500

600


2008/092009/102010/11

Noxious Weeds Property Inspections

0

10

20

30

40

50

60

70


2008/092009/102010/11

INDICATORS BY DEPARTMENT 1. ENVIRONMENTAL SERVICES

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3No. of OSM Inspections

0

10

20

30

40

50

60


2008/092009/102010/11

Complaints - Health/Food

0

0.2

0.4

0.6

0.8

1

1.2


2008/09

2009/10

2010/11

Complaints - Septic

0

0.5

1

1.5

2

2.5

3

3.5


2008/09

2009/10

2010/11

Complaints - Waste

0

0.5

1

1.5

2

2.5

3

3.5


2008/09

2009/10

2010/11

Complaints - Environmental

0

2

4

6

8

10

12

14


2008/09

2009/10

2010/11

Complaints - Animals

0

2

4

6

8

10

12

14


2008/09

2009/10

2010/11

Complaints - Cemeteries

0

0.5

1

1.5

2

2.5

3

3.5


2008/09

2009/10

2010/11

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4

Complaints - Other

0

1

2

3

4

5

6

7

8

9

Jul Aug Sep Oct Nov Dec Jan Feb M ar Apr M ay Jun

2008/092009/102010/11

No of Subdivision DA's Received

0

5

10

15

20

25


2008/09

2009/10

2010/11

No of Dwelling DA's Received

0

5

10

15

20

25


2008/09

2009/10

2010/11

No of Other DA's Received

0

20

40

60

80

100

120


2008/09

2009/10

2010/11

No of Subdivision DA's Processed

0

1

2

3

4

5

6


2008/ 09

2009/ 10

2010/ 11

No of Dwelling DA's Processed

0

1

2

3

4

5

6

7

8

9


2008/ 09

2009/ 10

2010/ 11

No of Other DA's Processed

0

2

4

6

8

10

12

14

16

18

20


2008/092009/102010/11

2. PLANNING DEPARTMENT

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5Number of DA's Outstanding (exceeding 40 days)

0

5

10

15

20

25

30

35

40

45


2008/09 2009/102010/112008/09 >40 days2009/10 > 40 days2010/11 > 40 days

Number of Sec 149 Certificates Processed

0

10

20

30

40

50

60

70


2008/092009/102010/11

Number of Construction Certificates Issued

0

2

4

6

8

10

12

14

16

18

20


2008/092009/102010/11

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6Number of Building Inspections Undertaken

0

10

20

30

40

50

60


2008/092009/102010/11

Bridge Repairs Undertaken

0

1

2

3

4

5

6

7


2008/092009/102010/11

Length of Road Graded (km)

0

5

10

15

20

25

30

35

40

45

50


2008/092009/102010/11

3. INFRASTRUCTURE & ASSETS DEPARTMENT

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7

Length of Shoulder Maintained - Rural Sealed Network

0

5

10

15

20

25

30

35


2008/092009/102010/11

Length of Shoulders Maintained - Regional Sealed Network

0

2

4

6

8

10

12


2008/092009/102010/11

Length of Road Reconstructed Km's

0

0.5

1

1.5

2

2.5


2008/092009/102010/11

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8No. of Repairs to Community Facilities

0

2

4

6

8

10

12

14


2008/092009/102010/11

Onsite Inspections Undertaken in Relation to DA's

0

5

10

15

20

25

30

35

40


2008/092009/102010/11

Library Borrowings

0

500

1000

1500

2000

2500

3000

3500

4000

4500


2008/092009/102010/11

4. FINANCE & CORPORATE SERVICES

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9FOI & Section 12 Requests

0

0.5

1

1.5

2

2.5

Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun

2008/09 FOI 2008/09 Section 12 2009/10 FOI2009/10 Section 12 2010/11 FOI 2010/11 Section 12

Wages to Budget

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000


2008/09 Wages2009/10 Wages2010/11 Wages2008/09 Budget2009/10 Budget2010/11 Budget

Overtime ($)

0

5000

10000

15000

20000

25000

Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun

2008/092009/102010/11

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10Monthly Investment Balance

0

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000


2008/092009/102010/11

Interest Earned

0

10,000

20,000

30,000

40,000

50,000

60,000


2008/092009/102010/11

RTA Agency Earnings

0

1,000

2,000

3,000

4,000

5,000

6,000

7,000

8,000


2008/092009/102010/11

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11No Creditor Invoices Processed

0

100

200

300

400

500

600

700


2008/092009/102010/11

No of Debtors Invoices Processed

0

50

100

150

200

250


2008/092009/102010/11

IMPLICATIONS Financial Councils quarterly financial report highlights the current financial position of Council and the various trends and adjustments that have been made to Councils budget since adoption by Council. That report is presented to Council through the report of the Executive Manager Corporate Services. Statutory Quarterly reporting is a requirement under the Local Government Act 1993. RECOMMENDATION That the quarterly report on the progress of implementation of Councils Management Plan be received and the information noted.

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12Craig Deasey

2. INDEPENDENT PRICING AND REGULATORY TRIBUNAL – REVIEW OF THE REVENUE FRAMEWORK FOR LOCAL GOVERNMENT

EF09/172 Precis: Reporting on the final report from IPART in relation to the Revenue Framework review for Local Government.

********** In September 2010 IPART released their final report on their review of the local government revenue framework, this matter was last reported to Council at the October 2009 meeting and encapsulated the Hunter Councils regional response to IPART. Council initially wrote a submission on the IPART discussion paper in August 2008, followed by representations at their initial meeting in Maitland in November 2008 on the discussion paper with a further presentation to IPART in September 2009 at Lake Macquarie. The final IPART report indicates that since the release of their draft report in 2009 and the review of comments from submissions lodged and through public consultation their key findings remain substantially the same. Accordingly there is no recommendation from IPART that rate-pegging should be abandoned instead the Tribunal proposes two options to the current system. Option A is the default regulatory mechanism for all Councils. It maintains the general rate-pegging approach. It provides Councils with a medium term process for revenue and expenditure planning. Under this option Council must apply the annual rate peg or seek to obtain Ministerial approval to increase rates beyond the rate peg limit. Option B provides an opportunity for Councils to gain greater autonomy in setting rates. To be eligible to apply to operate under this option Councils must meet specified minimum performance criteria and demonstrate a clear community mandate for their proposed 4 year revenue and expenditure plans before they will get approval from the Minister. The Tribunal has also proposed that a Local Government Cost Index (LGCI) be developed to replace the CPI as a method of determining the allowable increase in Council rates. Recently Council participated in an analysis survey on finances which will be utilised by IPART in determining the mechanism for calculating the LGCI. It is appropriate to mention that within the report the following comments from IPART “ the framework does not fully address the particular needs of small rural Councils.” The Tribunal found “that the characteristics of the area and populations these Councils serve have led to a fundamental mismatch between their expenditure and their revenue base”. Providing such Councils “with more scope to increase rates will not address this mismatch and some alternative government action is required to improve the long term sustainability of these Councils.” These comments alone reinforce the reports from the Percy Allen Inquiry (Independent Inquiry into the financial sustainability of NSW Councils) of 2006 which was funded by the Local Government & Shires Association of NSW.

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13IPART has indicated that they see their role being limited to:

- establishing, maintaining and publishing the LGCI as well as calculating and publishing the annual change in this index in November each year;

- Calculating and publishing an annual productivity adjustment factor that reflects the Tribunals estimate of the potential for NSW Councils to achieve productivity gains in the medium term;

- Advising the Minister of the annual change in the LGCI and the annual productivity adjustment factor for each year, for consideration in setting the annual regulated rate adjustment.

The final report (282 pages) is available for Councillors to review if they so wish, Council has been provided with 1 hard copy alternatively the report is available from IPART’s website (www.ipart.nsw.gov.au). Whilst the rate-pegging regime looks like it will continue it is hopeful that at the very least the Minister will utilise the LGCI as the basis for future movements which would then ensure a more transparent approach to the setting of the rate-peg limit without political influence. IMPLICATIONS Nil RECOMMENDATION That the report be received and noted.

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14 Craig Deasey

3. LEAVE OF ABSENCE – COUNCILLOR LLOYD EF08/527 Précis: Reporting on Councillor Lloyd’s request for leave of absence.

********** Councillor Ian Lloyd has corresponded with myself advising that he will require a leave of absence from Council for the Ordinary meeting of Council to be held on 21 December 2010 as he will be overseas. It is recommended that Councillor Lloyd’s leave of absence be approved. IMPLICATIONS Statutory Clause 235A of the Local Government (General) Regulation 2005 outlines the legislative requirements. RECOMMENDATION That Councillor Lloyd be granted a leave of absence for the Ordinary meeting of Council to be held 21 December 2010.

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15Craig Deasey

4. COUNCIL CHRISTMAS ARRANGEMENTS EF07/53 Précis: Reporting on the proposed Christmas arrangements.

********** It is advised for the information of Councillors of the following arrangements for the forthcoming Christmas/New Year close down period in relation to staff working arrangements. Council’s administration centre doors will close at 1.30pm with phones to be manned until 2.00pm, Councils library and Visitors information Centre will close at 2.00pm on Friday 24 December 2010 to ensure financial services and computer systems can be adequately protected with backup operations. On Thursday 23 December 2010 there will be a Christmas break-up party for all staff and Councillors to be held at the Dungog RSL Club commencing at 2.00pm Councils administration, library, visitors centre and landfill will all close at 1.30pm on this day. This function will be an amalgamation of the Mayors Christmas party and the outdoor staff break-up party, an invitation will be forwarded to Councillors in due course. The Administration Office will reopen and the outdoor staff will resume operations on Tuesday 4 January 2011 with a skeleton crew working through 29 December to 31 January 2010 for toilets and street cleaning etc. Council’s landfill operations will be closed on both Saturday and Sunday 25 & 26th December 2010. The landfill opening days are Thursday to Monday accordingly the landfill will be open on the Boxing Day public holiday (Monday 27th December). IMPLICATIONS No direct implications, other than the potential impact upon customer service. RECOMMENDATION That Council receive and note the report

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16 Craig Deasey 5. DUNGOG SHOWGROUND & RECREATION RESERVE EF08/470 Précis: Reporting on the Dungog Showground & Recreation Reserve and a request to waive the user fee for the facility.

********** Council is in receipt of the following correspondence from Mr Kendal Neilson, who is proposing to conduct a campdraft school at the Dungog Showground & Recreation Reserve as part of the local fundraising initiative to support the recruitment of a doctor for Dungog. This correspondence was forwarded to the Management Committee for consideration.

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This matter was considered at the last Management Committee meeting on 3 November 2010 and the Committee resolved to support the Bison Event. Whilst the Committee has offered their support they do not have the delegation to waive or reduce the fees for the usage of the facility. As utilisation of the facility will result in costs being incurred that would generally be covered by the hire fee it is recommended that Council waive the hire fee for the event and donate to the Management Committee the amount equivalent of the hire fee so that they are not financially disadvantaged as a consequence. IMPLICATIONS Financial The financial impact to the Management Committee is $536.00 in lost ground hire charges for the event. Council does have the financial capacity to make a donation to the Dungog Showground Recreation Reserve management Committee from within the Sec 356 budget allocation of Council. Legislative Sec 610A of the Local Government Act (NSW) 1993 enables the Council to waive or reduce fees. However the Council cannot waive or reduce the fee until it has given public notice in accordance with the Act. The Council has no specific policy in place to deal with requests of this nature. Consultative The mechanism is within the scope of the legislative requirements. RECOMMENDATION 1. That Council waive the user fee for use of the Dungog Showground and Recreation

Reserve. 2. That Council give public notice of its intentions in accordance with the Local

Government Act. 3. That Council donate $536.00 to the Dungog Showground & Recreation reserve

Committee to replace the user fee income lost.

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18Craig Deasey

6. NSW DEPARTMENT OF LOCAL GOVERNMENT CIRCULARS EF08/142 Précis: Providing a summary of circulars that have been released by the Department of Local Government.

********** The following circulars have been released by the Department of Local Government and the intent of this report is to keep Councillors informed of changes and/or requirements that Council officers may be required to implement. The circulars themselves may be found on the Departments website (www.dlg.nsw.gov.au). It is not the intent to reproduce such circulars but moreso provide them as a point of reference to Councillors should they wish to undertake further research. When there is a requirement to inform Councillors or designated officers of a matter correspondence and attachments will still be submitted to all Councillors in accordance with the requirements of the Director General of the Department of Local Government. Such circulars will be highlighted in bold text. The following Circulars have been released by the Department since 1 October 2010.

Date Circular No.

Details

13/10/10 10-25 Draft Quarterly Budget Review Statement and Long Term Financial Plan Guidelines

Aside from Circulars there are numerous publications which are released upon the Departments website. Publications issued since 1 October include: Swimming Pool Safety Information in 15 Community Languages, Draft Quarterly Budget Review Statement for NSW Local Government, Integrated Planning & Reporting – Long Term Financial Plan, Schedules of Dates and Locations for Councillor Information Seminars – Series II. IMPLICATIONS There are no implications associated with this report, information only. RECOMMENDATION That the report be received and the information noted.

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19 Craig Deasey

7. COUNCIL’S MANAGEMENT COMMITTEE MEETING MINUTES Précis: Reporting on Minutes of Council Management Committee Meetings provided to Council.

********** The minutes of the following Management Committee Meeting are attached as Annexure ‘A’ to this report: Clarence Town Community Centre AGM held 6 September 2010 Clarence Town Community Centre Committee Meeting held 6 September 2010 Paterson Sportsground Committee Meeting held 27 September 2010 Paterson School of Arts Committee Meting held 27 September 2010 Dungog Showground Management Committee Meeting held 7 October 2010 Dungog Showground Management Committee Meeting held 3 November 2010

IMPLICATIONS Financial There are no financial implications the report is for information purposes only. RECOMMENDATION That the minutes of the Management Committee Meetings be received and noted.

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ANNEXURE ‘A’ TO ITEM NO. 7 – GENERAL MANAGERS REPORT

Clarence Town Community Centre Management Committee

Annual General Meeting 6th September 2010

Attendance: Courtney Millar Clarence Town Preschool Betty Tooth Clarence Town Lions Club Cherrie Walkom Clarence Town Christian Church Louise Benson Clarence Town Community John Walkom Clarence Town Christian Church Tracey Lowrey Dungog Shire Council Apologies: Peter Ainsworth Dungog Shire Council Councillor Danielle Driscoll Clarence Town Playgroup Meeting opened @ 5.00pm Chairperson: Tracey Lowrey Confirmation of Minutes:

The minutes of the previous AGM held 8th March 2010 were confirmed with no amendments.

Moved: Courtney Millar Seconded: Cherrie Walkom Business Arising: Confusion as to ‘which’ constitution was the amended & correct constitution, Tracey will email the constitution on Council’s records to clarify the following amendments – quorum, representatives and Clarence town preschool name change. These changes were advertised, presented and accepted at the 2007 AGM. Treasurers Report: A 2010 financial report was submitted, the auditors report would be forwarded as soon as possible. Moved: Louise Benson Seconded: Betty Tooth With no further reports available/submitted all positions were declared vacant. The chair thanked the outgoing committee for their work and support of the community centre.

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24The following positions were elected; Chairperson: Cr Peter Ainsworth Nom: Louise Benson Accepted by phone Deputy Chair: Courtney Millar Nom: Louise Benson Sec: Betty Tooth Secretary: Cherrie Walkom Nom: Courtney Millar Sec: Louise Benson Treasurer: Courtney would approach an interested parent who could not attend

the meeting – would report back at the next meeting. Representatives: Church: John Walkom Nom: Cherrie Walkom Sec: Louise Benson Preschool: to be confirmed after next preschool meeting Playgroup: not received a nomination Community: Betty Tooth Nom: Louise Benson Sec: Courtney Millar Health/Doctors: Vacant General Business: Concerns with the ongoing postponement of AGM and general meetings, Tracey

Lowrey explained that various organisations throughout the shire “set dates” for meetings at the beginning of each calendar year which were distributed and claimed well in advance. In most organisations these diary dates worked, if a special meeting was required the committee could organise this as per their constitution. The committee agreed this proposal would be something they would like to consider and would set the dates in the general meeting that would follow.

No further business meeting closed @ 5.30pm The next AGM would be September 5th 2011.

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31MINUTES OF THE DUNGOG SHOWGROUND & RECREATION RESERVE

MANAGEMENT COMMITTEE MEETING HELD AT DUNGOG SHIRE COUNCIL CHAMBERS ON 07 OCTOBER 2010

MEETING OPENED: 19.30. President Charles Watson thanked everyone for their attendance. He welcomed Mayor Harold Johnston and Cr. Lea Mitchell (Council Representative). MEMBERS PRESENT: Owen Nicholson, Des Hopson, Charles Watson, Cr. Lea Mitchell, Cr. Harold Johnston – Mayor, Jay Dillon, Cr. Glenn Wall APOLOGIES: Peter Dillon, Cr. Ian Lloyd Moved – Lea Mitchell Sec – Des Hopson PREVIOUS MINUTES: Previous Meeting Notes of the meeting held on the 02 September 2010 were read and adopted. Moved – Owen Nicholson Sec– Jay Dillon ELECTIONS EXTRAORDINARY: Due to the September Council election of the position of Mayor and appointment of new Council Representatives it is required that elections of the positions of Treasurer and Secretary be held. Moved – Des Hopson Sec – Lea Mitchell Treasurer -: Nomination/s – Des Hopson Moved – Owen Nicholson Sec – Jay Dillon Secretary -: Nomination/s – Lea Mitchell Moved – Jay Dillon Sec – Owen Nicholson MATTERS ARISING FROM PREVIOUS MINUTES:

1. The water main supplying the Dump Point is leaking and has not been repaired. A plumber has been organised to repair the leak and will be repaired in conjunction with another job (Repairs Completed). 2. A breaker locking arrangement has been fitted to the Pony Club Shed isolation distribution breaker. Glenn Wall donated the cost of the locking assembly - $41.00. (Completed) 3. The old timber race has been removed and the concrete race has been installed and completed. 4. Glenn Wall is to discuss the tree planting for the retention basin with Mr. Steve Hitchens. 5. Glenn Wall is to obtain the mature trees required for the yards (to be delivered to the Showground on the 15 October 2010 at 10.00 am). 6. The President has instigated an electrical engineer to offer advise and seek opportunities via grants and information regarding renewable energy options 7. Still awaiting quotes for the Grandstand / Hall works and replacement of the pans/cisterns for all the toilets (DECCW Grants are open – quote received for works on the grandstand / hall facility). 8. Owen Nicholson to raise the issue of the drainage system in the North – West corner of the grounds with Burns Earthmoving. Discussions need to include Mr. Steve Hitchens as a sump / grate assembly will need to be placed in the Eloiza Street Road reserve.

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329. The tree limb that fell onto the stables has caused minor damage. A piece of 4 x 2 needs to be replaced. 10. The gate on the Chapman Street entrance has been bent and will need to be straightened to allow it to be used. (completed) 11. Letters of gratitude need to be forwarded to the Dungog Rodeo ($3,000 donation) and the Dungog Motorcycle Club and the Dungog A & H Association once their donations are received (Glenn Wall to complete). TREASURERS REPORT: A financial report to the 07 October 2010 was tabled. The document is attached (also a final report of Profit & Loss, Trial Balance and General Ledger was presented). Moved – Owen Nicholson Sec – Jay Dillon CORRESPONDENCE: Inward -: 1. Email from DSC re EFT transfer of Funds – camping. 2. Email from Jan Lyon re locking arrangement for power - Pony Club Shed 3. Email from President requesting power usage figures. 4. Email from Council GM advising that the Council representatives will be unable to attend the Showground Committee meeting on the 04 November 2010. The meeting will also need to be held in the meeting room next to the Chambers. The Committee resolved to transfer the next Showground Committee meeting to Wednesday 03 November 2010.

Moved Lea Mitchell Sec – Des Hopson Outward -: 1. Email to Jan Lyon re locking arrangement for power - Pony Club Shed 2. Email to President forwarding power usage figures. 3. Minutes and meeting advise letter sent to Ground Users and Committee Moved – Ian Lloyd Sec – Owen Nicholson GENERAL BUSINESS:

1. Glenn Wall is to inspect the power distribution for the disabled toilets and ensure the HW system is provided with its own isolation switch. 2. Glenn Wall is to discuss with Terry Wilson (CCAMCC) if and when the executive and members have considered providing a donation towards the Grandstand project (refer minutes 05 August 2010) and when they may consider travelling to Dungog to have their presentation day. 3. Glenn Wall is to present the quote for the grandstand / hall works to the Council GM and request that Council pay the initial accounts and that the money is reimbursed to Council on receipt of the PRMF Funding. Glenn Wall is to also discuss with the Contractor undertaking the works the issue of recladding the external walls and the expectation of any additional works that may be required (ie when the interior wall gyprock is removed and the possible need to replace further timbers that have not been able to be inspected). Moved – Owen Nicholson Sec – Des Hopson 4. Glenn Wall is to finalise the accounts for payment being $109.00 (Cost to purchase seed – Des Hopson reimburse) and $600.95 (Hunter Rural). Moved – Owen Nicholson Sec – Jay Dillon 5. The committee resolved to gradually replace the entire showground timber bench / seat tops to aluminium. Five (5) are to be purchased initially. Moved – Owen Nicholson Sec – Des Hopson

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336. Glenn Wall is to advise Jan Lyon (Dungog Pony Club) that Owen Nicholson will have the Pony Club / A&H equine jumps returned as soon as possible. 7. The President passed on the Committee’s thanks to Cr. Glenn Wall for his efforts during the Sunset Committee investigations and since as a member of the Management Committee since its reconstitution.

The next Dungog Showground Management Committee Meeting will be held Wednesday 03 November, 2010 commencing at 7.30 pm.

A Permanent User Group Session will be held prior to the Committee Meeting

commencing at 6.30 pm

Meeting Closed at 21.15 pm Chairperson: ......................................................... Permanent User Group Information Session Meeting Notes. Organisations Present –Dungog Pony Club (Mrs. Jan Lyons) , Mrs. Pat Simmons (Dungog Girl Guides). Apologies – Mr. Terry Wilson (CCAMCC), Mr. Bill Rumbel (Dungog Rodeo) Dungog Pony Club -: Will be spraying around the shed / grounds over the next week (weather dependant). Water Tank (roof catchment) will be in position very shortly (roof plumbing will also occur). Jan stated that the equine jumps that have been loaned are in ownership of three organisations, and as such, the Pony Club should have been consulted prior to them being lent. The Chair and Committee members again spoke of the need for all the ground users to attend the User Group Sessions and the need for full and open discussions to ensure that everyone was aware of proceedings. The need for all Permanent Ground Users to be mindful of resource sharing amongst each other was again discussed. Regarding the Equine Jumps, the matter of storage was discussed and the need for them to be stored on a trailer was raised. The Pony Club are endeavouring to source a Farm trailer that could be used for such. Glenn Wall also raised the proposal of obtaining additional sheds etc from Hunter Water / Dam Inundation Area if the project is approved. This will address some of the storage issues users are currently enduring. Dungog Girl Guides -: Mrs. Simmons requested an update from Council regarding the lease agreement. Advice was given as to where proceedings were at. Mrs. Simmons also asked when the lease has been finalised if a copy could be retained by the Management Committee and the Guides (local). Final Note – Send an electronic copy of Minutes to Mr. Bill Rumbel and Mr. Terry Wilson.

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34 Dungog Showground Financial Report October 7th 2010 Cleared Balance NAB Cheque acc c/f 2/9/2010 $12,805.92 Less Cleared Expenditure #469 Country Energy -$1,354.57 #468 DSC-New gate Lock -$102.85 #471 J&J Concreting - Load Race -$4,050.00 #470 Norco - Poly Pipe -$190.10 Plus Cleared Deposits Camping Fees $72.50 Shed Hire $350.00 Apex Club $697.56 Balance of bank statement 15th Sept 2010 $8,228.46 Plus Uncleared Deposits Camping Fees $3,186.50 Operational Balance -Cheque Account $11,414.96 Grandstand Account Opening Balance $2,427.05 Dungog Rodeo Donation $3,000.00 BALANCE G'Stand Account $5,427.05 Term Deposit (5 months) Opening Balance $12,000.00 Interest $251.51 BALANCE Term Deposit $12,251.51 TOTAL OPERATIONAL BALANCE Cheque Account $11,414.96 Grandstand Account $5,427.05 Term Deposit $12,251.51 TOTAL OPERATIONAL BALANCE $29,093.52 Expected Income

Dungog Pony Club $2,562.81 User Fee

$2,562.81 Dungog A&H Donation (Grandstand) $10,000.00 Dungog Motorcycle Club Donation (Grandstand) $3,000.00

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35MINUTES OF THE DUNGOG SHOWGROUND & RECREATION RESERVE

MANAGEMENT COMMITTEE MEETING HELD AT DUNGOG SHIRE COUNCIL CHAMBERS ON 3rd November 2010

MEETING OPENED: 19.30. MEMBERS PRESENT: Chairman Charles Watson, Owen Nicholson, Peter Dillon, Cr. Lea Mitchell, Cr. Harold Johnston – Cr. Glenn Wall APOLOGIES: Des Hopson, Jay Dillon PREVIOUS MINUTES: Previous Meeting Notes of the meeting held on the 7th October 2010 were read and adopted. MATTERS ARISING FROM PREVIOUS MINUTES: 1. Cr Wall has spoken with Steve Hitchens re tree planning for the retention basin.

Council staff have complied a works schedule & design & will carry out task as soon as able.

2. Tree planting project completed in yards. Another 5 trees are to be picked up and planted on completion of the Show. 3. Charles Watson has instigated electrical audit for the Showground to happen & through this seek opportunities via grants etc regarding renewable energy options. Charles Watson to continue to follow up on this matter. 4. Quotes received for Grandstand works re: replacements of pans & cisterns for all toilets (DECCW Grants have been submitted for both electrical & Toilet replacement.) 5. Sump Eloiza Street Road Reserve. Glenn Wall has discussed this matter with Steve Hitchens he has indicated that it is on his priority list and will undertake work at first opportunity. Owen Nicholson advised also that he had spoken to JR of Burns Earthmoving and again waiting for Councils design etc so that the work can be done. 6. Disabled Toilet H/Water service is on a separate switch and is able to be turned off in need. Caretaker to be advised. 7. Glenn Wall advised that the CCAMCC have been asked about donation for grandstand. Owing to health issues President will follow up at a date in the future relating to this matter. 8. Glenn Wall advised that first instalment received for Grandstand project. Council will attend to this and as indicated to the Committee once the PRMF Funding project completion & Term Deposit Maturing (Feb11) monies will be reimbursed to Council. Glenn Wall also updated meeting in relation to Quote, i.e., expectation noted last meeting of possible additional expenses unforseen. Contractor has revised figure and not withstanding any possible problems once sheeting is removed figures should not vary to anything too major. This was understood by the meeting. And work is progressing. Glenn Wall, Owen Nicholson & Des Hopson will continue to project manage and report. 9. Transfer to new Treasurer, Des Hopson, has been organised by Glenn Wall. Payments to Des Hopson $109 & Hunter Rural $600.95 have been made. 10. Letters of gratitude have been forwarded to Dungog Rodeo ($3K) & Dungog Motorcycle Club ($3K), Dungog A & H Ass. ($10K) receipts to be issued on receipt of funds. TREASURERS REPORT: A financial report to the 3/11/2010 was tabled. Noted $10K donation from Dungog A & H was received 3/11/2010. Receipt to be issued.

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36

CORRESPONDENCE: Inward -:

1. DSC re: membership of committee

2. DSC water use for the last 12 months for grant application 3. Sec Pony Club, J Lyon: Jumps indicated no response. Jumps required for February 19th & 20th 2011 Sporting weekend.

4. CCAMCC Terry Wilson in regard to President of the Club

5. Quote R Kennedy re; Southern & Grandstand Toilets Grants Application

6. Press release NSW Govt $19K ($9K grant & $10K Loan)

7. Request of an Event on Dungog Showground by Kendal Neilson in relation to fundraising

to assist Doctor Dew. (to be discussed in GB) 8. Australia Day Awards Dungog Shire 2011

9. Community Organisations Profile Update

10. Lease Agreement Dungog Girl Guides all signed off Outward -: 1. Minutes and meeting advice letter sent to Ground Users and Committee

2. Email answering Dungog Pony Club

3. Email to DSC requesting advice in relation to membership make up.

4. Water Savings Grant Application & Electricity Savings Application forwarded to DECCW

5. Letters of thanks to 3 Organisations for donations to Grandstand fund

Moved –Peter Dillon Sec –Owen Nicholson Charles Watson Updated the following from User Session held 3/11/2010 6.30pm: Present: Dungog Pony Club Jan Lyon, CCAMCC Terry Wilson, Dungog MCC Trent Lean & Bruce Kearney, Charles Watson, Cr Lea Mitchell, Cr Harold Johnston & Cr Glenn Wall Dates advised & Calendar updated for 2011 DECEMBER 2010 No events JANUARY 2011 No events FEBRUARY 2011 Dungog Pony Club Interclub Sporting & Campdraft School 19th & 20th MARCH 2011 RODEO set up weekend of the 18th & 19th Dungog RODEO 25th & 26th APRIL 2011 Edwards Reunion Saturday 9th 2011 MAY 2011 CCAMCC advised for their event ‘Thunderbolts Rally’ 19TH through 23rd May 2011 Main Arena required for Show Cars & Bike Display. Seeking co operation from Showground Committee for rehabilitation of ring to happen sooner rather than later following Rodeo.

Dungog Motor Cycle Club are holding Australian Championships 28th & 29th 2011

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37 The following matters were discussed: CCAMCC had query relating to camping. Visitors Centre is the contact for camping on Dungog Showground. Also matter of correspondence sent to President Graham Thompson re: expenses for after event clean up. Terry Wilson queried matter. Glenn Wall spoke in relation as did Charles Watson. Resolved that the matter would be discussed with Graham Thompson when he was able. Pony Club secretary advised that they were sourcing trailer for jumps. Terry Wilson in his capacity as Council Employee advised that the Quarterly Pest Inspection was done on Dungog Showground & that the Northern Bar has a white ant problem. A quote for treatment was noted of $440 as a measure only. To be brought up at Committee Meeting following. . Bison School correspondence was discussed. Favourable response indicated. General Business 1. Bison School Event. The following motion was moved by Peter Dillon ‘The Showground Committee support the Bison School Event and advise Dungog Council to that effect. Noting the request of the organisers seeking to have the facility free of fees and charges.’ Seconded Owen Nicholson. Duly Carried. Secretary to advise General Manager 2. Owen Nicholson advised that there is a water leak near the northern toilet block. This will be monitored for repair following the Show. 3. Meeting noted Dungog Girl Guide Lease Agreement is signed off and that works will proceed. 4. Pest Inspection results notified by Terry Wilson at the Users Discussion meeting held at 6.30pm. Matter of White Ants in the Northern Bar. Treatment was quoted at $440 by Greg Hall Pest Solutions for work if required. Meeting was in agreement that treatment should be done. Owen Nicholson moved ‘That Council be advised of the Showground Committees agreement that treatment of the Northern Bar for white ants be carried out by Greg Hall Pest Solutions and that on receipt of invoice to this committee payment be made. Seconded Peter Dillon. Duly Carried. 5. Secretary to provide 2011 calendar to committee & caretaker, Eddie Rumbel

Moved – Owen Nicholson Sec – Des Hopson

The next Dungog Showground Management Committee Meeting will be held THURSDAY2nd DECEMBER, 2010 commencing at 7.30 pm. A Permanent User Group Session will be held prior to the Committee

Meeting commencing at 6.30 pm

Meeting Closed at 8.25 pm Chairperson: .........................................................

lynbFile AttachmentCFD 7 A.pdf

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20 Craig Deasey

8. MINUTES OF OUTSIDE ORGANISATIONS TO WHICH COUNCIL HAS AN APPOINTED DELEGATE Précis: Reporting on the minutes of outside organisations to which Council has an appointed delegate.

*********** The minutes of the Arts Upper Hunter Board Meeting held on 7 September 2010 are attached as Annexure ‘B’. IMPLICATIONS There are no implications the report is for information purposes only. RECOMMENDATION That the draft minutes of the Arts Upper Hunter Board Meeting be received and noted.

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38

ANNEXURE ‘B’ TO ITEM NO. 8 – GENERAL MANAGERS REPORT

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39

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40

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lynbFile AttachmentCFD 8 B.pdf

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21 Craig Deasey

8. CLOSED COUNCIL Précis: Report referring matters to Closed Council.

********** In accordance with the Local Government Act 1993 and the Local Government General Regulation 2005, in the opinion of the General Manager, the following business is of a kind as referred to in Sec 10A(2) of the Act, and should be dealt with in a part of the meeting closed to the media and public. Set out below is Section 10A(2) of the Local Government Act 1993 in relation to matters which can be dealt with in the closed part of a meeting. The matters and information are the following:

(a) personnel matters concerning particular individuals (other than Councillors) (b) the personal hardship of any resident or ratepayer (c) information that would, if disclosed, confer a commercial advantage on a person

with whom the Council is conducting (or proposes to conduct) business (d) commercial information of a confidential nature that would if disclosed:

(i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor or the Council, or (iii) reveal a trade secret

(e) information that would, if disclosed, prejudice the maintenance of law (f) matters affecting the security of the Council, Councillors, Council staff or

Council property (g) advice concerning litigation, or advice that would otherwise be privileged from

production in legal proceedings on the grounds of legal professional privilege (h) information concerning the nature and location of a place or an item of

Aboriginal significance on community land.

Item 1. Manager Planning’s Report – Draft Amendment to Dungog LEP 2006 Planning Proposal Report This item is classified CONFIDENTIAL under Sec 10A(2)(c) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following:

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

This matter is classified confidential because it contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business IMPLICATIONS Legislative The matters are referred to in the context of Sec 10A(2) of the Local Government Act 1993.

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22Consultative Members of the public are invited to make representations to the Council meeting before any part of the meeting is closed, as to whether that part of the meeting should be closed. RECOMMENDATION 1. That Council resolve into Closed Council to consider business identified, together

with any late reports tabled at the meeting. 2. That pursuant to section 10A (1)-(3) of the Local Government Act 1993, the media

and public be excluded from the meeting on the basis that the business to be considered is classified as confidential under the provisions of Sec 10A(2) as outlined above.

3. That correspondence and reports relevant to the subject business be withheld from

access to the media and public as required by Sec 11(2) of the Local Government Act 1993.

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1CORPORATE SERVICES DEPARTMENT EXECUTIVE MANAGER'S REPORT

Shaun Chandler 1. STATEMENT OF INVESTMENTS

EF08/220

Précis: Clause 212 of Local Government (General) Regulation 2005 requires a monthly report to Council outlining all money’s Council has invested under Section 625 of Local Government Act.

********** The Statement of Investments as at 31 October 2010 incorporating the Responsible Accounting Officer's Certificate are attached as Annexure "A". IMPLICATIONS Financial There are no financial, statutory, environmental, community or consultative implications associated with this report. RECOMMENDATION That the report be received and information noted.

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ANNEXURE "A" TO ITEM NO. 1 - EXECUTIVE MANAGER CORPORATE SERVICES REPORT

Investment Summary as at 31st October 2010

Institution Period Due Date Interest Total I M B 98 days 04-Jan-11 5.88% $400,000.00I M B 91 days 09-Nov-10 5.85% $300,000.00I M B 64 days 03-Nov-10 5.60% $300,000.00I M B 91 days 23-Nov-10 5.85% $580,000.00I M B 90 days 16-Nov-10 5.90% $400,000.00M M B S 96 days 16-Nov-10 5.90% $500,000.00M M B S 91 days 14-Dec-10 5.85% $300,000.00M M B S 91 days 11-Jan-11 5.75% $300,000.00M M B S 98 days 18-Jan-11 5.75% $300,000.00M M B S 91 days 21-Dec-10 5.70% $300,000.00M M B S 84 days 21-Dec-10 5.75% $200,000.00N A B 91 days 30-Nov-10 5.55% $200,000.00NEWPERM 91 days 07-Dec-10 5.80% $250,000.00NEWPERM 91 days 18-Jan-11 5.66% $200,000.00NEWPERM 91 days 30-Nov-10 5.85% $550,000.00NEWPERM 92 days 27-Jan-11 5.76% $500,000.00NEWPERM 84 days 21-Dec-10 5.83% $300,000.00NEWPERM 91 days 09-Nov-10 5.97% $200,000.00NEWPERM 98 days 14-Dec-10 5.87% $300,000.00NEWPERM 91 days 07-Dec-10 5.80% $350,000.00N A B At Call At Call 4.50% $308,487.88M M B S 3652 days 31-May-15 6.250% FRN 91 days $500,000.00BENDIGO BAN 1827 days 09-Nov-12 5.96% FRN 92 days $500,000.00

$8,038,487.88 Fund Amount General $7,417,151.64 Water $582,111.11 Sewer $39,225.13 $8,038,487.88 REPORT (Responsible Accounting Officer) I hereby certify that the above Investments have been made in accordance with the Local Government Act 1993, Local Government (General) Regulation 2005 and Council's Investment Policy. SL Chandler RESPONSIBLE ACCOUNTING OFFICER

lynbFile AttachmentSLC 1 A.pdf

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2Cheryl Hyde

2. WORKS COST STATEMENT EF08/221

Précis: A selective summary of expenditures on capital works and maintenance expense areas within Council’s roads, bridges, cemeteries, toilets, parks and sports grounds cost centres.

******** The Works Cost Statement for the period ending 31 October 2010 is attached for Councillors information as Annexure "B". With 4 months of the year gone notional expenditure levels would be expected to be at 33% of budget allocation. Urban Roads Maintenance and Bridges Maintenance continue to show higher levels of expenditure than the notional level due to the timing of maintenance program. As previously reported Footpaths Maintenance & Repairs and Tree Planting & Maintenance show higher levels of expenditure than notional due to major works being undertaken on footpaths and trees however are within budget allocations. Sporting Grounds is also showing higher than notional expenditure due to the timing of maintenance works on Bennett Park, however is still well within budget allocations. Rural Roads Unsealed Upgrades also continue to shows higher than notional expenditure due to works undertaken on Allyn River Road which will be reported on by the Executive Manager Infrastructure and Assets. All other maintenance items are currently within budget allocations and are in line with expected levels of expenditure. Capital works are at varying levels of completion and expenditure reflects such activity and are within budget allocations. Engineering overheads have been applied to individual projects in line with the original budget and in accordance with Councils normal operating practice. The works progress report within the Infrastructure & Assets area provides further information on some items in this report including scheduled dates for commencement for individual projects and works undertaken in the prior month. RECOMMENDATION That the Works Cost Statement for the period ending 31 October 2010 be received and noted.

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ANNEXURE ‘B’ TO ITEM NO. 2 – EXECUTIVE MANAGER CORPORATE SERVICES REPORT

Description Original Revised Expend Expend Expend Expend % Vote Vote 31-Jul 31-Aug 30-Sep 31-Oct Spent

Urban Roads Maintenance 164,229 164,229 9,931 45,278 71,257 76,970 47% Urban Roads Heavy Patching 0 0 0 204 204 204 Urban Roads Reseals 66,727 66,727 0 0 0 0 0% Urban Roads Storm Damage 0 0 0 0 0 0 Rural Roads Sealed Maintenance 528,800 528,800 15,596 44,435 81,688 112,597 21% Rural Roads Reseals 292,257 292,257 0 0 0 0 0% Rural Roads Unsealed Maintenance 373,578 373,578 9,960 49,996 108,114 119,018 32% Rural Roads Unsealed Upgrades 59,603 59,603 0 43,598 43,846 43,846 74% Rural Roads Storm Damage 0 0 0 0 0 0 Bridges Maintenance 228,351 228,351 15,573 50,795 112,077 150,478 66% Bridges Storm Damage 0 0 0 0 0 0 Tree Planting & Maintenance 7,675 7,675 645 5,506 7,308 7,308 95% Traffic Facilities 53,440 53,440 1,122 2,026 3,728 4,420 8% Footpaths M & R 36,909 36,909 8,778 14,017 14,406 17,086 46% Sporting Grounds 56,040 56,040 3,404 7,276 11,972 22,843 41% Parks & Reserves 98,840 98,840 3,946 14,062 19,680 30,120 30% Public Conveniences 56,060 56,060 3,458 9,014 15,449 19,920 36% Public Cemeteries 31,300 31,300 576 1,566 4,059 8,193 26%

Total Maintenance Works 2,053,809 2,053,809 72,989 287,773 493,788 613,003 30%

Monthly percentage 33% Roads & Traffic Authority Regional Roads Maintenance 729,930 729,930 19,098 174,638 214,416 383,034 52% Regional Roads Reseals 180,000 180,000 0 0 0 0 0% Traffic Facilities 48,070 48,070 2,872 4,465 5,833 7,921 16% Regional Roads Storm Damage 0 0 0 0 0 0 RTA Grants - Repair/Auslink/Blackspot MR101 - Sth of Hanleys Creek Stage I 350,000 350,000 34,190 80,653 81,623 81,766 23% MR101 - Sth of Hanleys Creek Stage 2 50,000 50,000 0 0 0 0% MR101 - Oakey Creek Blackspot 160,000 160,000 0 0 0 0% RR301 Rehabilitation 800,000 800,000 0 0 0 0% MR101 - Martins Creek 0 0 57,901 57,901 62,701 Roads to Recovery Funding RR128 Glendonbrook stage 3 400,577 400,577 0 0 23 24 0%

Council FAG/Sec94/Flood Damage Bridge Construction Williams River Flood Channel 300,000 300,000 0 0 0 0 0% Wallaroo Crk Bridge 330,000 330,000 0 0 0 0 0% Unwarrabin Bridge 370,000 370,000 110,844 170,836 181,559 181,859 49% Chads Creek First Bridge 0 0 6,923 67,234 58,584 Road Construction Fosterton R (FAG) 260,000 260,000 0 35,156 118,446 193,133 74% Paterson River Rd (FAG) 330,000 330,000 0 0 0 0% Common Road 0 86,812

Total Capital Works 4,308,577 4,308,577 167,004 530,572 727,035 1,055,834 25%

lynbFile AttachmentSLC 2 B.pdf

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3Shaun Chandler

3. COUNCILLORS TRAVELLING & OTHER EXPENSES EF08/222

Précis: Report on Councillors travelling for Councillors information.

********** Hereunder is a list of meetings/inspections or business of Council held/to be held since the October Meeting of Council. Access Meeting 21/10/10 Shadow Cabinet Meeting 29/10/10 Mid North Weight of Loads Group 01/11/10 Dungog Showground User Group Meeting 03/11/10 Dungog Showground Management Committee Meeting 03/11/10 Councillor Workshop 04/11/10 Modernising Local Government Forum 08/11/10 James Theatre Meeting 08/11/10 Cooperative Library Meeting 09/11/10 Meeting with Jodi McKay 15/11/10 Council Meeting 16/11/10 IMPLICATIONS There are no financial, statutory, environmental, community or consultative implications associated with this report. Council’s travelling costs are currently within budget. RECOMMENDATION That the report be received and information noted.

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4 Shaun Chandler

4. POLICY FOR THE PAYMENT OF EXPENSES AND PROVISION OF FACILITIES TO THE MAYOR AND COUNCILLORS

EF08/566 Precis: Reporting on the requirement for Council to review and adopt its policy on payment of expenses and the provision of facilities to mayors and councillors in accordance with annual reporting requirements.

********** It is a requirement of Section 252 of the Local Government Act 1993 that: 252 (1) “Within 5 months after the end of each year, a council must adopt a policy concerning the payment of expenses incurred or to be incurred by, and the provision of facilities to, the mayor, the deputy mayor (if there is one) and the other councillors in relation to discharging the functions of civic office”. Council’s policy “Payment of Expenses and Provision of Facilities to the Mayor and Councillors” was previously reviewed and amended in November 2008 following amendments to the Local Government Act 1993 (Local Government Amendment Act 2005) and the Local Government Regulation 2005. A further review of council policies by the Department of Local Government and feedback received from council’s resulted in the release of another revised version of the guidelines (Circular 09-36 October 2009). Council’s policy was reviewed and minor changes made to reflect changes in legislative provisions and to comply with the revised guidelines released by the DLG October 2009. Council’s policy has been reviewed October 2010 and minor changes made to reflect current vehicle allowance rates at 1 November 2010. The policy C1:11 is attached as Annexure ‘C’. IMPLICATIONS Statutory The basis of payment of expenses and provision of facilities for Councillors is enshrined within Sections 252 to 254 of the Local Government Act 1993. The DLG guidelines have been prepared under the provisions of section 23A of the Local Government Act 1993 as Director General’s Guidelines. Under section 252 of the Act relevant policies must comply with the provisions of the Act, the regulations and any relevant guidelines issued under section 23A. RECOMMENDATION 1. Council adopt the policy C1:11 in accordance with Sect 252 of the Local Government

Act 1993. 2. The Policy be forwarded to the Division of Local Government, Department of Premier

and Cabinet in accordance with annual reporting requirements.

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ANNEXURE ‘C’ TO ITEM NO. 4 – EXECUTIVE MANAGER CORPORATE SERVICES REPORT

POLICY NO C1:11 POLICY TITLE PAYMENT OF EXPENSES TO COUNCILLORS AND

PROVISION OF FACILITIES VERSION VI: Adopted 17 November 2009 Last Reviewed: 17 November 2009 PART 1 - INTRODUCTION POLICY PURPOSE To ensure that there is accountability and transparency in the reimbursement of expenses incurred or to be incurred by Councillors. The policy also ensures that the facilities provided to assist Councillors to carry out their civic duties are reasonable. OBJECTIVES & SCOPE In accordance with Section 252 of the Local Government Act 1993, the objectives of this policy are to:

Ensure Council provides adequate facilities and services for the Mayor and councillors to carry out civic duties;

Identify reasonable and appropriate expenses incurred while conducting

official duties, for which Council will reimburse the Mayor and Councillors. This policy is also relevant where applicable to NSW Council Administrators. REPORTING REQUIREMENTS Section 428 of the Local Government Act 1993 requires Councils to include in their Annual Report:

the total amount of money expended during the year on mayoral fees and councillor fees, the council’s policy on the provision of facilities for use by councillors and the payment of councillors’ expenses, together with a statement of the total amount of money expended during that year on the provision of such facilities and the payment of such expenses.

In addition, Clause 217 of the Local Government (General) Regulation 2005 requires Council to include in its annual report the following information:

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15(a) details (including the purpose) of overseas visits undertaken during the year

by councillors, council staff or other persons while representing the council (including visits sponsored by other organisations),

(a1) details of the total cost during the year of the payment of the expenses

of, and the provision of facilities to, councillors in relation to their civic functions (as paid by the council, reimbursed to the councillor or reconciled with the councillor), including separate details on the total cost of each of the following:

(i) the provision during the year of dedicated office equipment allocated to councillors on a personal basis, such as laptop computers, mobile telephones and landline telephones and facsimile machines installed in councillors’ homes (including equipment and line rental costs and internet access costs but not including call costs),

(ii) telephone calls made by councillors, including calls made from mobile telephones provided by the council and from landline telephones and facsimile services installed in councillors’ homes,

(iii) the attendance of councillors at conferences and seminars, (iv) the training of councillors and the provision of skill development

for councillors, (v) interstate visits undertaken during the year by councillors while

representing the council, including the cost of transport, the cost of accommodation and other out-of-pocket travelling expenses,

(vi) overseas visits undertaken during the year by councillors while representing the council, including the cost of transport, the cost of accommodation and other out-of-pocket travelling expenses,

(vii) the expenses of any spouse, partner or other person who accompanied a councillor in the performance of his or her civic functions, being expenses payable in accordance with the Guidelines for the payment of expenses and the provision of facilities for Mayors and Councillors for Local Councils in NSW prepared by the Director-General from time to time,

(viii) expenses involved in the provision of care for a child of, or an immediate family member of, a councillor, to allow the councillor to undertake his or her civic functions,

In addition to the statutory reporting requirements, council will report other

costs where these are significant. For example, councils will report the cost of the provision of facilities and equipment where such provision is above what would normally be required for the day-to-day running of the council.

LEGISLATIVE PROVISIONS Legislative provisions are encapsulated within Section 252 – 254 of the Local Government Act 1993. It also requires that the policy be made under the provision of this Act, the Local Government (General) Regulation 2005 and any relevant guidelines issued under Section 23A of the Act.

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16NOTE: This policy excludes annual fees paid to the Mayor and Councillors in accordance with Sections 248-251 of the Local Government Act 1993. Those fees are separately determined each year based on the Determination of the Local Government Remuneration Tribunal. OTHER GOVERNMENT POLICY PROVISIONS Department of Local Government Guidelines for payment of expenses and provision of facilities to Mayors and Councillors Dungog Shire Council Code of Conduct VIII, 2009 Department of Local Government Circulars to Council

Circular 08/24 Misuse of Council Resources Circular 08/37 Council decision making prior to ordinary elections

DLG Councillor Induction and Professional Development Guide (September 2008)

ICAC Publication – No Excuse for Misuse, preventing the misuse of council resources. (Guidelines 2 – November 2002) APPROVAL ARRANGEMENTS Approval for discretionary trips and attendance at conferences and the like should be where possible, approved by a full meeting of the Council. If this is not possible then the approval should be given jointly by the Mayor and the General Manager. If the Mayor requires approval to travel outside of Council meetings it should be given jointly by the Deputy Mayor (if there is one) or another Councillor (if there is not a Deputy Mayor) and the General Manager. Should dispute arise regarding the provision of expenses and/or facilities the disputed decision will be referred to the General Manager for review and if it remains disputed by an independent person and/or by the full Council meeting. PART 2 – PAYMENT OF EXPENSES GENERAL PROVISIONS - PAYMENT OF EXPENSES GENERALLY

Fundraising

The fundraising activities of political parties, including political fundraising events, are considered to be personal interests. No expense payments or Council facilities will be provided to councillors in relation to supporting and/or attending such activities and events. Gifts and Benefits In circumstances where it is appropriate for councillors to give a gift or benefit (for example, on a council business related trip or when receiving visitors), these gifts and benefits should be of a token value. For clarification on what token gifts and benefits are see the Model Code of Conduct (clause 8.1)

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17Private Benefit Councillors should not obtain private benefit from the provision of equipment and facilities, nor from travel bonuses such as ‘frequent flyer’ schemes or any other such loyalty programs while on council business. However it is acknowledged that incidental use of council equipment and facilities may occur from time to time. Councillors should not obtain more than incidental private use of facilities, where more than incidental use does occur the Act provides that payment may be made to cover the level of that private use (Section 252 (2)). Allowances and Expenses

Section 252 of the Local Government Act 1993 only authorises payment or reimbursement of actual expenses incurred by Councillors in carrying out their civic duties. Council is committed to ensuring that Councillors are reimbursed for expenses reasonably incurred in their role of Councillor so that they are not financially or otherwise disadvantaged in carrying out their civic duties. To ensure consistency and transparency all expenses and costs claimed must be done so in accordance with the requirements of this policy. Advance Payment Councillors may request payment in advance in anticipation of expenses to be incurred in attending conferences, seminars and training away from home. Proof of anticipated expense will be required and a full reconciliation provided after the event within the reimbursement timeframe in accordance with this policy. Reimbursement and Reconciliation Reimbursement of costs and expenses will only be made upon the production of appropriate receipts and tax invoices, and the completion of the required claim form. All claims should be submitted as soon as possible or within two (2) months of the expense. All items should be itemised and not be general in nature. Any claim submitted outside this period will need to be reported to Council for approval. Spouse and Partner Expenses Councillors may invite their spouse or partner to accompany them on a business trip, however, accommodation, travel, meals and usual daily expenses incurred by a spouse or partner will not be met by Council. Reasonable costs of spouses and partners for attendance at official council functions that are of a formal and ceremonial nature is considered appropriate when accompanying councillors within the Local Government Area. Such functions would be those that a Councillor’s spouse, partner or accompanying person could be reasonably expected to attend. Examples could include but not be limited to, Australia Day award ceremonies, Citizenship ceremonies, civic receptions and charitable functions for charities formally supported by the Council.

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18Superannuation In accordance with the Australian Taxation Office Interpretive Decision 2007/205, Council may enter into an arrangement with a Councillor under which the Councillor agrees to forgo all or part of their annual fee in exchange for the Council making contributions to a complying superannuation fund on their behalf. All requests to redirect fees to a complying superannuation fund must be in writing and cannot be retrospective. SPECIFIC EXPENSES FOR MAYORS AND COUNCILLORS Attendance at Seminars and Conferences Council will pay to or on behalf of its Councillors reasonable expenses towards their necessary out of pocket expenses for conveyance, sustenance, travelling and accommodation for: (a) Meetings of Council, or the meetings of any Committee of the Council; (b) Upon inspections within the area, provided such inspections are

undertaken in compliance with resolutions of the Council; (c) Upon business of the Council outside the area in compliance with a

resolution of the Council; (d) To and from the periodical conference of the Local Government and

Shires Association of NSW or of the Australian Council of Local Government Associations or of any district associations of Councils or to and from any meeting of any regional council or of any regional development committee; and

(e) In such cases as may be prescribed, to and from the periodical conferences or meetings of such other associations or organisations as may be prescribed.

Accommodation Council will pay reasonable accommodation costs up to but not exceeding a standard equivalent to that of 4 Star Hotel/Motel classification or a level negotiated through specific conference organisers or a level appropriate to the area in which the conference or seminar is being held. Accommodation can include the night before and/or after the conference where this is necessary because of travel and/or conference timetables. Incidental Expenses Reasonable out of pocket or incidental expenses associated with Councillors attending conferences, seminars or training courses may be reimbursed up to an amount of $100 per day or such amount as negotiated with the General Manager provided that it can be demonstrated that the expenses were actually incurred and upon completion of a claim form.

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19Training and educational expenses Council’s training budget for Councillors, supports and encourages an active learning process and skills development specific to their Civic functions and responsibilities. The full cost of identified training will be met by Council. General Travel All travel by Councillors should be undertaken by utilising the most direct route and the most practicable and economical mode of transport subject to any personal medical considerations. Local travel arrangements and expenses A Council vehicle will be made available for the use of Councillors wherever possible. However should a Council vehicle and public transport not be available and Councillors are required to provide their own private transport for authorised Council business, then Councillors will be paid an allowance for travelling at the following rates based on the allowance under the Local Government State Award as at 1 November 2010.

Under 2.5L $0.65 per kilometre 2.5L & over $0.74 per kilometre

Where an elected member lives outside the Council area, Council will pay an allowance for travelling based on the aforementioned kilometre allowance from the Council boundary to the Council related activity along the most direct route from the Councillor’s place of residence. The driver is personally responsible for all traffic and parking fines incurred while travelling in private or Council vehicles on Council business. Travel outside the LGA including interstate travel The prior approval of the Council is required for interstate travel on Council business. The application for approval should include full details of the travel, including itinerary, costs and reasons for travel. Telecommunication/Internet Expenses Council does not currently provide computers or telephones to Councillors therefore Internet and telephone costs are not met by Council. Care and other related expenses Councillors will be reimbursed for carer expenses paid to providers other than immediate family, spouse or partner up to 1 hour before and after such meetings (based on advertised commencement time) subject to the prescribed form being completed and the production of appropriate documentation/receipts. Child care will be at a rate equal to current rates charged by a reputable agency such as Tilley’s on a per child basis.

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20Insurance expenses and obligations Council shall provide insurances cover for: Public Liability - Professional Indemnity insurances apply in relation to matters

arising out of the performance of their civic duties and the exercise of their Council functions.,

Personal Accident Insurance applies for any personal injury obtained while engaged in or on any activity related to their official council duties including to and from these activities.

Councillor and Officer Liability Insurance covers Councillors against claims made against them for any alleged wrongful acts in the course of their duties.

All insurances are to be subject to any limitations or conditions set out in the Council’s policy of insurance. Full details of the insurance cover are available from Council’s Executive Manager Corporate Services. Legal This policy does not provide for legal assistance or legal advice in any circumstances in respect of legal proceedings initiated by the Mayor and/or Councillors. Nor will legal expenses be met for a Councillor defending any action in a matter not rising directly as a result of his or her civic duty. PART 3 – PROVISION OF FACILITIES PROVISION OF EQUIPMENT AND FACILITIES General Facilities, equipment and services will be provided that are appropriate to support Mayors and Councillors in undertaking their role as elected members of the Council. Where Councillors attend meetings convened by the Council, minor refreshments may be provided in addition to any appropriate meals as determined by the General Manager. Council facilities, equipment and services are not to be used to produce election material or for any other political purposes. Provision of facilities for the Mayor The Mayor, in carrying out the duties of that office, is entitled to receive the benefit of the following facilities subject to conditions without reduction of fees payable under s248 and/or 249 of the Act. a) Appropriate furnished office within the Civic Centre; b) Secretarial services including word processing, photocopying, printing,

postage, facsimile and telephone facilities; c) Stationary – Mayoral letterhead, envelopes, business cards, Christmas

Cards and stationary generally.

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21 d) Office equipment – provision of appropriate office equipment such as a

desktop computer, facsimile machine, photocopier either within the Mayoral office or shared with the Administration.

e) A mobile phone, of a type specified by the General Manager, and will meet all council business related costs associated with the use of such telephone to a maximum value of $50 per month.

f) Council provides a name badge indicating the wearer’s position. PART 4 – OTHER MATTERS Acquisition and Returning of Facilities and Equipment by Councillors All equipment remains the property of Council and is returnable to Council within 21 days of Councillors completing their term of office, extended leave of absence or at the cessation of their civic duties. Status of the Policy This policy will be reviewed on an annual basis in accordance with the provisions of Section 252 (1) of the Local Government Act 1993. Amendments to the Policy will be carried out in accordance with the provisions of Section 253 of the Local Government Act 1993.

Date Policy Adopted Minute No Authority

8 February 1994 26976 Council Resolution

19 August 2003 31593 Council Resolution

15 August 2006 33134 Council Resolution

30 October 2007 33706 Council Resolution

18 March 2008 33865 Council Resolution

18 November 2008 34263 Council Resolution

17 November 2009 34740 Council Resolution

16 November 2010

lynbFile AttachmentSLC 4 C.pdf

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5 Shaun Chandler 5. 2010-11 FINANCIAL ASSISTANCE GRANT EF 08/592 Precis: Reporting on correspondence from the NSW Local Government Grants Commission.

********** Council has received advice as regards the 2010/2011 estimated financial assistance grant allocation provided to Council. Council’s grant allocation is as follows: 2010/11 initial CPI/Pop’n

Adjustment 2009/10 Initial 2009/10 Final

Equalisation Component $1,249,520 $19,130 $1,166,582 $1,185,712 Roads/Bridges Component $ 757,738 $9,329 $ 705,150 $ 714,479 The comparative reflects an increase in the Councils equalisation component of 4.39% from the 2009/10 final figures to the initial 2010/11 allocation. Effectively Council will receive a payment of $1,268,650 (equalisation) and $767,067 (roads) which in total is $184,217 greater than budgeted as the grant figures are adjusted at year end to reflect CPI and population adjustments by the Federal Government. The increase in the equalisation component this year for Council compares favourably with the total increase to NSW of 4.35%.

Dungog Shire Council Financial Assistance Grants

0100,000200,000300,000400,000500,000600,000700,000800,000900,000

1,000,0001,100,0001,200,0001,300,0001,400,0001,500,0001,600,0001,700,0001,800,0001,900,0002,000,0002,100,000

1991

/1992

1992

/1993

1993

/1994

1994

/1995

1995

/1996

1996

/1997

1997

/1998

1998

/1999

1999

/2000

2000

/2001

2001

/2002

2002

/2003

2003

/2004

2004

/2005

2005

/2006

2006

/2007

2007

/2008

2008

/2009

2009

/2010

2010

/2011

Financial Year

Gra

nt V

alue

General Purpose Roads Total Grant IMPLICATIONS Financial Budget allocations for the equalisation and roads component will be adjusted favourably by $77,067 and $107,150 respectively. There are no other implications. RECOMMENDATION That the report is received and the information noted.

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6Shaun Chandler

6. FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2010 EF 08/64

Précis: Presentation of the audited general purpose financial statements, special purpose financial statements and special schedules as per the requirements of Section 419 of the Local Government Act 1993.

******** In accordance with the provisions of Section 418 of the Local Government Act 1993, a summary of Council's financial statements were advertised in the Newcastle Herald on 10 November 2010 and the Dungog Chronicle on 17 November 2010 giving notice that the financial statements and auditors report would be presented to Council at the ordinary meeting on 16 November 2010. The reports are available for public inspection at the Council's offices and written submissions thereon may be lodged up until 4.00 pm Wednesday 24 November 2010. Council’s general purpose financial statements have received a qualified audit opinion based on councils’ roads, bridges, storm water, bulk earthworks and footpath assets not being revalued in line with Code 18 issued by the Division of Local Government. Section 413(2b) and 413(3b) of the Local Government Act 1993 requires Council to comply with the Local Government Code of Accounting Practice. All other accounting and finance records have been kept in accordance with the requirements of Division 2 of Part 3 of the Local Government Act 1993 and present fairly in all material respects, the Council’s financial position. Extracts from the audited financial statements are shown below with a complete copy of the Financial reports available from Council if required:- Current

Year $'000

Previous Year $'000

Income Statement Total Income from Continuing Operations 12,237 15,243Total Expenses from Continuing Operations 12,648 11,723Net Operating Result from Continuing Operations - Surplus/(Deficit)

(411) 3,520Net Operating Result from Continuing Operations before capital grants & contributions

(3,261) (1,259)

Operating Result from Discontinued Operations (Water/Sewer) 0 (18,435) Balance Sheet Total Current Assets 10,398 9,872Total Non Current Assets 142,491 142,488Total Assets 152,889 152,360 Total Current Liabilities 2,858 2,934Total Non Current Liabilities 2,833 2,620Total Liabilities 5,691 5,554 Net Assets 147,198 146,806

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7Cash Flow Statement Current

Year $’000

Previous Year $’000

Rates & Annual Charges 4,943 4,665User Charges & Fees 805 768Investments income 372 421Grants & Contributions 5,209 8,559Other operating receipts 956 2,064Employee Costs (3,502) (3,331)Materials & contracts (4,285) (5,715)Borrowing Costs (106) (96)Other operating payments (1,611) (1,678)Net cash provided (or used) Operating activities 2,781 5,657Proceeds from sales of Infrastructure, Property, Plant & Equipment

324 186Proceeds from sale of Real Estate 94 0Deferred Debtors payments 6 6Purchase of Infrastructure, Property, Plant & Equipment (3,573) (5,672)Purchase of Real Estate (433) (97)Net cash provided (or used) Investing Activities (3,582) (5,577)Proceeds from Borrowings & Advances 270 0Proceeds from Other Sources 0 0Repayment of Borrowings & Advances (148) (134)Other Repayments 0 0Net cash provided (or used) Financing Activit

Documents

Craig Deasey 1. MANAGEMENT PLAN QUARTERLY REPORT … · In brief senior management is required to report the General Manager on a quarterly basis on a number of matters as regards