MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER …Director Environmental Services), Mr Alan Fletcher (Director Technical Services), Mr Damien Jenkins (Manager Finance) and Mrs Robyn

Page 1 of 82 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 May 2013 MAYOR GENERAL MANAGER

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY, 27 MAY 2013 AT THE COUNCIL CHAMBERS, SCONE COMMENCING AT 5.00pm

PRESENT: Cr Michael Johnsen, Cr Peter Bishop, Cr Lee Watts, Cr Lorna Driscoll, Cr Deirdre Peebles, Cr Wayne Bedggood, Cr Kiwa Fisher, Cr Ron Campbell and Cr Maurice Collison. APOLOGIES: Nil IN ATTENDANCE: Mr Daryl Dutton (General Manager), Mr Steve Pryor (Director Corporate Services), Mr Ben Oliver (Acting Director Environmental Services), Mr Alan Fletcher (Director Technical Services), Mr Damien Jenkins (Manager Finance) and Mrs Robyn Cox (Executive Personal Assistant) Mayor Michael Johnsen announced the General Manager’s decision to retire effective from the end of September 2013. Mayor Johnsen, on behalf of Councillors, extended congratulations and best wishes to Daryl Dutton on his impending retirement. ADOPTION OF MINUTES: RESOLVED that the minutes of the ordinary Council meeting held on 22 April 2013 be adopted.

Moved: Cr D Peebles Seconded: Cr K Fisher CARRIED DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: 4.30pm Citizenship Ceremony

Mrs Ellen Conway Mr Richard Conway Fintan Conway (son) Mr Arifur Rahman Mr Dominador Lumbres Mrs Rama Malla Paudel Mr Kishor Paudel Kritik Paudel Mr Okeksandr Trofymenko Mr Mykola Trofymenko

G.05.1 Hunter Valley Research Foundation – Presentation to Council

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MAYORAL MINUTES......................................... ERROR! BOOKMARK NOT DEFINED.

A.05.1 REQUEST FOR WAIVER OF DEVELOPMENT APPLICATION FEES - ABERDEEN PLAYGROUP .... ERROR! BOOKMARK NOT DEFINED.

STANDING COMMITTEE REPORTS ................ ERROR! BOOKMARK NOT DEFINED.

SC.05.1 FINANCE COMMITTEE ............................................................. ERROR! BOOKMARK NOT DEFINED. SC.05.2 DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE .. ERROR! BOOKMARK NOT DEFINED. SC.05.3 WORKS AND TECHNICAL SERVICES COMMITTEE...................... ERROR! BOOKMARK NOT DEFINED.

COMMITTEE/DELEGATES REPORTS ............. ERROR! BOOKMARK NOT DEFINED.

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DEFINED. G.05.2 USU - NATIONAL SKILLS SHORTAGE IN LOCAL GOVERNMENT .. ERROR! BOOKMARK NOT DEFINED. G.05.3 MERRIWA CENTRAL SCHOOL - REQUEST TO WAIVE FEES FOR MERRIWA SCHOOL OF ARTSERROR!

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............................................................................................ ERROR! BOOKMARK NOT DEFINED. G.05.6 REQUEST FOR SPONSORSHIP - JOEL GLEESON ....................... ERROR! BOOKMARK NOT DEFINED. G.05.7 RURAL HALLS REJUVENATION GRANTS 2013 .......................... ERROR! BOOKMARK NOT DEFINED. G.05.8 UPPER HUNTER DRESSAGE ASSOCIATION CHAMPIONSHIPS .... ERROR! BOOKMARK NOT DEFINED.

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CR.05.1 ACQUISITION OF LAND FOR ABERDEEN LANDFILL .................... ERROR! BOOKMARK NOT DEFINED. CR.05.2 EXPRESSION OF INTEREST - SUPPLY OF SUPPLEMENTARY SERVICESERROR! BOOKMARK NOT DEFINED. CR.05.3 TENDER - SUPPLY AND DELIVERY OF READY MIX CONCRETE .. ERROR! BOOKMARK NOT DEFINED.

Ordinary Council Meeting 27 May 2013


MAYORAL MINUTES Section: Mayoral Minutes REP-211/13

A.05.1 REQUEST FOR WAIVER OF DEVELOPMENT APPLICATION FEES - ABERDEEN PLAYGROUP

RECOMMENDATION: That Council waive development application fees for DA 83/2013 for the erection of a Shade Structure by Aberdeen Playgroup.

BACKGROUND: A development application has been submitted to Council by Aberdeen Preschool for the erection of a 10 metre by 15 metre shade structure over existing playground facilities and sandpit. ISSUES: The Aberdeen Playgroup has undertaken improvement works to facilitate the use of the site and the erection of the shade structure is intended to protect the children’s play area. The cost of supply and installation of the shade structure will be in excess of $30,000 which has been funded by community fundraising. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: The development application will be publicly notified and advertised. OPTIONS: To accept or reject the request to waive fees. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: The fees consist of user fees and charges for lodgement of the development application and inspection fees associated with construction, totalling $700. The development will require at least two critical stage inspections to be undertaken by Council Officers. 1 Aberdeen Playgroup - Request to waive DA fees - Shade Sail RESOLVED that Council waive development application fees for DA 83/2013 for the erection of a Shade Structure by Aberdeen Playgroup.

Moved: Cr L Watts Seconded: Cr K Fisher CARRIED

ATTACHMENT NO: 1 - ABERDEEN PLAYGROUP - REQUEST TO WAIVE DA FEES - SHADE SAIL

ITEM NO:


From: jodie mayall [mailto:[email protected]] Sent: Wednesday, 15 May 2013 11:05 PM To: Daryl Dutton Cc: Manager SNRC Subject: Aberdeen Playgroup Dear Mr Dutton. Aberdeen Playgroup is in the process of lodging a development application on behalf of the Aberdeen Tennis Club to have a large shade sail erected in the fenced area at the tennis club. The shade sail has kindly been donated to us by Aberdeen Preschool. I’m writing to Council to ask them to waiver the lodgment fee of $700 for the Development Application. We are a small working group consisting of 19 registered parents and 29 registered children, who have undertaken the task of renovating the Tennis Clubhouse, which we use twice a week to run our Playgroup sessions from. In the past 9 months we have laid new lineo, painted the inside of the building, put in a cubbyhouse, built a sandpit, fixed a lot of OH&S issues, purchased and erected a garden shed to store our belongings. All of which we have done by holding various fundraising ventures like raffles, markets, pie drives, chocolate drives and many more. As a group we have put in countless hours to improve this building not just for our group but the whole Aberdeen community. We have been very lucky to book in a volunteer group to help with the painting the outside of the building and if we could have this lodgement fee waived and the DA approved the group would assist with the erection of the shade sail in July as well. We now have the funds to have a concrete slab poured for the garden shed to be moved onto, funds to purchase the paint to paint the outside of the building, funds to fix the kitchen area up, which is an OH&S issue. Unfortunately we have stretched our budget to the limit at this point in time and did not allow for a lodgment fee and are deeply concerned we may miss this opportunity to install shade over the area especially as there is currently no outdoor shade cover over the outdoor play equipment. If you have any questions or would like to talk further please do not hesitate to contact Jodie Mayall on 0407766374. With Kind Regards, Jodie Mayall Co‐ordinator Aberdeen Playgroup.



NOTICE OF MOTIONS Nil QUESTIONS WITH NOTICE Nil QUESTIONS WITHOUT NOTICE Cr Lee Watts Asked was Council aware how successful the Scone & Upper Hunter Horse Festival was? So many people were involved and they are all to be congratulated. Also asked was Council aware what a great initiative “Richo’s Playground” was and was great for Council to take it on.



STANDING COMMITTEE REPORTS Section: Standing Committee Reports REP-178/13

SC.05.1 FINANCE COMMITTEE RECOMMENDATION: That the recommendations of the Finance Committee, as circulated, be adopted.

BACKGROUND: The Finance Committee meeting has been called for Friday, 24 May 2013. Recommendations from that meeting will be available at the Council meeting. ISSUES: As per the minutes. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: To adopt the recommendation. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: As per budget allocation. Enclosures: Nil RESOLVED that the recommendations of the Finance Committee, as circulated, be adopted.

Moved: Cr W Bedggood Seconded: Cr K Fisher CARRIED



Section: Standing Committee Reports REP-191/13

SC.05.2 DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE

RECOMMENDATION: DESC.05.1 DA 15/2013 – CONSOLIDATION AND SUBDIVISION OF THREE (3) RURAL LOTS 1. That the Council note the concerns of the Committee in relation to the current application and the

creation of an undersized lot with no dwelling entitlement.

2. That Council note the applicant will consider amending the subdivision layout and submitting a revised plan of subdivision.

3. That subject to the subdivision layout being amended, the Council approve DA 15/2013 for the subdivision of Lot 31 DP 1050345, Lot 3 DP 713603 & Lot 1 DP 745963 into three (3) lots subject to standard conditions of consent.

DESC.05.2 EXHIBITION OF THE WHITE PAPER - NSW PLANNING REFORMS

4. That Council note the exhibition of the White Paper and prepare a submission to the Department of Planning and Infrastructure.

DESC.05.3 INQUIRY INTO DOWNSTREAM GAS SUPPLY AND AVAILABILITY IN NSW

5. That Council note the State and Regional Development Committee inquiry into downstream gas supply and availability in NSW and advise the Committee that it does intend to make a submission supporting the domestic supply of gas over the export of gas.

DESC.05.4 REVIEW OF COUNCIL POSITION STATEMENT ON COAL SEAM GAS AND MINING

6. That the Committee review the Councils Position Statement on Coal Seam Gas and Mining, indicate whether it considers any amendments are required and if so, report those amendments to Council for further consideration.

BACKGROUND: A meeting of the Development and Environmental Services Committee was held on Tuesday 14 May 2013. ISSUES: In relation to Item DESC.05.1, the committee raised concern with the creation of an undersized lot with no dwelling entitlement and the justification provided to demonstrate the future productive and efficient use of the land for agriculture. The Committee requested that the applicant consider amending the subdivision layout by deleting the undersized lot and consolidating the area into one of the other proposed lots. The Applicant indicated that this would be considered and subject to landowner approval, a revised plan of subdivision would be submitted to confirm their acceptance of this requirement. In relation to Item DESC.05.3, the committee recommended that a submission be prepared to the inquiry into downstream gas supply and availability in NSW with an emphasis on Councils support for domestic supply of gas over the potential for gas to be exported. SUSTAINABILITY: As noted in the Agenda and attached Minutes. COMMUNITY INTERACTION: As noted in the Agenda and attached Minutes. OPTIONS: To accept, reject or modify the recommendation.



FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: As per budget allocation. Enclosures: 1 Minutes D&E committee Meeting 14 May 2013 RESOLVED DESC.05.1 DA 15/2013 – Consolidation and Subdivision of three (3) rural lots 1. That the Council note the concerns of the Committee in relation to the current application

and the creation of an undersized lot with no dwelling entitlement.

2. That Council note the applicant will consider amending the subdivision layout and submitting a revised plan of subdivision.

3. That subject to the subdivision layout being amended, the Council approve DA 15/2013 for the subdivision of Lot 31 DP 1050345, Lot 3 DP 713603 & Lot 1 DP 745963 into three (3) lots subject to standard conditions of consent.

DESC.05.2 Exhibition of the White Paper - NSW Planning Reforms

4. That Council note the exhibition of the White Paper and prepare a submission to the Department of Planning and Infrastructure.

DESC.05.3 Inquiry into downstream gas supply and availability in NSW

5. That Council note the State and Regional Development Committee inquiry into downstream gas supply and availability in NSW and advise the Committee that it does intend to make a submission supporting the domestic supply of gas over the export of gas.

DESC.05.4 Review of Council Position Statement on Coal Seam Gas and Mining

6. That the Committee review the Councils Position Statement on Coal Seam Gas and Mining, indicate whether it considers any amendments are required and if so, report those amendments to Council for further consideration.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - MINUTES D&E COMMITTEE MEETING 14 MAY 2013 ITEM NO: SC.05.2


MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 14 MAY 2013 AT THE BARRY ROSE COMMITTEE

ROOM COMMENCING AT 10.00am

PRESENT: Cr Fisher, Cr Bishop, Cr Peebles, Cr Watts, Cr Collison, Cr Bedggood, Cr Campbell. APOLOGIES: Nil IN ATTENDANCE: Mr Ben Oliver (Director Environmental Services), Mr David Casson (Applicant for DA15/2013) ADOPTION OF MINUTES: RECOMMENDATION: that the Minutes of the Development & Environmental Services Committee held on 9 April 2013 be adopted. DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: Mr David Casson for DA 15/2013 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS

Section: Development & Environmental Services Committee Reports REP-167/13

DESC.05.1 DA 15/2013 - SUBDIVISION OF THREE (3) RURAL LOTS INTO FOUR (4) LOTS

RECOMMENDATION: 1. That the Committee request the applicant amend the subdivision by deleting the proposed

undersized lot with no dwelling entitlement and submit a revised plan of subdivision.

2. That subject to the subdivision being amended, the Council approve DA 15/2013 for the subdivision of Lot 31 DP 1050345, Lot 3 DP 713603 & Lot 1 DP 745963 into three (3) lots subject to standard conditions of consent.

Moved: D Peebles Seconded: K Fisher CARRIED


DESC.05.2 EXHIBITION OF THE WHITE PAPER - NSW PLANNING REFORMS RECOMMENDATION: That Council note the exhibition of the White Paper and prepare a submission to the Department of Planning and Infrastructure.

Moved: K Fisher Seconded: D Peebles CARRIED


DESC.05.3 INQUIRY INTO DOWNSTREAM GAS SUPPLY AND AVAILABILITY IN NSW

ATTACHMENT NO: 1 - MINUTES D&E COMMITTEE MEETING 14 MAY 2013 ITEM NO: SC.05.2


RECOMMENDATION: That Council note the State and Regional Development Committee inquiry into downstream gas supply and availability in NSW and advise the Committee that it does intend to make a submission supporting the domestic supply of gas over the export of gas.

Moved: K Fisher Seconded: P Bishop CARRIED


DESC.05.4 REVIEW OF COUNCIL POSITION STATEMENT ON COAL SEAM GAS AND MINING

RECOMMENDATION: That the Committee review the Councils Position Statement on Coal Seam Gas and Mining, indicate whether it considers any amendments are required and if so, report those amendments to Council for further consideration.

Moved: K Fisher Seconded: D Peebles CARRIED



Section: Standing Committee Reports REP-199/13

SC.05.3 WORKS AND TECHNICAL SERVICES COMMITTEE

RECOMMENDATION: That Council: 1. Adopt the minutes of the meeting held on 14 May 2013 2. Waste and Sustainability Improvement Payments i. Note the actions regarding Local Council Waste and Sustainability Improvement Payments

(WaSIP) for Council ii. Commit to trials, investigations and actions to increase the diversion from landfill towards the

66% waste diversion target as recommended in Council’s adopted Integrated Waste Management Strategies (IWMS).

iii. Adopt the “Waste Not DCP” as provided. iv. Place the “Waste Not DCP” as provided on public display for twenty eight days prior to inclusion

within the Local Development Control Plan. 3. Strategic Analysis of Rural Unsealed Roads i. Note the action undertaken to date ii. Proposed actions to be undertaken with respect to the review of rural roads 4. Acquisition of Land – Aberdeen Landfill Move into Closed Council pursuant to Section 10A(2) (d i) of the Local Government Act, as it deals

with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

5. Advertise the revised draft pesticides notification plan for public comment. 6. Adopt the “White Park Management and Operations Plan” 7. Make representation to the Minister of Roads, Hon Duncan Gay, and the Roads & Maritime Service

(RMS) for the implementation of the ‘browsing lane’ concept in Kelly Street in conjunction with road safety improvement works currently approved by the RMS in relation to the decommissioning of speed cameras.

8. That part of Lot 11 DP 1136908, Jefferson Park, sited on the northern side of the access road between the tennis courts and New England Highway be further investigated and considered as the preferred location for the Aberdeen Skate Park.

9. Advise the Hon Kevin Humphries MP that Upper Hunter Shire Council is interested in becoming involved in the Inland Roads Plan Project.

10. Adopt the Capital Works Update report 11. Expression of Interest - Supply of Supplementary Services

Move into Closed Council 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 confidential under the provisions of section 10A(2) (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

BACKGROUND: The Works and Technical Services Committee met on Tuesday 14 May 2013. ISSUES: 1. Meeting held 14 May 2013 2. Waste and Sustainability Improvement Payments - To be eligible to receive a 2012-13 Waste and

Sustainability Improvement Payment, councils in the regulated area are required to commit to meeting the ongoing WaSIP Standards and Program requirements.

3. Strategic Analysis of Rural Unsealed Roads 4. Acquisition of Land – Aberdeen Landfill. The Aberdeen Landfill is nearing the end of its useful life

and requires the acquisition of Crown land to the south of the facility to allow the continued operation of the landfill and the expansion of the current resource recovery operations.

5. Pesticides notification plan 6. White Park Management and Operations Plan following public exhibition period 7. Implementation of the ‘browsing lane’ concept in Kelly Street in conjunction with road safety

improvement works currently approved by the 9 Preferred location for the Aberdeen Skate Park. 9. Inland Roads Plan Project. 10. Capital Works Update report 11. Expression of Interest - Supply of Supplementary Services



SUSTAINABILITY: Ongoing works and technical functions of Council COMMUNITY INTERACTION: As per Council’s Community Engagement Plan OPTIONS: To amend, adopt or reject the recommendations FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: As detailed in each report Enclosures: 1 Cutups RESOLVED That Council: 1. Adopt the minutes of the meeting held on 14 May 2013 2. Waste and Sustainability Improvement Payments i. Note the actions regarding Local Council Waste and Sustainability Improvement Payments

(WaSIP) for Council ii. Commit to trials, investigations and actions to increase the diversion from landfill towards

the 66% waste diversion target as recommended in Council’s adopted Integrated Waste Management Strategies (IWMS).

iii. Adopt the “Waste Not DCP” as provided. iv. Place the “Waste Not DCP” as provided on public display for twenty eight days prior to

inclusion within the Local Development Control Plan. 3. Strategic Analysis of Rural Unsealed Roads i. Note the action undertaken to date ii. Proposed actions to be undertaken with respect to the review of rural roads 4. Acquisition of Land – Aberdeen Landfill Move into Closed Council pursuant to Section 10A(2) (d i) of the Local Government Act, as it

deals with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

5. Advertise the revised draft pesticides notification plan for public comment. 6. Adopt the “White Park Management and Operations Plan” 7. Make representation to the Minister of Roads, Hon Duncan Gay, and the Roads & Maritime

Service (RMS) for the implementation of the ‘browsing lane’ concept in Kelly Street in conjunction with road safety improvement works currently approved by the RMS in relation to the decommissioning of speed cameras.

8. That part of Lot 11 DP 1136908, Jefferson Park, sited on the northern side of the access road between the tennis courts and New England Highway be further investigated and considered as the preferred location for the Aberdeen Skate Park.

9. Advise the Hon Kevin Humphries MP that Upper Hunter Shire Council is interested in becoming involved in the Inland Roads Plan Project.

10. Adopt the Capital Works Update report 11. Expression of Interest - Supply of Supplementary Services Move into Closed Council 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 confidential under the provisions of section 10A(2) (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

Moved: Cr R Campbell Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - CUTUPS ITEM NO: SC.05.3


MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 14 MAY 2013 AT THE BARRY ROSE COMMITTEE ROOM

COMMENCING AT 2.00PM

PRESENT: Cr Ron Campbell (Chair), Cr Maurice Collison, Cr Lorna Driscoll. APOLOGIES: Cr Deidre Peebles, Mr Jeff Bush (Manager Civil Assets), RECOMMENDED that the apologies be accepted. Moved: W Bedggood Seconded: M Collison MOTION CARRIED IN ATTENDANCE: Cr Wayne Bedggood, Mr Alan Fletcher (Director Technical Services), Mrs Coleen Pinkerton (Manager Technical Support Services), Mr Stephen Ward (Manager Engineering Operations), Mr Paul Turri (Manager Water Waste), Mr Tony Swallow (Works Engineer Merriwa) DECLARATIONS OF INTEREST: Nil Section: Works & Technical Services Reports REP-179/13

WTS.05.1 WASTE & SUSTAINABILITY IMPROVEMENT PAYMENTS (WASIP) RECOMMENDATION: That Council:

1. Note the actions regarding Local Council Waste and Sustainability Improvement Payments (WaSIP) for Council

2. Commit to trials, investigations and actions to increase the diversion from landfill towards the 66% waste diversion target as recommended in Council’s adopted Integrated Waste Management Strategies (IWMS).

3. Adopt the “Waste Not DCP” as provided. 4. Place the “Waste Not DCP” as provided on public display for twenty eight days prior to

inclusion within the Local Development Control Plan. Moved: R Campbell Seconded: M Collison MOTION CARRIED Section: Works & Technical Services Reports REP-182/13

WTS.05.2 STRATEGIC ANALYSIS OF RURAL UNSEALED ROADS RECOMMENDATION: That Council note:

1. Action undertaken to date 2. Proposed actions to be undertaken with respect to the review of rural roads Moved: M Collison Seconded: L Driscoll MOTION CARRIED

Section: Works & Technical Services Reports REP-183/13

WTS.05.3 ACQUISITION OF LAND FOR ABERDEEN LANDFILL

RECOMMENDATION: That Committee move into Closed Committee pursuant to Section 10A(2) (d i) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

Moved: M Collison Seconded: L Driscoll MOTION CARRIED




WTS.05.4 REVIEW OF PESTICIDES NOTIFICATION PLAN RECOMMENDATION: That the revised draft pesticides notification plan be advertised for public comment.

Moved: M Collison Seconded: L Driscoll MOTION CARRIED Section: Works & Technical Services Reports REP-185/13

WTS.05.5 WHITE PARK MANAGEMENT AND OPERATIONS PLAN RECOMMENDATION: That the “White Park Management and Operations Plan” be adopted.



WTS.05.6 NEW ENGLAND HIGHWAY (KELLY STREET) - BROWSING LANE IMPLEMENTATION

RECOMMENDATION: That Council make representation to the Minister of Roads, Hon Duncan Gay, and the Roads & Maritime Service (RMS) for the implementation of the ‘browsing lane’ concept in Kelly Street in conjunction with road safety improvement works currently approved by the RMS in relation to the decommissioning of speed cameras. Moved: R Campbell Seconded: L Driscoll MOTION CARRIED Section: Works & Technical Services Reports REP-187/13

WTS.05.7 ABERDEEN SKATE PARK RECOMMENDATION: That part of Lot 11 DP 1136908, Jefferson Park, sited on the northern side of the access road between the tennis courts and New England Highway be further investigated and considered as the preferred location for the Aberdeen Skate Park. Moved: L Driscoll Seconded: R Campbell MOTION CARRIED Section: Works & Technical Services Reports REP-188/13

WTS.05.8 NSW INLAND COUNCILS ROADS PLAN PROJECT RECOMMENDATION: That Council advise the Hon Kevin Humphries MP that Upper Hunter Shire Council is interested in becoming involved in the Inland Roads Plan Project.

Moved: R Campbell Seconded: L Driscoll MOTION CARRIED


WTS.05.9 CAPITAL WORKS UPDATE RECOMMENDATION: That Council adopt the Capital Works Update report

Moved: L Driscoll Seconded: M Collison MOTION CARRIED




WTS.05.10 Expression of Interest - Supply of Supplementary Services

RECOMMENDATION: That Committee move into Closed Committee 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 confidential under the provisions of section 10A(2) (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business. Moved: L Driscoll Seconded: M Collison MOTION CARRIED CLOSED COUNCIL RECOMMENDATION: That Council move into Closed Council with the press and public excluded in accordance with Section 10(2)(c) of the Local Government Act 1993. Moved: L Driscoll Seconded: M Collison MOTION CARRIED



CONFIDENTIAL REPORTS Section: Works & Technical Services Reports REP-177/13

CR.05.1 EXPRESSION OF INTEREST - SUPPLY OF SUPPLEMENTARY SERVICES

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.

RECOMMENDATION: That Council accept the Expressions of Interest listed for the Supply of Supplementary Services for the period 1 June 2013 to 30 May 2015.



CR.05.2 ACQUISITION OF LAND FOR ABERDEEN LANDFILL

This matter is considered to be confidential under Section 10A(2) (d i) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

RECOMMENDATION: That Council:

1. Proceed to acquire Lots 69 & 126 DP 752485, Lots 160 & 161 DP 257347 and the northern section of Lot 162 DP 257347, Wells Gully Road Aberdeen by Compulsory Acquisition under the Just Terms Compensation Act 1991;

2. Authorise the making of an application to the Minister/Governor in relation to the acquisition;

3. Authorise the Mayor and General Manager to complete the documentation under the Common Seal of Council.

4. The acquired land be classified as “Operational Land” under Section 31 of Local Government Act 1993.

Moved: L Driscoll Seconded: R Campbell MOTION CARRIED

RETURN TO OPEN MEETING RECOMMENDATION: That the meeting move back into Open Council. Moved: L Driscoll Seconded: M Collison MOTION CARRIED Meeting closed at 4.30



COMMITTEE/DELEGATES REPORTS Section: Committee/Delegates Reports REP-168/13

C.05.1 HERITAGE ADVISORY COMMITTEE RECOMMENDATION: That Council:

1. Note the minutes of the Heritage Advisory Committee held on 23 April 2013. 2. Endorse the amended Heritage Advisory Committee Charter. BACKGROUND: A meeting of the Heritage Advisory Committee was held on Friday 23 April 2013. ISSUES: The issues discussed were as raised in the Agenda and recorded in the attached Minutes. SUSTAINABILITY: As per minutes COMMUNITY INTERACTION: As per minutes. OPTIONS: To accept, reject or modify the recommendation. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: As per budget allocation and minutes. Enclosures: 1 Minutes Heritage Advisory Committee Meeting - 24 April 2013 RESOLVED that Council: 1. Note the minutes of the Heritage Advisory Committee held on 23 April 2013. 2. Endorse the amended Heritage Advisory Committee Charter.

Moved: Cr M Collison Seconded: Cr W Bedggood CARRIED

ATTACHMENT NO: 1 - MINUTES HERITAGE ADVISORY COMMITTEE MEETING - 24 APRIL 2013

ITEM NO: C.05.1


MINUTES OF THE UPPER HUNTER SHIRE COUNCIL HERITAGE ADVISORY COMMITTEE MEETING HELD ON 24 APRIL 2013 AT THE SCONE ADMINISTRATION CENTRE

1. Meeting Introduction & Members: Members: Cr Peebles, Cr Bedggood, Cr Driscoll, Bryan

Baker, Mary Woodlands, Matt Dickson, Bev Atkinson, Gordon Halliday.

2. In Attendance: Ben Oliver (Director Environmental Services), Elizabeth Evans (Heritage Advisor).

3. Apologies: Geoff Fields, Kate Halliday

4. Minutes of Previous Meeting:

That the minutes from the last meeting be noted.

MOVED: Cr Bedggood SECONDED: M Woodlands CARRIED

5. INCOMING/OUTGOING CORRESPONDENCE

(i) Resignation of Heritage Advisor (Lillian Cullen) and commencement of Elizabeth Evans

The Committee were advised of the resignation of Lillian Cullen from the position of Heritage Advisor. To enable a continuation of Council business in relation to heritage matters, including administration of the current funding arrangements with the Heritage Office, a temporary replacement has been made from suitably qualified Heritage Advisors familiar with the Upper Hunter. Following consultation with the Heritage Office, Elizabeth Evans was offered and accepted the position of consulting Heritage Advisor to Council, until a permanent replacement is found.

Recommendation: That the Committee note the resignation and recognise the valuable contribution and leaderships of Lillian Cullen during her time with Council and welcome the commencement of Elizabeth Evans in the position of consultant Heritage Advisor.

MOVED: B Baker SECONDED: M Woodlands CARRIED

6. NEW BUSINESS ARISING

(i) Confirmation of Committee Membership

The Committee currently comprises 5 permanent members and 3 alternate members, who were nominated at the previous committee meeting. The alternate members are requested to nominate which of the permanent members they are an alternate to. The committee requested that the Charter reflect the ability of alternates to act for any permanent members.

(ii) Heritage Advisory Committee Charter

An amended Heritage Advisory Committee Charter was presented to the committee for endorsement (attached). The amendments update the objectives of the HAC, to align with Councils Community Strategic Plan Objectives and also clarify the role and responsibilities of the Heritage Advisor and the Committee. The Committee requested several minor changes to the Charter which were accepted.

Recommendation: That the Committee endorse the amended Heritage Advisory Committee Charter with requested changes.

MOVED: CR Bedggood SECONDED: B Baker CARRIED


ITEM NO: C.05.1


7. COMMITTEE ACTIVITIES

Committee members were requested to suggest individual or collective projects that might be able to be considered by the Committee and approved by the Council based on variables such as funding availability, feasibility and a cost and benefit analysis. The objective was to develop a strategic work plan that will allow council to allocate resources and funding to specific projects that can be managed by committee members in partnership with council.

One (1) suggested project was recommended by Mary Woodlands for the Committee, involving a review and updating of the register of War Memorials and Monuments in the Shire. The project will be reviewed and reported to the next Committee Meeting for further discussion.

8. GENERAL BUSINESS & QUESTIONS

(i) Confirmation of contact details and email addresses – Ray Hynes email details to be provided to DES by B Baker.

(ii) Update requested on works to Civic Theatre and SCADS Building.

Basic repair and maintenance works have occurred on both buildings recently. Council staff continue to have discussions with the owners of the Civic Theatre on plans for opening the theatre late 2013. A grant application from NSW Heritage Branch was successful and would partly fund the works required to the building. Commitment to further works is wholly dependent on the landowner.

A Conservation Management Plan was prepared for the SCADS building to support a grant for heritage funding. At this stage the application remains undetermined. In the meantime Council has undertaken a pest control programme and repaired the building eaves to exclude pigeons and other pest animals from the roof cavity. The building is to be used for the upcoming SCADS performance.

(iii) Update requested on progress of Local Environmental Plan and Heritage Study.

Update to be provided by DES for next Committee Meeting.

9. NEXT MEETING: Friday 19th July 2103 – 10.00am.

10. MEETING CLOSE – 3.30pm.


ITEM NO: C.05.1


UPPER HUNTER SHIRE COUNCIL

COMMITTEE CHARTER

HERITAGE ADVISORY COMMITTEE

OBJECTIVES: To assist Council in fulfilling it’s Community Strategic Objectives as follows: “Preserve the local heritage of indigenous and modern cultures for the benefit of future generations.

Identify and preserve heritage items through appropriate planning instruments

Provide incentives and preserve heritage items by provision of adequate information and funding opportunities.”

RESPONSIBILITIES: 1. To ensure that there is an open forum for effective and productive communications between

Council, the Committee and the Community. 2. To represent the interests of the broader community on heritage related matters. 3. To initiate and undertake projects approved by Council which assist the Council in meeting its

community strategic objectives. 4. To support the Council and Heritage Advisor in preparing and reviewing strategic planning

documents which are relevant to heritage matters. TERMS OF REFERENCE: 1. The Heritage Advisory Committee (HAC) will meet on a quarterly basis unless otherwise

advised by Council. 2. The activities of the Committee will be determined by Council’s Director Environmental

Services following liaison with the Heritage Advisor and concurrence of the General Manager. 3. Council will provide

i) facilities for meetings of the Committee as considered necessary by the Chairperson ii) administrative support for the Committee including facilities for the production of

agendas and minutes of meetings iii) assistance with transport to meetings for Committee members where possible.

MEMBERSHIP OF THE COMMITTEE The Committee will consist of three (3) representatives from Council, one of whom who will act as Chairperson and at least five (5) permanent community members representing the towns and villages within the Upper Hunter shire. Three (3) alternate members may act for any absent permanent members. Council’s representative will be either an elected member or senior staff member. The Heritage Advisor will attend meetings as directed by Council’s Director Environmental Services and be responsible for providing input into the preparation of the Committee agendas.

Note: a) The Mayor shall ex officio be a member of the Committee and may elect to chair any meeting of the Committee.

b) All Councillors may attend. They may speak on any matter and ask questions but cannot vote.

c) General Manager may ex officio attend any meeting and other Divisional Directors or Managers when necessary and when required.


ITEM NO: C.05.1


MEETINGS QUORUM: One Council representative and three other Committee members. MEETING TIME: Meetings to be held as considered necessary by the Chairman. VENUE: Council chambers at the Merriwa, Murrurundi or Scone office or other suitable

location as determined by the Chairman or the Committee. COUNCIL CODES The Committee members are obliged to comply with Council’s Code of Meeting Practice and Code of Conduct.



Section: Committee/Delegates Reports REP-192/13

C.05.2 CONSULTATIVE COMMITTEE

RECOMMENDATION: That Council note the minutes of the Consultative Committee meeting held on 1 May 2013.

BACKGROUND: An ordinary meeting of the Consultative Committee was held on Wednesday, 1 May 2013. ISSUES: As per the minutes attached. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: To accept, reject or amend the recommendation. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: Nil Enclosures: 1 Consultative Committee - Minutes - 1 May 2013 RESOLVED that Council note the minutes of the Consultative Committee meeting held on 1 May 2013.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - CONSULTATIVE COMMITTEE - MINUTES - 1 MAY 2013 ITEM NO: C.05.2


Consultative Committee Meeting 9.00am, 1 May 2013

Barry Rose Room, Scone

PRESENT: MANAGEMENT REPS: D Dutton A Fletcher EMPLOYEE REPS: J Binks S Ward C Robinson G Blackadder D Shields C Flanagan APOLOGIES: S Pryor R Phelps I Hayward (USU) B Tinsey IN ATTENDANCE: M Caban (Human Resources Manager) MEETING OPENED: 9.10am CHAIRPERSON: S Ward CONFIRMATION OF MINUTES: RECOMMENDATION: That the minutes of the previous meeting of the Upper Hunter Shire Council Consultative Committee held on 20 March 2013, a copy having been distributed to all members, be taken as read and adopted, once Item 6 – Christmas Shutdown & Picnic Day is amended to the include the following wording:

As some staff are required to be oncall during the shutdown period, they would prefer to work as they can not go on holidays anyway. D Dutton confirmed that this request is reasonable and Council would allow oncall staff to work. Council would consider allowing oncall staff to work in reasonable circumstances.

MOVED: J Binks SECONDED: C Robinson CARRIED

BUSINESS ARISING: 1. Code of Conduct Training

Code of conduct training is on the agenda and will be done once other high priority training has been completed.



AGENDA 1. Staff Updates

Corporate Services ELC Teacher – Anke Beyer appointed Second ELC position readvertised RTW & WHS Coordinator – preferred applicant awaiting sign-off by General Manager Customer Service Trainee Merriwa – recommendation has been put to M Caban Ruth Neave, Communications & Community Engagement Officer – Resigned - effective 22 May 2013 Technical Services Parks & Garden Officer, Merriwa – Brian Nicholls appointed Field Officer, Merriwa – applications closed 19 April 2013, being reviewed Apprentice Plumber has been advertised Building Maintenance Assistant – discussions taking place around details of position Water & Waste Trainee Engineer – management currently discussing possibilities of future position Environmental Services Draft structure has been completed and is still being discussed. Will then come to the Consultative Committee.

2. Performance Review System Corporate Services Increased to 37.5% from 17.1% Environmental Services Increased to 16.7% from 7.9% Technical Services Increased to 74.8% from 37%

A stronger focus needs to be placed on meeting the deadlines for competency reviews. Concerns were raised over training opportunities allowing staff to progress are being missed

because of the delay in competency reviews being completed. It was advised that budgets are completed with training in mind, and pays can be increased and back paid to the certain date when the training had been completed.

If one item is holding someone back, arrangements can be made to allow the employee to move forward.

3. Policy and Administrative Principle Updates

Parental Leave Policy – is still being reviewed by S Pryor. Will be distributed for staff review prior to, and then brought to the next meeting. Two EEO policies are to come to the Consultative Committee, once the Draft Code of Practice that these policies are based around, has been ratified.

4. Draft Administrative Principle – Transition to Retirement

Administrative Principle has been completed, including explanation of why Council would implement a transition plan, a checklist for staff wishing to apply, an application form and an outcome form, to be signed off by the General Manager. All staff are entitled to apply, with each application being determined on a case by case basis, considering knowledge transfer plans, and how the work load will be shared. The administrative principle is to be distributed for staff review via newsletter and notice board, and then brought to the next meeting.



5. Draft Workforce Management Plan

The Draft Workforce Management Plan is currently available for review/comment on Council’s website as part of the draft Delivery Program & Operational Plan 2013/14/ - 2016/17 exhibition period.

6. RMCC Update – Discussion deferred to Item 8 7. Local Government Review Panel Report The main points of the report release on 23 April 2013 included:

Workshops with Councils are being held – Upper Hunter Shire Council will attend in Singleton on 21 May 2013 along with Singleton and Muswellbrook, followed by a workshop including the public.

No amalgamation recommended for UHSC – to remain as standalone Council Recommendation made for County Council to be formed with Upper Hunter, Muswellbrook,

and Singleton Councils for activities such as water and sewer management, with an emphasis that water utilities remain in the hands of Local Government. Other possibilities for County Council operations include planning, environmental management, flood plain management, libraries and waste.

Recommendation for a new State Government Body to be formed to look after western Councils with declining populations.

Proposed amalgamations close to Upper Hunter Shire include: o Lake Macquarie and Newcastle o Maitland, Cessnock and Dungog o Port Stephens and part of Gloucestor o Taree and part of Gloucestor

No definitive recommendation made regarding operation Hunter Councils. Formula for State distribution of Federal funding to be revised. NSW Treasury Corporation (TCorp) Report stated that UHSV has a Strong Financial

Sustainability Ratio, but has a negative outlook unless measures are taken to avoid this (such as the Special Rate Variation). There were problems with this report, with TCorp stating that the Upper Hunter Shire was in population decline, where in fact it has increased by 2.1%, and also using the wrong map of the Shire.

Concerns were brought forward by staff about the possible relocation of employees to the main administration area for the County Council should it go ahead. It was advised that the formation of the County Council is just a recommendation and cannot be forced. Upper Hunter Shire Council would support employees of the Councils involved remaining the employees of the Council, rather than of the County Council as a separate entity. This would mean the employees would remain local and just coordinate with the neighbouring Councils. It has been expressed that this is the view of Muswellbrook and Singleton Councils as well. 8. RMCC Update

As per last report, Upper Hunter Shire is in the median of Councils in regard to the financial report.

The structure of the contract after the 2014 extension is yet to be determined.



GENERAL BUSINESS: A request was made for the General Manager to present a briefing on the Scone Rail Level Crossing Options to all staff in the Scone office, to give a better understanding of the situation for both personal information, and for staff to be better informed when approached on the subject by the public. The briefing was set for 4pm, 1 May 2013.

Next meeting: 12 June 2013 Meeting closed: 10.05am




C.05.3 SCONE & UPPER HUNTER REGIONAL SALEYARDS RECOMMENDATION: That Council:

1. That the minutes of the meeting held on 9 May 2013 be adopted. 2. Note the correspondence including implementation of animal welfare strategies at Scone & Upper

Hunter Regional Saleyards. 3. Endorse that Scone & Upper Hunter Regional Saleyards be represented at the 2013 Saleyards

Expo by Mr Errol Bates (ALMA Board representative), Mr Stephen Kemp (Saleyards Manager) and Mrs Coleen Pinkerton (Manager Technical Support Services) and Cr Maurice Collison (Committee Chairman)

4. Forward correspondence to Primo Abattoirs regarding use of the saleyards as a drafting and holding facility, especially in regards to lack of notification and animal welfare issues associated with such use as a holding facility.

5. Endorse Mr Andrew Carter as a producer representative on the Committee BACKGROUND: The Scone & Upper Hunter Regional Saleyards Committee met on Wednesday 9 May 2013. ISSUES: 1. Minutes of the meeting held 9 May 2013 2. Correspondence items including animal welfare issues for saleyards 3. 2013 Saleyards Expo to be held on the Gold Coast in July 4. Overnight use of saleyards and concerns regarding animal health issues 5. Vacancy for 2nd producer representative on the Committee SUSTAINABILITY: Ongoing operations of the Scone & Upper Hunter Regional Saleyards COMMUNITY INTERACTION: Committee structure OPTIONS: To adopt, amend or reject the recommendations FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: As included within 2012/13 budget Enclosures: 1 Minutes RESOLVED That Council:

1. That the minutes of the meeting held on 9 May 2013 be adopted. 2. Note the correspondence including implementation of animal welfare strategies at Scone &

Upper Hunter Regional Saleyards. 3. Endorse that Scone & Upper Hunter Regional Saleyards be represented at the 2013

Saleyards Expo by Mr Errol Bates (ALMA Board representative), Mr Stephen Kemp (Saleyards Manager) and Mrs Coleen Pinkerton (Manager Technical Support Services) and Cr Maurice Collison (Committee Chairman)

4. Forward correspondence to Primo Abattoirs regarding use of the saleyards as a drafting and holding facility, especially in regards to lack of notification and animal welfare issues associated with such use as a holding facility.

5. Endorse Mr Andrew Carter as a producer representative on the Committee

Moved: Cr W Bedggood Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - MINUTES ITEM NO: C.05.3


MINUTES OF THE SCONE & UPPER HUNTER REGIONAL SALEYARDS COMMITTEE HELD ON WEDNESDAY 8 MAY 2013 COMMENCING AT 4.00PM IN THE MEETING ROOM, , 135 LIVERPOOL STREET SCONE

PRESENT:

Name In attendance Apology

Cr M Collison X

Cr W Bedggood X

Mr P MacCallum X

Mr K Knight X

Mr P Townsend X

Cr R Campbell X

IN ATTENDANCE:


Mr D Dutton (General Manager) X

Mr A Fletcher (Director Technical Services) X

Mrs C Pinkerton (Manager Technical Support) X

Mr S Kemp (Saleyards Operations Manager) X

Mr A Carter (Saleyard agent staff) X

Mr E Bates (ALMA representative) X

APOLOGIES RECOMMENDED that the apology received from Mr Daryl Dutton be accepted. MOVED: Cr Bedggood SECONDED: Cr Campbell MOTION CARRIED DECLARATION OF INTEREST: Nil CONFIRMATION OF MINUTES RECOMMENDED that the Minutes of the Meeting held 20 February 2013 as circulated be confirmed MOVED: K Knight SECONDED: R Campbell MOTION CARRIED



1. BUSINESS ARISING FROM MINUTES

1.1 Current capital works progress RECOMMENDATION:

That the report be noted.

BACKGROUND:

Current works programmed and progress 0724. Holding Yards

Additional holding yards ‐ 500 to 504 Complete

Additional holding yards ‐ 505 to 512 + 4 metre lane

Complete

Yards 513 to 516 Commenced

0725. Saleyards Upgrade Power

Substation upgrade Complete

Lighting to back yards Quotations sought including shed power extensions

0743. B‐Double Loading Ramp

Seal truck turning area Complete

0744. Yard Works

TV's/Computers Complete

Rubber matting in drafting yards Stage 1 –Complete, Stage 2 ‐ dependent on available funds

Two way draft Complete

Replace middle yard rails ‐ timber Stage 1 –Complete, Stage 2 ‐ dependent on available funds/future DPOP

Handrail Complete

Headbail/crush Complete

0755. Roofing

Roof over dirt yards @ scales Complete

0873. Raised Lanes Complete

ISSUES:

Original works program ongoing – dependent on contractors Grant funded works to include:

o Installation of AvData security system, o Truck parking facilities with security gates and upgrade of lighting.

Grant $50,100 Council $12,525 Total Project Cost: $62,625

SUSTAINABILITY: Grant funding to be expended by 30 June 2014 OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: Loan borrowings $1,000,000 to be repaid by a $2.00 per head levy ($1.00 producer, $1.00 agent). Council contribution to grant works included within DPOP

RECOMMENDED that the report be noted.

MOVED: W Bedggood SECONDED: P MacCallum MOTION CARRIED



1.2 Effluent system – future growth and issues RECOMMENDATION:

The actions of the Council staff be noted. BACKGROUND:

EnviroAg Australia was appointed to complete an Effluent Reuse Strategy for the saleyards complex. A meeting involving Council and saleyard staff and adjoining landowners was held with the consultants in November last year. The last meeting noted the Draft Effluent Management Plan as presented and requested further detail be provided. Staff are continuing consultation with EnvirAg regarding options and financial options under investigation. ISSUES: Inclusion within the Delivery Program & Operations Plan (DPOP) of an amount of $200,000 in 2014/15 and

$200,000 in 2015/16 dependent on grant funding availability or further investigation of financial resourcing options.

Proposals and costing received from EnviroAg for their involvement in: o Wastewater Irrigation Investigation o Truckwash upgrade o Application for Environment Protection License

SUSTAINABILITY: Requirement to meet liquid trade wast discharge requirements OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: Inclusion in DPOP

RECOMMENDED that the actions of the Council staff be noted. MOVED: W Bedggood SECONDED: P MacCallum MOTION CARRIED



1.3 Head bails RECOMMENDATION:

The actions of the Council staff be noted. BACKGROUND:

Consideration of the safety aspects of the RPM head bails at the last meeting where the Committee resolved “That the supplier of the new head bails, RPM, be sent a formal letter of complaint regarding the head bail safety issues identified.”

The letter was also followed with representations from Council staff and Landmark Townsend, who were the retailer of the head bails.

ISSUES:

One of the head bails has been removed from service and replaced with old head bail Trials of additional replacement components failed New head bail currently being provided for further testing prior to installation of 2 new head bails No further reported incidents involving head bail usage

SUSTAINABILITY: To meet safety requirements OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: Replacement of current assets

RECOMMENDED that the actions of the Council staff be noted. MOVED: P MacCallum SECONDED: W Bedggood MOTION CARRIED



1.4 Work Health & Safety RECOMMENDATION:

That the report be noted BACKGROUND:

The formation of a WHS Committee for the Scone & Upper Hunter Regional Saleyards and inclusion within budgets for the conduct of an external audit of the Saleyards WHS system.

ISSUES:

ALMA consultations and processes being developed with Workcover Commencement of full review of Saleyards WHS Manual Other saleyard processes sought and included within Scone & Upper Hunter Saleyard systems Investigation of saleyard WHS auditors and quotations being sought for provision of service

SUSTAINABILITY: To meet safety requirements OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: External audit cost subject to quotation – works within budget.

RECOMMENDED that the report be noted

MOVED: R Campbell SECONDED: A Carter MOTION CARRIED



2. SCONE REGIONAL SALEYARDS OPERATING REPORT

RECOMMENDATION: That the report be noted. BACKGROUND: As at 23 April 2013

YTD Actual YTD

Budget Annual Budget

Fat Cattle 44,033 46,600 55,000 Appraisal Cattle 4,437 7,850 9,350 Stud Cattle 0 150 150 Total Income from sales 360,999 395,940 482,878 NLIS proportion of income 65,088 63,234 96,315 Gross value All Stock $ 26,980,173 No. of sale days 52 52 62



RECOMMENDED that the report be noted

MOVED: P MacCallum SECONDED: P Townsend MOTION CARRIED



Original Budget

Revised Budget

YTD Budgets

YTD Actuals

YTD $ Variance

Operating Revenue

01210. Saleyards Revenue

0110. User Fees & Charges (533,333) (533,333) (441,470) (395,301) (46,169)

0115. Grants 0 0 0 0 0

0130. Other Income (1,500) (1,500) (1,500) 0 (1,500)

01210. Saleyards Revenue (534,833) (534,833) (442,970) (395,301) (47,669)

Non Operating Revenue

01211. Saleyards Non Op Rev

0920. Depreciation (58,329) (58,329) (48,590) (48,590) 0

6049. F-19016.8516.6408 Saleyards (8,350) (103,290) (101,900) (101,900) 0

6141. F-19015.8512.6495 Saleyards Unspent Loan (455,000) (473,238) (473,238) (473,238) 0

01211. Saleyards Non Op Rev (521,679) (634,857) (623,728) (623,728) 0

Operating Expenditure

03210. Saleyards Expense

0301. Administration Costs 146,033 146,033 116,195 110,231 5,964

0415. Utilities 28,612 35,612 31,737 32,417 (680)

0508. Yards & Facility Maintenance 142,631 132,631 104,273 90,640 13,633

0530. Building Maintenance 4,000 7,000 6,300 8,179 (1,879)

0680. Depreciation 58,329 58,329 48,590 48,590 0

0980. Administration Overheads 38,998 38,998 32,490 32,490 0

03210. Saleyards Expense 418,603 418,603 339,585 322,547 17,038

03216. Loan Repayments Saleyard

0945. Loan Repayments 73,911 73,911 60,628 60,629 (1)

03216. Loan Repayments Saleyard 73,911 73,911 60,628 60,629 (1)

Operating Expenditure 492,514 492,514 400,213 383,176 17,037

Non Operating Expenditure

03216. Loan Repayments Saleyard

0945. Loan Repayments 23,998 23,998 19,935 19,936 (1)

03216. Loan Repayments Saleyard 23,998 23,998 19,935 19,936 (1)

Non Operating Expenditure 23,998 23,998 19,935 19,936 (1)

Capital Expenditure

07210. Saleyards Capital Works

0724. Holding Yards 20,000 20,000 5,000 5,230 (230)

0725. Saleyards Upgrade Power 0 33,178 33,178 33,178 0

0743. B-Double Loading Ramp 0 0 0 0 0

0744. Yard Works 0 20,000 20,000 19,944 56

0755. Roofing 420,000 480,000 480,000 331,447 148,553

0873. Raised Lanes 35,000 35,000 2,500 9,634 (7,134)

0874. Saleyards Security System 5,000 5,000 5,000 0 5,000

0881. Saleyards Water Reuse Strategy 40,000 40,000 40,000 36,914 3,086

1017. Saleyards Kitchen Upgrade 20,000 20,000 20,000 0 20,000

07210. Saleyards Capital Works 540,000 653,178 605,678 436,348 169,330



3. AUSTRALIAN LIVESTOCK MARKET ASSOCIATION (ALMA) REPRESENTATIVE REPORT

RECOMMENDATION:

That the report be noted.

BACKGROUND:

Report provided by Mr Errol Bates, ALMA Board Member ISSUES:

Constitution changes Proxy voting Conference venue and program Representations to the Shadow Agriculture Minister, John Cobb Sheep NLIS – mob traceability State of the beef industry Animal welfare issues Grant input

SUSTAINABILITY: Mr Errol Bates has been Council delegate to the Australian Livestock Market Association (ALMA) since it’s creation in 2010, and previously delegate to the former NSW Saleyards Association along with the Manager Technical Support Services. Mr Bates is currently an elected Board member for ALMA. OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS:

Meeting attendance included in budget RECOMMENDED that the report from Mr E Bates be noted

MOVED: W Bedggood SECONDED: R Campbell MOTION CARRIED



4. CORRESPONDENCE: RECOMMENDATION: That the correspondence be noted. BACKGROUND: Correspondence received from Tony White – Executive Officer – ALMA

Code of Practice The Saleyards Industry is continuing to be heavily scrutinised in regards to animal welfare particularly in

regard to pen densities. A copy of the Code is provided under separate cover for member’s attention

Anti Factory Farming media release ISSUES:

Animal welfare strategies for Scone & Upper Hunter Regional Saleyards to include: Welfare / hospital pen Purchase of captive bolt weapon Ongoing development of welfare policy

SUSTAINABILITY: RSPCA and animal welfare issues affect ongoing operations of the saleyards OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: Nil at this time

RECOMMENDED that the correspondence be noted including implementation of animal welfare strategies at Scone & Upper Hunter Regional Saleyards. MOVED: K Knight SECONDED: R Campbell MOTION CARRIED



5. BUSINESS ITEMS 5.1 Saleyards Expo - 2013 RECOMMENDATION:

That Scone & Upper Hunter Regional Saleyards be represented at the Saleyards Expo by Mr Errol Bates (ALMA Board representative), Mr Stephen Kemp (Saleyards Manager) and Mrs Coleen Pinkerton (Manager Technical Support Services) and Cr Maurice Collison (Committee Chairman)

BACKGROUND:

Previously known as the ALMA Conference and AGM, this year the inaugural “Saleyards Expo” will be held on 23rd to 25th July 2013 on the Gold Coast Queensland

This will be the first Association run and sponsored function of its kind. First time interstate since the formation of ALMA the Australian Association, from the previous NSW

Saleyards Operators Association. ISSUES:

Usual representation to the meetings is Chairman, Saleyards Manager and Manager Technical Support Mr Bates is currently Council’s delegate to the ALMA Board (refer to separate report)

SUSTAINABILITY: Input into saleyard management issues Consultation and communication OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS:

Included in operational budget RECOMMENDED that Scone & Upper Hunter Regional Saleyards be represented at the Saleyards Expo by Mr Errol Bates (ALMA Board representative), Mr Stephen Kemp (Saleyards Manager) and Mrs Coleen Pinkerton (Manager Technical Support Services) and Cr Maurice Collison (Committee Chairman) MOVED: K Knight SECONDED: R Campbell MOTION CARRIED 6. GENERAL BUSINESS

6.1 Singleton saleyards future * EOI closed * Market share and ‘draw down’ area for the saleyards * Future fee structure 6.2 B double status – Bunnan Road * Need to have this route updated to a b double route as soon as works on Owens Gap are completed 6.3 Cattle left in saleyards and use of yards outside sales * Concerns re animal health issues especially for interstate cattle * Payment of usage fees * Security of the saleyards

RECOMMENDED that a letter be forwarded to Primo Abattoirs regarding use of the saleyards as a drafting and holding facility, especially in regards to lack of notification and animal welfare issues associated with such use as a holding facility. MOVED: W Bedggood SECONDED: R Campbell MOTION CARRIED



6.4 Future strategic priorities * Need to re-assess for future years * Crush in yards under roof * Site visit 6.5 Producer representative RECOMMENDED that Mr Andrew Carter be endorsed at a producer representative on the Committee MOVED: K Knight SECONDED: P MacCallum MOTION CARRIED

7. DATE OF NEXT MEETING

7 August 2013 at the Saleyards involving a site inspection MEETING CLOSED: 5.14pm




C.05.4 SCONE AIRPORT MANAGEMENT COMMITTEE

RECOMMENDATION: That Council:

1. Adopt the minutes of the meeting held on 24 April 2013 2. Note the election of Cr Maurice Collision as Chairman 3. Note the progress on the airport certification process and future of Scone Airport 4. Prepare a Drainage Feasibility Plan for the entire airport precinct. BACKGROUND: The Airport Management Committee met on Wednesday 24 April 2013 ISSUES: 1. Minutes of the meeting 2. Election of Chairman 3. Airport certification process and future development and management of the airport precinct 4. Drainage issues within the airport precinct SUSTAINABILITY: The airport is identified as an integral asset within the shire COMMUNITY INTERACTION: Committee structure OPTIONS: To adopt, amend or reject the recommendations FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: Operations within current budgetary allocations. $20,000 in 2014 DPOP for commencement of drainage work Possible future vote for preparation of drainage feasibility plan Enclosures: 1 Minutes RESOLVED that Council: 1. Adopt the minutes of the meeting held on 24 April 2013 2. Note the election of Cr Maurice Collision as Chairman 3. Note the progress on the airport certification process and future of Scone Airport 4. Prepare a Drainage Feasibility Plan for the entire airport precinct.

Moved: Cr L Watts Seconded: Cr M Collison CARRIED



MINUTES OF THE SCONE AIRPORT MANAGEMENT COMMITTEE HELD ON WEDNESDAY 24 APRIL 2013 COMMENCING AT 4.30PM IN THE BARRY ROSE ROOM, , 135 LIVERPOOL STREET SCONE

PRESENT:


Cr M Collison X

Cr W Bedggood X

Mr N Partridge X

Mr G Shopland X

IN ATTENDANCE:


Cr M Johnsen (Mayor) X

Mr D Dutton (General Manager) X

Mr A Fletcher (Director Technical Services) X

Mrs C Pinkerton (Manager Technical Support) X

APOLOGIES RECOMMENDED that the apology received from Mr Daryl Dutton & Mr A Fletcher be accepted. MOVED: N Partridge SECONDED: W Bedggood MOTION CARRIED DECLARATION OF INTEREST: Nil ELECTION OF CHAIRMAN: RECOMMENDED that Cr Maurice Collision be elected as Chairman MOVED: W Bedggood SECONDED: N Partridge MOTION CARRIED BUSINESS ITEMS: 1. Upgrade of certification of Scone Airport * Progress to date * Plans required for certification

* Update of ERSA * Benefits of re-marketing as ‘SCONE & UPPER HUNTER REGIONAL AIRPORT” * Airport is an integral part of the shire and here to stay * Major issue for airport operations is weather and fog situations * Development of airport masterplan commenced and will be available in the near future

RECOMMENDED that the certification process and future of Scone Airport be noted. MOVED: W Bedggood SECONDED: N Partridge MOTION CARRIED



2. Drainage issues * Designs being prepared for area around Aero Club

* Runoff from sealed area * Impact on Aero Club * Drain pipes with grates * Possibility of using tanks and pumps

* Runoff/catchment/rainfall data required for planning * Water catchment grant opportunities * Pays drain and issues associated with this end of taxiway RECOMMENDED that a Drainage Feasibility Plan be developed for the entire airport precinct. MOVED: W Bedggood SECONDED: N Partridge MOTION CARRIED NEXT MEETING: Wednesday 22 May 2013 at 4.30pm Meeting closed at 5.25pm



GENERAL ADMINISTRATION REPORTS Section: General Administration Reports REP-80/13

G.05.1 HUNTER VALLEY RESEARCH FOUNDATION - PRESENTATION TO COUNCIL

RECOMMENDATION: That Council welcome Dr Wej Paradice, AM, from the Hunter Valley Research Foundation to make a presentation to Council. BACKGROUND: On 13 February 2013, Dr WEJ Paradice AM, from Hunter Valley Research Foundation, requested to make a presentation to provide Council with an update on research relevant to our Shire and on the activities of the Foundation. ISSUES: The proposed presentation will include:

An update on the HVRF’s recently completed research centre upgrade; A briefing on the HVRF’s research capabilities and survey methodologies; A summary of key information on your LGA revealed in the 2011 Census data.

SUSTAINABILITY: Not applicable. OPTIONS: Nil. FINANCIAL CONSIDERATIONS: Nil. Enclosures: Nil Council welcomed Dr Wej Paradice, AM, from the Hunter Valley Research Foundation to make a presentation to Council.



Section: General Administration Reports REP-172/13

G.05.2 USU - NATIONAL SKILLS SHORTAGE IN LOCAL GOVERNMENT

RECOMMENDATION: That Council not support the resolution of the Canterbury City Council to introduce targets or mandated requirements for categories of employees in Local Government. BACKGROUND: The attached letter from the United Services Union requests that Council puts forward a motion to address the national skills shortages by resolving the following (as per the minutes resolved by Canterbury City Council): 1. To set a target of a minimum five percent engagement of youth employment in the categories of

apprentices, trainees, scholarships, interns, work experience, school based traineeships or mature age study assistance;

2. To support the establishment of a retention/succession plan for youth in the abovementioned categories, including mandatory mentoring training for designated council staff supervising these young employees.

ISSUES: Council has in the past and will continue to be committed to the employment of apprentices, trainees etc and has a long history of providing employment opportunities to the youth of our shire. The success of our current apprenticeship and trainee program can be shown by the number of skilled apprentices and trainees who complete their training and have gone on to obtain employment within Council or within the Upper Hunter community. Council’s would currently exceed the minimum five percent engagement of youth in the above outlined categories. Council has outlined in its current Workforce Plan strategies to maintain and grow our current apprentice and traineeship program. This Workforce Plan also includes other strategies to be put into place to address the national skills shortages. Therefore Council already has defined strategies and processes in place and embedded in our organisational plans to address this issue and the above resolutions are not required. SUSTAINABILITY: The request from the United Services Union may not be sustainable in the long term and takes away the flexibility we currently have in our system. COMMUNITY INTERACTION: Not applicable. OPTIONS: 1. Council to continue with our current strategies as outlined in our organisational plans to address

the national skills shortage issue. 2. Council to make a resolution as per outlined above. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: Nil Enclosures: 1 USU - United Services Union - Addressing the National Skills Shortage in Local Government -

Canterbury City Council Minutes -13 December 2013

RESOLVED that Council not support the resolution of the Canterbury City Council to introduce targets or mandated requirements for categories of employees in Local Government.

Moved: Cr L Watts Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - USU - UNITED SERVICES UNION - ADDRESSING THE NATIONAL SKILLS SHORTAGE IN LOCAL GOVERNMENT - CANTERBURY CITY COUNCIL MINUTES -13 DECEMBER 2013

ITEM NO: G.05.2


ATTACHMENT NO: 1 - USU - UNITED SERVICES UNION - ADDRESSING THE NATIONAL SKILLS SHORTAGE IN LOCAL GOVERNMENT - CANTERBURY CITY COUNCIL MINUTES -13 DECEMBER 2013

ITEM NO: G.05.2





G.05.3 MERRIWA CENTRAL SCHOOL - REQUEST TO WAIVE FEES FOR MERRIWA SCHOOL OF ARTS

RECOMMENDATION: That Council waive fees for use of the Merriwa School of Arts by Merriwa Central School on 30 & 31 July 2013 for their Variety Night event.

BACKGROUND: In a letter dated 24 March 2013, Merriwa Central School has requested financial support to in the running of their Variety Night event in July 2013. ISSUES: Nil SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: To accept or reject the recommendation. FINANCIAL CONSIDERATIONS: The revenue would not have a significant effect on Council’s budget. Enclosures: 1 Merriwa Central School - request to have fees waived for use of Merriwa School of Arts for

Variety Night event

RESOLVED that Council waive fees for use of the Merriwa School of Arts by Merriwa Central School on 30 & 31 July 2013 for their Variety Night event.

Moved: Cr L Watts Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - MERRIWA CENTRAL SCHOOL - REQUEST TO HAVE FEES WAIVED FOR USE OF MERRIWA SCHOOL OF ARTS FOR VARIETY NIGHT EVENT

ITEM NO: G.05.3


Merriwa Central Bow St

Merriwa NSW 2329

March 24, 2013

Upper Hunter Shire General Manager

To the General Manager,

I am writing to request the booking for the use of the School Of Arts for the Merriwa Central School Variety Night event.

We would like to book the hall for rehearsals during the day on Tuesday 30th July from 9am-2pm (we will not leave anything stored on this day).

As well we would like to book the hall for rehearsals and the performance on Wednesday 31st July from 9am till 9pm (we will not use the hall from 3pm-5.30pm but will need to store the chairs and equipment between rehearsal and performance).

The school would like to be invoiced for the use of the hall and hope the Shire would like to sponsor the Merriwa Central School Variety Night. The night is a special occasion for all our staff and students but unfortunately it can become costly due to costuming and props. If the cost of the hall could be reduced it would be greatly appreciated. We would be more than happy to advertise the sponsorship of the Shire should you choose to do so.

Please call if you need more information on (02) 6548 2101.

Thank you, and we look forward to hearing from you!

Sincerely, Rebecca West Assistant Principal Merriwa Central School




G.05.4 UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC

RECOMMENDATION: That Council endorse the proposal for the creation of a new S355 Committee of Council for the Upper Hunter Shire & Kia-Ora Youth Music Committee.

BACKGROUND: Following a number of meetings with representatives of the Upper Hunter Shire & Kia-Ora Music Committee, a request has been made for the Committee to become a S355 Committee of Council. At present Council is one of the major sponsors of the program which is run to provide school age children in the Upper Hunter Shire the opportunity to develop and extend their talent and performances under the guidance of specialist professional tutoring. Although the committee has the specialist creative expertise, they struggle with the committee structure, administration and financial reporting. Bringing the activity under Council as a S355 Committee would assist in the long term viability of the program and give assurance to other sponsors. Council could become custodian of the Community funds and provide administrative support for bookings, meeting agendas, minutes and financial reporting. ISSUES:

Some additional administrative tasks would be undertaken by staff. Long term viability of program without Council assistance.

SUSTAINABILITY: Becoming a S355 Committee of Council would give additional assurances to other sponsors. COMMUNITY INTERACTION: If Council supports the proposal a draft charter would be established and expression of interests sought from the Community to participate in the Committee. OPTIONS: To accept or reject the recommendation. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: Council is already a major annual sponsor and this would give greater control over the public finds involved. Enclosures: Nil RESOLVED that Council endorse the proposal for the creation of a new S355 Committee of Council for the Upper Hunter Shire & Kia-Ora Youth Music Committee.

Moved: Cr L Watts Seconded: Cr L Driscoll CARRIED




G.05.5 MERRIWA CAMPDRAFT & RODEO ASSOCIATION - REQUEST TO WAIVE FEES AT MERRIWA SHOWGROUND

RECOMMENDATION: That Council waive the fees at the Merriwa Showground for the Merriwa Campdraft and Rodeo being held 21 – 23 June 2013.

BACKGROUND: The Merriwa Campdraft and Rodeo Association will be holding an event on 21 - 23 June 2013. All profits from the event are either donated to charities or spent on Showground improvements. The Association has carried out improvements to the yards and other facilities. Council has supported the campdrafts by waiving fees in past years. ISSUES: Nil SUSTAINABILITY: Not applicable COMMUNITY INTERACTION: Not applicable OPTIONS: To accept or reject the request to waive fees. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: The revenue including GST would be $237.00. This would not have a significant influence on Council’s budget. The Association has, over a number of years, carried out extensive volunteer work on improving the Showground. Enclosures: 1 Merriwa Bushmans Campdraft & Rodeo Association Inc - Hire of Merriwa Showground for Annual

Campdraft & request to waiver fees - 31/03/2013

RESOLVED that Council waive the fees at the Merriwa Showground for the Merriwa Campdraft and Rodeo being held 21 – 23 June 2013.


ATTACHMENT NO: 1 - MERRIWA BUSHMANS CAMPDRAFT & RODEO ASSOCIATION INC - HIRE OF MERRIWA SHOWGROUND FOR ANNUAL CAMPDRAFT & REQUEST TO WAIVER FEES - 31/03/2013

ITEM NO: G.05.5


ATTACHMENT NO: 1 - MERRIWA BUSHMANS CAMPDRAFT & RODEO ASSOCIATION INC - HIRE OF MERRIWA SHOWGROUND FOR ANNUAL CAMPDRAFT & REQUEST TO WAIVER FEES - 31/03/2013

ITEM NO: G.05.5





G.05.6 REQUEST FOR SPONSORSHIP - JOEL GLEESON

RECOMMENDATION: That Council provide sponsorship of $500 to Joel Gleeson to assist with financial costs to compete in the European Unicycle Trials Championships in Italy in September 2013.

BACKGROUND: In a letter dated received on 9 May 2013 Joel Gleeson has requested sponsorship to assist with financial costs to compete in the European Unicycle Trials Championships in Italy in September 2013 (copy attached). Joel is currently the Australian Expert Unicycle Trials Champion. ISSUES: Council policy allows up to $500 for an individual representation at an international event (held in Australia or overseas). SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Policy is displayed on website and is subject to periodical review. Policy falls within approved guidelines and is not subject to need for public comment. OPTIONS: To accept, reject or amend the recommendation. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: Falls under s356 annual budget. Enclosures: 1 Joel Gleeson - Request for financial assistance towards competing in European Unicycle Trials

Championships in September 2013

RESOLVED that Council provide sponsorship of $500 to Joel Gleeson to assist with financial costs to compete in the European Unicycle Trials Championships in Italy in September 2013.


ATTACHMENT NO: 1 - JOEL GLEESON - REQUEST FOR FINANCIAL ASSISTANCE TOWARDS COMPETING IN EUROPEAN UNICYCLE TRIALS CHAMPIONSHIPS IN SEPTEMBER 2013

ITEM NO: G.05.6


ATTACHMENT NO: 1 - JOEL GLEESON - REQUEST FOR FINANCIAL ASSISTANCE TOWARDS COMPETING IN EUROPEAN UNICYCLE TRIALS CHAMPIONSHIPS IN SEPTEMBER 2013

ITEM NO: G.05.6





G.05.7 RURAL HALLS REJUVENATION GRANTS 2013 RECOMMENDATION: That Council:

1. Provide grants of $4,000 to Gundy Crown Reserve Trust, and $500 to Moonan Flat Soldiers Memorial Hall Trustees under its Rural Hall Rejuvenation Grant Program 2013.

2. Approve the balance of the allocation of $5,500 be rolled over to the 2013-4 Budget for the Rural Halls Rejuvenation Grants program 2014.

BACKGROUND: This Upper Hunter Shire Council Grant Program provides assistance to rural communities to maintain their halls and community facilities to ensure safety, efficiency and promote maximum usage. Funds are provided on a 50/50 basis, with a total pool of $10,000 allocated. Non Council owned and operated facilities are eligible only to apply including Bunnan Memorial Hall, Gundy Soldiers Memorial Hall, Moonan Flat Soldiers Memorial Hall, Parkville Social Club Tennis Clubhouse, Rouchel School of Arts, Timor Community Hall and Wingen School of Arts. Applications opened in early April, with information sent to the Management of the Halls listed. Applications closed Friday 10th May 2013. ISSUES: Two applications were received: Gundy Soldiers Memorial Hall- $4,000 to replace four sets of Exit Doors. Moonan Flat Soldiers Memorial Hall - $500 to separate the water supply for the toilet amenities block. SUSTAINABILITY: Both projects will be carried out in a short time frame, utilising volunteer labour and financial contributions from the organisations. COMMUNITY INTERACTION: Eligible shire organisations supported financially to enhance community infrastructure and usage. OPTIONS: To accept, amend or reject the recommendations. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: Grants totalling $4,500 would be provided immediately with the remaining budget allocation of $5,500 rolled over into the 2013-4 budget. Enclosures: 1 Gundy Crown Reserves Trust - Rural Halls Rejuvenation Grant Application - Gundy

Soldiers Memorial Hall - 10/05/2013 Excluded

2 Moonan Flat Soldiers Memorial Hall Trustees - Rural Halls Rejuvenation Grant Application - Moonan Flat Soldiers Memorial Hall - 10/05/2013

Excluded

RESOLVED that Council: 1. Provide grants of $4,000 to Gundy Crown Reserve Trust, and $500 to Moonan Flat Soldiers

Memorial Hall Trustees under its Rural Hall Rejuvenation Grant Program 2013. 2. Approve the balance of the allocation of $5,500 be rolled over to the 2013-4 Budget for the

Rural Halls Rejuvenation Grants program 2014.





G.05.8 UPPER HUNTER DRESSAGE ASSOCIATION CHAMPIONSHIPS

RECOMMENDATION: That Council: 1. Support the Upper Hunter Dressage Association (UHDA) in conducting the annual championships 2. Allocate funds for the purchase and spreading of sand for dressage arenas at an estimated cost of

$3,500. 3. Note the UHDA to meet the costs of toilet/shower hire, camping fees and generator hire. BACKGROUND: The Upper Hunter Dressage Association (UHDA) will be holding its annual Dressage Championships on the weekend of July 6 and 7 2013 at White Park. This year UHDA has been successful in having their championships be a part of the “Regional Dressage Festival Series”, an initiative of Dressage NSW supported by Equestrian NSW. As part of the planning for the event UHDA is requesting support from Council as attached. ISSUES: Council’s involvement in the event will be:

a. Maintenance and preparation of White Park. b. Sponsorship in kind.

SUSTAINABILITY: Ongoing utilisation of White Park. Part of regional dressage festival series. COMMUNITY INTERACTION: A meeting was held with two Dressage Committee representatives on 16 May to discuss requests in the attached letter. OPTIONS: To adopt, amend or reject the recommendation. FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: UHDA has requested a range of ground improvement and facility services from Council (refer to attached document) at a total estimated cost of $25,500 A meeting was held with members of UHDA and cost to Council revised to approximately $4,000 for works to ground surface. All other costs to be met by UHDA Other items are included within normal maintenance budget for White Park including maintenance and repairs on gates. Animal washdown facilities are available adjacent to the horse boxes. Enclosures: 1 Upper Hunter Dressage Association - Request for maintenance to White Park and sponsorship of

the UHDA Championships in July 2013

RESOLVED that Council: 1. Support the Upper Hunter Dressage Association (UHDA) in conducting the annual

championships 2. Allocate funds for the purchase and spreading of sand for dressage arenas at an estimated

cost of $3,500. 3. Note the UHDA to meet the costs of toilet/shower hire, camping fees and generator hire.

Moved: Cr L Watts Seconded: Cr W Bedggood CARRIED

ATTACHMENT NO: 1 - UPPER HUNTER DRESSAGE ASSOCIATION - REQUEST FOR MAINTENANCE TO WHITE PARK AND SPONSORSHIP OF THE UHDA CHAMPIONSHIPS IN JULY 2013

ITEM NO: G.05.8


ATTACHMENT NO: 1 - UPPER HUNTER DRESSAGE ASSOCIATION - REQUEST FOR MAINTENANCE TO WHITE PARK AND SPONSORSHIP OF THE UHDA CHAMPIONSHIPS IN JULY 2013

ITEM NO: G.05.8




POLICY MATTERS Section: Policy Matters REP-194/13

H.05.1 COUNCIL POLICIES RECOMMENDATION: That Council adopt the following Policies:

1. Community Relations – Policy – Acknowledgement of Country 2. Governance – Policy – Public Interest Disclosures and Internal Reporting 3. Customer Service – Policy – Access and Equity 4. Community Services – Policy – Services Provision – Housing – Low Income Units, Merriwa 5. Personnel – Policy – Equal Employment Opportunities (EEO) 6. Council Properties – Policy – Naming of Community Facilities 7. Customer Service – Policy – Public Reaction – Complaints – Competitive Neutrality 8. Plant, Equipment & Stores – Policy – Acquisition – Purchasing – Local 9. Personnel – Policy – Workplace Health & Safety

BACKGROUND: Council officers undertake an ongoing review of Council Policies. All policies of Council need to be reviewed within 12 months of the election of a new Council. All the above policies except for Personnel – Policy – Workplace Health & Safety are existing policies that have been updated with minor changes. The policy Personnel – Policy – Workplace Health & Safety has been developed to cover the new WHS legislation and covers both staff and Councillors. ISSUES: Policies provide guidance to the Council and staff. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: All Council policies are displayed on Council’s website. OPTIONS: Council may:

Adopt the draft policies with or without amendment Rescind previous policies which will be redrafted as Administrative Principles Seek additional information, prior to adopting a draft policy.

FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS: Nil RESOLVED that Council adopt the following Policies:

1. Community Relations – Policy – Acknowledgement of Country 2. Governance – Policy – Public Interest Disclosures and Internal Reporting 3. Customer Service – Policy – Access and Equity 4. Community Services – Policy – Services Provision – Housing – Low Income Units,

Merriwa 5. Personnel – Policy – Equal Employment Opportunities (EEO) 6. Council Properties – Policy – Naming of Community Facilities 7. Customer Service – Policy – Public Reaction – Complaints – Competitive Neutrality 8. Plant, Equipment & Stores – Policy – Acquisition – Purchasing – Local 9. Personnel – Policy – Workplace Health & Safety


ATTACHMENT NO: 1 - COMMUNITY RELATIONS - POLICY - ACKNOWLEDGEMENT OF COUNTRY - DRAFT - MAY 2013

ITEM NO: H.05.1



COMMUNITY RELATIONS – POLICY – Acknowledgement of Country Policy

At ceremonial events organised by Council within the Shire, Council will formally acknowledge the traditional owners, custodians and their descendants.

Objective To set a protocol for the formal recognition of the traditional owners, custodians and their descendants.

Procedures/Practice At any Council ceremonial event the Chair, Master of Ceremonies or invited delegate will commence the event with a brief formal acknowledgement as shown below:- I would like to show respect and acknowledge the traditional owners and custodians of the land and of elders, both past and present, on which this meeting takes place.

References DLG – Engaging with Aboriginal Communities – A Resource Kit for Local Government in NSW

2007 Department of Education local protocol This policy replaces that of the same title adopted by Council on 28 September 2009. This policy was adopted by Council on 27 May 2013.

Review Date October 2016 by Director Corporate Services

Authorised by: ………………………………………………… ............................

Daryl Dutton, General Manager Date

ATTACHMENT NO: 2 - GOVERNANCE - POLICY - PUBLIC INTEREST DISCLOSURES AND INTERNAL REPORTING - DRAFT - MAY 2013

ITEM NO: H.05.1



GOVERNANCE – POLICY - Public Interest Disclosures and Internal Reporting Policy

Council shall take all possible action to minimise the potential for corruption, maladministration, serious and substantial waste, contravention of government information or other wrongdoings. Councillors, employees and members of Council committees will utilise this Administrative Principle to disclose and protect persons disclosing such matters outlined above. The Public Interest Disclosure Bill, 2011 requires Council to have such policies and procedures in place. Council has both Corporate Values and a Statement of Business Ethics which underpin Council’s expectations of people both internally and externally in their dealings with the organisation. Council is committed to ensuring compliance and will protect those people who disclose or report potential non-compliance.

Objective To provide guidelines and assurances to both encourage and protect those people who

identify inappropriate conduct or potentially inappropriate conduct to report such conduct to responsible members of staff or Mayor to act on such reports.

To demonstrate Council’s commitment to high standards of ethical and accountable conduct and will not tolerate any form of wrongdoing.

To clearly state that staff or any person who come forward and report wrongdoing are helping to promote good management, accountability and ethical conduct.

Procedures/Practice Refer to GOVERNANCE - ADMINISTRATIVE PRINCIPLE – Public Interest Disclosures and Internal Reporting.

References

Public Interest Disclosures Act, 1994 Ombudsman Act, 1974 Independent Commission Against Corruption Act, 1988 Council Policies and Administrative Principles:

RISK MANAGEMENT – POLICY - Risk Assessment – Corruption Prevention PERSONNEL – POLICY – EMPLOYMENT CONDITIONS – Code of Conduct PERSONNEL – POLICY – EQUAL EMPLOYMENT OPPORTUNITY (EEO) – Harassment

and Workplace Bullying PERSONNEL – POLICY – GRIEVANCES – Grievance and Dispute Resolution CUSTOMER SERVICE – POLICY – Complaints Handling

This policy replaces that of the same title adopted by Council 25 July 2011. This policy was adopted by Council on 27 May 2013.

Review Date November 2016, by Director Corporate Services

Authorised by: ………………………………………………… ……………………………..


ATTACHMENT NO: 3 - CUSTOMER SERVICE - POLICY - ACCESS - ACCESS AND EQUITY - DRAFT - MAY 2013

ITEM NO: H.05.1


CUSTOMER SERVICE – POLICY – ACCESS – Access and Equity Policy

Council will provide equitable access to all members of the community and will: 1. Ensure that services are promoted appropriately. 2. Ensure that locations and premises are physically accessible. 3. Structure operational hours to the requirements of the community. 4. Ensure that services are sensitive to cultural values. 5. Provide information in a manner that is understood and readily comprehended. 6. Ensure that staff and Councillors are aware of the demographic make up of the

community. 7. Implement appropriate policies, procedures and plans including Equal

Employment Opportunity, complaints handling procedures and community plan. 8. Regularly consult with the community including people from linguistically diverse

and cultural backgrounds, older people, aboriginal people, young people, women, men and people with a disability.

9. Incorporate access for disabled people in all its projects, where possible, including public buildings, footpaths and recreational facilities.

10. Upgrade its existing public buildings as funds permit, to cater for access for disabled people.

Objective To ensure that there is no discrimination on the grounds of gender, race, religion, sexuality, ethnicity, disability or age.

Procedures/Practice Council holds regular consultations with the community for the purposes of the Community Strategic Plan, State of the Environment Plan, Delivery Program & Operational Plan, on an annual basis. As required, Council holds consultations to achieve specific non-annual purposes eg development of a new Local Environment Plan. It also consults the local communities on development applications, traffic and community development matters.

References This policy replaces that of the same title adopted by Council on 28 July 2008. This policy was adopted by Council on 27 May 2013.

Review Date November 2016, by the Director Corporate Services.

Authorised by:………………………………………………… …………………….


ATTACHMENT NO: 4 - COMMUNITY SERVICES - POLICY - SERVICES PROVISION - HOUSING - LOW INCOME UNITS MERRIWA - DRAFT - MAY 2013

ITEM NO: H.05.1


COMMUNITY SERVICES - POLICY – Service Provision – Housing – Low Income Units, Merriwa Policy:

1. The level of rental to be charged on the low income housing units in Langley Street shall

be calculated at 25% of the resident’s income (for example, the sole parent pension).

2. This rental shall be reviewed annually.

3. A residential tenancy (lease) agreement shall be signed in accordance with the NSW Residential Tenancies Act 1987.

4. A residential bond shall be paid equivalent to four weeks rent and lodged by the Council with the NSW Department of Fair Trading - Residential Bond Board. The bond will be lodged with the Rental Bond Board within seven days of receiving the bond money.

If the tenant does not have sufficient funds to pay the bond on the date of the first rent payment, the bond can be paid in instalments. When each instalment is made, the bond money will be sent to the Rental Bond Board within seven days.

5. A condition report shall be completed with the new resident in accordance with the Residential Tenancies Act. Two copies of the condition report will be completed by the Community Services Officer on site and given to the tenant (at the new tenant briefing meeting). The tenant will fill in their section of the two copies and return one copy to the Council within seven days. A copy will be kept by the tenant as a record.

6. New tenant briefing will be held by the Community Services Officer and the tenant on site to discuss the terms of the agreement. Every new tenant will be given:

A residential tenancy agreement and condition report.

A copy of “The Renting Guide: Your Rights and Responsibilities as a Tenant or Landlord” (as amended or updated from time to time), available free from the Department of Fair Trading.

7. Vacancies will be filled by the Community Services Officer with the following procedure:

Upon a vacancy, make contact with accommodation services in the following order:

(a) Upper Hunter Crisis Accommodation Service - including Murrane Women’s Housing

(b) Department of Housing and

(c) Centrelink

to establish if there is a local person in urgent need of accommodation before advertising the property for rental.

If the property is advertised, then the applicants would be interviewed by the Community Services Officer and an independent worker from a local accommodation provider to assess most need in accordance with the Office of Community Housing definitions/classifications.

8. All other conditions shall be in accordance with the Residential Tenancies Act 1987 and the Residential Tenancies Amendment (Social Housing) Act 1998.

ATTACHMENT NO: 4 - COMMUNITY SERVICES - POLICY - SERVICES PROVISION - HOUSING - LOW INCOME UNITS MERRIWA - DRAFT - MAY 2013

ITEM NO: H.05.1


9. A waiting list shall be created when demand requires it utilising the “ARCH NSW Tenancy Manual 1999”. The waiting list will be reviewed and updated every six months by the Community Services Officer.

References

This policy replaces the policy of the same title which was adopted by Council on 3 June 2008. This policy was adopted by Council on 27 May 2013.

Review Date

November 2016, by the Manager Community Services

Authorised by:………………………………………………… ………………….. Daryl Dutton, General Manager Date

ATTACHMENT NO: 5 - PERSONNEL - POLICY - EQUAL EMPLOYMENT OPPORTUNITY (EEO) - DRAFT - MAY 2013

ITEM NO: H.05.1



PERSONNEL – POLICY – EQUAL EMPLOYMENT OPPORTUNITY (EEO) Policy

Equal Employment Opportunity seeks to ensure that all employees have equal access to opportunities within the workplace. Council is committed to upholding the principles of Equal Employment Opportunity.

Objective To ensure that all employees, present or potential receive fair and unbiased treatment in the workplace in all employment practices including recruitment and selection, training, development, promotion or any other benefits. The merit principle will apply in assessing each person's skills and abilities against the needs of the job and disregarding unlawful personal characteristics which are irrelevant to the job. Equal employment opportunity is an integral part of sound business practice which will enhance productivity and result in better services to the community. Consistent with the requirements of the Local Government Act 1993, the broad objectives/purpose of the administrative principle are to: (a) eliminate and ensure the absence of discrimination in employment on the grounds of race, sex,

marital status and physical impairment; and (b) promote equal employment opportunity for women, members of racial minorities and physically

handicapped persons.

Procedures Equal Employment Opportunity applies to all employees and prospective employees. The key principles are:

Non-discriminatory environment Every person employed by Council is entitled to work in an environment which is free of discrimination by Council and its employees. Discrimination can be intentional or unintentional, direct or indirect and occurs when people are excluded from benefit or opportunity because of:

a) a characteristic which is irrelevant to the job, such as sex, age, race, disability, sexual preference,

transgender, marital status or carers responsibilities is used as a barrier, or

b) a stereotypical assumption is made about a person associated with these characteristics.,

Merit as the basis for recruitment, development and promotion

Those with the abilities, skills, qualifications and experience which are required for a particular job will have an equal opportunity of being considered for the position. The person selected will be the person who best meets the requirements for the particular position.


ITEM NO: H.05.1


Selection criteria should be made explicit and may include the opportunity for career development and potential for further promotion beyond that position. There will be equal opportunity of access to appropriate training and development opportunities.

Access to information

All employees will have access to information about conditions and benefits pertaining to their employment.

Access to entitlements

All employees will have equal access to the benefits and entitlements pertaining to the positions held.

Awareness Training All employees will undergo Equal Employment Opportunity awareness training. Affirmative Action

Positive and constructive measures will be taken to identify and eliminate barriers which may exclude certain groups from the equal opportunity to be considered on their merits. Affirmative action can also include strategies to assist previously disadvantaged groups, such as special training or recruitment programs for women or Aboriginal and Torres Strait Islander people. Workplace harassment Workplace Harassment occurs when a person is subjected to unsolicited and unwelcome conduct irrelevant to the performance of the job. Such behaviour is unlawful. Workplace Harassment will be dealt with in accordance with Councils Harassment and Workplace Bullying Administrative Principle. Resolution of Grievance Employees shall have access to the processes below for the resolution of grievances concerning discrimination and/or harassment. Grievances will be dealt with in accordance with Councils Grievance and Dispute Resolution Administrative Principle. Appropriate disciplinary action will be taken against harassers where complaints have been substantiated. Responsibility

The overall responsibility for monitoring the effectiveness of this administrative principle and for implementing an ongoing program of action to make the administrative principle fully operational is vested in the General Manager and Directors.


ITEM NO: H.05.1


However, it is the responsibly of every employee to accept his or her personal involvement in the practical application of this administrative principle. Specific responsibility falls upon management, supervisors and employees professionally involved in those employment practices including recruitment and selection, training, development, promotion or any other benefits to ensure that the administrative principle is upheld.

Council’s Consultative Committee will undertake the following tasks in relation to Equal Employment Opportunity. It will:

represent a forum for consultation and employee concerns assist with the developing and reviewing of Equal Employment Opportunity policies and programs

including specific strategies for Equal Employment Opportunity groups develop and monitor evaluation procedures consult with management about Equal Employment Opportunity administrative principle and plans

and review its implementation periodically.

Equal Employment Opportunity requires participation of all staff.

References

Local Government Act 1993 Anti Discrimination Act 1977 Disability Discrimination Act 1992 (Commonwealth) Upper Hunter Shire Council Code of Conduct Harassment and Workplace Bullying Administrative Principle Grievance and Dispute Resolution Administrative Principle. This policy replaces the policy of the same title adopted by Council at its meeting held on 18 April 2011. This policy was adopted by Council on 27 May 2013.

Review Date

November 2016 by Human Resources Manager.

Authorised by:………………………………………………… ......................


ATTACHMENT NO: 6 - COUNCIL PROPERTIES - POLICY - NAMING OF COMMUNITY FACILITIES - DRAFT - MAY 2013

ITEM NO: H.05.1


COUNCIL PROPERTIES – POLICY - Naming of Community Facilities Policy Council:-

1. In accordance with the guidelines issued from time to time by the Geographic Names Board will consider proposals for the naming of community facilities.

2. In considering the merit of each proposal, names its facility in honour of a person or

persons who may be living or deceased and who the Council believes has either:-

made a contribution over and above what might be reasonably expected through paid employment;

demonstrated achievement at a high level; made a voluntary contribution to the community and stands out from others who may

have also made a valuable contribution; and where it can be established that a significant link can be made between the person or

persons and the location. Objective

To have a consistent approach to the naming of Council’s community facilities, excluding

roads and streets. References

This policy replaces that of the same title adopted by Council on 31 March 2008. This policy was adopted by Council on 27 May 2013.

Review Date November 2016 – Director Corporate Services Authorised by: ………………………………………….. ..................... Daryl Dutton, General Manager Date

ATTACHMENT NO: 7 - CUSTOMER SERVICE - POLICY - PUBLIC REACTION - COMPLAINTS - COMPETITIVE NEUTRALITY - DRAFT - MAY 2013

ITEM NO: H.05.1



CUSTOMER SERVICE – POLICY – PUBLIC REACTION – Complaints – Competitive Neutrality Policy

Council staff will ensure that every complaint is received courteously, investigated and acted upon quickly and appropriately. All complaints will be recorded in writing and into TRIM.

Objective To ensure complaints relating to competitive neutrality are dealt with appropriately.

Procedure/Practice A complaint regarding competitive neutrality is a complaint that Council has not met its requirements under the National Competition Policy Statement or "Pricing and Costing for Council Businesses - A Guide to Competitive Neutrality" or that Council has not abided by the spirit of competitive neutrality in the conduct of a business activity. Competitive neutrality is one of the principles of national competition policy. The principle of competitive neutrality is based on the concept of a "level playing field" between persons competing in a market place, particularly between private and public sector competitors. Essentially, the principle is that government businesses should operate without net competitive advantages over other businesses as a result of their public ownership. Recording Complaints Complaints may be received via telephone, in writing or over the counter. All complaints will be recorded by the staff member receiving the complaint, and will include the following: Date and time Staff member’s name Complainant's name, address and telephone numbers Nature and details of the complaint Complaints will be recorded into the TRIM container CUSTOMER SERVICE – PUBLIC REACTION – Complaints – Competitive Neutrality and assigned to the Public Officer for investigation. Processing Complaints The Public Officer will examine and investigate the complaint. All complaints are to be dealt with within 4 weeks of receipt of the complaint. At all times the complainant is to be kept informed of what action is being taken in regard to their complaint and what follow-up action is being taken. Remedies Resolution of a complaint may be: To provide more information to the complainant for a more accurate understanding of competition

policy; To investigate / review Council's business activity if a legitimate complaint is made; To change Council's business practice where a complaint is justified. Review If the complaint cannot be resolved by Council officers, then the complainant will be referred to the most appropriate agency: The Division of Local Government for review by the State Government where warranted. The Ombudsman's Office - may receive complaints and will determine whether the complaint is

dealt with by the Office or referred to the Division of Local Government. The Independent Commission Against Corruption - may investigate matters in it's jurisdiction.

Mechanisms are in place for complaints to be referred to the Division of Local Government. The Australian Competition and Consumer Commission - provides a phone information service to

ATTACHMENT NO: 7 - CUSTOMER SERVICE - POLICY - PUBLIC REACTION - COMPLAINTS - COMPETITIVE NEUTRALITY - DRAFT - MAY 2013

ITEM NO: H.05.1


any person to assist in understanding the Trade Practices Act 1974 and it's application to local government.

References

NSW Government Policy Statement on the Application of National Competition Policy to Local Government, June 1996. Pricing and Costing for Council Businesses - A Guide to Competitive Neutrality, NSW Division of Local Government, July 1997. Guidelines on the Management of Competitive Neutrality Complaints, NSW Division of Local Government. Division of Local Government, Promoting Better Practice Review Report - Bellingen Shire Council, date 17/07/2008 Local Government (General) Regulation 2005 cl 217(1)(d)(vii) and (ix) which requires the annual report to

contain a statement re the establishment of a complaints handling mechanism for competitive neutrality complaints, including: � Manner in which publicises and makes known to public � Summary of complaints received � Subject matter or nature of complaints � Statement as to outcome of complaints, includes number disposed of and number outstanding

CUSTOMER SERVICE – POLICY – STANDARDS – Service – Telephone Calls, Written Correspondence, Face to Face This policy replaces that of the same title that was adopted by Council at its meeting on 27 October 2008. This policy was adopted by Council on 27 May 2013.

Review Date November 2016 – Director Corporate Services

Authorised By: …………………………………………………… ............................ D N Dutton, General Manager Date

ATTACHMENT NO: 8 - PLANT EQUIPMENT & STORES - POLICY - ACQUISITION - PURCHASING - LOCAL - DRAFT - MAY 2013

ITEM NO: H.05.1



PLANT, EQUIPMENT & STORES – POLICY – ACQUISITION – Purchasing - Local

Policy

Council accepts a ‘local’ price within 10% of the otherwise best available price subject to a maximum invoice value of $5,000 including GST (excluding any trade-ins).

The items purchased do not include any items that need to be covered by the requirements of the Local Government (General) Regulations 2005 in regard to tendering.

Objective

To purchase items for use at the best available value to ratepayers through the use of contracts, tenders and quotations, depending on the value of the items.

To have a positive influence on the local economies within the Shire by purchasing locally whenever possible within reasonable limits.

Procedures

Nil

References

This policy replaces that of the same title that was adopted by Council at its meeting on 28 July 2008. This policy was adopted by Council on 27 May 2013.

Review Date

November 2016, by Director Corporate Services

Authorised by:……………………………………….............. ..................... Daryl Dutton, General Manager Date

Confidential Ordinary Council Meeting 27 May 2013



PERSONNEL – POLICY – Work Health and Safety Policy

Council, as a Person Conducting a Business or Undertaking (PCBU), and its Officers are committed to providing a safe and healthy working environment for all workers, and other persons as far as reasonably practicable. Such a commitment is backed and strengthened by management responsibility and support, striving to apply best practice and continuously improve safety at all levels, stakeholder consultation, monitoring and review and embedding a strong workplace culture.

Objective

This policy will provide an outline of Councils commitment to Work Health and Safety (WHS) and the responsibilities of all those involved in creating a safe work place. Council will comply with the Legislative requirements of the Work Health and Safety Act 2011 and Work Health and Safety Regulation 2011. It will implement these requirements together with Codes of Practice, Australian Standards and relevant guides throughout its operations.

Scope

This policy applies to:

a) All workers of the Council, which is to include all persons performing work under the direction of, or on behalf of Council (for example, employees, outworkers, apprentices, trainees, work experience, volunteers, contractors, subcontractors and their employees, agents, consultants, full time, part time, casual and temporary staff).

b) All Council work sites and where work is carried out or where Council is represented (for example when visiting a customer, client or supplier).

c) Others – including Councillors whilst acting in their official capacity and all other visitors to Council work sites (as above).

Procedures

Work Health and Safety Objectives Council will implement a WHS Management System which meets the following objectives:

Ensure compliance with legislative requirements, Codes of Practice, guides and standards. Provide a safe and healthy work environment for all workers and other persons. Provide safe and healthy methods of work and ensure that a risk management approach is

adopted to prevent health and safety risks. Actively consult and communicate with workers on matters affecting their health and safety. Provide any information, instruction, training and supervision necessary to protect all persons

from risks to their health and safety and to carry out their tasks safely. Assist and involve workers to proactively identify, assess and control workplace hazards. Encourage and promote the general health and wellbeing of all workers, including health

monitoring. Promote and support the function of the Health and Safety Committee. Promptly investigate reported hazards, injuries and incidents. Promote and support Council’s Return to Work Program through effective injury management

and the provision of appropriate suitable duties (where possible) for injured employees. Monitor contractor WHS performance and compliance with Council policy. Ensure effective emergency procedures are implemented. Seek continuous improvement in WHS performance through ongoing monitoring and auditing of

the WHS Management System and periodic management reviews. Responsibilities

Senior Management



Council staff in Senior Management positions are required to exercise due diligence to ensure Council complies with the WHS legislation by taking reasonable steps to:

Acquire up to date knowledge of WHS matters. Gain an understanding of the nature of the operations of Council and generally of the hazards

and risks associated with those operations. Ensure appropriate recourses and processes are available to enable hazards to be identified

and risks to be eliminated or minimised. Ensure information regarding incidents, hazards and risks is received and the information is

responded to in a timely way. Ensure Council has, and implements, processes for complying with any legal duty or obligation. Ensure the provision of appropriate resources to provide for the training and instruction to

workers about work health and safety. To provide effective consultation mechanisms with workers.

Managers/Supervisors Each manager/supervisor is required to ensure that this policy and the WHS Management System is effectively implemented within the limits of their control. This will be achieved by:

Ensuring that all operations comply with legal requirements and relevant policies are complied with.

Ensuring that all safe working procedures are defined in writing, communicated to and understood by staff.

Consulting with staff on matters such as planning, designing, procedural changes, purchase of new equipment etc to ensure safety considerations are taken into account.

Ensuring that accident /incident investigations are carried out and any required action is taken in a timely manner.

Identifying and providing WHS training for general or job specific tasks. Ensuring that risk assessment and hazard identification is carried out and reviewed when there

is a change in work procedure, where further risks have been identified, after any accident occurs or after regular review.

Ensuring that programs are in place for the issue, maintenance and replacement of personal protective equipment (PPE) and ensure it is used correctly.

Ensuring that new workers and staff attaining new positions are given appropriate induction training.

Workers are consulted in issues which affect their health and safety and any concerns they may have are referred to the appropriate officer.

Workers Workers include employees, contractors, employee of a contractor, work experience persons, labour hired people, apprentices, trainees and volunteers. While at work, a worker must:

Take reasonable care of their own health and safety. Take reasonable care that any acts or omissions do not adversely affect the health and safety

of other persons. Comply with any reasonable instruction, as far as reasonably able given by Council to comply

with their legal obligations. Cooperate with any reasonable policy or procedure of Council in relation to health and safety in

the workplace. Participate in the consultation process on all matters in relation to WHS. Report hazards, incidents and near misses as soon as reasonably practicable using Councils

reporting procedure. Others A person at a workplace (whether they fall under the above categories or not) must: Take reasonable care for their own health and safety. Must take reasonable care their acts or omissions do not adversely affect the WHS of others. Must comply as reasonably able with any instruction given by Council to allow Council to comply



with their legal obligations.



References

This is a new policy adopted by Council on 27 May 2013. Work Health and Safety Act 2011 and Work Health and Safety Regulation 2011. AS/NZ 4804:2001 Occupational Health & Safety Management Systems.

Review Date April 2016 by Human Resources.

Authorised by: ………………………………………………… ……………………………..




CLOSED COUNCIL RESOLVED that Council move into Closed Council with the press and public excluded in accordance with Section 10(2)(c) of the Local Government Act 1993.

Moved: Cr D Peebles Seconded: Cr W Bedggood CARRIED CONFIDENTIAL REPORTS Section: Committee/Delegates Reports REP-202/13

CR.05.1 ACQUISITION OF LAND FOR ABERDEEN LANDFILL

This matter is considered to be confidential under Section 10A(2) (d i) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

RECOMMENDATION: That Council: 1. Proceed to acquire Lots 69 & 126 DP 752485, Lots 160 & 161 DP 257347 and the northern

section of Lot 162 DP 257347, Wells Gully Road Aberdeen by Compulsory Acquisition under the Just Terms Compensation Act 1991;

2. Authorise the making of an application to the Minister/Governor in relation to the acquisition; 3. Authorise the Mayor and General Manager to complete the documentation under the Common

Seal of Council. 4. The acquired land be classified as “Operational Land” under Section 31 of Local Government Act

1993.

RESOLVED that Council: 1. Proceed to acquire Lots 69 & 126 DP 752485, Lots 160 & 161 DP 257347 and the northern





Moved: Cr L Driscoll Seconded: Cr W Bedggood CARRIED


CR.05.2 EXPRESSION OF INTEREST - SUPPLY OF SUPPLEMENTARY SERVICES


RECOMMENDATION: That Council accept the Expressions of Interest listed for the Supply of Supplementary Services for the period 1 June 2013 to 30 May 2015.

RESOLVED that Council accept the Expressions of Interest listed for the Supply of Supplementary Services for the period 1 June 2013 to 30 May 2015.

Moved: Cr D Peebles Seconded: Cr R Campbell CARRIED



Section: Works/Technical Reports REP-190/13

CR.05.3 TENDER - SUPPLY AND DELIVERY OF READY MIX CONCRETE


RECOMMENDATION: 1. That Council adopt the recommendation of the Regional Procurement Division of Hunter Council’s

that the tenders of: All Day Concrete Boral Resources (Country) Pty Ltd

be accepted as panel tenderers to Upper Hunter Shire Council in the order listed for the period 1 July 2013 to 30 June 2015.

2. That provision be allowed for a one (1) year extension tho this panel contract based on satisfactory supplier performance which may take this tender through to 30 June 2016.

RESOLVED 1. That Council adopt the recommendation of the Regional Procurement Division of Hunter

Council’s that the tenders of: All Day Concrete Boral Resources (Country) Pty Ltd




RETURN TO OPEN MEETING RESOLVED that the meeting move back into Open Council.

Moved: Cr M Collison Seconded: Cr D Peebles CARRIED Upon resuming Open Council the following recommendations were adopted: RESOLVED that Council: CR.05.1 ACQUISITION OF LAND FOR ABERDEEN LANDFILL 1. Proceed to acquire Lots 69 & 126 DP 752485, Lots 160 & 161 DP 257347 and the northern







CR.05.2 EXPRESSION OF INTEREST – SUPPLY OF SUPPLEMENTARY SERVICES Accept the Expressions of Interest listed for the Supply of Supplementary Services for the period 1 June 2013 to 30 May 2015. CR.05.3 TENDER – SUPPLY AND DELIVERY OF READY MIX CONCRETE 1. Adopt the recommendation of the Regional Procurement Division of Hunter Council’s that

the tenders of: All Day Concrete Boral Resources (Country) Pty Ltd



Moved: Cr D Peebles Seconded: Cr W Bedggood CARRIED

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 6.12PM.

Documents

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER …Director Environmental Services), Mr Alan Fletcher (Director Technical Services), Mr Damien Jenkins (Manager Finance) and Mrs Robyn