MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER … · Robyn Adams (Manager Finance), Ms Bronwyn Farr (Public Relations Officer) and Mrs Robyn Cox ... The Premier of NSW, Nathan Rees

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY, 23 FEBRUARY 2009 AT THE COUNCIL CHAMBERS, MAIN STREET, SCONE

COMMENCING AT 4.00PM PRESENT: Cr Michael Johnsen (Mayor), Cr Lee Watts (Deputy Mayor), Cr Errol Bates, Cr Deirdre Peebles, Cr Bill Howey and Cr Lorna Driscoll. APOLOGIES: Nil IN ATTENDANCE: Mr Daryl Dutton (General Manager), Mr David Casson (Director Environmental Services), Mr Bede Spannagle (Director Technical Services), Mr Steve Pryor (Acting Director Corporate Services), Mrs Robyn Adams (Manager Finance), Ms Bronwyn Farr (Public Relations Officer) and Mrs Robyn Cox (Executive Personal Assistant) ADOPTION OF MINUTES: RESOLVED that the minutes of the extraordinary and ordinary meetings held on 27 January 2009 be adopted.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION:

3.30pm – Citizenship Ceremony – Kirsten Scott (Canada)

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MAYORAL MINUTES................................................................................................... 2

A.2.1 KELLY STREET PEDESTRIAN AND TRAFFIC PLAN .............................................................2 A.2.2 ANNOUNCEMENT BY PREMIER OF NSW..............................................................................2 A.2.3 CROPS FOR HUNTER COMMITTEE.......................................................................................2 A.2.4 TRANSGRID TOWER...............................................................................................................2 A.2.5 COMMON SEAL: TRANSFER OF MORTGAGE AGREEMENT – N TEAGUE.........................2

COMMITTEE/DELEGATES REPORTS ....................................................................... 2

C.2.1 FINANCE COMMITTEE ............................................................................................................2 C.2.2 MERRIWA TOURISM & PROMOTION COMMITTEE...............................................................2 C.2.3 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE .........................................................2 C.2.4 ADVANCING ABERDEEN COMMITTEE..................................................................................2 C.2.5 MERRIWA AGED HOSTEL COMMITTEE ................................................................................2 C.2.6 UPPER HUNTER FAMILY DAY CARE .....................................................................................2 C.2.7 CONSULTATIVE COMMITTEE MINUTES ...............................................................................2 C.2.8 DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE .....................................2 C.2.9 COMMITTEE DELEGATES ......................................................................................................2 C.2.10 SCONE CHAMBER OF COMMERCE & INDUSTRY ................................................................2 C.2.11 HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE ..................................................2 C.2.12 WORKS AND TECHNICAL SERVICES COMMITTEE .............................................................2

DEVELOPMENT........................................................................................................... 2

D.2.1 FOOTPATH TRADING POLICY................................................................................................2

GENERAL ADMINISTRATION .................................................................................... 2

G.2.1 ABC LEARNING CENTRE – SCONE........................................................................................2 G.2.2 SBS & ABC CLASSIC FM RADIO FOR MURRURUNDI ...........................................................2 G.2.3 COMMON SEAL, SALE OF LAND ABERDEEN HEIGHTS.......................................................2 G.2.4 COMMON SEAL: LEASE AGREEMENT – DR SALAMA..........................................................2 G.2.5 NAIDOC WEEK SCHOOL INITIATIVES COMPETITIONS.......................................................2 G.2.6 COMMON SEAL: SALE OF LAND – ABERDEEN BRIDGE......................................................2 G.2.7 REQUEST FOR SPONSORSHIP - MUSWELLBROOK & UPPER HUNTER EISTEDDFOD

INC ............................................................................................................................................2

POLICY MATTERS ...................................................................................................... 2

H.12.1 COUNCIL POLICIES.................................................................................................................2

TECHNICAL/WORKS .................................................................................................. 2

J.2.1 ROAD CLOSURE – TURANVILLE ROAD, SCONE..................................................................2

Page 2 of 91 of the minutes of the ordinary meeting of Upper Hunter Shire Council held on Monday, 23 February 2009. MAYOR GENERAL MANAGER

MAYORAL MINUTES Section: MAYORAL MINUTE REP-45/09

A.2.1 KELLY STREET PEDESTRIAN AND TRAFFIC PLAN Council: 17 February 2009

RECOMMENDATION: That Council request the RTA to further investigate and consult with Council to determine whether there is a better overall solution for both pedestrian safety and traffic management in the Scone CBD, rather than the current traffic signals proposal at the Kelly/Liverpool Streets intersection. BACKGROUND: At its meeting in December 2008, Council resolved to confirm support for traffic signals (at the Kelly/Liverpool Streets intersection) for improved pedestrian safety as part of an overall strategy for Kelly Street, as put forward by the NSW Roads & Traffic Authority (RTA). Prior to and since this determination there have been differing views expressed within Council and the community. It is the responsibility of the RTA to undertake investigations and consult with the community on proposals for projects on State roads, such as the New England Highway, through the town of Scone. In view of the differing opinions within Council and the community, regarding their current proposal it would be appropriate for the RTA to demonstrate to the community and Council that it has fully explored all of the options available and the current proposal is the best option available, or other options may be more suitable. My personal view, shared by many in the community, is that the current traffic signal proposal is not the best option. It is the responsibility of the RTA and not Council, to explore all of the options and consult the Council and community to determine whether there is a better option for both pedestrian safety and traffic management for the whole of Kelly Street, in Scone CBD. Whilst I acknowledge the previous determination of Council to confirm support for the current RTA proposal, this resolution would request the RTA to investigate whether or not a more appropriate solution is available and to consult with Council in that process. ISSUES: The New England Highway is a State road, the responsibility for planning and project delivery resting

with the RTA with federal government funding for the National Highway Route. The current proposal for traffic signals at the Kelly/Liverpool Streets intersection has had differing

views within Council and the community. Further investigation is therefore required to demonstrate whether or not better options, for the whole

of the Scone CBD are available and considered for implementation. It is the responsibility of the RTA, in consultation with Council, to undertake such further

investigations. SUSTAINABILITY: Not relevant. OPTIONS: To support, reject or modify the Mayoral Minute. FINANCIAL CONSIDERATIONS: Nil at this time. RESOLVED that Council request the RTA to further investigate and consult with Council to determine whether there is a better overall solution for both pedestrian safety and traffic management in the Scone CBD, rather than the current traffic signals proposal at the Kelly/Liverpool Streets intersection.

Moved: Cr M Johnsen Seconded: Cr L Watts CARRIED


Section: MAYORAL MINUTE

A.2.2 ANNOUNCEMENT BY PREMIER OF NSW Council: 23 February 2009

RECOMMENDATION: That Council note the comments and advice from the Premier of NSW. BACKGROUND: The Premier of NSW, Nathan Rees MP, has issued a press release outlining the State Governments response to the Federal Government’s proposed $42 Billion, Nation Building and Jobs Plan. The advice confirms two responses:

1 The creation of a new statutory position, Infrastructure Coordinator General who will oversee the implementation of stimulus package works including development of special tendering and procurement guidelines and fast tracking of approval for relevant projects identified in the stimulation scheme..

2 Changes to the State Environmental Planning Policy (Infrastructure) which will allow applications for public and private school facilities including halls, gymnasiums and class rooms, to be treated as Complying Development. For public housing projects, approvals can be issued without rezoning subject to certain criteria and the Housing Department can approve its own projects, subject to criteria.

The aim of the changes is to ensure that strict deadlines issued by the Federal Government can be met which aim to stimulate job creation and the economy. ISSUES: The proposed measures only relate to those projects that are identified in the Commonwealth

Governments stimulus package in NSW The measures will enable approvals for such projects to be fast tracked including treating applications

as “complying development” which means that no public notification is required and such applications should be determined in a matter of weeks.

SUSTAINABILITY: Not relevant. OPTIONS: To note the announcement of the Premier of NSW FINANCIAL CONSIDERATIONS: Nil at this time. RESOLVED that Council note the comments and advice from the Premier of NSW.

Moved: Cr B Howey Seconded: Cr L Driscoll CARRIED



A.2.3 CROPS FOR HUNTER COMMITTEE Council: 23 February 2009 RECOMMENDATION: That Council:

1. Note the minutes of the meeting held 17 February 2009. 2. Note the attached report – “Crops for Hunter - Future Directions” 3. Continue to support Crops for Hunter through a contribution of $6,000 in the 2009/10 financial

year 4. Note the change in focus of the program to establish and coordinate the “Crops for Hunter Farm

Diversification Grant” 5. Engage a consultant to develop the application guidelines, criteria and further sponsorship

guidelines for the Crops for Hunter Farm Diversification Grant program. BACKGROUND: The minutes of the meeting are included as Attachment 1. Crops for Hunter has been unable to fill the position of a part-time coordinator on a regular basis since the resignation of the original coordinator in 2007. A consultant was contracted to provide a report and recommendations as to future operation of the program (Attachment 2). All recommendations were considered by the Committee at its February meeting and the above recommendations have been made. ISSUES: The recommendations will see a major change in focus for the program away from a project base to encouraging innovation and diversification within agriculture in the Upper Hunter Valley that is driven by the producer rather than government. SUSTAINABILITY: The existing restricted asset for Crops for Hunter will provide seed funding for the initial phase of the new program. Contributions from the three Councils will be required unless other forms of sponsorship can be sourced. Upper Hunter Shire contributions are contingent upon Singleton and Muswellbrook Councils continuing to provide matching support. OPTIONS: Accept, reject or modify the recommendations. FINANCIAL CONSIDERATIONS: As per budget allocations. RESOLVED that Council:

1. Note the minutes of the meeting held 17 February 2009. 2. Note the attached report – “Crops for Hunter - Future Directions” 3. Continue to support Crops for Hunter through a contribution of $6,000 in the 2009/10

financial year 4. Note the change in focus of the program to establish and coordinate the “Crops for

Hunter Farm Diversification Grant” 5. Engage a consultant to develop the application guidelines, criteria and further

sponsorship guidelines for the Crops for Hunter Farm Diversification Grant program.

Moved: Cr E Bates Seconded: Cr D Peebles CARRIED


ATTACHMENT 1

MINUTES OF THE CROPS FOR HUNTER COMMITTEE MEETING HELD IN COUNCIL CHAMBERS, SCONE, ON 17FEBRUARY 2009 COMMENCING AT 12.30pm

1.0 PRESENT: Mr Stephen Pryor (Chair), Mr Russell Esdaile, Mr Sean Constable, Cr Errol Bates, Mr Bruce Reddan (DPI Acting Regional Director), Mr Don Gray

2.0 IN ATTENDANCE:

3.0 APOLOGIES: Cr Deidre Peebles

4.0 CONFIRMATION OF MINUTES

MOTION: That the Minutes of the Crops for Hunter Committee Meeting held on 20

January 2009, a copy having been distributed to all members, be taken as read and adopted.

Cr Errol Bates / Russell Esdaile CARRIED 5.0 PRESENTATION OF FINAL REPORT

The final report “Crops for Hunter - Future Directions” developed by John Small in conjunction with the Crops for Hunter Committee was distributed to all committee members prior to the meeting (copy attached). 5.1 Current Project Recommendations

5.1.1 HRLN be advised immediately, that due to a number of problems identified in the projects methodology, that Crops for Hunter no longer wishes to be a partner in the project. All funds and data loggers will be returned to respective project partners. However, Crops for Hunter & HRLN should continue to explore possible collaboration.

Motion: CFH Committee return the $11,500 to Hunter Region Landcare Network immediately but continue to investigate possible partnership projects for the future. Cr Errol Bates / Don Gray CARRIED Motion: CFH coordinate with NSW Department of Primary Industry for the use of the data loggers and software for future use by the Department Cr Errol Bates / Don Gray CARRIED 5.1.2 Despite the fact that the newsletter is remembered fondly by many people

previously involved in the project its continued publication should be given a low priority in the immediate future. At an estimated $2000 per edition to print and distribute in its current format, plus considerable coordinator time to write, administration time to layout and proof, it appears poor value for money until other activities are developed

Motion: That CFH no longer support the production of a regular newsletter but coordinate press releases and articles with DPI to include in the Ag Today publication. Don Gray / Russell Esdaile CARRIED 5.1.3 Lack of interest in the Farm And Nature Tourism project to date from potential

participants who would be willing to pay the seemingly high cost to be involved means that the idea is not the project to take Crops for Hunter forward at this present time

Motion: That CFH not proceed with its investigations of the FANT project at this point in time. Don Gray / Russell Esdaile CARRIED


5.1.4 This idea has been attempted without success by a number of entrepreneurs and entrepreneurial community groups over time in the region, most notably in Murrurundi, Muswellbrook and Singleton. The concept is unlikely to work in the Upper Hunter as producers who target this market segment will travel to Lower Hunter and Sydney regions where the potential for more reliable larger sales volume exist.

Motion: That CFH not proceed with the Farmers Markets at present but to monitor the progress and success of Singleton markets and assess this project tin the future. Don Gray / Russell Esdaile CARRIED 5.1.5 Other projects such as pasture cropping, river flats diversification, organic

farming and alternative crops all require project partners which cannot currently be identified.

Motion: Committee agrees with this assessment and CFH should not proceed with any of these project options at the present time. Don Gray / Russell Esdaile CARRIED

5.2 Future Project Recommendations 5.2.1 The staff position of Crops for Hunter coordinator to identify opportunities,

undertake traditional investigations and field work then attempt to transfer the findings to the wider farming community in the region be abandoned.

Motion: That CFH no longer employ a coordinator either full-time or part-time. Errol Bates / Bruce Reddan CARRIED 5.2.2 Crops for Hunter establish the ‘Crops for Hunter Farm Diversification Grant’. It is

a significant annual competitive grant that is awarded to an organisation to allow for the investigation/trial of a farm diversification idea immediately relevant to the Upper Hunter region of NSW.

Motion: That CFH establish the “Crops for Hunter Farm Diversification Grant” Russell Esdaile/Bruce Reddan CARRIED

5.3 Governance Recommendations 5.3.1 Crops for Hunter continue to remain a Section 355 Committee of the Upper

Hunter Shire Council Motion: That the committee continue as a S355 Committee of the Upper Hunter Shire Council Steve Pryor / Russell Esdaile CARRIED 5.3.2 The committee establishes itself as the first “Virtual Section 355 Committee”.

This implies that it evolves into an electronically based, paperless committee operating within the Local Government Act which meets and make decisions using internet based technology.

Motion: That the committee not accept this recommendation to proceed as a “Virtual Section 355 Committee” and that the current structure be maintained. Don Gray / Cr Errol Bates CARRIED

5.4 Market Position Recommendations 5.4.1 If the recommendation of Crops for Hunter Farm Diversification Grant is

implemented use the publicity necessary to promote the opportunity to potential applicants to also more widely promote Crops for Hunter.

Motion: That the CFH committee access all relevant media outlets to promote the new direction and change in focus for the program and that press releases developed on behalf of CFH are distributed to the member organisations of the committee. Don Gray / Cr Errol Bates CARRIED


5.5 Staffing Recommendations

5.5.1 Initially a “committee coordinator” will be engaged to undertake 2 specific activities, namely, develop the recommendation of an electronic committee and prepare application guidelines and criteria for the first Crops for Hunter Farm Diversification Grant. Following this period the position description will be reviewed as it will be less time consuming unless Crops for Hunter is investigating other activities.

Motion: That CFH employ a consultant to develop the application guidelines, criteria and further sponsorship guidelines for the Crops for Hunter Farm Diversification Grant program. UHSC will lead the development of a terms of reference for the position and distribute to the committee for feedback. Don Gray / Steve Pryor CARRIED 5.5.2 Following the selection of the successful Crops for Hunter Farm Diversification

Grant project application a project mentor would be engaged. This role may be filled by in-kind support from a Government agency (eg DPI) or a University.

Motion: A project mentor will be identified by the committee as and when required to assist future successful grant recipients. Don Gray / Steve Pryor CARRIED

5.6 Funding Recommendations 5.6.1 Use existing funds to develop Crops for Hunter Farm Diversification Grant

program and Virtual Section 355 Committee procedures. Motion: That existing funds be used to develop the Crops for Hunter Farm Diversification Grant program and participating Councils continue to provide financial support to CFH for at least the 2009/10 financial year. Don Gray / Russell Esdaile CARRIED

Noted: Acknowledgement of the continued support of Department of Primary Industry, NSW Farmers, Coal & Allied Community Trust, Department of State and Regional Development and the Councils of the Upper Hunter.

7.0 DATE OF NEXT MEETING The next meeting of the Crops for Hunter Committee will be held at the Scone office of the Upper Hunter Shire Council during April (following the expression of interest process for a consultant) with the date to be confirmed. THERE BEING NO FURTHER BUSINESS, the meeting concluded at 1.30pm.


JANUARY 2009

PROJECTS

GOVERANCE

FUNDING

MARKET POSITION

STAFFING

Crops for

Hunter

FUTURE DIRECTIONS


This report considers opportunities for the future of Crops for Hunter. Its recommendations will be considered by the Crops for Hunter committee in February 2009. The report brief required

Summary of achievements of the program to date Review of proposed projects Alternative delivery methods for projects identified Issues for consideration Identification of possible projects Recommendations for Crops for Hunter Committee

The report was prepared by Mr. John Small between November 2008 and January 2009. The process of developing this report involved

Workshops with Committee members Desktop review of Crops for Hunter minutes, past reports and business plans Direct contact with potential project proponents Presentation of draft findings and recommendations to the Committee Completion of final written report.

These resulting findings have been distilled into possible future opportunities for Crops for Hunter.


TABLE OF CONTENTS

CROPS FOR HUNTER – AN OVERVIEW ......................................................2

ORIGIN AND EVOLUTION ................................................................................................................2 CURRENT SITUATION ....................................................................................................................2 THE FUTURE ................................................................................................................................2 GENERAL RECOMMENDATIONS............................................................................................2

PROJECTS......................................................................................................2

COMPLETED PROJECTS.................................................................................................................2 CURRENT PROJECTS ....................................................................................................................2 CURRENT PROJECT RECOMMENDATIONS..........................................................................2 FUTURE PROJECT DEVELOPMENT .................................................................................................2 CRITICAL CONSIDERATIONS ...........................................................................................................2 RECOMMENDATIONS FOR FUTURE PROJECTS..................................................................2

Basic outline of the “Crops for Hunter Farm Diversification Grant” concept. .....2 OUTCOMES RESULTING FROM PROJECT RECOMMENDATIONS ........................................................2

GOVERNANCE ...............................................................................................2

CRITICAL CONSIDERATIONS ...........................................................................................................2 RECOMMENDATIONS ..............................................................................................................2 OUTCOMES RESULTING FROM GOVERNANCE RECOMMENDATIONS ...................................................2

MARKET POSITION .......................................................................................2

CRITICAL CONSIDERATIONS ...........................................................................................................2 RECOMMENDATIONS ..............................................................................................................2 OUTCOMES RESULTING FROM MARKET POSITION RECOMMENDATIONS .............................................2

STAFFING.......................................................................................................2

CRITICAL CONSIDERATIONS ...........................................................................................................2 RECOMMENDATIONS ..............................................................................................................2 OUTCOMES RESULTING FROM STAFFING POSITION RECOMMENDATIONS ...........................................2

Position Description- Committee Coordinator ......................................................2

FUNDING.........................................................................................................2

CRITICAL CONSIDERATIONS ...........................................................................................................2 RECOMMENDATIONS ..............................................................................................................2 OUTCOMES RESULTING FROM FUNDING RECOMMENDATIONS...........................................................2 PROPOSED BUDGET .....................................................................................................................2


Crops for Hunter – AN OVERVIEW Origin and evolution Crops for Hunter has operated since 2001 when a steering committee auspiced by the former Merriwa Shire Council received funding for a 12 month trial of a much larger grander vision to recreate a region development program that had been used successfully in farming communities on the South Island of New Zealand. The first years funding was secured from the 5 cooperating Local Governments in the Upper Hunter, Department of State & Regional Development and Coal & Allied Community Trust. Goodwill existed for ongoing funding if Crops for Hunter proved worthwhile. In 2001 a coordinator was employed on a 12 month contract incorporating a comprehensive job description and performance measures. The coordinator was not required to undertake any routine secretarial and committee support activities except to provide a regular detailed report to be tabled at the meetings. Initially the committee remained focused on establishing the future direction of the program. At the same time the coordinator received a tremendous amount of in-kind support, interest and encouragement from employees of all involved Councils who had been personally involved in the Crops for Hunter development. Support from administration and IT staff allowed a professional newsletter and website to be developed. Support from the 5 Economic Developments Officers and Small Business Answers Officer allowed new projects and funding opportunities to be identified. A working knowledge and public support for Crops for Hunter from the regions 5 Mayors and Council General Managers allowed good publicity to be easily secured. As time went on a close and confident working relationship developed between the coordinator and the steering committee, their respective roles become very blurred. Upon amalgamation of the former Merriwa, Murrurundi and Scone Councils the steering committee was formed into a Section 355 committee of the Upper Hunter Shire Council. Unwittingly the role of the coordinator evolved to include that of secretary to the committee. Under the current mode of operation the coordinator is responsible for identifying a possible project and securing funding with the committee’s approval then coordinating the project as well as maintaining the administration requirements of the committee for Council. In recent times as Council has grown and less employees know about or are involved in Crops for Hunter the coordinator’s position has become ‘very lonely’ (previous coordinator’s comment). It would appear that the skill set required by the coordinator is difficult to find in an individual who is only offered 2 days per week due to funding constraints. An individual who is genuinely capable of this range of work would easily find full time, high paid work from many other employers in the region. The role of Crops for Hunter has evolved over time and is “opportunity driven” to a large degree. Initially the program employed a full time coordinator. During 2003 the coordinator’s position was redefined to a 2 day per week position. Part time coordinators have been employed for short periods over the past 18 months. Upper Hunter Shire Council has provided an internal interim coordinator when the position has been vacant. Crops for Hunter has been without a coordinator since July 2008. At a meeting in June 2003 the then steering committee auspiced by the former Merriwa Shire Council confirmed the Crops for Hunter mission as: “to facilitate the development of whole farm management systems and other research outcomes for the farming communities of the Upper Hunter by encouraging public agency and private enterprise cooperation. This cooperation well result in diversification and intensification of a rural industry that is profitable and ecologically sustainable leading to growth in rural towns, creation of employment and retention of family based agribusiness” Diversification was considered to be proactive change that may include, but is not limited to, new methods of production or management, changing what is produced, identifying new markets or applying new business or management structures.


Current Situation Crops for Hunter currently operates as a Section 355 Committee of the Upper Hunter Shire. This Committee brings together the Councils of Muswellbrook, Singleton and Upper Hunter to form a Committee for the administration of Crops for Hunter. The committee charter is to support agricultural diversification in the Upper Hunter. The accepted definition of diversification remains the statement developed in 2003, namely that ‘successful diversification makes the farming business and the farming family more sustainable and profitable in an economic and ecological perspective. Diversification may include, but is not limited to, new methods of production or management, changing what is produced, identifying new markets or applying new business or management structures.’ The Crops for Hunter mission and brand are still relatively well respected amongst the farmers and public agencies that have been involved in the program to date. The Councils involved who provide funding are questioning the future of the project. The Future Crops for Hunter has arrived at a point where its strategic direction needs realignment if it is to continue. It is a reasonable comment that, given the political changes that have occurred locally in the Upper Hunter and within Government agencies since 2001, the Crops for Hunter program would not be established during 2009. Therefore it follows that as initial consideration it is appropriate to reaffirm that Crops for Hunter has a long-term reason for being. It is generally agreed that the broader issues of economic development through the need for farm diversification and increased market focus still exist. Planning for the future needs to follow a systems thinking approach with the five equally important components of Crops for Hunter being

Projects Governance Staffing Funding Market Position

Failure to concentrate on developing strategies that support the Crops for Hunter mission and maintain ALL these components will result in the program ceasing to exist. GENERAL RECOMMENDATIONS To continue to deliver the Crops for Hunter mission future strategies and modes of operation must be significantly different from those of the past. Recommendations have been made for future strategies specific to each component of Crops for Hunter. It is the opinion of the author that all recommendations must be implemented rather than using some and rejecting others in order to maintain the systems approach used to develop the recommendations.


PROJECTS Completed projects Biophysical mapping demonstrations and Tmap computer program This initially involved farm scale soil mapping and temperature profile demonstrations on commercial farms in Merriwa, Muswellbrook, Scone, Singleton and Willow Tree districts. Following on from the initial demonstrations, a computer program was developed that allowed temperature available from location specific data loggers on farm, Data from Bureau of Meteorology and the Data Drill computer model to the analysed. This analyse could be used to determine the possible effect of local microclimates on plant production. Cropping demonstrations at St Heliers, Singleton, Scone and Denman These demonstrations were cooperative efforts between Crops for Hunter, local farmers and commercial organisations seeking producers in the Upper Hunter. Crops produced included fresh vegetables and specialised seed for sowing. Merriwa farm Improvement Group Crops for Hunter provided facilitation for a group of like-minded grain producers on the Merriwa plateau. The group investigated the possibilities for producing a Hunter branded canola oil product and conducted summer and winter grain legume trials using resources already available on their farms. Rural Entrepreneurship program Crops for Hunter and the former University of Sydney, Orange, jointly developed a training package targeting farmers that aimed at equipping successful farm managers with an understanding of the skills for successful entrepreneurship. The training program was delivered locally to farmers via the now disbanded Federal and State government Farmbi$ program. Realising the Hunter River flats economic potential Crops for Hunter and Hunter Economic Development Corporation jointly funded an opportunity search for new agricultural enterprises suitable for the fertile Hunter River flats in the 21st century. Crops for Hunter actively sought out and investigated market opportunities for farm produce that may have been potentially produced on the Hunter River flats. The search and investigation concentrated on opportunities that would involve a number of producers and not one off niche opportunities relying on one producer. Unfortunately the prolonged drought and water allocation cuts in July 2006 meant that no trials as originally proposed could be undertaken. As an alternative, a series of short information packages were produced. These could be used by farmers as starting points for further business specific research and development. Information packages were produced on organic lucerne, community support agriculture, seed and grain production, free range poultry, vegetable production and the yet unidentified opportunity.


Pasture cropping booklet and field day Following a number of enquires about pasture cropping, Crops for Hunter, in partnership with community support officers of the Hunter CMA and local landholders, used funding from the Landcare Assistance Fund to produce an information booklet on the pasture cropping concept. A follow up workshop was held at Denman. Crops for Hunter Newsletter A quarterly newsletter was produced from 2001 to February 2007. This newsletter was distributed free of charge to a postal mailing list of over 500 addresses and an email list of approximately 100. A further 500 copies were distributed to the general public in the region via council offices and rural supply businesses. A further 2 editions have been published during 2007 and 2008. Current Projects Business plan 2008 Fortunately at this stage Crops for Hunter has no partly completed projects. Establishing baseline climate profiles for primary producers in the Hunter Hunter Regional Landcare Network (HRLN) is the proponent of a project for “Establishing base line climate profiles for primary producers in the Upper Hunter” and has successfully secured funding from Coal and Allied Community Trust and other funding agencies. The project included Crops for Hunter as a cooperator who would supply inkind support by supplying the Tmap computer program and associated temperature loggers. Funding was secured to allow the Crops for Hunter coordinator to undertake the field work. To date, due to staff changes at HRLN and Crops for Hunter’s inability to secure a coordinator, no field activities have been undertaken. Funding agencies in particular Coal and Allied Community Trust are requesting the fieldwork start or the funds be reallocated. Crops for Hunter Newsletter Currently not being produced the last edition was published April 2008. Farm and future tourism business development program This project involved Crops for Hunter coordinating locally a project developed by the Australian Regional Tourism Research Centre and targeted farmers and rural land owners interested in developing tourism and value adding operations within their current business. At this stage due to lack of a coordinator only limiting attempts to identify program participants and confirm funding has been undertaken. Grower’s market projects The 2008 Crops for Hunter plan stated that expressions of interest would be sought from growers interested in establishing a growers market in the Upper Hunter. A generic article regarding growers market was published in April 2008 newsletter but no potential stall holders were identified


Project concepts discussed at committee level Concepts that have been noted in the committee minutes include pasture cropping, organic farming, river flats diversification, alternative crops such as industrial hemp. CURRENT PROJECT RECOMMENDATIONS

• Establishing base line climate profiles for primary producers in the Upper Hunter HRLN be advised immediately, that due to a number of problems identified in the

projects methodology, that Crops for Hunter no longer wishes to be a partner in the project. All funds and data loggers will be returned to respective project partners. However, Crops for Hunter & HRLN should continue to explore possible collaboration.

• Crops for Hunter Newsletter

Despite the fact that the newsletter is remembered fondly by many people previously involved in the project its continued publication should be given a low priority in the immediate future.

At an estimated $2000 per edition to print and distribute in its current format, plus considerable coordinator time to write, administration time to layout and proof, it appears poor value for money until other activities are developed.

• Farm and future tourism business development program

Lack of interest in the project to date from potential participants who would be willing to pay the seemingly high cost to be involved means that the idea is not the project to take Crops for Hunter forward at this present time.

• Grower’s market project

This idea has been attempted without success by a number of entrepreneurs and entrepreneurial community groups over time in the region, most notably in Murrurundi, Muswellbrook and Singleton. The concept is unlikely to work in the Upper Hunter as producers who target this market segment will travel to Lower Hunter and Sydney regions where the potential for more reliable larger sales volume exist.

• Concepts noted in the committee minutes include pasture cropping, organic farming,

river flats diversification, alternative crops such as industrial hemp All ideas require project partners which cannot currently be identified. Specifically regarding pasture cropping, two very critical issues need to be constantly

remembered. Pasture cropping can be legally undertaken on any pasture not protected by the Native Vegetation Act, for example permanent improved pastures on river flats. Further pasture cropping research programs are currently being supported in other regions by their CMA’s plus other State and Federal funding. “Pasture” is the single biggest crop in the Upper Hunter. Perhaps Crops for Hunter should continue to explore opportunities with the Hunter CMA.

Future Project Development Critical considerations

• It appears the committee has become very reliant on a coordinator for vision and project development.


• It is unlikely that in the immediate future a project concept can be identified, developed and funding secured similar to the original “Topoclimate” project

• Projects will need to operate with minimal traditional coordinator time • “Public agencies picking winners” to support farm diversification projects has always

shown a poor success rate both in Australia and overseas. Farm diversification promoted by entrepreneurial individuals supported by public agencies has been more successful.

• Projects need to be identified that provide significant “go forward” for the ongoing future

of Crops for Hunter

RECOMMENDATIONS FOR FUTURE PROJECTS

• The staff position of Crops for Hunter coordinator to identify opportunities, undertake traditional investigations and field work then attempt to transfer the findings to the wider farming community in the region be abandoned.

• Crops for Hunter establish the ‘Crops for Hunter Farm Diversification Grant’. It is

a significant annual competitive grant that is awarded to an organisation to allow for the investigation/trial of a farm diversification idea immediately relevant to the Upper Hunter region of NSW.

Basic outline of the “Crops for Hunter Farm Diversification Grant” concept

• Provides one-off annual grants to successful proponents to investigate/test farm diversification ideas.

• Proponents may include “groups of local farmers”, high school agriculture and food

technology faculties, potential market opportunities (for example St Heliers or another processor in Sydney) or any organisation that can promote change consistent with Crops for Hunter mission.

• Proponents for grants would be required to detail the farm diversification idea being

investigated, demonstrate that if successful the results of the investigation can be quickly adopted by farmers in the region, provide matching funding from their own resources and ideally funding and support from other public and private agencies.

• Part of the selection process would be a “Diversification Fair” open to the general public.

Potential proponents must provide a display of their ideas. This would allow proponents to identify further contacts and possible cooperators and committee members and other invited “experts” to scrutinise the idea individually. The “Diversification Fair” may be held annually at Singleton, Muswellbrook or Merriwa Shows on a rotating basis.

• The Crops for Hunter committee would be responsible for recommending the allocation

of funding to the successful applicant on the basis of a range of criteria that would include potential benefits to the region including employment, likelihood of success of the proposal, other funding support from the proponents, etc. It is likely that the committee would establish a selection sub committee comprising of industry experts, council representatives and other suitably qualified individuals to scrutinize applications.


• As part of the final agreement the proponent would agree to produce a written report

detailing their findings that could be published by Crops for Hunter. Hopefully they would also become active Crops for Hunter committee members in the 12 months after the publishing of the report (similar concept to Churchill Fellowships).

• Crops for Hunter would engage a suitably qualified organisation/individual to mentor the

successful proponent and ensure the investigation follows recognised research and experimental design methods. The mentor and the proponent would report regularly and individually to the Crops for Hunter committee.

Outcomes Resulting From Project Recommendations

• Resulting projects will be more commercially focused and potentially engage different organisations than in the past.

• Project mentor position will involve less time resulting in less cost to Crops for Hunter

than the traditional coordinator.

• Successful applicants will also bring funding from other sources.

• Publication of findings will help replace Crops for Hunter newsletter in the short term and also provide ongoing promotion opportunities.

• The “Diversification Fair” provides low cost opportunities to maintain market position.

GOVERNANCE Critical considerations

• Over the years the program has been operating the number of agencies represented on the committee has decreased due to the changing focus of various government departments.

• The timing of committee meetings during the day on a weekday has always been a

limiting factor to the recruitment of independent farmer representatives. Farmers who have been involved in the committee have worn multiple hats representing usually a couple of organisations. Attending meetings is a costly exercise for many individuals/agencies both in time and travel expenses.

• Individual members of the committee and the committee as a whole have always had

difficulty succinctly articulating Crops for Hunter mission and role in the region.

• The role of the coordinator has evolved to include that of secretary to the committee. Under the current mode of operation the coordinator is responsible for identifying a possible project and securing funding with the committee’s approval then coordinating the project.

• The opportunities to develop the cooperation between the Councils involved should be

used to develop Crops for Hunter further.


RECOMMENDATIONS

• Crops for Hunter continue to remain a Section 355 Committee of the Upper Hunter Shire.

• The committee establishes itself as the first “Virtual Section 355 Committee”. This

implies that it evolves into an electronically based, paperless committee operating within the Local Government Act which meets and make decisions using internet based technology.

Outcomes resulting from governance recommendations

• An individual with working knowledge of Section 355 committees be engaged initially to develop and test procedures, this individual will become the committee coordinator. Once established the role of coordinator can revert to a committee member (suggested timescale 12 months).

• It allows the 3 Councils to develop and test a practical, cost effective model for electronic

Section 355 committees that can be used elsewhere in their organisations and perhaps more widely in Local Government across NSW.

• It reinforces the concept that Crops for Hunter is an innovative program to other funding

agencies and organisations. • It potentially allows other agencies and individuals based anywhere in the world to

engage with Crops for Hunter at a governance or specialist skills level.

MARKET POSITION

Critical considerations

• Crops for Hunter essentially has 3 district customer groups which it must satisfy to be successful, namely farmers and other rural based businesses in the region, funding agencies both public and private and the effective program owners, the 3 Council’s namely Muswellbrook, Singleton and Upper Hunter.

• Initially a working knowledge and public support for Crops for Hunter from the regions 5

Mayors and Council General Managers allowed good publicity to be easily secured. • Farmers valued the independence of the Crops for Hunter organisation and support the

idea of their local government attempting to support the agricultural industry. • Many individuals believe Crops for Hunter no longer exists. • “Market position” is difficult to quantify yet relatively easy to maintain with targeted

products and publicity.


RECOMMENDATIONS

• Be 100% committed to whatever course of action is taken. Nothing breeds success and goodwill better than reliable programs and service.

• Do nothing until the future direction of Crops for Hunter is clearly agreed by all

cooperating Councils. • If the recommendation of the Virtual Section 355 Committee is implemented, once

again promote Crops for Hunter innovative approach to other public and private organisations that may become future sources of funding.

• If the recommendation of Crops for Hunter Farm Diversification Grant is

implemented use the publicity necessary to promote the opportunity to potential applicants to also more widely promote Crops for Hunter.

Outcomes resulting from market position recommendations

• Renewed growth of Crops for Hunter. • Greater possibility of securing private organisation funding. • Cooperating Council’s more likely to continue recurrent funding since ratepayers will

value service. • More organisations and individuals willing to become active members of the committee.

STAFFING Critical considerations

• Consistently the most expensive item in the Crops for Hunter budget.

• Initially the coordinator received a tremendous amount of in-kind support, interest and encouragement from employees in all involved Councils who had been personally involved in the projects development. Support from administration and IT staff allowed for a professional newsletter and website to be developed. Support for the 5 Economic Developments Officers and Small Business Answers Officer allowed new projects and funding opportunities to be identified.

• The skill set required from the coordinator is difficult to find in an individual who is only offered 2

days per week due to funding constraints. An individual who is genuinely capable and committed to this type of work would easily find full time, highly paid employment for many other employers in the region.

• Recurrent funding for a coordinator is virtually impossible to secure.

• Role of any staff should be well defined with a comprehensive job description which is regularly

formally reviewed. RECOMMENDATIONS

• The previous concept of having a project coordinator to undertake all Crops for Hunter activities in the region be abandoned.


• 2 new roles are developed. Namely “project mentor” and “committee coordinator”.

Each position to be created as required by engaging a suitably qualified and committed individual on a contract basis to complete a specific brief required by the committee.

• Initially a “committee coordinator” will be engaged to undertake 2 specific

activities, namely, develop the recommendation of an electronic committee and prepare application guidelines and criteria for the first Crops for Hunter Farm Diversification Grant. Following this period the position description will be reviewed as it will be less time consuming unless Crops for Hunter is investigating other activities.

• Following the selection of the successful Crops for Hunter Farm Diversification

Grant project application a project mentor would be engaged. This role may be filled by in-kind support from a Government agency (eg DPI) or a University.

Outcomes resulting from staffing position recommendations

Crops for Hunter can move forward within exist funding.

• Position in market can be maintained by the introduction of new and innovative programs.

• Specific individual skills can be engaged as required.

• Crops for Hunter can deliver its mission continually with continued Council support.

Position Description - Committee Coordinator 1. The position of Committee Coordinator will be a 12 month contract appointment for a suitably qualified individual or organisation. 2. The Committee Coordinator will be responsible for providing the Committee with recommendations on approaches, software options and the development of procedures to allow the committee to operate as a virtual organisation within 3 months of appointment. It is critical to ensure that procedures

allow for the inclusion of members that are not confident with computer technology or lack access to suitable computer connections

ensure that the committee operates within all relevant Council policies and the Local Government Act.

3. The Committee Coordinator during the last 9 months of the appointment will be responsible for managing the implementation, testing and refining of agreed procedures that allow the committee to operate as a virtual organisation. 4. The Committee Coordinator will attend Committee meetings for the purposes of

providing guidance on the use of developed committee procedures identifying procedural problems. Developing and implementing suitable solutions recording and submitting meeting minutes as required by Council no voting rights will be extended to the Coordinator

It is reasonable to expect that the coordinator will attend meetings in person where the committee meets ‘in person’ and that they will attend ‘virtually’ where the committee meets ‘virtually’. 5. The Committee Coordinator will prepare written application guidelines and processes to be used by potential applicants for the first Crops for Hunter Farm Diversification Grant. These guidelines and application processes must comply with all relevant Council policies and the Local Government Act. This activity will be completed within 6 months of appointment.


6. The Committee Coordinator will prepare electronic files of promotional material, including but not limited to, such as brochures, posters, press releases that will be used by the committee to promote the Crops for Hunter Farm Diversification Grant. This activity will be completed within 9 months of appointment. 7. The Committee Coordinator will be paid in four equal installments provided the milestones described in points 1 to 6 above have been completed. Payments will be made on the 3, 6, 9 and 12 month anniversaries of appointment.

FUNDING Critical considerations

• It is difficult for a Section 355 committee to remain viable without recurrent funding and continued goodwill from Council.

• Sources of public and private funds to support local farm diversification will most likely be very

limited given the current financial outlook and its effects on the balance sheets of Federal and State Governments and large companies in the region.

• The Crops for Hunter model to date has always had difficulty “fitting the boxes” for most funding

opportunities.

• Applying for funding required significant coordinator time.

• Many businesses’s mistakenly identified Crops for Hunter as a source of funds rather than an entity to cooperate with and jointly secure funds from a third party. Similarly many funding agencies did not wish to fund business via local government preferring to go direct to business cooperators.

RECOMMENDATIONS

• Use existing funds to develop Crops for Hunter Farm Diversification Grant program and Virtual Section 355 Committee procedures.

• Use the innovation and success of these 2 activities to reinvigorate Crops for Hunter’s

potential to secure funding from private organisations, Federal, State and Local Governments to continue (and possibly expand) Crops for Hunter.

• If the 2 activities fail to reinvigorate Crops for Hunter then the committee ceases to exist.

Outcomes resulting from funding recommendations

• Genuine attempt to rebuild Crops for Hunter with new, innovative projects that will position Crops for Hunter with significant “go forward” if successful.

• These projects target the 3 district customer groups which Crops for Hunter must satisfy

to be successful, namely farmers and other rural based businesses in the region, funding agencies both public and private and the effective program owners, the 3 Council’s namely Muswellbrook, Singleton and Upper Hunter.


Proposed Budget

2009 2010

Committee Coordinator

15 000 2 500

Virtual Section 355 Committee Software & IT support

2 000 1 000

Crops for Hunter Farm Diversification Grant

Grant 10 000 10 000Marketing support 1 000 1 000Mentor 2 000 2 000Publishing 2 000 2 000 32 000 18 500

• The proposed budget can be funded using existing Crops for Hunter funds and ongoing Local Government support.

• Income may be possible from the commercialisation of developed for a Virtual

Section 355 Committee. The target market would be rural based Councils in western NSW.

• Ongoing funding for 2012 beyond the support of Council’s would be sourced from

public and private organisations in the form of grants, sponsorships, sale of naming rights for grant advertising in published report etc.



A.2.4 TRANSGRID TOWER Council: 23 February 2009

RESOLVED that Council move into Closed Council with the media and public excluded in accordance with Section 10A(2)(c) of the Local Government Act 1993 as the matter contains 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 L Watts Seconded: Cr E Bates CARRIED RESOLVED that Council delegate to the Mayor and the General Manager authority to complete tender documents for the purchase of the Transgrid Tower at Parkville.

Moved: Cr L Watts Seconded: Cr D Peebles CARRIED



A.2.5 COMMON SEAL: TRANSFER OF MORTGAGE AGREEMENT – N TEAGUE

Council: 23 February 2009

RECOMMENDATION: That Council affix the seal to the Mortgage Documents in relation to the transfer of a mortgage of a property owned by Mr N Teague where Council is the second mortgagee. BACKGROUND: Council has a deferred payment arrangement with Mr Teague, with payments over a number of years. Mr Teague has refinanced his primary mortgage which requires Council to sign the Priority Agreement as second mortgagee. ISSUES: Nil OPTIONS: Documents will require Council’s Common Seal to be affixed. FINANCIAL CONSIDERATIONS: As per agreement with Mr N Teague dated 2004. RESOLVED that Council affix the seal to the Mortgage Documents in relation to the transfer of a mortgage of a property owned by Mr N Teague where Council is the second mortgagee.



QUESTIONS WITHOUT NOTICE Cr Lee Watts 1. Given that the outdoor gymnasium equipment at the Scone Sports Complex

has become quite popular, can Council provide suggestions to make improvements to the surroundings such as tree plantings to help buffer the noise of the equipment and the people using it? Further, are there any plans to provide more parking at the front or side of the equipment and could speed humps be a possible option for deterring speeding in the area?

The Director Technical Services advised that staff are looking at a couple of options for parking and that a screening of trees around the area could also be investigated. Speed humps have been installed near the netball courts and will investigate the suitability of installing them near the entrance.

2. Requested that Council contact Australian Rail Track Corporation to notify

them of the incident where a man travelling in a mobility scooter became stuck on the railway crossing at Liverpool Street.

The Director Technical Services advised that it is ARTC’s responsibility and that he will follow this up with them.

Cr Errol Bates 1. Requested that Council investigate the intersection at Muffett and Sherwood Streets when, after significant rain, the water lays in the dishdrain causing drivers to move to other side of the road.

The Director Technical Services advised that he will investigate and report back to the Works & Technical Services Committee.

2. Requested that the dead Oak Tree that was still at the sporting field be

removed. The Director Technical Services advised that he will follow up on this.

3. Requested the latest status on the proposed overpass. The General Manager advised that this project has been identified as a possible funded project through the Federal Government’s $42 billion Nation Building and Jobs Plan. Announcement of this funding should be in approximately 1 month to 6 weeks.

Cr Deirdre Peebles 1. Could Council consider having better signage on the Cuan Bridge on the Merriwa end as people don’t slow down, particularly trucks. The Director Technical Services advised that there is a Giveway sign on the Scone side of the bridge and he will ask to look at whether improvements could be made to the approach signage.

2. Requested that investigation be made into the Golden Highway, Wollar Road section, where there was another bad accident. People are using this section as a passing lane. The Director Technical Services advised that he will request the Works Engineer to liaise with the Roads & Traffic Authority to see if improvements can be made.

Cr Lorna Driscoll 1. Advised that the sign for Alexandra Close at the Perth Street subdivision was not yet up and could this be done. The Director Technical Services advised that this is the developer’s responsibility and that if it has still not been erected he will follow up.


COMMITTEE/DELEGATES REPORTS Section: COMMITTEE/DELEGATES

C.2.1 FINANCE COMMITTEE Council: 23 February 2009

RECOMMENDATION: That the recommendations of the Finance Committee as circulated be adopted. BACKGROUND: The Finance Committee meeting has been called for Friday, 20 February 2009. Recommendations from that meeting will be available at the Council meeting. ISSUES: As per agenda paper. OPTIONS: Not applicable. FINANCIAL CONSIDERATIONS: As per report. RESOLVED that Council: F.2.1 Note the financial report for the period; and, F.2.2 1. Note the comments on the budget variations by managers. 2. Vote the funds requested and note the source of funds, as detailed by the managers.

Moved: Cr E Bates Seconded: Cr L Watts CARRIED


Section: COMMITTEES/DELEGATES REP26/09

C.2.2 MERRIWA TOURISM & PROMOTION COMMITTEE Council: 23 February 2009

RECOMMENDATION: That Council note the minutes of the Merriwa Tourism & Promotion Committee Meeting held on 22 January 2009. BACKGROUND: The minutes of the meeting are included as Attachment 1. ISSUES: As noted in the attached minutes. SUSTAINABILITY: Not applicable. OPTIONS: To adopt or amend the recommendation. FINANCIAL CONSIDERATIONS: As per budget allocation. RESOLVED that Council note the minutes of the Merriwa Tourism & Promotion Committee Meeting held on 22 January 2009.



ATTACHMENT 1

MINUTES OF THE MERRIWA TOURISM & PROMOTION COMMITTEE MEETING HELD IN RESOURCE CENTRE, MERRIWA, ON 23 JANUARY 2009, COMMENCING AT 6.00PM.

1.0 PRESENT: Cr Deidre Peebles (Chair), Mrs Tina Taylor, Mr Glenn Hunt, Mrs Di Inder, Mr Len Coluccio,

2.0 IN ATTENDANCE: Mrs Gaynor Blackadder

3.0 APOLOGIES: Mr Steve Pryor, Mrs Debbie Hunt, Mr Mark Inder, Mrs Enid Holt

MOTION: That the apologies be accepted and the necessary leave of absence be granted.

T Taylor/G Hunt CARRIED


MOTION: That the Minutes of the Merriwa Tourism & Promotion Committee Meeting held on 23 October 2008, a copy having been distributed to all members be taken as read and adopted.

G Hunt/L Coluccio CARRIED

5.0 DECLARATION OF INTEREST

Nil 6.0 BUSINESS ARISING FROM MINUTES

6.1 Rotary Sign

In discussion with Rotary to replace main part of signage with funding support from Council

6.2 Signposting Wollar Road

Signage to be placed at Merriwa turn off by Mid-Western Regional Council Enquire about signage covering Eco Friendly walks

6.3 Wetlands Project Invite Shortland Wetlands to come to Merriwa and to offer ideas on establishing the wetlands Continue to seek funding for project

6.4 Imag Publication Decided that progressing with Imag may not be feasible, further discussion at next meeting

6.5 Town Marketing Committee

Funding received for business project to surveys in postcodes, shopping baskets and customer service

Letter box expression of interest to be sought from a variety of artists 7.0 CORRESPONDENCE

Nil


8.0 GENERAL BUSINESS

8.1 RV Friendly Town Scheme Approach Council to implement a price change for RV that attend at the Caravan Park Enquire about approval to have RV access at local show ground

8.2 Location of a Pedestrian Crossing – Golden Highway Under Investigation with some changes already implemented Further enquiries into lighting in Vennacher Street above crossing

8.3 Stonehill Vineyard Signage Stonehill Vineyard to put complaint about signage to winery in writing and submit to Council

9.0 DATE OF NEXT MEETING Thursday, 26 March 2009 THERE BEING NO FURTHER BUSINESS, the meeting concluded at 6.50pm.



C.2.3 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE Council: 23 February 2009

RECOMMENDATION: That Council note the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 19 January 2009. BACKGROUND: The minutes of the meeting are included as Attachment 1. ISSUES: As noted in the attached minutes. SUSTAINABILITY: Not applicable. OPTIONS: To adopt or amend the recommendation. FINANCIAL CONSIDERATIONS: As per budget allocation. RESOLVED that Council note the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 19 January 2009.



ATTACHMENT 1

MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING HELD IN COUNCIL CHAMBERS, MERRIWA ON 19 JANUARY 2009 COMMENCING AT 7PM.

1.0 PRESENT: Ms Jan Cronin, Mrs Tina Taylor (Secretary), Mr Ron Campbell, Mrs Shirley Hunt, Ms Carlita McConnell, Cr Deirdre Peebles

2.0 IN ATTENDANCE: Mrs Gaynor Blackadder

3.0 APOLOGIES: Mr Len Coluccio


MOTION: That the minutes of the meeting of the Festival of the Fleeces held on 26 May 2008, a copy having been tabled to all members be taken as read and adopted. Mrs S Hunt/ Mrs T Taylor CARRIED MOTION: That the notes of the meeting of the Festival of the Fleeces held on 29 September 2008, a copy having been tabled to all members to be taken as read and adopted. Cr D Peebles/ Ms J Cronin CARRIED

5.0 BUSINESS ARISING FROM MINUTES Nil 6.0 CORRESPONDENCE Incoming

Quotes from High Velocity Trick Riding, Battlezone (Laser tag), Ka-Boom Fireworks, The Australian Wool Awards, Croc Stars, Heather Ware Craft, Paradise Resort Gold Coast, UHSC Parade Entry Form

Outgoing Sponsorship Letters, Memorabilia Auction Letters


7.1 Sponsorship Sponsorship letters have been sent out, total of 72.

7.2 Raffle Raffle to include 1st, 2nd,3rd and 4th prizes. Sydney adventure package to be purchased for 1st prize, balloon flight for 2nd prize and smaller prizes for 3rd and 4th.

7.3 Street Parade Need to look further into heritage listing and RTA tickets to allow machinery to participate

in parade.

7.4 Market Stalls Committee to seek more stall holders over the next 2 months.

7.5 Whip Cracking Invite this display back with the option of having them hold workshops throughout the day and then put on display later in the evening. Aim to hold 3 displays, 2 in main street and 1 at Showground.


7.6 Running of the Sheep Ron Campbell to locate sheep for festival and to find handler for the parade. Also invite John Wightman to be involved in the parade, this could be at the end of the parade.

7.7 Shearing Demonstration Jan Cronin to organise the sheep shearing in the main street in front of the Royal Hotel. Also to locate hand shearer for demonstration.

7.8 Dog Trials Ron Campbell to organise demonstration with John Wightman and also dog jumping.

This will occur in front of the Royal Hotel at various times of the day.

7.9 Golden Highway Closure Road closure will occur from 8.30am until 5pm on Saturday the 6th June 2009.

7.10 Billy Cart Derby

To approach Rotary to support and host event, other options include Brad and Glenn Hunt, Bruce Blackadder and John Henry Orton.

7.11 Art Show Cr Deirdre Peebles to locate possible interested persons to organise this event. This is to be decided by February meeting otherwise event is not to go ahead.

7.12 Fashion Parade Carlita McConnell will be organising a Mock Deb Ball. Committee to approach local organisations to supply 1 person each to be one of the “Debs”.

7.13 Toilets Seek pricing from other organizations.

7.14 Advertising & Promotion Advertise further afield with advertisement to be sent out in April.

7.15 Guest Personality

Seek football personality if possible to open event. 7.16 Small Machinery Display

Coordinated well and involvement to be extended to 2009, need to enquire further about necessary paperwork to host vehicles in parade.

7.17 Entertainment Ideas to be presented at next meeting to coordinate funds that need to be raised for

festival.

7.18 Money Raised Money raised from the Festival is to be split evenly 3 ways. 1 third to go to Rescue

Helicopter, Merriwa and District Rescue Squad and in a “kitty” to purchase the raffle and any other necessities.

7.19 Pie Eating Contest Event to be held again with sponsor to be sought for the pies.

7.20 Sponsorship of the Fireworks Sponsorship is to be found for this event to the effect of $4,000.00. 2008 display was brilliant and the committee will discuss staying with the same display operators.

7.21 Costume Hire Committee to purchase outfits for future events. Also approach Lenore Taylor for a price to make the costumes.

DATE OF NEXT MEETING Monday 16 February 2009 – Merriwa Council Chambers commencing at 7.00pm THERE BEING NO FURTHER BUSINESS, the meeting concluded at 8.45pm.


Section: COMMITTEES/DELEGATES REP-33/09

C.2.4 ADVANCING ABERDEEN COMMITTEE Council: 23 February 2009

RECOMMENDATION: That Council: 1. Note the minutes of the Advancing Aberdeen Committee meeting held on 9 February 2009 2. That Council move into Closed Council with the public excluded in accordance with Section 10 (2) (a)

of the Local Government Act 1993 as the matter and information are in regard to personal matters concerning particular individuals to determine the successful nominee for membership on the committee from the two applications and if appropriate select an alternate member.

BACKGROUND: The meeting of the Advancing Aberdeen Committee was held on Monday, 9 February 2009 at the Aberdeen Library.

The minutes of the meeting are included as attachment 1. Nominations were called to fill the vacancy to represent Business operators on the Committee.

Nominations were received from Lyla Ridgway and John Scriven. ISSUES: Nil SUSTAINABILITY: Not applicable. OPTIONS: Nil. FINANCIAL CONSIDERATIONS: Nil. RESOLVED that Council: 1. Note the minutes of the Advancing Aberdeen Committee meeting held on 9 February 2009.

Moved: Cr L Driscoll Seconded: Cr B Howey CARRIED RESOLVED that Council: 2. Move into Closed Council with the public excluded in accordance with Section 10 (2) (a) of the

Local Government Act 1993 as the matter and information are in regard to personal matters concerning particular individuals to determine the successful nominee for membership on the committee from the two applications and if appropriate select an alternate member.

Moved: Cr L Watts Seconded: Cr E Bates CARRIED

RESOLVED that Council appoint Ms Lyla Ridgway as member of the Advancing Aberdeen Committee and Mr John Scriven as the alternate member.

Moved: Cr L Driscoll Seconded: Cr L Watts

AMENDMENT TO THE MOTION

RESOLVED that Council appoint Mr John Scriven as member of the Advancing Aberdeen Committee and Ms Lyla Ridgway as the alternate member.

Moved: Cr L Watts Seconded: Cr D Peebles LOST

RESOLVED that Council appoint Ms Lyla Ridgway as member of the Advancing Aberdeen Committee and Mr John Scriven as the alternate member.

Moved: Cr L Driscoll Seconded: Cr L Watts CARRIED


Minutes of the meeting of the Advancing Aberdeen Committee held on Monday, 9 February 2009 at the Aberdeen Library, commencing at 7.00 pm

1. Present: Cr Lorna Driscoll (Chair)

Cr Lee Watts Michael Blay (representing hotels, clubs and accommodation providers) Dianna Daniels, John Driscoll, Kelly Hall and Les Hall (representing the Aberdeen community) Phillip Tickle (representing Aberdeen youth)

2. In Attendance: Steve Pryor and Lyla Ridgeway 3. Apologies: Heather Watson, Jan Sumner, Myra Bains, Fiona Tickle

MOTION: That the apologies be accepted and the necessary leave of absence be granted.

Moved: Phillip Tickle Seconded: John Driscoll CARRIED

4. Declaration of Interests: Nil 5. Confirmation of Minutes

MOTION: That the minutes of the meeting of the Advancing Aberdeen Committee held on 8 December 2008, a copy having been distributed to all members, be taken as read and adopted. Moved: John Driscoll Seconded: Kelly Hall CARRIED

6. Business Arising From the Minutes 6.1. Planning Night for Aberdeen Community

Application form to be completed by next meeting for lodgement to Department of State and

Regional Development.

6.2. Historical Pathway and Brochure Letters to be sent to all contributors giving an update and to check details of pavers.

6.3. Aberdeen Valley Fair

Work request tabled for work to be done by Council to correct hump in entry to shopping centre.

6.4. Graeme Street Bridge

Verbal details provided of proposed work, requested Council discuss with operators of trucks and

buses. 6.5. Valley View Park

Request Council to purchase new chair for park instead of relocating chair from McAdam Street.

Temporary garbage bin near McAdam Street chair to be made permanent with appropriate fixture.

7. Nominations for Business Operators Vacancy

Nominations received from Lyla Ridgeway and John Scriven. To be submitted for Council’s determination .


8. General Business

8.1. New Bus Shelter

New bus shelter proposed for near railway station through grant submitted by Scone

Neighbourhood Centre.

8.2. Trees over bridge at Perth/ Campbell Intersections

Trees need to be supported by steel posts as they are leaning over. Look at possibility of tip recycling steel posts when dumped as tree supports.

8.3. New Tree Watering

Need to look at tree planting timetable, newly planted trees suffering in current heat conditions.

All trees need a good watering.

8.4. Mowing McAdam Street Footpath

Has been mowed for some time by volunteers, Council needs to take this function back over.

8.5. Nandowra Street Footpath

Following water service repairs the footpath has been left to an unsatisfactory standard twice recently. Volunteers maintain footpaths and had to complain on both instances.

8.6. McQueen Street Telstra Pits

Following works several months ago, pits not reinstated correctly, now a trip hazard – work request tabled.

9. Next Meeting

7.00, Monday 16 March 2009. There being no further business, the Chairperson closed the meeting at 8.00pm


Section: COMMITEE / DELEGATES REP-32/09

C.2.5 MERRIWA AGED HOSTEL COMMITTEE Council: 23 February 2009

RECOMMENDATION: That Council:-

1. note the minutes of the Merriwa Aged Hostel Committee Ordinary Meeting and the Annual General Meeting held on 9 February 2009;

2. endorse the 2009 Merriwa Aged Hostel Committee’s request to accept

- the resignation of Mrs Jean Scott to leave the committee. - the nomination of Mrs Robyn Eyre to join the committee.

BACKGROUND: The minutes of the meeting are included as attachment 1. ISSUES: Nil SUSTAINABILITY: Not applicable OPTIONS: To adopt or amend the recommendation. FINANCIAL CONSIDERATIONS: As per budget allocation RESOLVED that Council:-

1. note the minutes of the Merriwa Aged Hostel Committee Ordinary Meeting and the Annual General Meeting held on 9 February 2009;

2. endorse the 2009 Merriwa Aged Hostel Committee’s request to accept - the resignation of Mrs Jean Scott to leave the committee. - the nomination of Mrs Robyn Eyre to join the committee.



MINUTES OF THE MERRIWA AGED HOSTEL COMMITTEE MEETING HELD AT MERRIWA CHAMBERS, ON MONDAY 9 FEBUARY 2009 COMMENCING AT 3.35PM.

1.0 PRESENT: Sr Mary Jackson (Arrived at 3.55pm), Cr Deirdre Peebles (chair), Mrs Marj Ward, Mrs Maree Goodear, Mrs Margaret Witney, Mr Bruce Cope, Mrs Libby Walker Mr Barry Ghersi and

2.0 IN ATTENDANCE: Mrs Robyn Eyre, Mr Steve Pryor, Ms Sue Duggan and Mrs Kate

Sommerlad 3.0 APOLOGIES: Mrs Jean Scott, Mr John Shipway, Mrs Olive Hancock and Rebecca

Hartshorne MOTION: That the apologies be accepted and the necessary leave of absence be

granted.

L Walker / M Witney CARRIED 4.0 DECLARATION OF INTEREST NIL 5.0 CONFIRMATION OF MINUTES

MOTION: That the minutes of the meeting of the Merriwa Aged Hostel Committee held on 8 December 2008 a copy having been distributed to all members be taken as read and adopted.

M Goodear / M Ward CARRIED 6.0 BUSINESS ARISING FROM MINUTES 7.0 CORRESPONDENCE

In – Department of Health and Ageing – Fire Safety Declaration In – Aged Care Standards and Accreditation Agency – Accreditation Reminder In – Request to join the Committee from Mrs Robyn Eyre.

8.0 HOSTEL SUPERVISOR’S REPORT

Three quarters of residents assessments now completed under ACFI system Currently no vacancies Staff and residents had a very busy Christmas / New Year period. MOTION: That the Supervisor’s report be accepted.

L Walker / B Ghersi CARRIED 9.0 TREASURER’S REPORT

Financial figures YTD are looking positive with revenue higher than expected and expenses less than expected.

Activities room expenditure has been moved to the following financial year. MOTION: That the Treasurer’s report be accepted.

M Witney / M Goodear CARRIED


10.0 GENERAL BUSINESS 10.1 Accreditation: The accreditation process has begun with Sue Duggan and Kate Sommerlad

working towards completing the application for accreditation by March 2009. The inspection will be in June/ July.

10.2 Activities Room: The DA will be submitted this financial year, then tenders to be sought for the activities room to be completed next financial year.

10.3 John Shipway: Get well card to be sent, wishing him the very best with his recovery. 10.4 Welcoming Centre Dates: Helpers Needed, please talk to Sue Duggan or Maree Goodear. 10.5 The resignation of Jean Scott from the Gummun Place Hostel Committee and the Fundraising

committee has been requested by Jean. 11.0 DATE OF NEXT MEETING

Monday, 20 April at 2.30pm, this meeting is a strategic planning meeting for the next 3 years.

THERE BEING NO FURTHER BUSINESS, the meeting concluded at 4.10pm


Section: COMMITTEE/DELEGATES REP-31/09

C.2.6 UPPER HUNTER FAMILY DAY CARE Council: 23 February 2009

RECOMMENDATION: That Council notes the minutes of the ordinary meeting of the Upper Hunter Family Day Care (UHFDC) Joint Advisory Group (JAG) meeting held on 16 December 2008. BACKGROUND: 1. The UHFDC Joint Advisory Group met on Tuesday 16 December 2008 in the Senior Citizens

Building, Oxford Road, Scone. 2. Present at the meeting were: Dannielle Bruce (Carer Representative), Mrs Helen Clark, Mrs

Jeannine Garrard, Cr Peter Hodges (Chairperson), Mrs Donna Rea and Cr Stephen Ward (Muswellbrook Shire Council).

3. A copy of the minutes of the meeting is included as Attachment 1. ISSUES: As outlined in the minutes. SUSTAINABILITY: Not applicable. OPTIONS: To adopt the minutes or not. FINANCIAL CONSIDERATIONS: Not applicable. RESOLVED that Council notes the minutes of the ordinary meeting of the Upper Hunter Family Day Care (UHFDC) Joint Advisory Group (JAG) meeting held on 16 December 2008.

Moved: Cr L Watts Seconded: Cr L Driscoll CARRIED


MINUTES of the meeting of the JOINT FAMILY DAY CARE ADVISORY COMMITTEE held at 6pm

on TUESDAY 16 December 2008 at the Senior Citizens Building, Oxford Road, Scone.

1.0 MEMBERS: Ms Dannielle Bruce (Carer Rep), Mrs Jeannine Garrard, Cr Peter Hodges (Chairperson), Mrs Donna Rea and Cr Stephen Ward (Muswellbrook Shire Council)

2.0 IN ATTENDANCE: Mrs Helen Clark 3.0 APOLOGIES: Ms Kim Manwaring and Cr Lee Watts 4.0 MINUTES OF PREVIOUS MEETING MOTION: that the notes of the meeting held 2 September 2008, be adopted as a true and accurate

record.

Moved: Mrs Jeannine Garrard Seconded: Ms Dannielle Bruce CARRIED

5.0 BUSINESS ARISING

5.1 Scheme Promotions and Marketing Noted,

Recent radio advertising has attracted enquiries re carer applications FDC Australia posters and brochures have been given to carers to distribute and/or display in their

respective towns 5.2 Carers Noted,

1 prospective carer (from Merriwa) has almost completed training and another prospective Merriwa carer has applied, been visited and will be interviewed shortly

1 prospective Scone carer has almost completed training and another prospective Scone carer is to be interviewed

1 prospective Aberdeen carer anticipates reviewing previous training and commencing work early in 2009

1 prospective Muswellbrook carer will be interviewed shortly 1 Aberdeen carer will go on maternity leave In December 1 Scone carer will leave the district in December 1 Merriwa carer will leave the district in December

5.3 JAG Meetings To note,

Letter to Muswellbrook Shire Council has been sent and representatives have been invited to attend JAG Meetings. Sharon Franks from Muswellbrook Shire Council has been in contact with Jeannine regarding further details.


6.1 Child Care Management System (CCMS)

Noted, The new system of reporting children’s attendance and processing Child Care Benefit (CCB) is working

well New Attendance Records which include the information now required have been printed and distributed

to carers

6.2 NSW Department of Community Services (DoCS) Monitoring Visit Noted,

A successful announced monitoring visit was conducted on 18 November 2008 and three carers visited No breaches were recorded against the services though several items were identified as requiring

monitoring. All carers have been informed of their responsibilities to maintain ongoing vigilance and successful follow up visits have been conducted by UHFDC staff.

6.3 Relief Carer Policy

Noted, Council has been requested to waive Development Application fees for registered Relief Carers wishing

to provide relief care in the regular carer’s home


6.4 Police Checks Noted,

The Family Day Care Funding Agreement requires carers to undertake a National Criminal History Records Check. Carers will be required to complete an application and take to their nearest Police Station at a cost of $52.00. All existing carers will have the costs covered by Family Day Care. A letter will be forwarded to all carers explaining the process.

7.0 CO-ORDINATOR’S REPORT (Accepted as tabled) 8.0 PERFORMANCE INDICATOR REPORT (Accepted as tabled) 9.0 BUDGET

9.1. Report on Year to Date figures (Accepted as tabled)

10.0 NEXT MEETING: 6pm, Tuesday 3 March 2009, UHSC Chambers. There being no further business the meeting closed at 6.40pm.


Section: COMMITTEES/DELEGATES

C.2.7 CONSULTATIVE COMMITTEE MINUTES Council: 23 February 2009

RECOMMENDATION: That Council note the minutes of the Consultative Committee meetings held 10 December 2008 and 4 February 2009 at Scone. BACKGROUND: Minutes of the Consultative Committee held 10 December 2008 and 4 February 2009 at Scone are included. ISSUES: As noted in the minutes. OPTIONS: To accept, modify or reject the recommendations. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council note the minutes of the Consultative Committee meetings held on 10 December 2008 and 4 February 2009 at Scone.



MINUTES OF THE UPPER HUNTER SHIRE COUNCIL

CONSULTATIVE COMMITTEE MEETING HELD 10 DECEMBER 2008

IN THE COUNCIL CHAMBERS, SCONE

COMMITTEE MEMBERS: Representatives Alternatives Management D Dutton

B Spannagle S Pryor

LGEA S Ward B O’Regan DEPA R Phelps D Casson USU Wages Division J Binks (Merriwa) - Chairperson

B Tinsey (Murrurundi) D Kilroy (Scone)

Vacant (Murrurundi) C Scriven (Scone)

USU Salaried Officers G Blackadder (Merriwa) Vacant Vacant

S Blyton (Merriwa) J Holland (Scone)

INVITEES: USU Officer, R Potter Human Resources Officer M Caban PRESENT: D Dutton, B Spannagle, J Binks, J Holland, S Pryor, S Ward, R Phelps, B Tinsey (via

video link) and G Blackadder (via video link). IN ATTENDANCE: M Caban, S Holaafolau, B O’Regan and C Robinson. APOLOGIES: D Kilroy. CONFIRMATION OF MINUTES RESOLVED that the Minutes of the meeting held on 22 October 2008 be adopted as a true and accurate record of the meeting.

B Spannagle/S Ward CARRIED

BUSINESS ARISING FROM PREVIOUS MINUTES Nil. AGENDA ITEMS Flexible Working Hours Update Discussed in conjunction with item iv. Council Agreement Review. Decorporatisation of Local Government Effective from 20 November 2008 Local Government has been decorporatised. This means Council now falls back under the State Award. Council is currently looking into how this may affect Council and employees. Update of Water and Sewer Review No further information since last Consultative Committee meeting. Robert Potter from the USU is meeting with the Minister next week. Council Agreement Review – current agreement due to expire in March 2009 The current Council Agreement will expire in March 2009 – time now to be reviewed. Information was handed out to Committee members outlining what type of issues can be covered by agreement. Committee members are requested to review and discuss with Council staff as their delegate.


A part of the document is the current RDL arrangement – the opportunity is available to introduce Flexible Working Hours arrangement. Currently staff core hours are being surveyed. A review of the agreement will be discussed at the Consultative Committee meetings and then a draft document made available to Council staff. Final document has to be agreed on by all staff and unions. Feedback to next Consultative Committee meeting. Consultative Committee Representative Elections Nomination forms for membership of the Committee have been received – 5 indoor nomination and 4 outdoor. Union members need to decide who will be their representative and then an election held to fill the non-union positions. All staff will get to vote on these positions eg. If 2 positions are to be filled then staff will be requested to vote for 2 people. The committee agreed on voting this way. GENERAL BUSINESS B Tinsey advised that some changes in staffing at Murrurundi have resulted in a truck driver position not being filled. B Spannagle explained that the staffing changes were only a temporary/trial basis. A casual officer would be offered training to get truck licence to fill the vacant position. M Caban advised that such issues should be discussed with the relevant supervisor. ii. R Phelps asked if unions had been advised of the review of the Council Agreement. M Caban advised that a letter would go out to all unions advising of the review. He also asked for a definition of core hours which is in the State Award. Part of the review may include core hours that staff are required to be at work. iii. S Ward advised that this would be his last Consultative Committee meeting. He thanked the Committee for their work. S Holaafolau advised that a letter had been received from the LGEA thanking S Ward for his time on the Committee and that he would be the LGEA’s delegate on the committee. B Spannagle thanked S Ward for his commitment to the committee over recent years. iv. Payroll is still investigating how the flexible working hour arrangement will function. NEXT MEETING 28 January 2009 MEETING CLOSED 9.55am


CONSULTATIVE COMMITTEE MEETING

10.00AM, 4 FEBRUARY 2009 COUNCIL CHAMBERS, SCONE

COMMITTEE MEMBERS: Representatives Alternatives Management D Dutton

B Spannagle S Pryor

LGEA S Ward B O’Regan DEPA R Phelps D Casson USU Wages Division J Binks (Merriwa) - Chairperson

B Tinsey (Murrurundi) D Kilroy (Scone)

Vacant (Murrurundi) C Scriven (Scone)

USU Salaried Officers G Blackadder (Merriwa) Vacant Vacant

S Blyton (Merriwa) J Holland (Scone)

PRESENT: D Dutton, B Spannagle, S Pryor, S Holaafolau (LGEA), R Phelps (DEPA), B Tinsey (USU Wages Division – Murrurundi), J Binks (USU Wages Division – Merriwa), G Blackadder (USU Salaried Officers – Merriwa), J Holland (USU Salaried Officers – Scone) APOLOGIES: R Potter (USU Officer), D Kilroy (USU Wages Division – Scone) ABSENT: Nil IN ATTENDANCE: M Caban (Human Resources Officer), B O’Regan (LGEA Alternative), C Robinson (Minute Secretary) MEETING OPENED: 10.06am CHAIRPERSON: J Binks CONFIRMATION OF MINUTES: RECOMMENDATION: That the previous Minutes of the Upper Hunter Shire Council Consultative Committee held on 10 November 2008, a copy having been distributed to all members, be taken as read and adopted. MOVED: B Tinsey SECONDED: G Blackadder MOTION: That the minutes as distributed be adopted as a true and accurate record of the meeting. BUSINESS ARISING: Nil business arising. AGENDA ITEMS: 1. The Local Water Utilities Report

The State Government has released a comprehensive Local Water Utilities report. The report recommends that water authorities be regionalized. The report contains several options with option 1 being the mandatory alliance of Upper Hunter, Muswellbrook and Singleton local government areas. A report was presented to the last Council meeting. A combined submission with Muswellbrook and Singleton Shire Councils will be made to the Minister.


Responsible Officer

Action Impact if not completed Date by

D Dutton

Report/update to next meeting Next meeting

2. The Review of Council’s Structure

The Local Government Act requires a council’s structure be reviewed within twelve months of an ordinary Council election. Council is currently formally reviewing its’ structure with each Director reviewing their Department followed by discussion with the Consultative Committee. It will be a positive review with feedback and suggestions welcome. There will be no major changes and any employees directly affected will be consulted. It is hoped to have the new structure implemented prior to relocation to the new administration building.

Responsible Officer


D Dutton


3. Consultative Committee Elections

Held - pending discussion between R Potter (USU) and D Dutton (General Manager).

Responsible Officer


M Caban


4. Council Agreement

Copies of the existing Council Agreement were distributed to members present at the meeting. Any feedback from staff was invited. Concerns were expressed over sick leave entitlements but it was advised that sick leave was covered by Council’s Sick Leave Policy and was not covered by the Agreement. The Flexi-Time Proposal was distributed to members present and this will be part of the Agreement which is to be finalised in March. The draft Agreement will be present to Senior Management and the distributed to all staff.

Responsible Officer


M Caban


GENERAL BUSINESS: S Holaafolau, on behalf of LGEA members raised the following issues: Can it be considered that there be a provision for a salary increase included within the Salary Matrix, for staff who perform at a high level but who may not have a qualification etc, to move onto the next step in their grade. M Caban advised that staff performing higher duties may request a regrade for that position. Can staff request the paying out of accrued sick leave hours over a certain amount? The response was that this cannot be done unless included in an Agreement.


Can there be a reward/bonus for staff who stay within a position for over twelve months where a skill shortage applies? This issue is covered in annual performance review. Can Council request reimbursement of training fees they have paid out if an employee resigns after receiving training? This is not enforceable.

Responsible Officer


2. R Phelps requested if Council can appoint an alternate Minute Secretary to the Consultative Committee in place of C Robinson due to her change of duties within Council.

Responsible Officer


J Binks

To organise the appointment of a new Minute Secretary to the Consultative Committee

Next meeting

Next meeting: 25 February 2009 Meeting closed: 11.05am


Section: COMMITTEES/DELEGATES REP-39/09

C.2.8 DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE Council: 23 February 2008

RECOMMENDATION: That Council: 1 . Note the minutes of the Development and Environmental Services Committee meeting held on 9

February 2009; 2. ln relation to:- Item 1.1 – DA 326/08 – Proposed extension to Scone Medical Practice

1 That DA No 326/08 be approved subject to appropriate conditions of consent including a contribution towards provision of additional carparking not able to provided with the current stage but to be provided in future stages of the development

2 That Council’s Technical Services Department be requested to prepare a report to consider options for traffic management in the vicinity of the Medical Centre including the right hand turn from the New England Highway and traffic movement along Surman Street.

Item 1.2 – DA 308/08 – Proposed Timor Limestone Quarry 1 That further consideration of the application be deferred pending receipt of all relevant

information and preparation of a Section 79c assessment. 2 That the determination of the development application be referred to an extraordinary

meeting of Council if considered necessary BACKGROUND: The Development and Environmental Services Committee met on the 13 February 2009. Council was represented by Councillors: M Johnsen (Chair), D Peebles, and L Watts. In attendance were: Cr W Howey; Staff: D Casson, Director of Environmental Services, D Dutton, General Manager attended for Item 1.1 discussion in the Chambers. Also in attendance Mrs C Pfister-Paradice and other community members as noted in the details for item 1.2 ISSUES: Refer to Minutes. SUSTAINABILITY: Appropriate development assessment of applications is required under the Environmental Planning and Assessment Act 1979, and includes consideration of sustainability in a variety of forms. OPTIONS: To agree with the recommendations of the Committee or propose an alternative recommendation. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council: 1. Note the minutes of the Development and Environmental Services Committee meeting

held on 9 February 2009; 2. ln relation to:- Item 1.1 – DA 326/08 – Proposed extension to Scone Medical Practice



Item 1.2 – DA 308/08 – Proposed Timor Limestone Quarry 1 That further consideration of the application be deferred pending receipt of all

relevant information and preparation of a Section 79c assessment. 2 That the determination of the development application be referred to an

extraordinary meeting of Council if considered necessary




Minutes of the Development and Environmental Services Committee

9 February 2009 – Upper Hunter Shire Council Chambers – Scone

Present: M Johnsen (Chair), D Peebles, and L Watts. In Attendance: Cr W Howey, D Casson, Director of Environmental Services, D Dutton, General Manager attended for Item 1.1 discussion in the Chambers. Mrs C Pfister-Paradice and other community members as noted in the details for item 1.2 . Apologies: Absent: Nil Declaration of Interest: Nil Agenda Items Item 1.1 – DA 326/08 – Proposed extension to Scone Medical Practice Issues

Several submissions had been received The committee members were able to review the proposal on site to gain an appreciation of the

circumstances It was noted that while not indicated in the current application, the proposed extensions form a

further stage of the medical practise development and will in fact join a proposed additional building of similar design and feature and to the existing medical practise building. It was agreed that the design was suited to allow such additional building work in the future and while the matters raised in submissions were considered, major redesign would not be practical for the circumstances.

Concerns regarding west facing windows and carparking were acknowledged. It is proposed to require double glazed windows to the western windows and there is significant shade provided by existing vegetation

Additional carparking will be provided at the rear however there is limited opportunity for additional customer carparking at the front in the short term, given the proximity of the dwelling on the land. In other similar circumstances a contribution to off street carparking has been required for developers when inadequate area is available on a particular site. It was considered appropriate that a similar condition should be applied, notwithstanding that it is proposed in further stages to provide such additional carparking (which will require removal / demolition of the existing house)

Recommendation:



Moved: Cr Watts Seconded: Cr Peebles CARRIED (Unanimous)

Item 1.2 – DA 308/08 – Proposed Timor Limestone Quarry Community Members in attendance: S Murdoch (Proponent) A Preston, J McIntyre, I Hynd (Progress Assoc) E Wills, D Wills, J Hill, M Dickson, J Rutledge (NHVSS) P Hyde (NHVSS) Issues

The Committee conducted site meeting and held discussions with representatives of the local community on site

The site inspection included viewing of matters raised by both Proponent and the community members

Mr Murdoch was able to answer a number of semi technical questions but acknowledged that he was not an environmental specialist.


Recommendation:

1 That further consideration of the application be deferred pending receipt of all relevant information and preparation of a Section 79c assessment.

2 That the determination of the development application be referred to an extraordinary meeting of Council if considered necessary

Moved: Cr Peebles Seconded: Cr Watts CARRIED (Unanimous)

Meeting Closed 2.30pm Next meeting 10 March 2008


Section: COMMITTEE / DELEGATES REP-42/09

C.2.9 COMMITTEE DELEGATES Council: 23 February 2009

RECOMMENDATION: That Council nominate and appoint Councillors to temporarily represent Committees meeting up until the first Council meeting after the by-election on 4 April 2009. BACKGROUND: Following the passing of Mayor Barry Rose and the resignations of Crs Peter Hodges and Claire Pfister-Paradice, has resulted in a number of vacancies on Council Committees. Some of these Committees are scheduled to meet prior to the by-election on 4 April 2009. Such meetings include: Finance (20 March and 17 April 2009) Development & Environmental Services (10 March and 7 April 2009) Works & Technical Services (10 March and 14 April 2009) Administrative Centre Working Group ( Family Day Care Joint Advisory (3 March 2009) Floodplain Management Local Environmental Plan Community Advisory Scone Regional Saleyards (10 March 2009) Upper Hunter County Council (Weeds) Upper Hunter Regional Library Upper Hunter Shire Traffic ISSUES: Councillor representation on Council Committees. SUSTAINABILITY: Not applicable. OPTIONS: To adopt, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: Nil. RESOLVED that Council appoint Councillors to temporarily represent Committees meeting up until the first Council meeting after the by-election on 4 April 2009 as per recommendations as listed: FINANCE COMMITTEE Cr Watts DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE Crs Driscoll & Bates WORKS AND TECHNICAL SERVICES COMMITTEE Cr Johnsen ADMINISTRATIVE CENTRE WORKING GROUP Cr Driscoll FAMILY DAY CARE JOINT COMMITTEE Cr Peebles FLOODPLAIN MANAGEMENT COMMITTEE Cr Bates LOCAL ENVIRONMENTAL PLAN COMMUNITY ADVISORY COMMITTEE Cr Bates & Driscoll SCONE REGIONAL SALEYARDS COMMITTEE Cr Howey UPPER HUNTER REGIONAL LIBRARY COMMITTEE Cr Howey UPPER HUNTER SHIRE TRAFFIC COMMITTEE Cr Johnsen

Moved: Cr B Howey Seconded: Cr L Watts CARRIED


Section: COMMITTEE / DELEGATES REP-44/09

C.2.10 SCONE CHAMBER OF COMMERCE & INDUSTRY Council: 23 February 2009

RECOMMENDATION: That the minutes of the meeting of the Scone Chamber of Commerce & Industry held on Wednesday, 14 January 2009 be noted. BACKGROUND: A meeting of the Scone Chamber of Commerce & Industry was held on Wednesday, 14 January 2009. Council was represented by Cr Michael Johnsen and Mr Sean Constable. ISSUES: Nil SUSTAINABILITY: Not applicable. OPTIONS: Nil. FINANCIAL CONSIDERATIONS: Nil. RESOLVED that the minutes of the meeting of the Scone Chamber of Commerce & Industry held on Wednesday, 14 January 2009 be noted.

Moved: Cr L Watts Seconded: Cr L Driscoll CARRIED







C.2.11 HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE Council: 23 February 2009

RECOMMENDATION: That Council note the minutes of the meeting of the Hunter Valley Museum of Rural Life Committee held on Tuesday, 10 February 2009. BACKGROUND: The fifth meeting of the Hunter Valley Museum of Rural Life Committee was held on 10 February 2009. Refer Attachment 1. ISSUES: Funding for a significance assessment of the Glenbawn Museum collection was unsuccessful. Until this work is carried out the avenues for further grant funding to protect and manage the collection are limited. Council is continuing to provide support through maintenance of the buildings located at Lake Glenbawn. SUSTAINABILITY: Not applicable. OPTIONS: Accept, reject or modify the recommendations. FINANCIAL CONSIDERATIONS: Nil. RESOLVED that Council note the minutes of the meeting of the Hunter Valley Museum of Rural Life Committee held on Tuesday, 10 February 2009.

Moved: Cr B Howey Seconded: Cr D Peebles CARRIED


ATTACHMENT 1

MINUTES OF THE HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE MEETING HELD AT COUNCIL CHAMBERS, LIVERPOOL ST SCONE, 10 February 2009,

COMMENCING AT 4.00PM

1.0 PRESENT: Sean Constable, Bridgett Nicholson, Roy Staddon, Jan Sumner, Cr Bill Howey, Geoff Harrison, Donna Rea, John Scriven

2.0 IN ATTENDANCE: Amelia Hohnen, Community Grants Officer UHSC

3.0 APOLOGIES: Danny Shields, Cr Lorna Driscoll 4.0 ADOPTION OF PREVIOUS MINUTES

That the minutes as presented be accepted as a true and accurate record of the meeting. B Nicholson/S Constable CARRIED

5.0 MATTERS ARISING FROM PREVIOUS MINUTES

Action Item 1: The items mentioned as old baler and chaff cutter are still available from Dartbrook Coal and are to be reused by the Upper Hunter Museum of Rural Life Committee – this is no longer an action item for this committee. Action Item 2: The funding application to National Library of Australia was unsuccessful. The reasoning provided included that the application involved more than one project (training and assessment) and that no quotes for the assessment were included in the application). Further correspondence with staff at Museums and Galleries suggest that the application has merit but the next round is not until the end of 2009. Action Item 6: A letter was sent to Leo Walsh thanking him for his involvement as chairperson on the committee. Action Item 7: Bridget Nicholson is to provide a copy of the publication for members to review and provide input where required. The brochure is being updated by volunteers so is taking some time but should be finished by May 2009. There are some inaccuracies in the current brochure that requires rectifying. All comments should be forwarded to Julie Baird (Bridget to provide her contact details)


Museums Advisor: UHSC has appointed a Museums Advisor for the Upper Hunter Shire. Lynn Collins will be working on a part-time basis (approximately two days per month for 10 months) and the position has been funded jointly through Museums and Galleries and UHSC. Lynn will be invited to sit on the HVMRL Committee. Lynn has visited the Glenbawn Museum and has met with Sue Boaden (consultant working with the Upper Hunter Museum Committee developing options for a cultural centre in Aberdeen). He will be working with all museums within the shire.

Significance Assessment: The assessment is still required for the Glenbawn collection

before anything can be done with the collection. It is vital that some quotes be sourced now so that the Committee can make approaches for financial assistance to have the assessment completed. This assessment would also assist the Upper Hunter Museum Committee by identifying those items that are significant to the local region that could form part of a “new” exhibit if the Trust decided to move the collection from its existing site. Action: Working Party to source 3 quotes from suitably qualified professionals to conduct the significance assessment. Lynn Collins to be asked to assist in sourcing quotes. Action: Belinda McKenzie to prepare a Business Paper for Council meeting in March requesting a financial contribution towards the cost of the significance assessment

Upper Hunter Museum of Rural Life Committee: The committee held a traditional high tea

in Aberdeen to celebrate the securing of grant funding and Council contributions for the development of a business plan for the Upper Hunter Cultural Centre featuring a museum. Cr Bill Howey wished to record his thanks and acknowledge the efforts of the group to achieve this milestone and the success of the night with over 80 local residents in attendance.


John Scriven indicated that the draft report will be available in early March. The cultural centre will be a focal point for the entire Upper Hunter not just Aberdeen.

Need for funds: The Trust requires funds to continue to maintain the collection and to get

these required studies completed. Museums and Galleries provide the only known grant funding for significance assessments. The committee should look to other funding sources other than Council as UHSC has already made a commitment to ensure that the collection is protected from weather and vermin in the interim. Action: Cr Bill Howey to write letters of request for funds to be sent to Lake Glenbawn State Park Trust and local thoroughbred studs seeking support for the numerous projects that will need to be completed. The letter of request should also include background and information relating to the museum (Sean, Amelia and Bridget to prepare this document for distribution).

Training activity: Museums and Galleries is conducting a workshop titled “Defying Extinction – Alternative Funding” in April 2009 in Sydney Action: Bridget Nicholson to distribute the flier to committee members

Conference: Museums Australia National Conference is to be held from 16-20 May 2009. There are bursaries available for those wishing to attend. Members should go to website www.ma2009.com.au for more information.

Working Party: The committee established a working party to progress the significance

assessment quotes and make a decision on the successful submission. The group will consist of Sean Constable, Amelia Hohnen, Bridget Nicholson and Belinda McKenzie.

7.0 DATE OF NEXT MEETING

Noted: The next meeting of the Hunter Valley Museum of Rural Life Committee will be advised following consultation with Lynn Collins to ensure his availability. It is proposed to be held towards the end of March once quotes have been received. THERE BEING NO FURTHER BUSINESS, the meeting concluded at 5.05pm.


Item Action Item Person Responsible Date for completion Progress 2 Notify committee of funding application

response

Sean Constable When decision made on funding

Notified on the website 13 November 2008 that the application was UNSUCCESSFUL

3 Include Jack Starr in future Museum information

Committee

4 Museums and Galleries training report for committee members

Jan Wild End of December 2008

6 Letter to Leo Walsh thanking him for his time and efforts as chairperson for the committee

Sean Constable 12 December 2008 Letter written and sent on behalf of committee.

7 Museums of the Upper Hunter publication – send copy of current publication and contact details for Julie Baird to all members

Bridget Nicholson 27 February 2009

8 Sourcing of quotes for Significance Assessment of collection

Working Party March 2009

9 Preparation and submission of Council Business Paper requesting financial contribution

Belinda McKenzie 11 march 2009

10 Preparation of Background Paper for inclusion with letters requesting financial contributions

Working party 27 February 2009

11 Letters requesting financial contributions

Cr Bill Howey 6 March 2009

12 Distribute information to members fro training and annual conference

Bridget Nicholson 27 February 2009

13 Contact Lynn Collins and coordinate date for next meeting of committee

Donna Rea March 2009


Section: COMMITTEE/DELEGATES

C.2.12 WORKS AND TECHNICAL SERVICES COMMITTEE Council: 23 February 2009

RECOMMENDATION: That Council:

1. Adopt the minutes of the meeting held on 17 February 2009. 2. Capital Works Program

Note the Capital Works Program update. 3. Community Strategic Plan & Future Works Program

Note the draft Community Strategic Plan & Future Works Program; 4. Building the Country Package

Note the funding available for projects under the Building the Country Package. 5. Regional and Local Community Infrastructure Program

Revise the current application to include refurbishment of the Scone Airport Terminal at an additional cost of $250,000. Reflect community partnerships of a minimum of $200,000 Include a contribution of $50,000 in the 2009/10 Community Strategic Plan

BACKGROUND: The Works and Technical Services Committee meeting was held on Tuesday 17 February 2009. Staff in attendance were Mr B Spannagle (Director Technical Services), Mr J Bush (Manager Civil Assets), Mr S Holaafolau (Manager Water & Waste), Mr S Ward (Manager Engineering Operations), Mr L Tudor (Works Engineer), Mrs C Pinkerton (Manager Technical Support Services) ISSUES:

1. Update on Capital Works projects 2. Community Strategic Plan & Future Works Program 3. Building the Country Package 4. Regional and Local Community Infrastructure Program

SUSTAINABILITY: As detailed in minutes. OPTIONS: To adopt, amend or reject the recommendations. FINANCIAL CONSIDERATIONS: As detailed in minutes. RESOLVED that Council:

1. Adopt the minutes of the meeting held on 17 February 2009. 2. Capital Works Program

Note the Capital Works Program update. 3. Community Strategic Plan & Future Works Program

Note that the draft Community Strategic Plan & Future Works Program is to be revised at a workshop before submitting to the Works & Technical Services Committee;

4. Building the Country Package Note the funding available for projects under the Building the Country Package.

5. Regional and Local Community Infrastructure Program Revise the current application to include refurbishment of the Scone Airport Terminal at an additional cost of $250,000. Reflect community partnerships of a minimum of $200,000 Include a contribution of $50,000 in the 2009/10 Community Strategic Plan Moved: Cr E Bates Seconded: Cr L Driscoll CARRIED


WORKS AND TECHNICAL SERVICES COMMITTEE HELD ON TUESDAY, 17 FEBRUARY 2009 COMMENCING AT 2.00PM IN THE COUNCIL CHAMBERS, LIVERPOOL STREET, SCONE

PRESENT: Cr E Bates (Chair), Cr L Driscoll, Cr B Howey IN ATTENDANCE: Mr B Spannagle (Director Technical Services), Mr J Bush (Manager Civil Assets), Mr S Holaafolau (Manager Water Waste), Mrs C Pinkerton (Manager Technical Support), Mr L Tudor (Works Engineer), APOLOGIES: Cr M Johnsen DECLARATION OF INTEREST: Nil 3.1 UPDATE ON CAPITAL WORKS PROGRAM BACKGROUND: Following the adoption of the 2008/09 Management Plan, a schedule of capital works to be undertaken has been prepared. This document also includes works carried over from 2007/08. ISSUES: Nil OPTIONS: N/A FINANCIAL CONSIDERATIONS: All works have been budgeted for in accordance with the Management Plan 2008/09 RECOMMENDED that the report be noted. MOVED: Cr B Howey SECONDED: Cr L Driscoll MOTION CARRIED 3.2 COMMUNITY STRATEGIC PLAN & FUTURE WORKS PROGRAM BACKGROUND: “The Community Strategic Plan & Future Works Program sits at the top of the Council works planning hierarchy and is the highest level plan that council will prepare. The purpose of the plan is to identify the community’s main priorities and expectations for the future and to plan strategies for achieving these. In doing this, the planning process will consider the issues and pressures that may affect the community and the level of resources that will realistically be available to achieve its aims and aspirations.” (“Councillor Guide”, NSW Department of Local Government in co-operation with the LGSA and Shires Association of NSW p52). ISSUES: While council has a custodial role in initiating, preparing and maintaining the Community Strategic Plan on behalf of the community, it is not wholly responsible for its implementation. Other partners such as state agencies and community groups may also be engaged in delivering the long term objectives of the plan. Each Community Strategic Plan must adequately address social, environmental, economic and civic leadership considerations. The timetable for development of the Plan has been set as:


Date Day Event Task

12/02/2009 Thursday SMG Community Strategic Plan- Endorsement of document

17/02/2009 Tuesday W&T Meeting Community Strategic Plan - report seeking input and activities

23/02/2009 Monday Council Meeting Community Strategic Plan adopted for community consultation

25/02/2009 Wednesday Community Strategic Plan

Copies forwarded to community groups for input. Workshops conducted where requested. Processes outlined, details of plan content explained.

10/03/2009 Tuesday W&T / D&E Meeting Status of Community Strategic Plan

3/04/2009 Friday Internally finalise Management Plan including public comments on Community Strategic Plan

27/04/2009 Monday Council Meeting Adopt Draft Operational & Delivery Plan and Community Strategic Plan

27/05/2009 Wednesday Closing date for submissions received for Operational & Delivery Plan and Community Strategic Plan

22/06/2009 Monday Council Meeting Adoption of Operational & Delivery Plan and Community Strategic Plan for 2009/10

OPTIONS: No adopt, amend or reject the recommendation FINANCIAL CONSIDERATIONS: Printing and public consultation costs RECOMMENDED that Committee members note the draft Community Strategic Plan & Future Works Program. MOVED: Cr B Howey SECONDED: Cr L Driscoll MOTION CARRIED 3.3 BUILDING THE COUNTRY PACKAGE BACKGROUND:

The $85 million Building the Country Package will help retain jobs outside of Sydney, supporting people who live and work in country areas. This new package complements existing programs designed to support regional communities.

The package has been developed in response to consultation undertaken in rural areas as part of the State Plan and the Rural and Regional Taskforce.

ISSUES: Grants include: Local Infrastructure Support Fund Local Infrastructure Support Fund - $52 million over 5 years

supporting infrastructure projects that are directly linked to economic development opportunities. The fund will be delivered by the Department of State and Regional Development.

Community Broadband Development Fund - This fund will provide $11.6 million over 5 years to

help small and remote towns set up community-based high speed broadband network facilities. The fund will be delivered by the Department of State and Regional Development

Water Adjustment Innovation Fund Businesses, business clusters and industry groups located in

the Murray Darling Basin which includes the catchment management areas of the Border


Rivers/Gwydir, Namoi, Central West, Western, Lachlan, Lower Murray Darling, Murrumbidgee and Murray are eligible to apply. Council is ineligible for this funding

Small Chambers of Commerce Fund This fund will provide $450,000 over 5 years to help small

town chambers of commerce with promotional activities in country towns. The fund will be delivered by the Department of State and Regional Development.

Country Halls Renewal Package This package will provide $2.5 million over 5 years towards

renewing country halls. The package will help small communities in country NSW to renovate, extend or upgrade community halls.

Small Communities Awareness Fund This fund will provide $450,000 over 5 years to help smaller

and more isolated communities develop their own websites to promote what they can offer as a business and tourism destination.

Country Libraries Fund $9 million over 5 years to help country libraries buy new books and digital

media, and pay for building works. The fund will be delivered by the Department of Arts, Sport and Recreation..

Council staff will be identifying projects to submit for funding. OPTIONS: No adopt, amend or reject the recommendation FINANCIAL CONSIDERATIONS: Dependent on funding applications submitted RECOMMENDED that the Committee note the funding available for projects under the Building the Country Package. MOVED: Cr B Howey SECONDED: Cr L Driscoll MOTION CARRIED 3.4 REGIONAL AND LOCAL COMMUNITY INFRASTRUCTURE PROGRAM BACKGROUND: On 18 November 2008, the Australian Government announced it was making available $300 million to local government to stimulate growth and economic activity across Australia and support national productivity and community well-being. This included $50 million for Regional and Local Community Infrastructure Program (RLCIP) - Strategic Projects, which was open to larger projects and would be allocated on a competitive basis. An additional $500 million has been made available for community infrastructure like sports grounds, swimming pools, community centres and town halls. Applications for the now $550 million Strategic Projects program, are to be reopened for three weeks to provide an opportunity to local council’s who were unable to submit an application in the first round or were unable to submit their preferred application. ISSUES: Upper Hunter Shire Council has previously made application for $2,045,000 for the Scone Airport Rehabilitation and Upgrade. All councils that did not apply but were eligible for the RLCIP-SP have the opportunity to apply for funding from the Program. Interested local governments must do one of the following:

1. advise the Department that they wish to continue with their existing applications; 2. submit a new application for a new project; or 3. revise their existing application and resubmit within the deadline.


The Department of Infrastructure, Transport, Regional Development and Local Government will accept one application per council and one application per group of councils. All applications will be required to satisfy the original Program Guidelines e.g. applications are to be for $2 million or more and project construction is required to commence within six months of signing the Funding Agreement. Preference is also for projects with partnership funding. Please note: a change to the guidelines is that payments will not be 100% up front, but rather projects will receive between 25- 50% of funds on signing a Funding Agreement, depending on funding amount. Remaining funds will be paid incrementally depending upon the achievement of negotiated milestones. The Government is also conscious of the additional needs of local communities that have been affected by the Victorian bushfires and the Queensland floods. OPTIONS: 1. To continue with existing application; 2. To submit a new application for a new project; or 3. Revise our existing application and resubmit within the deadline.

FINANCIAL CONSIDERATIONS: $2,045,000 current grant application $2,295,000 revised grant application RECOMMENDED that Council:

1. Revise the current application to include refurbishment of the Scone Airport Terminal at an additional cost of $250,000.

2. Reflect community partnerships of a minimum of $200,000 3. Include a contribution of $50,000 in the 2009/10 Community Strategic Plan

MOVED: Cr E Bates SECONDED: Cr L Driscoll MOTION CARRIED


DEVELOPMENT Section: DEVELOPMENT REP 30/09

D.2.1 FOOTPATH TRADING POLICY Council: 23 February 2009

RECOMMENDATION: That Council adopt the Footpath Trading Policy, as advertised. BACKGROUND: A survey of premises in the Scone central business area during 2008 revealed that many retail stores utilise the footpath for the display of goods for sale. Displays include clothing racks, display tables and individual items. Council has existing policies for “A-Frame Signs, Pot Plant Stands and Kerbside Tables and Chairs”; however footpath trading is not included. Council resolved to consolidate the existing policies and extend the provisions to include footpath trading and to amend the Fees and Charges Schedule accordingly. A copy of the draft Footpath Trading Policy is attached. ISSUES:

The draft policy was publicly advertised for the period 22 October 2008 to 28 November 2008 and all affected businesses were separately notified.

Council received one submission (copy attached). The issues raised in the submission (limits on numbers, public safety, business opportunity and

public liability insurance) were carefully considered in formulating the policy. No change to the draft policy is considered necessary.

Each display stand will attract an annual fee of $35 (2008/09), consistent with fees currently applying to other items.

SUSTAINABILITY: The adoption of a policy will ensure that street trading is carried out in a consistent and safe manner with minimal impact on the local environment. OPTIONS: Adopt the recommendation or require a further detailed report. FINANCIAL CONSIDERATIONS: Costs incurred in assessing applications and carrying out inspections can be recouped through the levying of appropriate fees. RESOLVED that Council adopt the Footpath Trading Policy, as advertised.

Moved: Cr L Watts Seconded: Cr B Howey CARRIED



LAWS & ENFORCEMENT – POLICY – Footpath Trading Introduction The term “Footpath Trading” used in this policy refers to the temporary placing of structures or items on the public footpath within business areas for the purposes of providing a service to customers or either selling or displaying goods in association with an adjacent commercial undertaking. The temporary structures or items covered by this policy are:

A-frame signs Pot plant stands Tables and chairs Display stands (displaying articles for sale, however contained e.g. racks, stands,

tables, containers, individual articles, etc.) Policy Council will require that all structures and items temporarily placed on a public footpath for a purpose associated with a commercial undertaking:

1. Are subject to the determination of an application to Council;

2. Are placed, maintained and managed in accordance with all conditions of a Licence issued by Council;

3. Are covered by adequate public liability insurance; and

4. Are only permitted on the public footpath whilst the associated commercial undertaking is open

for business or a lesser time as specified by Council. Objectives

1. To ensure that the placement of temporary structures or items on public footpaths is carried out in an orderly manner and adds to the attractiveness, amenity and vibrancy of shopping precincts.

2. To ensure that pedestrians, particularly disabled persons, are not endangered or unduly

restricted or inconvenienced by the placement of temporary structures or items on public footpaths.

3. To enable vendors to display goods or provide street furniture to improve their public exposure

and provide a service to customers.

4. To provide for special promotional/shopping days where a large number of businesses participate in street trading.

5. To protect the financial interests of ratepayers by charging a reasonable fee for administration

of the use of a public footpath for commercial purposes. Procedures

A- Frame Signs

1. All premises will be limited to one (1) sign only. 2. Signs located within the road reserve (on footpath) must not obstruct pedestrian or

vehicular traffic. 3. Signs shall be:

i. Professionally sign written. Details should be restricted to the name and brief description of the premises, the hours or trading and the word OPEN. Note: A maximum of 50% of each side of the sign may be utilised for

‘blackboard’ signage, subject to such signage being neat.


ii. Located adjacent to and not more than 0.8m from the building frontage and a minimum distance of 1m from any doorway.

iii. Have a maximum area of 1m2 with a maximum height of 1.2m. iv. Constructed so as to avoid protrusions, sharp edges or projecting feet. v. Displayed only during normal trading hours of the business being advertised. vi. Anchored in position while on display e.g. suitably designed 5kg weight or approved

recessed ring. 4. The advertiser shall undertake a public liability insurance policy of ten million dollars

($10,000,000). The policy shall note Council’s interest. A copy of the current policy shall be submitted to Council annually with the relevant fees for the signs.

5. The advertiser shall accept that any actions of non compliance with the abovementioned requirements shall result in the impoundment of the sign and the cancellation of the licence approval. The advertiser will be required to pay any costs associated with the impoundment of the sign and reapply to Council for a further licence.

6. An annual fee in accordance with Council’s Fees and Charges Schedule is applicable. 7. An application form shall be completed which includes details of the proposed signage as

indicated above. 8. Regulation of the policy will be based on any complaints received.

Pot Plant Stands

1. All premises will be limited to two (2) pot plant stands. 2. No form of advertising shall be placed on the pot plant stands. 3. Pot plant stands shall be:

i. Located adjacent to and not more than 1.0m from the building frontage or 600mm from the kerb, and a minimum distance of 1m from any doorway.

ii. Be of maximum dimensions of 1.0m in height and 0.6m wide. iii. Constructed so as to avoid protrusions, sharp edges or projecting feet. iv. Displayed only during trading hours of the business. (Note: Individual pots of

suitable design may be permitted to remain in position). v. Anchored in position while on display or have a minimum weight of 10kg.

4. The owner of the pot plant stand shall undertake a public liability insurance policy of ten million dollars ($10,000,000). The policy shall note Council’s interest. A copy of the current policy shall be submitted to Council annually with the relevant fees for the signs.

5. The owner of the pot plant stand shall accept that any actions of non compliance with the abovementioned requirements shall result in the impoundment of the stand and the cancellation of the licence approval.

6. An annual fee in accordance with Council’s Fees and Charges Schedule is applicable – allowing up to two pot plant stands.

7. An application form shall be completed which includes details as indicated above. 8. Regulation of the policy will be based on any complaints received.

Tables and Chairs

1. Unless otherwise stated, all premises will be limited to two tables with a maximum of two

chairs per table. 2. No form of advertising shall be placed on the tables or chairs. 3. Tables and chairs shall be:

i. Located adjacent to the building frontage providing a minimum of 2m for pedestrian access to the roadside kerb and a minimum distance of 1m from any doorway.

ii. Constructed so as to avoid protrusions, sharp edges or projecting feet. iii. Placed on the footpath area only during trading hours of the premises. iv. Tables shall be anchored in position while on the footpath or have a minimum

weight of 10kg. v. Designed to enhance the streetscape with good quality street furniture. Details to

be submitted and approved by Council. (Note: Polyester or plastic tables and chairs will not be generally approved).

4. The owner of the premises utilising the tables and chairs shall provide evidence of a public liability insurance policy of ten million dollars ($10,000,000). The policy shall note Council’s interest. The policy must be kept current and a copy of the policy shall be submitted to Council annually with the relevant fees for the tables and chairs.


5. The owner of the premises utilising the tables and chairs shall accept responsibility for maintaining the cleanliness of the facilities and general footpath area, noise and other environmental factors.

6. The owner of the premises utilising the tables and chairs shall accept that any actions of non compliance with the abovementioned requirements shall result in the impoundment of the tables and chairs and the cancellation of the licence approval.

7. An application form shall be completed which includes details as indicated above. 8. An annual fee in accordance with Council’s Fees and Charges Schedule applies. 9. Regulation of the policy will be based on any complaints received. Display Stands 1. All premises will be limited to five (5) display stands. 2. No form of product advertising shall be placed on display stands. 3. Display stands shall be:

i. Located adjacent to and not more than 1.0m from the building frontage and a minimum distance of 1m from any doorway.

ii. Located such to provide a minimum of 2m for pedestrian access to the roadside kerb.

iii. Be of maximum dimensions of 1.5m in height and 1.2m wide. iv. Constructed so as to avoid protrusions, sharp edges or projecting feet. v. Displayed only during trading hours of the business. vi. Anchored in position while on display or have a minimum weight of 10kg.

4. The owner of the display stand shall undertake a public liability insurance policy of ten million dollars ($10,000,000). The policy shall note Council’s interest. A copy of the current policy shall be submitted to Council annually with the relevant fees for the signs.

5. The owner of the display stand shall accept that any actions of non compliance with the abovementioned requirements shall result in the impoundment of the stand and the cancellation of the licence approval.

6. An annual fee per article in accordance with Council’s Fees and Charges Schedule is applicable.

7. An application form shall be completed which includes details as indicated above. 8. Regulation of the policy will be based on any complaints received.


GENERAL ADMINISTRATION Section: General Administration REP-/09

G.2.1 ABC LEARNING CENTRE – SCONE Council: 23 February 2009 RECOMMENDATION:

That Council move into Closed Committee with the public excluded in accordance with Section 10 (2) (d) (i) of the Local Government Act 1993, as the matter and information are commercial information of a confidential nature that would if disclosed prejudice the commercial position of the person who supplied it. BACKGROUND: Council continues to peruse the fate of Scone ABC in an endeavour to obtain a positive result for the centre. ISSUES: Refer to confidential report. SUSTAINABILITY: Refer to confidential report. OPTIONS: Refer to confidential report. FINANCIAL CONSIDERATIONS: Refer to confidential report. RESOLVED that Council move into Closed Committee with the public excluded in accordance with Section 10 (2) (d) (i) of the Local Government Act 1993, as the matter and information are commercial information of a confidential nature that would if disclosed prejudice the commercial position of the person who supplied it.

Moved: Cr L Watts Seconded: Cr E Bates CARRIED

RESOLVED that Council:- 1. Submit only a non-binding further expression of interest at this stage in regard to the

purchase of ABC Learning Centre Scone. 2. Delegate to the Mayor and General Manager authority to negotiate with the Receivers if

no alternative offers are accepted by other parties for the ABC Learning Centre Scone.



Section: GENERAL ADMINISTRATION REP-35/09

G.2.2 SBS & ABC CLASSIC FM RADIO FOR MURRURUNDI Council: 23 February 2009

RECOMMENDATION: That Council support the application for the establishment of SBS and ABC Classic FM Radio in Murrurundi and vote an amount of $7,650 as Council’s contribution. BACKGROUND: Community groups from Murrurundi have requested that Council look at funding options to gain access to SBS Radio and Television and to ABC Classic FM Radio. Funding is available for SBS with 100% subsidy for radio and 75% for television. A transmitter would be required for ABC Classic FM Radio at a cost of $2,900. A site has been determined by Rural Electronic Productions and agreement reached with the landowner. Following Council’s commitment to the project, Rural Electronic Products will lodge the application on behalf of Council. Council has recently been successful in obtaining similar funding for Merriwa. ISSUES: Nil. SUSTAINABILITY: Not applicable. OPTIONS: To accept or reject the recommendation. FINANCIAL CONSIDERATIONS: Funds will be made available from Council’s restricted assets. RESOLVED that Council support the application for the establishment of SBS and ABC Classic FM Radio in Murrurundi and vote an amount of $7,650 as Council’s contribution.




G.2.3 COMMON SEAL, SALE OF LAND ABERDEEN HEIGHTS Council: 23 February 2009

RECOMMENDATION: That the Mayor and General Manager be authorised to sign, and Council’s Common Seal be affixed to documents associated with the sale of Council land, being Stage 2 Aberdeen Heights Lot 110 and Lots 99 – 122 of the subdivision of Lot 11 in DP 1069804 BACKGROUND: Stage 1 of Aberdeen Heights was completed several years ago. Stage 2 has Development Consent for 20 lots but work has not commenced at present. Council has subdivided a further single lot on Graeme St Aberdeen within the same DP. The Plan of Subdivision and Section 88B Instrument have been prepared for registration in Sydney. These documents require Council’s Common Seal for execution. ISSUES: Nil. SUSTAINABILITY: Nil. OPTIONS: Documents will require Council’s Common Seal to be affixed. FINANCIAL CONSIDERATIONS: Council property. Any excess above the costs of developing the land will be used for development of future stages. RESOLVED that the Mayor and General Manager be authorised to sign, and Council’s Common Seal be affixed to documents associated with the sale of Council land, being Stage 2 Aberdeen Heights Lot 110 and Lots 99 – 122 of the subdivision of Lot 11 in DP 1069804.

Moved: Cr L Driscoll Seconded: Cr D Peebles CARRIED


Section: GENERAL ADMINISTRATION REP-

G.2.4 COMMON SEAL: LEASE AGREEMENT – DR SALAMA Council: 23 February 2009

RECOMMENDATION: That Council affix the common seal to the Lease Agreement between Dr Salama and Upper Hunter Shire Council for the Merriwa Medical Centre. BACKGROUND: The previous lease for the Merriwa Medical Centre expired some time ago and was with a former doctor. Negotiations have taken place with Dr Salama and a new lease has been prepared by Scone Legal and is ready for execution by both parites. ISSUES: Nil. SUSTAINABILITY: Nil. OPTIONS: Documents will require Council’s Common Seal to be affixed. FINANCIAL CONSIDERATIONS: Scone Legal costs yet to be incurred. Changes to the pricing structure of the former lease. RESOLVED that Council affix the common seal to the Lease Agreement between Dr Salama and Upper Hunter Shire Council for the Merriwa Medical Centre.

Moved: Cr D Peebles Seconded: Cr E Bates CARRIED



G.2.5 NAIDOC WEEK SCHOOL INITIATIVES COMPETITIONS Council: 23 February 2009

RECOMMENDATION: That Council contribute $250 towards 2009 NAIDOC Week School Initiatives Competitions. BACKGROUND: The NAIDOC Week School Initiative Competitions have been an instrumental school activity for the past seven years. The aim of the initiatives is to provide children with a greater understanding of the importance of friendship and cultural diversity. The competitions reflect Aboriginal ancestry and promote the growth of positive attitudes in all students towards Aboriginal people. ISSUES: Council has participated in this initiative in a previous round of Cultural Activity Grants (CAG). The submission has missed the CAG application round for 2008/9. The contribution sought from Koori Kids is $450. A copy of the proposal is attached. SUSTAINABILITY: N/A OPTIONS: To contribute $250 or not. FINANCIAL CONSIDERATIONS: The contribution would be supplied from the Cultural Activity Grant allocation. RESOLVED that Council contribute $250 towards 2009 NAIDOC Week School Initiatives Competitions.








G.2.6 COMMON SEAL: SALE OF LAND – ABERDEEN BRIDGE Council: 23 February 2009

RECOMMENDATION: That Council affix the common seal to the Contract for Sale of the land between the Roads and Traffic Authority and Upper Hunter Shire Council for the purchase of Part Lot 1 DP 1076080 from Council. BACKGROUND: The Roads and Traffic Authority is acquiring Part Lot 1 DP 1076080 from Council for the construction of a proposed new bridge over the Hunter River at Aberdeen. The area acquired is approximately 650m². The valuation has been determined by the Valuer General under the Land Acquisition (Just Terms Compensation) Act 1991. ISSUES: Nil. SUSTAINABILITY: Nil. OPTIONS: Documents will require Council’s Common Seal to be affixed. FINANCIAL CONSIDERATIONS: $21 000 including GST to be paid by the RTA. RESOLVED that Council affix the common seal to the Contract for Sale of the land between the Roads and Traffic Authority and Upper Hunter Shire Council for the purchase of Part Lot 1 DP 1076080 from Council.

Moved: Cr E Bates Seconded: Cr L Driscoll CARRIED


Section: GENERAL ADMINISTRATION

G.2.7 REQUEST FOR SPONSORSHIP - MUSWELLBROOK & UPPER

HUNTER EISTEDDFOD INC Council: 23 February 2009

RECOMMENDATION: That Council provide sponsorship of $250 to Muswellbrook and Upper Hunter Eisteddfod Inc to assist in the staging of the Eisteddfod 2009. BACKGROUND: A request has been received from Muswellbrook and Upper Hunter Eisteddfod Inc for a donation from Council to assist in the staging of the 2009 Eisteddfod. (Refer attached) All donations are acknowledged in the Eisteddfod programs. Council has supported the Eisteddfod with a donation of $250 each year since 2005. ISSUES: Sponsorship by Council of the Muswellbrook and Upper Hunter Eisteddfod 2009 by way of financial assistance. SUSTAINABILITY: Not applicable. OPTIONS: To provide financial support or reject the request FINANCIAL CONSIDERATIONS: Funds to cover this donation are available in the 2008/9 budget. RESOLVED that Council provide sponsorship of $250 to Muswellbrook and Upper Hunter Eisteddfod Inc to assist in the staging of the Eisteddfod 2009.




POLICY MATTERS Section: POLICY MATTERS REP-/09

H.12.1 COUNCIL POLICIES Council: 23 February 2009 RECOMMENDATION: That Council: 1. Adopt the following policies

a. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND DEVELOPMENT APPLICATIONS – Relocated Dwellings

b. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND DEVELOPMENT APPLICATIONS – Land Fill

c. LAND USE AND PLANNING – STANDARDS – Easements in Urban Subdivisions d. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Bed and Breakfast Establishments e. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Cut and Fill Guidelines 2. Rescind the policies of the former Scone Shire Council:

a. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND DEVELOPMENT APPLICATIONS – Re-sited dwellings

BACKGROUND: Council officers undertake an ongoing review of Council’s policies. Some policies need amendment to reflect current circumstances/practices and others can be rescinded. The draft policies and policies to be rescinded, are provided under separate cover. 1. Generally, these policies are similar to previous policies with the layout being changed to bring a

consistent approach to Council’s policies. Specific comments are recorded on Attachment 1. 2. Generally, the policies to be rescinded are considered to be of a day-to-day management nature,

which can be approved by the General Manager as an administrative principle. Specific comments are recorded on Attachment 2.

ISSUES: Policies provide guidance to the Council and its officers. SUSTAINABILITY: Not applicable. OPTIONS: Council may:

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

FINANCIAL CONSIDERATIONS: Nil That Council: 1. Adopt the following policies

a. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND DEVELOPMENT APPLICATIONS – Relocated Dwellings

b. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND DEVELOPMENT APPLICATIONS – Land Fill

c. LAND USE AND PLANNING – STANDARDS – Easements in Urban Subdivisions d. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Bed and Breakfast Establishments e. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Cut and Fill Guidelines 2. Rescind the policies of the former Scone Shire Council:

a. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND DEVELOPMENT APPLICATIONS – Re-sited dwellings




ATTACHMENT 1 Policies to be Adopted

BACKGROUND: These policies are similar to previous policies with the layout being changed to bring a consistent approach to Council’s policies. The following specific comments relate:

a. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Relocated Dwellings This policy replaces the policy of the former Scone Shire Council “Relocatable Dwellings Policy”, which was adopted 19 May 1997 and amended on 28 July 2003; and Council’s DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND DEVELOPMENT APPLICATIONS – Re-sited Dwellings (INT-23091/08) which was adopted on 24 November 2008.

b. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Land Fill This policy is based on and replaces the policy of the former Scone Shire Council “Regulations, Development (12) Land Filling Of”, which was adopted on 4 March 1997.

c. LAND USE AND PLANNING – STANDARDS – Easements in Urban Subdivisions

This policy replaces the policy of the former Scone Shire Council “Regulations, Development (15) Easement/Right of Way Access”, which was adopted in 1993.

d. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Bed and Breakfast Establishments This policy replaces the policy of the former Scone Shire Council “Regulations, Development (17) Bed and Breakfast Establishments”, which was adopted on 17 November 1997.

e. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Cut and Fill Guidelines This policy replaces the policy of the former Scone Shire Council “Regulations, Development (13) Cut & Fill Guidelines”, which was adopted in 1993.


ATTACHMENT 2 Policies to be Rescinded

BACKGROUND: Generally, the policies to be rescinded are considered to be of a day-to-day management nature, which can be approved by the General Manager as an administrative principle. The following specific comments relate:

a. DEVELOPMENT AND BUILDING CONTROLS – POLICY – BUILDING AND

DEVELOPMENT APPLICATIONS – Re-sited dwellings


TECHNICAL/WORKS Section: TECHNICAL/ WORKS REP

J.2.1 ROAD CLOSURE – TURANVILLE ROAD, SCONE Council: 23 February 2009

RECOMMENDATION: That Council apply to the Department of Lands to close the unused road on the northern side of Lot 1 DP 977380 subject to Mr Sedgwick: agreeing in writing to pay all of Council’s legal and statutory costs; and agreeing to purchase the closed roads from Council at an agreed price negotiated by the

General Manager. BACKGROUND: Mr Rowan Sedgwick is the owner of Lot 1. The road to the north of his property, running west from Turanville Road to the Dartbrook Creek. ISSUES: The road reserve runs very close to Mr Sedgwick’s property and is dissected by water pipes and fences. SUSTAINABILITY: The land use will not change and the proposal will not impose any on going costs to Council. OPTIONS: Council may: apply to the Department of Lands to close these roads, subject to conditions; defer the matter and seek further information; decline Mr Sedgwick’s offer to purchase these roads. FINANCIAL CONSIDERATIONS: Council will receive the proceeds from the eventual sale of these sections of road. RESOLVED that Council apply to the Department of Lands to close the unused road on the northern side of Lot 1 DP 977380 subject to Mr Sedgwick: agreeing in writing to pay all of Council’s legal and statutory costs; and agreeing to purchase the closed roads from Council at an agreed price negotiated by the

General Manager.

Moved: Cr E Bates Seconded: Cr L Driscoll CARRIED

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 4.58PM

