MONDAY 30 APRIL 2018 IN THE COUNCIL CHAMBERS, SCONE ... · In accordance with Council’s policy, Recognition of Length of Service, Council will appropriately recognise staff with

Page 1 of 132 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 30 April 2018

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 30 APRIL 2018 IN THE COUNCIL CHAMBERS, SCONE COMMENCING AT 5.00pm

PRESENT: Cr Wayne Bedggood (Mayor), Cr Maurice Collison (Deputy Mayor), Cr Sue Abbott, Cr Josh Brown, Cr James Burns, Cr Ron Campbell, Cr Lorna Driscoll and Cr Lee Watts. APOLOGIES: RESOLVED that the apologies received from Cr Kiwa Fisher and Cr Josh Brown be accepted and leave of absence granted.

Moved: Cr J Burns Seconded: Cr R Campbell CARRIED IN ATTENDANCE: Mr Steve McDonald (General Manager), Mr Steve Pryor (Director Operations), Mr Mathew Pringle (Director Environmental & Community Services), Mr Wayne Phelps (Manager Finance), Ms Daele Healy (Communications Officer) and Mrs Robyn Cox (Executive Assistant). ADOPTION OF MINUTES: RESOLVED That the minutes of the ordinary Council meeting held on 26 March 2018 be adopted which included the amendment to Cr Watts’ question without notice.

Moved: Cr J Burns Seconded: Cr R Campbell CARRIED

DECLARATIONS OF INTEREST: K.04.1 Delegation of Authority to General Manager Mr Steve McDonald declared a non-pecuniary interest / significant conflict for the reason that the item relates to his position as General Manager. Mr McDonald advised that he would leave the Chamber and take no part in discussion. PUBLIC PARTICIPATION: Nil


UPPER HUNTER SHIRE COUNCIL

Ordinary Meeting - 30 April 2018

TABLE OF CONTENTS

MAYORAL MINUTES................................................................................................... 3

A.04.1 PRESENTATION TO STAFF - LENGTH OF SERVICE ....................................................... 3

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

SCR.04.1 INFRASTRUCTURE SERVICES COMMITTEE .................................................................. 4 SCR.04.2 FINANCE COMMITTEE ................................................................................................ 9

COMMITTEE/DELEGATES REPORTS ..................................................................... 19

C.04.1 UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE ..................................... 19 C.04.2 MERRIWA AGED HOSTEL COMMITTEE ...................................................................... 31 C.04.3 COMMUNITY SERVICES COMMITTEE ......................................................................... 39 C.04.4 AIRPORT MANAGEMENT COMMITTEE ........................................................................ 46 C.04.5 ABERDEEN REVITALISATION COMMITTEE .................................................................. 51 C.04.6 SCONE REVITALISATION COMMITTEE ....................................................................... 56

ENVIRONMENT/HEALTH REPORTS........................................................................ 62

E.04.1 WAIVING OF FOOTPATH TRADING LICENCE FEES ...................................................... 62

GENERAL ADMINISTRATION REPORTS ................................................................ 65

G.04.1 DRAFT DELIVERY PROGRAM 2017/2018 - 2020/2021 & OPERATIONAL PLAN

2018/2019 ............................................................................................................. 65 G.04.2 AGENCY INFORMATION GUIDE - GOVERNMENT INFORMATION (PUBLIC ACCESS)

ACT 2009 ............................................................................................................... 69 G.04.3 REQUEST FOR FINANCIAL ASSISTANCE - 2018 SCONE SHORT FILM FESTIVAL ........... 89 G.04.4 RENEWAL OF ALCOHOL FREE ZONES ....................................................................... 93 G.04.5 REQUEST FOR DONATION - PROFESSIONAL FARRIERS ASSOCIATION OF NEW

SOUTH WALES ...................................................................................................... 102

POLICY MATTERS .................................................................................................. 107

H.04.1 POLICY - RATING - FARMLAND ............................................................................... 107

STAFF/RESOURCES REPORTS ............................................................................ 111

K.04.1 DELEGATION OF AUTHORITY TO GENERAL MANAGER ............................................. 111 K.04.2 AMENDMENT OF WASTE FEES AND CHARGES......................................................... 115

RESPONSES TO PREVIOUS QUESTIONS ............................................................ 122

RPQ.04.1 RESPONSES TO PREVIOUS QUESTIONS .................................................................. 122

CONFIDENTIAL REPORTS ..................................................................................... 128

CR.04.1 FINANCE COMMITTEE ............................................................................................ 128 CR.04.2 TENDER 08/2018 CRUSHING AND SCREENING OF CONCRETE AND DEMOLITION

MATERIAL ............................................................................................................. 129 CR.04.3 PROPOSED ORGANISATIONAL STRUCTURE ............................................................ 130 CR.04.4 KERBSIDE WASTE SERVICES TENDER 05/2018 ...................................................... 131

Report To Ordinary Council Meeting 30 April 2018

General Manager's Unit


MAYORAL MINUTES

A.04.1 PRESENTATION TO STAFF - LENGTH OF SERVICE

RESPONSIBLE OFFICER: Steve McDonald - General Manager

AUTHOR: Robyn Cox - Executive Assistant

RECOMMENDATION That Council recognise Joan Wilson for her 20 years’ service with Council.

REPORT/PROPOSAL In accordance with Council’s policy, Recognition of Length of Service, Council will appropriately recognise staff with long periods of employment with Upper Hunter Shire Council (including services with the former Scone, Merriwa and Murrurundi Shire Councils). Joan Wilson has reached 20 years of service with Council. OPTIONS Nil

ATTACHMENTS

There are no enclosures for this report

RESOLVED That Council recognise Joan Wilson for her 20 years of service with Council.

Moved: Cr R Campbell Seconded: Cr L Driscoll CARRIED


Infrastructure Services


STANDING COMMITTEE REPORTS

SCR.04.1 INFRASTRUCTURE SERVICES COMMITTEE

RESPONSIBLE OFFICER: Steve Pryor - Director Operations

AUTHOR: Karen Lee - Infrastructure Services Support Officer

RECOMMENDATION

That Council: 1. endorse the minutes of the Infrastructure Services Committee meeting held on

Tuesday 10 April 2018. 2. delegate authority to the General Manager, after consultation with the Mayor, to

finalise the list of projects and submit applications to the Stronger Country Communities Grant.

3. adopt the proposed priority list of projects provided under separate cover.

BACKGROUND The Infrastructure Services Committee provides policy and direction, along with an update on the planned program for roads, bridges, water and sewerage work, parks, building and waste management. REPORT/PROPOSAL ISC.04.1 WORKS PROGRAM - INFRASTRUCTURE SERVICES - WATER AND SEWER

Numerous projects underway which include:

Integrated Water Cycle Management (IWCM) Study, Ultra violet disinfection for Scone/Aberdeen concept water supply, Upper Hunter Water Supply and Water Treatment Scoping Study, Scone Sewerage Treatment application for Safe and Secure funding submitted, Water and Sewer concept design works underway for White Park , concept design for Cassilis Sewerage system, Sewer concept design work underway for Saleyards, Barton Street and Askin Close water main connection and Water Meter investigations and testing underway.

ISC.04.2 WORKS PROGRAM - INFRASTRUCTURE SERVICES


Willow Tree Road pavement works is continuing, Liverpool Street roundabout gardens are now complete, Middlebrook Bridge works continuing, Bettington Street Footpath works are now complete and Maintenance Grading is continuing in areas which have access to water.

ISC.04.3 CAPITAL WORKS UPDATE


Willow Tree Road Construction, Middlebrook Bridge and approaches, Golf Course reconstruction, White Park Arena and Reseals.




ISC.04.4 SPECIAL PROJECTS UPDATE

Key activities that include:

Scone to Murrurundi pipeline, Middlebrook Bridge Replacement, White Park Indoor Arena – Stage 1, Scone Golf Course Detailed design and Reconstruction, Scone Sewerage Treatment Plant Augmentation, Cassilis Sewerage Scheme and MR358 Coulson Creek Road (Willow Tree Road) initial seal and widening.

ISC.04.5 STRONGER COUNTRY COMMUNITIES GRANT APPLICATION

The purpose of the Stronger Country Communities Fund is to provide infrastructure that improves the lives of local residents – examples include new community facilities, refurbishing existing facilities and enhancing parks and sporting facilities. Projects put forward must be for a minimum of $50,000 with at least 50% of projects being for sporting facilities.

Council put out an expressions of interest from community stakeholders for projects that will improve local infrastructure and the livability and prosperity of the Upper Hunter. These projects plus projects identified by Council have been included in the list of projects.

ATTACHMENTS

1 Infrastructure Services Committee - 10 April 2018 - Summary Minutes - attachments excluded

RESOLVED That Council:

1. endorse the minutes of the Infrastructure Services Committee meeting held on Tuesday 10 April 2018.

2. delegate authority to the General Manager, after consultation with the Mayor, to finalise the list of projects and submit applications to the Stronger Country Communities Grant.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED 3. adopt the proposed priority list of projects provided under separate cover.

Moved: Cr R Campbell Seconded: Cr M Collison CARRIED

ATTACHMENT NO: 1 - INFRASTRUCTURE SERVICES COMMITTEE - 10 APRIL 2018 - SUMMARY MINUTES - ATTACHMENTS EXCLUDED

ITEM NO: SCR.04.1


MINUTES OF THE INFRASTRUCTURE SERVICES COMMITTEE HELD ON TUESDAY 10 APRIL 2018 COMMENCING AT 1.00pm

PRESENT: Cr Ron Campbell and Cr Maurice Collison (arrived 1.54pm) APOLOGIES: That the apology from Cr James Burns and Cr Lorna Driscoll be accepted.

Moved: Cr Ron Campbell Seconded: Cr Maurice Collison CARRIED IN ATTENDANCE: Cr Sue Abbott, Cr Kiwa Fisher, Mr Steve McDonald (General Manager), Mr Steve Pryor (Director Operations), Mr Nick Havyatt (Manager Works Delivery), Mr Jeff Bush (Manager Strategic Assets), Mr Phil Hood (Manager Water and Sewer) and Mrs Karen Lee (Infrastructure Support Officer). DECLARATIONS OF INTEREST: Nil ISC.04.1 WORKS PROGRAM - INFRASTRUCTURE SERVICES - WATER AND

SEWER


AUTHOR: Phillip Hood - Manager Water & Sewer

RESOLVED

That the Committee receive the report and note the information.

Moved: M Collison Seconded: R Campbell CARRIED ISC.04.2 WORKS PROGRAM - INFRASTRUCTURE SERVICES


AUTHOR: Nicholas Havyatt - Manager Works Delivery

RESOLVED


Moved: R Campbell Seconded: M Collison CARRIED

ISC.04.3 CAPITAL WORKS UPDATE



RESOLVED




ITEM NO: SCR.04.1


ISC.04.4 SPECIAL PROJECTS UPDATE


AUTHOR: Alan Fletcher - Special Projects Manager

RESOLVED



ISC.04.5 STRONGER COUNTRY COMMUNITIES GRANT APPLICATION



RESOLVED

That Council 1. Delegate authority to the General Manager, following consultation with the Mayor, to

finalise the list of projects and submit applications to the Stronger Country Communities Grant.

2. Adopt the proposed priority list of projects provided under separate cover.

Moved: M Collison Seconded: R Campbell CARRIED COUNCILLOR QUESTIONS Cr Maurice Collison

1. Asked: Moobi Road cycleway/footh path, why is it getting so much negative feedback?

Response: Manager of Works Delivery advised that the letters that were sent to residents went out late and had some incorrect information on them. The price that the residents were quoted was incorrect due to the policy changes that were done last year and not updated in the letters.

2. Asked: If the Speckled Park Cattle Sale Committee had been in contact with Council about the

sanding of the Sale Ring at the Scone Saleyards for their annual sale. Response: Manager of Works Delivery advised that he hasn’t spoken to anyone in regards to this and will work with the organisers to get the arena sanded.

Cr Sue Abbott

1. Asked: Puan Buan Bridge approaches need some work as the surface is breaking and coming away. Response: Manager of Works Delivery advised that they will get staff to inspect and repair. Cr Collison added to that question by stating that himself and Mayor Wayne Bedggood here some time ago agreed that they themselves would install some fencing and gates under that bridge to restrict the access.


ITEM NO: SCR.04.1


Cr Ron Campbell

1. Asked: Who removes facility signs from the street signs as the Nursery sign is still up in Merriwa even though the Nursery has been closed for some time. Response: Manager of Works Delivery advised that his staff can remove this sign.

2. Asked: Is Trail Road at Bow Village a Council maintained road?

Response: Manager of Works Delivery advised that it is not on our list of Council maintained roads.

3. Asked: Who gets the revenue generated from the fines of overloaded trucks and how much do

we pay to be a part of the Heavy Vehicle Road Network? Response: Manager Works Delivery advised that we pay over $18,000 per annum to be a part of the program, but are not the authority to govern the overloading of trucks that come to the Saleyards.

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 3.18 PM.




SCR.04.2 FINANCE COMMITTEE



RECOMMENDATION

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

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

ATTACHMENTS

1 Finance Committee - Minutes - 24 April 2018

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


ATTACHMENT NO: 1 - FINANCE COMMITTEE - MINUTES - 24 APRIL 2018 ITEM NO: SCR.04.2


MINUTES OF THE FINANCE COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 24 APRIL 2018 IN THE BARRY ROSE ROOM, SCONE ADMINISTRATION CENTRE

COMMENCING AT 8.30am

PRESENT: Cr Wayne Bedggood (Mayor), Cr Ron Campbell and Cr Kiwa Fisher. APOLOGIES: RESOLVED that the apology received from Cr Josh Brown be accepted.

Moved: Cr K Fisher Seconded: Cr R Campbell CARRIED IN ATTENDANCE: Mr Steve McDonald (General Manager), Mr Steve Pryor (Director Operations) and Mr Wayne Phelps (Manager Finance). DECLARATIONS OF INTEREST: Nil

FCR.04.1 FINANCIAL SUMMARY & INVESTMENT REPORT


AUTHOR: Wayne Phelps - Manager Finance

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

Moved: Cr K Fisher Seconded: Cr W Bedggood CARRIED

FCR.04.2 OPERATIONAL REPORT



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

Moved: Cr W Bedggood Seconded: Cr K Fisher CARRIED



FCR.04.3 CONTRACTORS & EXPENSES REPORT



RESOLVED that the Committee:

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

Moved: Cr W Bedggood Seconded: Cr R Campbell CARRIED

FCR.04.4 DONATIONS SUMMARY



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

Moved: Cr R Campbell Seconded: Cr W Bedggood CARRIED

FCR.04.5 RESPONSES TO PREVIOUS QUESTIONS



The following questions were raised throughout the meeting on 21 March 2018 and either answered or taken on notice. Communications Cr Fisher asked if Council could review the Communications Team level of coverage from 3 days to 5 days for media releases and responses to community requests.

Response - Director of Operations advised that Council is currently reviewing the hours within the team to achieve full coverage.

Customer Service Cr Burns enquired as to the position and completion of the Customer satisfaction survey.

Response - Director of Operations advised that planning for the survey will commence in April with completion expected before 30 June 2018.

Financial Services Cr Fisher requested that Councillors be provided with the website link for the energy monitoring service of the newly installed solar panel construction at Scone Administration Centre.

Response - Director of Operations advised that staff will forward the link to Councillors when the panels become operational.

Gummun Place Hostel Cr Fisher asked for clarification over the reasons residents have left Gummun Place Hostel, in relation to the level of current vacancies.

Response - Director of Operations advised that the reason for the majority of residents that leave it is due to them requiring a higher dependency of care above what Gummun Place can provide.



Mayor Bedggood asked if Council has a waiting list at the facility?

Response - Director of Operations advised that the Hostel does have a waiting list but timing for when the elderly are ready to enter the facility is dependent upon their wishes.

Independent Living Units

Cr Bedggood enquired as to the maintenance levels at the facilities and whether there were programs in place for regular review.

Response - Director of Operations advised that some maintenance programs are in place however improved levels of service is required which has been due to staffing availability. The maintenance program will be addressed to be proactive through possible use of contractors.

Youth Services - Young Endeavour

Cr Brown Enquired as to whether Council had reviewed any other youth programs other than Young Endeavour given the reduction in funding options?

Cr Bedggood reiterated that the Young Endeavour program is extremely worthwhile and well received however the business side of the raising of funds requires some attention.

Response - Director of Operations advised that management will readdress how the event runs and review the fund raising processes.

Camping Grounds and Caravan Parks

Cr Fisher asked if Council has a booking and collection type system for usage of grounds like St Andrews Reserve at Aberdeen?

Cr Bedggood suggested that Management may need to consider undertaking a holistic review of its booking and collection systems for its camping grounds and crown reserve areas that it manages.

Cr Brown suggested that this review should also include for what purposes the respective precincts are to be used for?

Response - Taken on notice

Update – Investigation on Council’s booking and collection processes for its Camping sites and associated showground venues is being undertaken

Real Estate

Cr Bedggood advised that the King of the Ranges and other Rosedale complex user groups are still concerned about Council using the Rosedale land for development purposes.

Response – Taken on notice

Update – Council is investigating methods to provide comfort to the Rosedale Complex user groups that the land in question will not be used for development purposes in the short to mid-term period.

Tourism

Cr Brown asked how the Warbirds over Scone ticket sales were progressing?

Response – Cr Bedggood advised through discussions with the airshow event organisers “Paul Bennet Airshows” that tickets are well advanced compared to other shows they have performed.

Noxious Weeds

Cr Brown asked if Council had received its final report from the Weeds authority?

Response – General Manager advised that the Weeds Authority are currently finalising their report. Solid Waste

Cr Bedggood suggested that Management organise a “Waste Summit” briefing for Councillors in order to provide them with a full understanding of the issues that Council are facing regarding the waste management facilities inclusive of State Government Levy, waste coverage options, kerbside waste contract, recyclables and organics.

Response - Taken on notice with meeting to be organised.



Update – Council is currently assessing the tender for the kerbside collection contract which will be considered at the April Council meeting. Following the Council meeting a briefing will be organised to provide Councillors with a detailed overview of Council’s Waste Management Facilities and its future initiatives and issues being faced.

Animal Control

Cr Bedggood enquired about the progress of the cat insulation areas at the pounds and whether there was any funds in the budget to do works?

Response - Director of Operations advised that funds were available to complete and work is to be scheduled.

Parks & Gardens

Cr Abbott asked why the tree planting has been deferred?

Response - Director of Operations advised that due to the dry weather conditions that planting of trees was not sustainable. The funds allocated to tree planting are included in each year’s budget with Council committed to its tree planting program.

Sporting Grounds

Cr Brown enquired as to the progress of the Service reviews?

Response - Director of Operations advised that initial works has commenced on sporting grounds and open spaces with the review expected to be completed over the next 2 to 3 months.

Cr Brown asked if the term of reference for the scope of works could be provided to Councillors?

Response - Director of Operations advised that these will be made available.

Library

Cr Brown asked if the library targets in the performance indicators are benchmarked against the State Library and if not could it be?

Response - Taken of notice with information to be provided.

Update – A report benchmarking Council’s Libraries against those of the State Library will be forwarded under separate cover.

Bridges

Cr Fisher asked if Council has contingencies in place for Rouchel Road Bridge given that it is expected to rain over the coming days?

Response - Director of Operations advised that discussions with appropriate Council staff have been undertaken to address any possible issues.

Update – Council can apply to have a bridge listed as ‘heritage’ and also to remove the listing of a bridge if it has good reason to do so. Currently Council has three bridges listed under heritage being Allen Bridge, Murrurundi Pages River Footbridge and Fitzgerald Bridge.

Footpaths/Cycleways

Cr Bedggood asked if the Satur cycleway cement could be reviewed as it appears to be deteriorating?

Response - Director of Operation advised that Council staff will inspect and rectify any deterioration. RMS State Roads

Cr Brown asked if Council can make representation to RMS regarding improvement to their consultation processes with the community for when RMS works are being completed? Notice was received by business owners only one day before commencement of the most recent works in Murrurundi.



Response - Director of Operations advised that it will be reiterated to RMS to provide more consultation time to the community.

Water Supply Cr Fisher enquired as to whether Council provides information to NSW State Water for their published document that shows Council’s operating cost per k/ltr and operating cost per household?

Response - Director of Operation advised that Council staff provide this information through annual returns submitted to NSW State Water.

Cr Fisher enquired as to the progress of the fluoride treatment for the water supply in which Council had previously resolved to implement?

Response - Director of Operations advised that the fluoride treatment will be implemented as part of the water treatment plant upgrade.

The following questions were raised throughout the meeting on 21 February 2018 and either answered or taken on notice. Bridge Maintenance Cr Fisher raised what was the outcome of the reports and the position of the maintenance program?

Response: Interim General Manager (GM) advised that the reports have been reviewed and current program is being scheduled at present. Consideration in the priorities have been on those timber bridges that have required load limits to be placed on them.

Cr Fisher asked what is the process regarding heritage listing on bridges and whether they can be removed if they are heritage listed? Response: Taken on notice. Update – No further update available at this stage. Operational Reports Youth Centre Cr Campbell enquired as to whether there were budget funds available to paint the exterior of the Merriwa Youth Centre building this year?

Response: Interim GM advised that no funds were available to do these works in the current year, however there will be an allocation provided in next year’s budget.

Update: Funds included in draft 2018/19 budget.

Camping Grounds & Caravan Parks Cr Fisher requested whether Council can review boundary alignments at the St Andrews Reserve and the possible encroachment of adjoining properties? Cr Fisher also enquired as to who has formal access to the reserve as a number of issues have been raised regarding inappropriate use of the reserve.

Response: Taken on notice Update – Council is currently reviewing the boundary of the reserve for any encroachment by adjoining owners.

Real Estate Cr Brown enquired as to the position of the Rosedale land site at Murrurundi.

Response: Interim GM advised that this item has been included at the next Land Committee meeting to be held on 23 February 2018.



Solid Waste

Interim GM raised the impending increased level of State Waste Levy charges following the EPA audit and the inclusion of levy charges for landfill cover material. Further to the cover material being subject to the waste levy, the Interim GM advised that Council was reviewing various options for substitute cover material to lower the impact of the levy.

Cr Fisher suggested that Council should raise with our Local Member and the Minister for the Environment Council’s current position regarding the State Levy issue and the considerable impost on the Waste Management Facilities.

Response: Interim GM advised he will work with Councillors to make the appropriate representations to the Local Member and Minister.

Cr Brown asked if council had received any notification regarding removal of the kerbside recycling service for residents.

Response: Interim GM advised that no such notification had been received and that this service is included in the current scope of services for the Kerbside Collection Contract tender now open.

Parks & Gardens

Cr Brown enquired as to whose responsibility it is to mow the grass area on the eastern side of Murrurundi as it is currently long and unruly.

Response: Interim GM advised that this would probably be the responsibility of the RMS, however Council staff will review area and contact RMS if required for these works to be completed.

Sporting Grounds & Venues

Interim GM advised the committee that the Stage 1 of the White Park Indoor Arena was progressing, however a report is currently being prepared by the Special Project Manager which will be included in the March Infrastructure Services Committee meeting regarding the Stage 2 of the Arena project in which Council may be required to obtain funding for. Swimming Pools

Cr Campbell enquired as to the cause of high levels of maintenance spent on the Merriwa Pool to date.

Response: Interim GM advised that maintaining of the facility was within the current year’s budget and that the appropriate maintenance required is being undertaken as and when required.

Cr Fisher commented on the current low level of entries into the pool facilities to date for schools and season holders.

Response: Interim GM advised that these number are subject to timing of school events and weather conditions and that a better indication of numbers will be reflective at the February meeting.

Water Supply – Murrurundi

Cr Brown enquired whether there has been any issues regarding the contesting of Crown Land ownership by the Wanaruah people or possible native title claims along the Murrurundi Pipeline channel?

Response: Interim GM advised that Council has prepared the appropriate application to be lodged with Office of Environment and Heritage which will occur following a 28 day consultation period for the Archeologist report. He further advised that the Special Projects Manager will provide a briefing note and timeline as to the position of the Murrurundi Pipeline in this week’s Councillor update.

General Business

Cr Brown enquired as to what the overall cost and benefit Council receives from the Local Government Performance Excellence Report prepared for Local Government Professionals by PwC.

Response: Interim GM advised that the overall cost in staff time and direct costs would be approx. $10,000 for which Council does not gain any major benefits from the Report.



COUNCILLOR QUESTIONS Corporate Services: Cr Fisher asked for an update on the Council’s service review process?

Director of Operations advised that the scope of the service review in respect to open spaces and facilities was considerably broader than first thought. The Service Review Scope is expected to be finalized in May with a Council briefing session following. Depots: Cr Campbell enquired as to the position of the trade waste project at Merriwa?

Director of Operations advised that the process has been considerably time consuming with extensive testing required for EPA purposes. The extraction of existing tank and replacement with an above ground tank to occur in the 2018/19 with funds made available in the current DPOP. Fleet Management: Cr Fisher noted that Council had acquired multiple Isuzu vehicles in the last nine months and whether consideration to vehicle emissions had been taken into account given that the Holden Colorado vehicle is a similar to the Isuzu but with better emissions?

Finance Manager advised that consideration of fuel efficiency and emissions are considered in the acquisitions. Mayor Bedggood further noted that with the impending adoption of the Sustainability Action Plan that Council should ensure that within our procurement policies that consideration for environmental factors be included. Infrastructure & Projects Support: Cr Fisher commented on the continual implementation of the new key system and what was its current position.

Director of Operations advised that Council is well advanced in the implementation phase with many key infrastructure assets already completed. A complete listing was being prepared by Council’s Property Officer to identify remaining sites for the key system to be implemented. Youth Services: Cr Campbell asked whether Council has available any funds to undertake some maintenance of the Merriwa Youth Centre building?

Director of Operations advised that funds have been allocated in the 2018/19 DPOP for further maintenance works at Merriwa. Camping & Caravan Parks: Mayor Bedggood advised that Council should consider undertaking a review of the Caravan sites within the shire and consider options to improve their appearance for patrons.

General Manager advised that further discussions on the private caravan industry options would need to be entered into. Solid Waste: Cr Fisher asked if any further progress had been made by Council regarding skip bins at the Murrrurundi Waste Facility.

General Manager advised that he recently visited the facility and is reviewing options for the site. Stormwater: Mayor Bedggood enquired whether the design for the Kelly Street stormwater will incorporate the flow from Figtree water course?

Director of Operation advised he will discuss with the Manager of Strategic Assets and provide a response. Public Cemeteries: Mayor Bedggood enquired as to whether Council has sufficient funds in next year’s budget for maintenance of its cemeteries given the recent “Cemetery and Monuments guidelines”?

Director of Operations advised that funds included in the 2018/19 DPOP by the relevant Council officers were considered sufficient.



Quarry Operations:

Cr Campbell enquired whether the cost of supplying material for MR358 from Willow Tree quarry sites was more cost effective then using Council owned sites?

Director of Operations advised that the cost of freighting the material from the Cuan quarry to the next MR358 site resulted it being more cost effective to utilise the Willow Tree quarry sites. Parks & Gardens: Mayor Bedggood enquired if the increase in the cost of tree maintenance was due to removal of trees? And if so have we communicated this to the residents?

Director of Operations advised that tree removal was included in the tree maintenance costs however these removals are only when the tree is deemed non-viable for survival. Council is currently reviewing its tree planting strategy to ensure that when trees are removed that replacement trees are considered, if applicable.

Cr Fisher advised that the Sustainability committee has had recent discussions regarding the planting, replacement, tree types and their maintenance which will be included into the Sustainability Action Plan. Swimming Pools: Cr Fisher enquired as to whether the shire’s pools are being inspected for maintenance seeing that the season has now finished.

Director of Operations advised that yes the pools are currently being inspected with Council currently waiting on a report from the pool contractor regarding the schedule of maintenance works required. Bridges: Cr Campbell asked that funds spent on Council’s timber bridges that are to be replaced, such as Omadale Bridge, are considered as not cost effective?

Director of Operations advised that Council is seeking to obtain grant funding for its timber bridge replacements however the funds spent of repairs are for components of the bridge and are regarded as a necessity to keep the bridge to a satisfactory level of service until grant funding is approved. It is noted that Council is always attempting to manage the maintenance of their timber bridges in the most cost effective manner before ultimate replacement. Regional Roads: Mayor Bedggood enquired as to need for and environmental report on MR62 Owen Gap due to the road not requiring realignment?

Director of Operations advised that Council will need to cut into the adjoining hill face which requires the environmental report to be completed. Local Roads: Cr Campbell enquired as to whether the design works has been completed from Hunter Road and how it links to the proposed road construction over the Barrington Tops?

Director of Operations advised that a joint submission is being prepared by the Upper Hunter Shire Council and Mid Coast Council for sealing of the Barrington Tops Road however this does not include complete sealing along Hunter Road to possibly link the roads. Council will need to consider ways of funding the remaining part of Hunter Road sealing in the future. Water Services: Mayor Bedggood asked if the current UV & Chlorination project was still viable given that Council has included in it 4 year DPOP budget to upgrade the Scone/Aberdeen Water Treatment Plant?

Director of Operation advised that both projects are warranted and that a Councilor briefing regarding the projects can be arranged. CLOSED COMMITTEE

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

Moved: Cr K Fisher Seconded: Cr R Campbell CARRIED



CR.04.1 WRITE-OFF OF UNRECOVERABLE DEBTORS



This matter is considered to be confidential under Section 10A(2) (b) of the Local Government Act, as it deals with the personal hardship of any resident or ratepayer.

RECOMMENDED that the accounts noted in the confidential report to the Finance Committee be written off and Council’s records adjusted accordingly:

Moved: Cr R Campbell Seconded: Cr W Bedggood CARRIED RESOLVED that the Committee moved back into Open Committee

Moved: Cr K Fisher Seconded: Cr R Campbell CARRIED Upon resuming Open Committee the recommendation was adopted:

Moved: Cr R Campbell Seconded: Cr W Bedggood CARRIED THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 11.15AM


Corporate Services


COMMITTEE/DELEGATES REPORTS

C.04.1 UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE

RESPONSIBLE OFFICER: Mathew Pringle - Director Environmental & Community Services

AUTHOR: Kerri Cone - Manager Community Services

RECOMMENDATION That Council

1. note the minutes of the Upper Hunter Library Services Advisory Committee held 11 April 2018.

2. endorse the minutes of the Upper Hunter Library Services Advisory meeting held 14 February 2018.

3. review the proposed operating hours of the new Merriwa Library. 4. write to Muswellbrook Shire Council raising concerns about the use of the name

‘Upper Hunter Regional Libraries’ as the title of the Muswellbrook and Denman libraries facebook page.

5. request the Upper Hunter Library Network to differentiate between Muswellbrook Shire Libraries and Upper Hunter Shire Libraries in regard to materials promoting the libraries of each shire.

BACKGROUND The Upper Hunter Library Services Advisory Committee is a Section 355 Committee of Council which meets every second month. The Committee represents the interests of the broader community on library related matters, providing feedback on our five shire branches. Council is represented on this committee by Cr Sue Abbott (Chairperson), Cr Lorna Driscoll, and Cr Ron Campbell. REPORT/PROPOSAL Merriwa Library Opening Hours The Committee discussed the opening hours of the new Merriwa Library and recommended that the hours be consistent with those of the Murrurundi Library. As there are a range of operational and financial issues that need to be considered in determining the operating hours of a new facility, an alternative recommendation has been made that Council simply review the proposed operating hours of the new library. Upper Hunter Regional Library The Committee has been concerned for some time that the use of the “Upper Hunter Regional Library” name, particularly by Muswellbrook and Denman libraries’ facebook page, is confusing to the public. Although denoting a regional aspect, the promotions cover only Muswellbrook and Denman library activities, and may be misleading to Upper Hunter Shire members, who may draw the conclusion that their five libraries offer little as they are not promoted.


Corporate Services


The two Muswellbrook Shire Libraries and the five Upper Hunter Shire Libraries operate under a formal network agreement to share a number of library activities in the provision of library services in the region, but the labelling of “regional” promotional work which reflects only two of the libraries and is sent to all network members is a misnomer. The changes recommended by the Committee would require joint consideration and discussion with Muswellbrook Shire Council. It is recommended that Council write to Muswellbrook Shire Council raising concerns about the use of the name ‘Upper Hunter Regional Library’ as the title of the Muswellbrook and Denman libraries facebook page. It is also recommended that Council request the Upper Hunter Library Network to differentiate between Muswellbrook Shire libraries and Upper Hunter Shire libraries in regard to materials promoting the libraries of each shire to avoid confusion in the community.

ATTACHMENTS

1 Upper Hunter Library Services Advisory Committee - 11 April 2018 - Minutes

2 Upper Hunter Library Services Advisory Committee - 14 February 2018 - Minutes

RESOLVED

That Council 1. note the minutes of the Upper Hunter Library Services Advisory Committee

held 11 April 2018. 2. endorse the minutes of the Upper Hunter Library Services Advisory meeting

held 14 February 2018. 3. review the proposed operating hours of the new Merriwa Library. 4. write to Muswellbrook Shire Council raising concerns about the use of the

name ‘Upper Hunter Regional Libraries’ as the title of the Muswellbrook and Denman libraries facebook page.

5. request the Upper Hunter Library Network to differentiate between Muswellbrook Shire Libraries and Upper Hunter Shire Libraries in regard to materials promoting the libraries of each shire.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE - 11 APRIL 2018 - MINUTES

ITEM NO: C.04.1


MINUTES OF THE UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE MEETING - WEDNESDAY 11 APRIL 2018

- 5.30pm

PRESENT: Cr Sue Abbott (Chairperson), Cr Ron Campbell, Ms Jayne Cronin,

Ms Penelope Fenley, Ms Louise Broomfield, Ms Deirdre Peebles

IN ATTENDANCE: Ms Kerri Cone (Minutes), Ms Elizabeth Walter (Library Coordinator), and Ms Jenny Platt (Technical Librarian), Ms Sheree Kelly (Library Officer Cassilis-casual)

1. APOLOGIES RECOMMENDATION That the apologies received from Cr Lorna Driscoll, Mat Pringle and Mark Shields be accepted. Moved Cr Ron Campbell Seconded: MS Jayne Cronin CARRIED 2. DISCLOSURE OF INTEREST

Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Upper Hunter Library Services Advisory Committee Meeting held on 14 February 2018, as circulated, be taken as read and confirmed as a correct record. Moved: Ms Jayne Cronin Seconded: Ms Penelope Fenley CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES 4a. Murrurundi Toilet and Play Area – Ms Penelope Fenley enquired if detailed costings had been complete as they had not been presented to the Committee as requested. The Manager of Community Services explained that the original targeted grant had not yet opened, but it was her understanding that Council had included the project on a list of grant projects that were currently being prepared for anticipated funding, and the project currently held a favourable priority on the list to be presented to Council. The new funding opportunity was for projects of a minimum value of $50,000, and she understood that the grants officer and engineering staff had prepared costings to meet these requirements. Council had also agreed to provide a matching grant if other grant funding needed to be considered. Cr Ron Campbell, told the Committee that Council viewed the project as one of high priority and he considered the outcome would be favourable. 4b. Merriwa Historical Records – Ms Penelope Fenley stated she had made contact with the Grants Officer about a suitable grant for digitising Merriwa Historical Society Records, but was still awaiting further response. The Manager Community Services said she would ask the Grants Officer to contact Ms Penelope Fenley for any further information or advice on upcoming suitable grants that the Historical Society, or a partnership, might be eligible for. 4c. New Members for Library Committee – The Manager of Community Services said she had recently been given permission to advertise for a new member of this Committee, plus other Committees, and this had been organised through the Communications Team, and would occur in the next fortnight.


ITEM NO: C.04.1


It was noted that the current committee was skewed with Merriwa representatives, following the resignation of Di Roche (Murrurundi) and Helen Freeman( Scone), and the Charter provided for a wide Shire base of representation. It was noted that it would be desirable to also have representation from Cassilis. The Charter is to be reviewed to determine accurate requirements. 5. AGENDA ITEMS

LIBRARY CO-ORDINATOR'S REPORT

PURPOSE The purpose of this report is to provide information and updates to the Library Services Committee for consideration. The Library Co-ordinator presented general and specific information through her report. Ms Penelope Fenley suggested that the Library should prepare a targeted brochure for pertinent seniors activities or services in the Library, that could be used as handouts at relevant events such as the Seniors Expo. Ms Penelope Fenley enquired about training for library users in the use of technology. Ms Sheree Kelly spoke of Merriwa Community Technology Centre(CTC) activities that had provided support to seniors, particularly access to computers and other technology assistance, and spoke of the importance of Libraries in supporting disadvantaged groups in the community through access to technology. Ms Jayne Cronin indicated she was aware that the Merriwa Library Officer had provided such assistance to library members in Merriwa on a one to one basis. The Library Co-ordinator indicated that this was a regular service provided at all of the libraries, when required, and that such sessions were provided by the Scone Neighbourhood Resource Centre and Murrurundi CTC. It was understood that the numbers of people taking advantage of such sessions at Merriwa CTC had been small. There was a discussion about the provision of learning opportunities that the libraries could provide particularly in relation to using technology, and perhaps providing education to groups of 3 or 4 people at a time, for example in History week or Library week. It was suggested that staff could review how these opportunities could be better promoted and should be considered for promotion in the new Merriwa Library. The Technical Librarian will liaise with the Library Co-ordinator in regard to learning opportunities that can be offered in the libraries. Ms Penelope Fenley offered to distribute relevant Library flyers through the Upper Hunter Homeless Support Service, of which she is a board member. RECOMMENDATION That the Committee note the report. Moved Ms Jayne CronIn Seconded: Ms Deirdre Peebles CARRIED ACTION FOR COMMITTEE: Investigate library brochures to target specific demographics – Library Co-ordinator Investigate options for delivering learning opportunities in small groups in the Library – Technical Services Librarian and Library Co-ordinator

TECHNICAL LIBRARIAN’S REPORT

PURPOSE This report provides technical information and updates to the Library Services Advisory Committee.


ITEM NO: C.04.1


This report was distributed late as there had been significant difficulty in collating accurate figures from the new Aurora system. The Technical Librarian presented her report. Ms Penelope Fenley and Cr Sue Abbott said that they still found the website difficult to use, particularly in searches. The Technical Librarian reported that she had found that keyword searches can be done by a combination of author and book title. Members felt that this was not explained to the public and asked the Technical Librarian to investigate if it is possible to put some explanatory words near to the search facility to aid people. The Technical Librarian will contact the AIT (Aurora) company and see what options we have. She expressed thanks to Committee for raising any issues, so she could try and find resolutions to problems being experienced. It was noted that not everyone was computer literate, and many people need to be shown how to use the OPAC system and website by staff. Library Officers had received training in Aurora and the OPAC so that they could provide assistance to people requiring it. The Technical Librarian indicated she planned to complete some more site visits in the Upper Hunter in the next few months, and would incorporate staff training in some of these visits. RECOMMENDATION That the report be noted. Moved: Ms Penelope Fenley Seconded: Ms Jayne Cronin CARRIED

LIBRARY ISSUES AND UPDATES

PURPOSE This report provides updated information on a number of issues from the previous committee meeting. The Manger of Community Services presented her report, noting that senior management directed that the discussion in regard to opening hours of Merriwa’s new library be deferred until next meeting, as other considerations and options were being examined and committee discussion would be premature at this stage. Ms Penelope Fenley pointed out that the Library was likely to be open by the date of the proposed next meeting and the discussion at that point would not be useful. The Committee determined it wished to provide some overall recommendations for consideration in regard to this issue as noted below. The committee sought comment on the opening date and activities for the opening of the new library. The Manager of Community Services indicated the plans previously discussed by committee included:

Opening to be held on a Saturday The Library would be stocked with the networks latest purchases to show a wide range of

resources that could be reserved and borrowed Activities and publicity would surround the opening.

The committee enquired about likely opening dates, and it was indicated through the report that furniture was likely to arrive from mid- May, and the library may need to be closed for 3-5 days to move books and furniture from the old premises. The committee discussed a range of possible dates and suggested the 16th or 23rd June would fit in well with other Merriwa activities. Committee members will forward contact names and addresses of relevant community organisations that should be invited to the opening, to the Manager of Community Services or the Library Co-ordinator, by the end of May. The Committee determined the best date for the Kevin Hennah Library Workshop to be Wednesday 13th June at Scone, with this workshop to be followed by the next Library Services Advisory Committee meeting at 4.30pm. The venue will be confirmed.


ITEM NO: C.04.1


Aberdeen Library- The two month trial of changed hours at Aberdeen does not appear to have made a significant increase in loans, library visits or membership, with the former two being reduced during this time. The trial has been continued until the end of April, as it was suggested that the public may have been confused by the change, however if there is no appreciable increase, it would be planned to revert to most of the previous hours. Staff have indicated that the 7pm on Wednesday has been helpful in the delivery of resources from Scone, but this positive effect could be achieved by opening to 6pm. Staff reported minimal visits after 6pm, with the end of daylight saving making it even less attractive. Members commented that Library staff extending services by visiting schools could be more effective, however this would mean restricting the opening hours to enable other community work to take place. Suggestions included promotion of HSC support to students and presentation of the HSC Ap. Ms Jenny Platt will check the possibilities and discuss these with Ms Elizabeth Walter. A decision on the Aberdeen hours should be made by June. RECOMMENDATION That Merriwa Library

1. be opened to the public for the same number of hours as Murrurundi Library 2. new hours commence from the opening of the new library

Moved: Ms Penelope Fenley Seconded: Ms Deidre Peebles CARRIED RECOMMENDATION

3. that the report be noted. Moved: Ms Jayne Cronin Seconded: Ms.Penelope Fenley CARRIED ACTION FOR COMMITTEE: The Merriwa Library opening be planned for mid-June to fit in with other community plans 6. ACTION SHEET 7. CORRESPONDENCE Nil 8. GENERAL BUSINESS a. Library Use at Merriwa It was commented that it had been difficult to attract young people and children to the Merriwa Library. Playgroup was now held at the preschool and hostel. A significant issue at libraries had been lack of space for prams. It was hoped that the larger area, and outside decking would provide more area at Merriwa and attract groups to use the library. b. Cassilis Library Committee members welcomed Ms Sheree Kelly, Casual Library Officer at Cassilis Library to the meeting and invited her to speak about issues affecting the library at Cassilis. She indicated that Toybox numbers had dropped off in recent times, and the hotel and shop has closed, with a number of families moving away from the area. She had been working with the school to promote library services by closing the library for a short period and visiting the school. c. Confusion with Library names. Members felt there was significant confusion caused to the public when information was received from “Upper Hunter Regional Library”. This is the current Facebook platform used by Muswellbrook and Denman Libraries to inform all network members of activities and events at those two libraries only. No information is provided about Upper Hunter Shire libraries activities in these e-mailouts. Upper Hunter Shire Libraries have been trialling a Facebook page at Murrurundi, and if successful, intend to extend Facebook to all its libraries.


ITEM NO: C.04.1


A google search for Upper Hunter Regional Library takes people to the Scone Library, then also lists the Upper Hunter Library Network (a combined set of 7 Libraries including Muswellbrook, Denman, Scone, Merriwa, Murrurundi, Aberdeen and Cassilis.) There are further links to UH Regional Libraries with only Muswellbrook and Denman listed. Ms Penelope Fenley provided some background history from the time she worked at Muswellbrook Library and said that Upper Hunter Regional Library is no longer a legal entity and promotional material is confusing. Members felt that Muswellbrook and Denman Libraries could reduce confusion by utilising a more indicative name for their own promotions. RECOMMENDATION

1. That the words Upper Hunter Regional Library no longer be used as it is no longer a legal entity

2. Any reference to Upper Hunter Regional Library be updated to the current legal entity of Upper Hunter Library Network

3. That the network differentiate between Muswellbrook Shire Libraries and Upper Hunter Shire Libraries in regard to materials promoting the libraries of each shire.

Moved: Cr Sue Abbott Seconded: Ms Penelope Fenley CARRIED 9. NEXT MEETING – Wednesday June 13, commencing at approximately 4.30pm following the

Kevin Hennah Workshop at Scone 9.30am to 3pm. The meeting was declared closed at 7.20pm

ATTACHMENT NO: 2 - UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE - 14 FEBRUARY 2018 - MINUTES

ITEM NO: C.04.1


MINUTES OF THE UPPER HUNTER LIBRARY SERVICES ADVISORY COMMITTEE MEETING - WEDNESDAY 14 FEBRUARY 2018 - 5.30pm held at Scone Library

PRESENT: Cr Sue Abbott (Chairperson), Cr Ron Campbell, Cr Lorna Driscoll, Ms Jayne Cronin, Ms Penelope Fenley.

IN ATTENDANCE: Ms Kerri Cone (Minutes), Ms Elizabeth Walter (Library Coordinator), Ms

Fiona McBurney (Communications Team Representative) and Ms Jenny Platt (Technical Librarian)

1. APOLOGIES

RECOMMENDATION

That the apologies received from Ms Deirdre Peebles, Cr Wayne Bedggood, Mr Mat Pringle, Ms Daele Healy, Ms Louise Broomfield and Ms Maddie Kelaher be accepted. Moved that apologies be accepted. Moved: Ms Penelope Fenley Seconded: Ms Jayne Cronin CARRIED

2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES RECOMMENDATION

That the minutes of the Upper Hunter Library Services Advisory Committee Meeting held on 13 December 2017, as circulated, be taken as read and confirmed as a correct record. Moved: Cr Lorna Driscoll Seconded: Ms Jayne Cronin CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

a. Library Graphics

Cr Ron Campbell noted that the Silo designs were still in planning and would not be ready for graphics in the library for some time. Ms Penelope Fenley and Ms Jayne Cronin indicated they were still trying to locate historical photos and who owned them for possible graphics in the library. Ms Kerri Cone indicated that such graphics might be more suitable in the adult area, rather than in the children and youth areas.

b. Opening hours of Merriwa’s new Library – Ms Kerri Cone indicated that this was still to be discussed with Merriwa staff, once the Customer Services Supervisor returned from leave. Members indicated they were strongly in favour of the opening hours being the same as the Administration Centre, plus Saturday morning. There was discussion about the professional staffing of the new Library, (currently 16 hours per week) for a longer period of time to achieve equity with the hours of the similar sized Murrurundi Library. Ms Kerri Cone indicated costs were a major consideration. It was suggested that for a time around the official opening period, additional staffing hours should be provided, and then reduced if necessary.


ITEM NO: C.04.1


5. AGENDA ITEMS

LIBRARY CO-ORDINATOR'S REPORT

PURPOSE The purpose of this report is to provide information and updates to the Library Services Committee for consideration. The Library Co-ordinator’s Report was noted. The new Library Trainee, Ms Bethany Lloyd was introduced at the commencement of the meeting and welcomed by the Chairperson and members. It was noted that members were waiting to hear of dates and times of the author visits, and there should be promotion of these visits. Ms Elizabeth Walter’s report noted that this was in process. The Cemetery list for Merriwa was displayed and is now available at all Upper Hunter Shire Library branches. The Local Authors listing has been undertaken – Ms Jayne Cronin and Ms Penelope Fenley will supply some missing names to Ms Elizabeth Walter to update the list even more. RECOMMENDATION

That the Committee note the report. Moved: Ms Penelope Fenley Seconded: Cr Lorna Driscoll CARRIED

ACTION FOR COMMITTEE: Supply details of local authors missing from list to Ms Elizabeth Walter – Ms Jayne Cronin and Ms Penelope Fenley.

TECHNICAL LIBRARIAN’S REPORT

PURPOSE The purpose of this report is to provide technical information and updates to the Library Services Committee for consideration. Ms Jenny Platt is replacing Ms Lauren Allen, as the Technical Librarian, whilst the latter is on maternity leave. The Technical Librarian’s report was tabled at the meeting and noted. Ms Jenny Platt indicated that there had been some loss of data in the changeover of library management systems, but that was to be expected, and was being dealt with as missing items were noted. Ms Jenny Platt supplied some additional statistical data, which will be sent out to members. RECOMMENDATION

That the Committee note the report. Moved: Ms Penelope Fenley Seconded: Cr Lorna Driscoll CARRIED

ACCESSIBLE TOILET AT MURRURUNDI LIBRARY

PURPOSE This report provides information in regard to the building of an accessible toilet to service Murrurundi Library and the public. The Committee agreed that the provision of this toilet was a high priority for Murrurundi Library. It supported recommendation 2, that it be brought forward for consideration in the budgets for the next financial year. The progress of the installation of a toilet would be dependent on a successful grant application, but most grants would require a 50% contribution from Council. The next known relevant grant, opening in March 2018 is through the Building Better Regions Fund with a minimum of $40,000


ITEM NO: C.04.1


project costs, but requires a 50% contribution from Council. Draft costings of an external brick toilet are $30,000, but Committee were keen to develop a small enclosed outside play area adjacent to the toilet which would incorporate roofing, painting and fencing, and utilising approximately an additional $10,000 costs, meeting the minimum grant available. The Committee requested a breakdown of expenses for the project be made available at the next meeting. Plan options developed were discussed with general agreement that access to the toilet should not be in or through the children’s/meeting room due to supervision and safety issues, and would be best served by Option 1 with entry via the current back window location, or option 3 through the side brick wall of the main library, contingent on costs. Mr Craig Holman is to be asked to redesign the drawings to accommodate this and prepare more detailed costings for a grant submission. The development of overall plans for the Administration Centre was considered to be a secondary consideration that could be discussed further if a successful grant for the Accessible Toilet project was successful. Members felt that the toilet project should not be contingent on these plans being developed. RECOMMENDATION TO COUNCIL

That 1. The Murrurundi accessible toilet project be brought forward and considered in the 2018-19

budget with an amount of $20,000 allocated to match any grant applications to be made. The progress of the project is to be contingent on a successful grant funding.

2. The project further include a covered outdoor enclosed area for children’s play and activities contingent on successful grant funding.

RECOMMENDATION: 1. The report be noted 2. Option 1 and 3 be costed for location of the toilet and activity area with the doorway amended to go through the library.

3. Recommendation 4 was not supported at this stage, but to be placed on the agenda in the second half of the year.

. Moved: Ms Penelope Fenley Seconded: Cr Ron Campbell CARRIED

ACTION FOR COMMITTEE: Seek more detailed costings for the Toilet and playarea from Mr Craig Holman – Ms Kerri Cone

PROMOTION AND PUBLICITY OF LIBRARIES

PURPOSE To provide an update on the promotions being undertaken by Upper Hunter Shire Libraries. The report was noted and members were keen for continued information about the progress of the facebook page. Some members indicated they were not receiving promotional information about Upper Hunter Shire Libraries, and requested that all Library Committee members be placed on the Communications Team Media list so that they receive all promotional material about the Libraries. Ms Elizabeth Walter indicated that she would be able to forward information sent to her, however, members requested it come directly from the Communications Team, as Committee members are strong promoters of Library activities. The Library Tab has been placed on Upper Hunter Shire Council Webpage, and links to the Upper Hunter Regional Library website, which is the network main site for all seven libraries. Some members indicated that this was not the linkage that they sought, but rather a link to our own website Library information. Ms Kerri Cone will follow this up with Ms Fiona McBurney.


ITEM NO: C.04.1


Ms Fiona McBurney and Ms Jenny Platt were asked to review websites and links to library information to ensure ease of access for Upper Hunter Shire customers. RECOMMENDATION

That the report be noted

ACTION FOR COMMITTEE: Request all Library Committee members be placed on the Communications Media list for notification of promotional materials

Change linkage from Upper Hunter Shire Council website tab to Upper Hunter Shire Council’s website Library Information.

Review websites and links to information to ensure ease of access for Upper Hunter Shire customers.

STREET LIBRARIES

PURPOSE The Purpose of this report is to inform the Committee about street libraries and seek advice on the establishment of a project in the Shire. The Committee reviewed the information provided but determined not to support the recommendation to trial a street libraries project in Upper Hunter Shire. While acknowledged as a worthwhile project, members felt it should be a community based project and not associated with the Library or Council. It was felt the perceived risks of the project may jeopardize the high standards maintained by our Libraries in relation to a number of elements such as quality reading materials, supervision of contents of the street library, and possible vandalism. RECOMMENDATION

The Report recommendation to trial a Street Library project in Upper Hunter Shire area was not supported. Moved: Cr Ron Campbell Seconded: Cr Sue Abbott CARRIED.

ACTION FOR COMMITTEE: No further action

6. ACTION SHEET –February 2018 7. CORRESPONDENCE

OUT - Letter of thanks to Ms Diane Roche

8. GENERAL BUSINESS

a. Training for the Public

Some members expressed concern that there was little training being offered to the public on the Aurora Library Management System to help them understand how the new catalogue works. All staff have received training in the Aurora system, and provide one on one assistance should customers need help with the Online Public Access Catalogue (OPAC) system. Ms Jenny Platt and Ms Elizabeth Walter will be travelling around our branches in the near future, and will assess what group training can be offered. Ms Jenny Platt is happy to provide some training opportunities where there is an interest. Ms Elizabeth Walter spoke of the difficulties she has had in organising someone to provide training on “Ancestry.com” or genealogy. Some initiative was also expected from local Library Officers in developing and promoting activities and giving feedback on the needs and wants of their local communities.


ITEM NO: C.04.1


b. Merriwa Historical Society records Ms Penelope Fenley indicated she has had some casual discussions with the two main people involved in the Merriwa Museum, and was of the understanding that they would be interested in a mutual sharing and digitally recording of the museums documents, artefacts and information, with records provided to the library catalogue. Ms Penelope Fenley indicated she had some experience in this process from past employment and felt it was very important that the information not be lost to the Merriwa and wider community. Council’s Grant officer has examined upcoming relevant grants, with one opening in March, and others through the year, although the guidelines and eligibility are still to be released.

The Committee was supportive of the development of this opportunity and the preparation and submission of a grant application, in accordance with the grant guidelines when available. The Grants Officer could assist a community group in its application if that was deemed the best option.

c. Increasing membership of the Committee

Ms Helen Freeman and Ms Di Roche have resigned from the Committee over recent months leaving little representation from the Murrurundi area, and Cassilis unrepresented. Committee members agreed to advertise vacancies on the Committee to widen the breadth of representation and ensure a quorum at meetings.

d. Kevin Hennah Workshop Ms Kerri Cone provided information about a Workshop being negotiated with Kevin Hennah in regard to future Library Planning and promotion. Mr Hennah has provided a date of 6 June. Merriwa members indicated this date was not suitable due to events in Merriwa. Ms Kerri Cone was asked to negotiate an alternate date.

9. NEXT MEETING will be held on 11 April 2018, at Merriwa Library, commencing 5.30pm The meeting was declared closed at 7.15pm.


Corporate Services


C.04.2 MERRIWA AGED HOSTEL COMMITTEE


AUTHOR: Kerri Cone - Manager Community Services

RECOMMENDATION That Council:

1. note the minutes of the Merriwa Aged Hostel Committee meeting held on Monday 9 April 2018

2. endorse the minutes of the Merriwa Aged Hostel Committee meeting of Monday 12 February 2018

BACKGROUND

The Merriwa Aged Hostel Committee provides advice and recommendations to Council in relation to the provision of a 16 bed aged care facility in Merriwa. The Committee meets every two months to review the operational and financial aspects of the facility. Minutes recorded from the last meetings are attached. REPORT/PROPOSAL

The minutes of the meeting cover operational matters that have been undertaken by hostel staff including fundraising, daily activities, projects and ideas for future fundraising.

The hostel has been advised by the Australian Aged Care Quality Agency that the next accreditation review inspection date will be 13 to 14 June 2018. The hostel needs to be re-accredited by September 2018.

There are 3 hostel rooms still vacant that need to be filled as a priority. Continued vacancy will result in non-essential capital works being put on hold until the vacancies are filled. Ongoing advertising of the vacancies is continuing with some interested enquiries.

The recent market day had raised approximately $3,000, and had utilised the newly completed activity shed. ATTACHMENTS

1 Merriwa Aged Hostel Committee - 9 April 2018 - Minutes

2 Merriwa Aged Hostel Committee - 12 February 2018 - Minutes

RESOLVED

That Council:

1. note the minutes of the Merriwa Aged Hostel Committee meeting held on Monday 9 April 2018

2. endorse the minutes of the Merriwa Aged Hostel Committee meeting of Monday 12 February 2018

Moved: Cr R Campbell Seconded: Cr J Burns CARRIED

ATTACHMENT NO: 1 - MERRIWA AGED HOSTEL COMMITTEE - 9 APRIL 2018 - MINUTES ITEM NO: C.04.2


MINUTES OF THE MERRIWA AGED HOSTEL COMMITTEE MEETING - MONDAY 9 APRIL 2018 - 3.30pm

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

Ross Bishop, Mrs Maree Goodear, Ms Edith Shipway and Cr Ron Campbell

IN ATTENDANCE: Mr Steve Pryor, Ms Kerri Cone, Ms Julie Wilton and Mrs Tash Taaffe (minutes)

1. APOLOGIES RECOMMENDATION That the apologies received from Jan Cronin and Suzanne Duggan be accepted. Moved: Ms. Margaret Witney Seconded: Ms. Edith Shipway CARRIED

2. DISCLOSURE OF INTEREST - nil 3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Aged Hostel Committee meeting held on 12 February 2018, as circulated, be taken as read and confirmed as a correct record. Moved: Ms. Rose Witney Seconded: Ms. Margaret Witney CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES – refer to Action Sheet 5. AGENDA ITEMS

a. Hostel Supervisor’s Report (provided with Agenda and taken as read) Ms Julie Wilton shared additional information as follows: There are currently three vacant rooms. Two families are interested, one took a tour of

the hostel today. Advertising of hostel vacancies has taken place on local social media sites. Ms Deirdre

Peebles suggested advertising to include Sydney, Newcastle eg. in the Seniors Paper. Senior staff training regarding elder abuse took place last month. Staff reported the

training helped to clarify some of the grey areas of what is regarded as elder abuse. Netflix and SportsApp will shortly be available on residents iPads as soon as the

ordered chrome cards arrive. Cr Ron Campbell asked for more clarification regarding the medication incidents noted

in the report. Ms Julie Wilton said it is usually something such as a resident has refused to take a prescribed medication that day (eg a Panadol) or, dropping a medication.

Moved that the Hostel Supervisor’s Report be accepted.

Moved: Ms Maree Goodear Seconded: Ms Rose Witney CARRIED

b. Activity Officers Report (provided with agenda and taken as read) Ms. Julie Wilton explained the optometrist visits are annual. Around 20 residents and staff ordered glasses after the last visit.



Moved that the Activities Officer Report be accepted. Moved: Ms Edith Shipway Seconded: Mr Ross Bishop CARRIED

c. Treasurer’s Report (provided with Agenda and taken as read) Mr. Steve Pryor noted that the vacancies will have an increasing impact on income until they are filled. While there are some cost savings with three less residents, most of the operating and staff costs remain the same. The shed has gone over budget approximately $10,000. Non-essential capital works will be put on hold until the vacancies are filled.

Moved that the Treasurer’s Report be accepted. Moved: Ms Maree Goodear Seconded: Ms Margaret Witney CARRIED

6. ACTION SHEET

a. An air conditioning unit was leaking in main hallway, some discolouration resulted on the ceiling. Ms. Julie Wilton advised the air conditioner blockage has now been fixed. Mr Steve Pryor will ask Mr Shaun Seckold to do an inspection to determine whether any other damage has occurred.

b. Software demonstration – Mr Steve Pryor and Ms. Sue Duggan reported that they had been provided with a demonstration of the software, and felt it would be useful. No contract has been signed.

c. Exercise classes – Tai Chi will be trialled during Seniors Week with Ms. Nicolle Western(Sports Participation Officer). Ms. Julie Wilton will look for other grant opportunities to deliver a 12 month fitness class.

d. Accessible bus – Ms. Julie Willton has explored the options and provided two quotes: Muswellbrook Toyota – A Toyota Hiace diesel automatic - $59,450.52 inc GST; the 12

seater and 14 seater were of a similar price. Mercedes Bus with wheelchair access, 12 seater - $103,690 of which $24,950 was the

wheelchair access. General consensus to look for financial support to purchase a wheelchair accessible

bus. Ms. Sue Duggan and Ms. Tash Taaffe to develop the letter, to be reviewed by Mr. Steve Pryor.

7. CORRESPONDENCE 22.3.18 – IN – Australian Aged Care Quality Agency notified the Hostel our application for accreditation has been received 2.4.18 – IN Australian Aged Care Quality Agency advised of next Accreditation date as 13 to 14 June 2018 8. GENERAL BUSINESS

a. Ms Tash Taaffe advised a talk has been scheduled for the next Merriwa Senior Citizens

meeting with Ms Sue Duggan and a resident to promote the hostel. Likely to take place in May. Date to be confirmed.

b. Ms Edith Shipway advised the Welcoming Centre who donated the second prize for the market day was not acknowledged in post market day promotions. Ms Julie Wilton to put in Ringer.

c. Mr Steve Pryor advised the accreditation date is set for 13 and 14 June and requested this information be forwarded to residents and their families in the next newsletter.

d. Ms Julie Wilton advised some of the market day proceeds were used to purchase walker pads to prevent skin tears and pressure sores or blisters. They were made locally for $20 a set and have been well received by residents.

e. Mr Ross Bishop noted the market day was a great success, with a good crowd. The new shed worked very well. He requested the khaki weed be treated around the shed area. Ms Sue Duggan to ask maintenance officer to attend to this in coming weeks.



f. Ms Deirdre Peebles asked whether the part time maintenance officer hours were sufficient

to cover the maintenance required. Ms Julie Wilton said he is always busy, and could easily fill more hours but what he is able to accomplish in his current hours is sufficient. All agreed the hostel grounds were looking visibly better since his employment.

g. Cr Ron Campbell asked the committee to consider the feasibility study results when determining expansion opportunities, and to promote opportunities for private enterprise where possible eg to develop independent living units.

h. Ms Kerri Cone advised still looking for a consultant to commence the feasibility study. i. Ms Julie Wilton suggested a theatre dinner instead of a market day next year, with local

performers (Cassilis Country Capers or Merriwa Players group), with pre booked tickets, that the hostel would cater for. Residents could do a performance during intermission. Ms Jan Cronin and D Wesley have offered to coordinate the theatre set up and performance. All agreed a great alternative to the market day next year.

9. NEXT MEETING will be on Monday 18 June 2018 at the hostel, commencing 3.30pm The meeting was declared closed at 4.40pm.

ATTACHMENT NO: 2 - MERRIWA AGED HOSTEL COMMITTEE - 12 FEBRUARY 2018 - MINUTES ITEM NO: C.04.2


MINUTES OF THE MERRIWA AGED HOSTEL COMMITTEE MEETING - MONDAY 12 FEBRUARY 2018 - 3.30pm

PRESENT: Mrs Deirdre Peebles (Chair), Ms Margaret Witney, Mrs Rose Witney, Mr Ross Bishop, Mrs Maree Goodear, Mr Barry Ghersi, Ms Edith Shipway and Cr Ron Campbell

IN ATTENDANCE: Mr Steve Pryor, Ms Kerri Cone (minutes), Ms Suzanne Duggan, Ms Julie Wilton, and Mr David Roe (Denman Aged Care)

1. APOLOGIES

RECOMMENDATION

That the apologies received from Jan Cronin and Tash Taaffe be accepted. Moved: Margaret Witney Seconded: Barry Ghersi CARRIED Invited Guest Speaker Mr David Roe, Chairman of the Board of Merton Living, Denman was invited to provide information particularly in regard to independent Living Units at Denman. Main points of his presentation were:

Merton Court started as a Hostel in 2000 The organisation acquired more land and decided to build 6 units which people could buy off

a plan (this process is no longer allowable – money must now go to a trust fund), but it helped to fund the expansion of units

Units were all 2 bedroom, and built progressively as demand dictated. Steel frame on pods. Some now have a third room as a study. The design improved over time and a builder on their Committee was particularly beneficial and donated many hours of work.

The Council provided an interest free loan for 9 months at one stage. Money was also borrowed from the Hostel to build more units.

Most recent additions are built to lock up stage to enable buyer input into the features. There are now a total of 46 units. Sale is mostly to locals, but some from Muswellbrook and further afield. The village amenities are kept fairly basic with an activity room, croquet court, Men’s shed and

meeting room. People are getting older and older before they decide to enter a retirement village. The organisation is now looking at developing some single bedroom serviced apartments. Units currently cost $287,500. This is refunded on sale, minus a set percentage depending on

the number of years the occupants have been in the village. 50% of capital gains are paid to clients. Most of the money is paid when the village re sells the home, or within 6 months

The “sale” of a unit is on a Loan/lease contract. David provided booklets for those interested in further details There are recurrent weekly fees (for a single person approx. $100 per week.) Lawns and

maintenance are provided The Board of the organisation is made up of 10 volunteers

The Chairperson, Deirdre Peebles, thanked David for his information and expressed appreciation for his attendance at the meeting to speak to members.

2. DISCLOSURE OF INTEREST Nil



3. PREVIOUS MINUTES RECOMMENDATION

That the minutes of the Merriwa Aged Hostel Committee Meeting held on 11 December 2017, as circulated, be taken as read and confirmed as a correct record. Moved: Ross Bishop Seconded: Barry Ghersi CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

See action Sheet 5. AGENDA ITEMS

a. Hostel Supervisor’s Report (provided with Agenda and taken as read) Julie Wilton presented additional information in regard to the activities being provided. Sue Duggan noted that : advertising for additional casual staff was underway advertising of Hostel vacancies was also being undertaken and she had rung around to

other Hostel and facilities to alert them to vacancies at Gummun Hostel Merton Court had also told her that it was currently experiencing some difficulties in

filling vacancies Moved that the Hostel Supervisor’s Report be accepted. Moved: Maree Goodear Seconded: Rose Witney CARRIED

b. Treasurer’s Report (provided with Agenda and taken as read) Steve Pryor noted that:

Vacancies have had a significant impact on income ($20,000 to $30,000 so far) and the impact is delayed but will impinge when subsidies are affected in a month or two.

Expenditure is going along OK but we need to keep an eye on it when the expected downturn of income impacts, due to vacancies

The Activity/Storage Shed is expected to go over costs with additional work such as paths, but this may be offset by a reduced expenditure on the Software Upgrade

Overall the Hostel finances are going well, but vacancies need to be filled as soon as possible

Moved that the Treasurer’s Report be accepted. Moved: Maree Goodear Seconded: Rose Witney CARRIED

6. ACTION SHEET

a. Software demonstration – Steve Pryor and Sue Duggan reported that they had been provided with a demonstration of the software, and felt it would be useful. No contract has been signed as yet.

b. Shed Update – Sue Duggan reported the shed was progressing. A concrete path between Hostel and Shed had been laid. It should be ready for Market Day in March.

c. Campdraft – no dates as yet d. Invitation to David Roe and presentation as noted. e. Market Day – Following discussion, Saturday 24th March was determined as the next

unimpeded date for the day. Sue Duggan and Julie Wilton will organise notices to go on the back page and calendar in the Ringer and Diary.

f. Exercise classes – Council Grants Officer had been alerted to look for upcoming grant funding. A dementia grant had been closing with insufficient time to apply.

g. Accessible Bus – Julie Wilton had explored the options and provided two quotes: Muswellbrook Toyota – A Toyota Hiace Diesel Automatic - $59,450.52 inc GST; the

12 seater and 14 seater were of a similar price. Mercedes Bus with Wheelchair access, 12 seater - $103,690 of which $24,950 was

the wheelchair access.



The Council bus is due for changeover, but it is unlikely the community bus would be replaced, if Gummun Hostel acquires its own bus. It was a general consensus that we should aim for a wheelchair accessible bus to accommodate future needs and provide maximum flexibility. It was determined that letters seeking financial support for the purchase of a suitable bus, or the gifting of a bus be sought from benefactors including the mines. The letters should be written on the Gummun Hostel letterhead with suitable background information supplied. The bus would be used by the Hostel, but also made available to the community when not in use by the Hostel, and therefore could support a wide range of groups including younger people and children with a disability. Sue Duggan and Tash Taaffe are to develop the letter for checking by Steve Pryor.

7. CORRESPONDENCE

It was noted that a range of Government Circulars are emailed regularly to the Hostel. Sue Duggan spoke of a recent one that provided information about changes to aged care quality standards. These standards now replace: Accreditation Standards, Home Care Standards, National Aboriginal and Torres Strait Islander Flexible Aged Care Program Quality Framework Standards ,and Transition Care Standards. These new standards focus on “quality outcomes for consumers rather than provider processes”. Members interested in reading more details can see the standards on line at https://agedcare.health.gov.au/quality/single-quality-framework-focus-on-consumers

8. GENERAL BUSINESS

a. Discussion about Self Care Units

There was a discussion about the information provided by David Roe. There was a general consensus that it would be beneficial to the community to have similar units available in Merriwa. There seemed to be a gradual growth in the demand of units in Scone and it was anticipated that Merriwa would follow suit. Members thought it should be done in small stages, similar to the Denman experience. The possibility of a private developer, who had land close to Gummun Hostel, was noted. Also the need for the Hostel Committee to check the land it had available, would meet Council requirements for such a development. It was noted that the Aged and Disability Strategic Plan project , was currently advertising for a Consultant, and would provide valuable information about the needs of Aged and Disability Care in the Shire, providing information and guidance about the feasibility of expansion of facilities and services. It was planned the report would be ready at the end of June 2018.

b. Hostel Christmas Party Members congratulated the staff on the Party in December which included residents, staff and supporters of the Hostel, and was viewed very positively. Sue and Julie indicated that residents had contributed to the event through their fundraising efforts, and ask Council to provide matching funds to cover costs (approx. $400). A suggestion for next year’s Christmas Party was for a donation box at the event.

c. Residents Fundraising Edith Shipway enquired what was done with the money raised at the Welcoming Centre, which sold resident’s crafts. Staff replied that the residents held a meeting to determine how it was spent. Recent expenditure had been on subsidised outings and the Christmas Party. The Committee members thanked the residents for these initiatives.



d. Fundraising Sue Duggan spoke of the Market Day Raffle and listed a range of prizes including a lawnmower package and outdoor setting. She said that the local Home Hardware store was again allocating credits to the Hostel, from anyone who purchased items and asked for the Hostel to be credited.

9. NEXT MEETING will be on Monday 9 April 2018 at the Hostel The meeting was declared closed at 5.10pm.


Environmental & Community Services


C.04.3 COMMUNITY SERVICES COMMITTEE


AUTHOR: Heather Ranclaud - Community Services Officer - Murrurundi

RECOMMENDATION That Council: 1. note the minutes of the Community Services Committee meeting held on 10 April 2018. 2. endorse the minutes of the Community Services Committee meeting held on 13

February 2018. 3. approach the Member for Upper Hunter requesting representation with the Minister for

Housing regarding the homelessness issues and gross shortage of low income housing in the Upper Hunter Shire.

BACKGROUND The Community Services Committee is a Section 355 Committee of Council responsible for overseeing the development of a suite of plans and strategies, including Crime Prevention, Disability Inclusion Action Plan, Cultural Plan and the Museum’s Strategy as well as Youth Services and Children’s Services. The Committee also provides a forum for Local Area Command to facilitate Community Safety Precinct Committee meetings. REPORT/PROPOSAL Committee members discussed the issue of homelessness and the lack of emergency housing and affordable rental accommodation in the region.

ATTACHMENTS

1 Community Services Committee - 10 April 2018 - Minutes

2 Community Services Committee - 13 February 2018 - Minutes

RESOLVED

That Council: 1. note the minutes of the Community Services Committee meeting held on 10 April

2018. 2. endorse the minutes of the Community Services Committee meeting held on 13

February 2018. 3. approach the Member for Upper Hunter requesting representation with the

Minister for Housing regarding the homelessness issues and gross shortage of low income housing in the Upper Hunter Shire.

Moved: Cr L Driscoll Seconded: Cr M Collison CARRIED

ATTACHMENT NO: 1 - COMMUNITY SERVICES COMMITTEE - 10 APRIL 2018 - MINUTES ITEM NO: C.04.3


MINUTES OF THE COMMUNITY SERVICES COMMITTEE MEETING - TUESDAY 10 APRIL 2018 - 4pm

PRESENT: Cr Lee Watts (Chairperson), Mrs Phoebe Begg, Mrs Carol Ray, Mr Rodney

Swansborough, Cr Lorna Driscoll, Mr John Driscoll, Mrs Debbie Camps, Inspector Guy Guiana, Ms Susan McClure and Marie Laurie.

IN ATTENDANCE: Mrs Kerri Cone, Mrs Heather Ranclaud, Mrs Tash Taaffe (minutes) Carol Ray left the meeting at 5.42pm

1. APOLOGIES RECOMMENDATION That the apologies received from Mayor Wayne Bedggood, Ms Nicky Western, Mrs Angela Hayes, Mrs Caroline Hayes, Mrs Rebecca Eveleigh, Mrs Amanda Catzakiris, Ms Mary Spora be accepted.

Moved: Mrs Phoebe Begg Seconded: Mrs Debbie Camps CARRIED 2. DISCLOSURE OF INTEREST Mrs Debbie Camps declared an interest in matters pertaining to the Early Learning Centre. 3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Community Services Committee Meeting held on 13 February 2018, as circulated, be taken as read and confirmed as a correct record.

Moved: Mr John Driscoll Seconded: Mrs Carol Ray CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES 4.1 Committee Feedback on Events in 2018 No feedback noted at this time. 4.2 Update on Scone Neighbourhood Centre The Virtual Shed program and associated funding has ended. The Scone Neighbourhood Resource Centre (SNRC) is now focussed on securing funding to keep going. Lee Watts has reduced her hours and may need to reduce other staff hours or reduce opening hours. The SNRC currently receives $70,000 a year from FaCS funding and various fundraising projects throughout the year. 4.3 Update on Young Endeavour and other options Deferred to the next meeting. Investigate any opportunities for other youth events that would extend the benefits to more young people – currently 6 berths a year. For example Outward Bound, Where There’s A Will leadership programs. One option may be to sponsor 2 berths, use the remaining funding for another program or alternate with other opportunities such as a camp one year, Young Endeavour the following year. Debbie Camps suggested programs that not necessarily target disadvantaged or the high achievers, perhaps the middle of the road students. Mary Spora to provide a report for the next meeting. 4.4 Update on Emergency Accommodation No successful grants to renovate the Scone emergency accommodation house have been received to date. Phoebe Begg advised local homeless services are at capacity and books are closed for new referrals. Compass Housing has a huge waiting list.



Recommendation: That Council approach the Local Member requesting representation with the Minister for Housing regarding the homelessness issues and gross shortage of low income housing in our region. Refer to Amanda Catzikiris for statistics to support the request.

Moved: Rodney Swansborough Seconded: Guy Guiana CARRIED 5. AGENDA ITEMS 5.1 Sports Participation Report Not submitted 5.2 Youth Services Report Not submitted 5.3 Children’s Services Report Not submitted 5.4 Community Services Report Tabled and circulated, taken as read. In addition to the report there was further discussion about the Murrurundi CWA considering closure, revitalising the brand of CWA and attracting new members. Blue Star will be rebranded in 2018 back to Tidy Towns. Heather Ranclaud asked if there were any worthy projects to contact Community Services. Lee Watts suggested a media release to attract nominations. Eg. renewable energy at hostel, Early Learning Centre; Aberdeen bin project; Boomerang Bags. Cr Lee Watts noted there are three workshops being held to promote the use of more energy efficient appliances with participants with a Centrelink or Health Care card to receive 50 to 60% off the appliance price. Kerri Cone invited the Committee to the Kaput series of performances in Scone, Murrurundi and Merriwa in May. Carol Ray advised the Scone Harmony Day function clashed with a Council meeting. Upper Hunter Ageing Feasibility Strategy update – only one consultant applied and their costs were greater than grant funds available. Discussions suggested readvertising and encouraging any suitably qualified people to apply to the advertisement. Access Inclusion Committee – Kerri Cone advised she is in the process of developing a charter. Advertisements seeking committee members will be posted in the next few months. Disability Inclusion Action Plan – the Committee will review a DIAP at the next meeting. International Day for People with a Disability – this is taking place in December. Debbie Camps suggested making it a day for everyone and to look at partnerships with local services or schools. The Committee will give this more consideration at the next meeting. NAIDOC – Round table discussion about potential projects such as a farmer/understanding the land project partnering with Local Land Services, bush foods, Aboriginal crafts with Michelle Earl, weaving workshops in Murrurundi and Merriwa (dependent on funding) and partnership opportunities with Wanaruah Lands Council. RECOMMENDATION That the Committee note the Community Services Report.

Moved: Mrs Debbie Camps Seconded: Mr Rodney Swansborough CARRIED



Cr Lee Watts requested regular verbal or written reports from community, youth and children services officers at meetings throughout the year if and when they have something interesting or relevant to report to the Committee. 5.5 Police Local Area Command Report Inspector Guy Guiana provided a verbal report. Highlights of the statistical report include; 2 reports of malicious damage in Scone, 9 - stealing (6 - Scone, 1 – Murrurundi, 1 Cassilis and 1 - Merriwa), 15 – break and enter (12 Scone and 2 Murrurundi, 1 Merriwa), 4 - domestic violence (3 Scone 1 Merriwa), 1 – assault (Scone), 1 (Merriwa) - stolen motor vehicles and 3 - steal from a motor vehicle (1 – Scone, 1 – Merriwa, 1 Cassilis). Charges across the Command 1240 charges, 9% - (111) in Upper Hunter. Where There’s A Will are training a further 20 police as part of Mental Health First Aid training. Guy will assist Heather Ranclaud to draft a media release regarding crime prevention that can be distributed to local media. 6. ACTION SHEET-nil 7. CORRESPONDENCE -nil 8. GENERAL BUSINESS

8.1 Stronger Country Communities Fund - Council is seeking projects regarding improving community infrastructure by Friday 13 April. Cr Lorna Driscoll suggested new toilets at Jockey Park in Aberdeen, Grandstand and change rooms upgrade at Murrurundi; Debbie Camps suggested accessible halls.

8.2 Local Events – Aberdeen’s Michael Crossland will be a guest speaker at St Joseph’s High School event on 1st of May as part of Mental Health Week. Transcare have a free event as part of Seniors Week Thursday 12 April from 10am till 2pm. Anzac Day in Aberdeen – a new sub branch, all welcome. Scone Neighbourhood Centre are hosting Connect Day – connecting the community, supporting those less fortunate with free haircuts, massage, pedicure as well as access to a range of services from 9am to 1pm on 11 April.

8.3 Murrurundi Hospital Update – Rodney Swansborough provided an update on the Murrurundi Local Health Committee progress to date as tabled in the Local Health Report 2016/17 Murrurundi Health Service available at http://www.hnehealth.nsw.gov.au/about/Documents/lhr-murrurundi.pdf. Comments specifically about the increase in telehealth services in regional areas, challenges of attracting and retaining quality doctors, VMO role has been readvertised, future of health services in the area, privatisation of facilities.

9. NEXT MEETING – Tuesday 12 June 2018 The meeting was declared closed at 5.48pm

ATTACHMENT NO: 2 - COMMUNITY SERVICES COMMITTEE - 13 FEBRUARY 2018 - MINUTES ITEM NO: C.04.3


MINUTES OF THE COMMUNITY SERVICES COMMITTEE MEETING - TUESDAY 13 FEBRUARY 2018 - 4pm

PRESENT: Cr Lee Watts (Chairperson), Mrs Phoebe Begg, Mrs Carol Ray, Mr Rodney

Swansborough, Mr John Driscoll, Mrs Debbie Camps, Inspector Guy Guiana

IN ATTENDANCE: Mrs Kerri Cone, Mrs Amanda Catzikiris, Mrs Heather Ranclaud, Ms Nicky Western, Mrs Angela Hayes

1. APOLOGIES RECOMMENDATION That the apologies received from Mayor Wayne Bedggood, Cr Lorna Driscoll, Mrs Marie Laurie, Mrs Susan McLure, Mrs Caroline Hayes, Mrs Rebecca Eveleigh, Mrs Tash Taaffe, Ms Mary Spora be accepted. Moved: Mrs Carol Ray Seconded: Mrs Debbie Camps CARRIED 2. DISCLOSURE OF INTEREST Mrs Debbie Camp declared an interest in matters pertaining to the Early Learning Centre. 3. PREVIOUS MINUTES RECOMMENDATION Ratify the notes of the Community Services Committee Meeting held on 12 December 2017, as circulated, be taken as read and confirmed as a correct record. Moved: Mr John Driscoll Seconded: Mrs Carol Ray CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Committee Feedback on Events in 2018 No feedback noted at this time. 4.2 Signage at intersection of Gundy Road & Strathearn entrance Feedback from Mr Jeff Bush indicates that there is no signage at present. A zebra crossing was included in the Strathearn development application but has not been completed to date. This concern will be referred to the Traffic Committee. 4.3 Update on Community groups in Murrurundi Deferred to the next meeting.

5. AGENDA ITEMS

5.1 Sports Participation Worker Report Mrs Nicky Western provided feedback on the recommendations from the Royal Commission into Institutional Responses to Child Sexual Abuse that specifically impact on the recreational services delivered by Council. Mrs Nicky Western outlined four main responses that Council can provide to sporting groups in the community to support the recommendations including displaying permanent signage at facilities in all townships in the Shire to remind people of their responsibilities and advise where they can access resources. Council will also make a number of small changes to the sporting grounds booking forms. For further information refer to www.playbytherules.net.au



5.2 Youth Services Report Tabled 5.3 Children’s Services Report Tabled 5.4 Community Services Report Tabled RECOMMENDATION That the Committee note the service reports. Moved: Mrs Debbie Camps Seconded: Mr Rodney Swansborough CARRIED 5.5 Police Local Area Command Report Inspector Guy Guiana provided a verbal report including information about the reorganisation of services. His role is now responsible for the Muswellbrook and Upper Hunter. The Local Area Command now includes the Cessnock and Kurri Kurri area. Highlights of the statistical report include; 7 reports of malicious damage in Scone, 11 - stealing (4 - Scone, 5 - Murrurundi and 4 - Merriwa), 10 – break and enter (8 Scone and 2 Murrurundi), 3 - domestic violence, 1 – assault, 2 - stolen motor vehicles and 5 - steal from a motor vehicle (2 – Scone, 3 – Murrurundi) It is anticipated that Rural Crime Investigators will be stationed in this area during this year. This will be the first time for the Command.

6. ACTION SHEET

Nil 7. CORRESPONDENCE

7.1 Upper Hunter NAIDOC Week Awards Nominations are now open for the Upper Hunter NAIDOC Week Awards for the Upper Hunter, Muswellbrook and Singleton area. Correspondence has been received inviting Council to consider sponsoring the Male Senior Sportsman of the Year Award in 2018. RECOMMENDATION Council endorse and provide for the sponsorship of the Male Senior Sportsman of the Year Award in the 2018 Upper Hunter NAIDOC Week Awards. Moved: Mrs Debbie Camps Seconded: Mr John Driscoll CARRIED 7.2 Information from Parasol Relevant information will be provided to the Communication Team to share with the community on the Council Facebook. 7.3 NSW Trainlink Service users are encouraged to provide feedback to the NSW Trainlink Team regarding the new and existing services during the NSW regional public transport trial.

8. GENERAL BUSINESS

8.1 Upgrade to Murrurundi Hospital Facility Mr Rodney Swansborough provided an update on the upgrade of the facilities including the public consultation process. There are plans to develop a new facility on the existing site. VMO recruitment has been an ongoing issue in Murrurundi, and the town was left without a VMO over Christmas and New Year. A new VMO has started in Murrurundi in a temporary role. Murravale Retirement Home has also been concerned about attracting GPs and VMOs to the town and has initiated an MOU process. Extracts from the draft MOU were read to members.



The document is not legally binding but provides GPs and VMOs with a social licence for interacting and working with the community.

8.2 Scone Neighbourhood Centre programs The Neighbourhood is holding a community connect day where information about housing and job networks will be available as well as haircuts and pamper packs. Information on OEH incentives to purchase subsidised new white goods will also be provided. Anyone in need is encouraged to attend. The Service has received funding to develop a bike track for children and will request public toilets to further develop the proposed site. The services will be holding a fundraising auction on 17 February 2018 8.3 Rural Financial Counsellor update Mrs Angela Hayes, RFCS reported that many farmers are quite desperate, with no feed for livestock and there are no longer drought declarations in NSW (now seasonal conditions) and therefore no financial assistance other than low interest loans.

9. NEXT MEETING – Tuesday 10 April 2018 The meeting was declared closed at 5.10pm




C.04.4 AIRPORT MANAGEMENT COMMITTEE


AUTHOR: Joanne McLoughlin - Property & Business Coordinator


1. note the minutes of the Airport Committee meeting held on 17 April 2018. 2. endorse the minutes of the Airport Committee meeting held on 23 January 2018.

BACKGROUND The Committee provides recommendations to Council in relation to the management and performance of the Scone Regional Airport. REPORT/PROPOSAL An operational report was presented to the committee. The main issues related to the status of the airport grant applications. An overview of each grant was provided and an estimate of dates for announcing the grants.

ATTACHMENTS

1 Airport Management Committee - 17 April 2018 - Minutes

2 Airport Management Committee - 23 January 2018 - Minutes

RESOLVED

That Council:

1. note the minutes of the Airport Committee meeting held on 17 April 2018. 2. endorse the minutes of the Airport Committee meeting held on 23 January 2018.

Moved: Cr M Collison Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - AIRPORT MANAGEMENT COMMITTEE - 17 APRIL 2018 - MINUTES ITEM NO: C.04.4


MINUTES OF THE AIRPORT MANAGEMENT COMMITTEE MEETING - TUESDAY 17 APRIL 2018 - 3.30pm

PRESENT: Cr Collison; Cr Bedggood; Mr Foxcroft; Mr Bridge; Mr Clarke (arrived 3.40pm)

IN ATTENDANCE: Mr McDonald; Cr Burns; Mrs McLoughlin

1. APOLOGIES

RECOMMENDATION

That the apologies received from Cr Campbell; Cr Abbott; Mr Shopland; Mr Partridge; Mr Pay be accepted. Moved: Mr Bridge Seconded: Mr Foxcroft Carried

There were no apologies.

2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES RECOMMENDATION

That the minutes of the Airport Management Committee Meeting held on 23 January 2018, as circulated, be taken as read and confirmed as a correct record. Moved: Cr Bedggood Seconded: Mr Foxcroft Carried 4. BUSINESS ARISING FROM PREVIOUS MINUTES Investigations into removing kangaroos is in progress. Working with National Parks & Wildlife to obtain tags and approval 5. AGENDA ITEMS

AM.04.1 Airport Managers Report

PURPOSE The report provides details relating to the operational management of the airport, including WHS, current projects, financial and performance management. OLS Survey – discussions with neighbour regarding trees to be trimmed or removed is occurring. Committee requested a letter to be sent to all the residents of Satur and Kurrajong Estate outlining the obligations of living near an airport. Items to include managing trees, aviation centre, airshows, noise, wildlife control. Committee requested a copy of the schematic design to be released a day before the review workshop

ATTACHMENT NO: 1 - AIRPORT MANAGEMENT COMMITTEE - 17 APRIL 2018 - MINUTES ITEM NO: C.04.4


A review of the airport master plan layout has confirmed that there are not enough helipads on the design. A proposal for additional helipads was presented. The Committee asked to see if the helipads can be relocated. RECOMMENDATION

That the Committee note the report and receive the information. Moved: Cr Bedggood Seconded: Mr Bridge Carried

ACTION FOR COMMITTEE: Nil

6. ACTION SHEET 7. CORRESPONDENCE Nil 8. GENERAL BUSINESS On behalf of Scone Aero Club, Mr Clarke thanked Upper Hunter Shire Council for hosting the Warbirds over Scone event. Cr Collision extended a thank you to the Aero Club for their assistance in the event. Mrs McLoughlin asked if a recommendation to Council is required for Council to continue to be the hosts for future Warbirds over Scone. Mr McDonald confirmed that a report to Council will be made on the event and to seek support for the future events. 9. NEXT MEETING 17 July 2018 at 3.30pm The meeting was declared closed at 4.40pm.

ATTACHMENT NO: 2 - AIRPORT MANAGEMENT COMMITTEE - 23 JANUARY 2018 - MINUTES ITEM NO: C.04.4


MINUTES OF THE AIRPORT MANAGEMENT COMMITTEE MEETING - TUESDAY 23 JANUARY 2018 - 3.30pm

PRESENT: Cr M Collison, Cr W Bedggood, Mr G Shopland, Mr R Pay, Mr R Foxcroft,

Mr M Clarke

IN ATTENDANCE: A Foxcroft, Renae Endersby, Sean Constable, Wes Suckley

1. APOLOGIES RECOMMENDATION That the apologies received from Ben Wyndam, Neville Partridge be accepted. Moved: Mr Clarke Seconded: Mr Shopland CARRIED 2. DISCLOSURE OF INTEREST Mr Pay declared an interest in the Aviation Visitor Attraction 3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Airport Management Committee Meeting held on 24 October 2017, as circulated, be taken as read and confirmed as a correct record. Moved: Mr Ross Seconded: Cr Bedggood CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES NIL 5. AGENDA ITEMS AM.01.1 Airport Managers Report YTD Movements The aircraft movements are slightly below forecast, however the figures do not include the busy firefighting traffic in December. The continued trend towards more larger aircraft using the airport is continuing. Note the drop in the ‘unknown’ classification – improved due to upgrades to Airport systems, and will most likely drop again once video cameras are installed, as this will provide two stages for identification. Projects Warbird Visitor Attraction and Terminal concept design has been completed – Council has submitted a number of grant applications for both the Warbird Attraction and the entire airport redevelopment project. Airport drainage design now incorporates piping to the Racecourse to supplement their water requirements.

ATTACHMENT NO: 2 - AIRPORT MANAGEMENT COMMITTEE - 23 JANUARY 2018 - MINUTES ITEM NO: C.04.4


Scone Aero Club requested that the open swale drain be piped across the front of all lots rather than have an open drain. This is still not shown in the final design plans. Airport Events Warbirds Over Scone –Bengalla Mining Company has been confirmed as the $50,000 naming rights sponsor for the event which will underwrite a considerable amount of the expenses. Further sponsors are still being sought. RECOMMENDATION That the Airport Managers report be noted. Moved: Cr Bedggood Seconded: Mr Shopland CARRIED 6. ACTION SHEET Item No

Action Responsible Officer

Progress Completion due by

11 Have hydrant between hangers checked Jo McLoughlin

12 Update the committee on any plans to heritage list the terminal building

Sean Constable

13 Investigate best ways to eradicate kangaroos

Wes Suckley

7. CORRESPONDENCE 8. GENERAL BUSINESS Kangaroos are being seen on or near the runway again, although these sightings have not been reported to the Airport Reporting Officer and should have been so that Council can take action. The committee requested that Council undertake a cull of the kangaroos as a matter of urgency. MOTION That Council undertake a cull of kangaroos at the airport to reduce the risk of animal strikes. Moved: R Pay Seconded: G Shopland CARRIED Chair would like it noted that himself and committee members are notified of changes of meeting dates to ensure that they can attend. 9. NEXT MEETING April 17th 2018 – 3.30pm The meeting was declared closed at 4.10pm.




C.04.5 ABERDEEN REVITALISATION COMMITTEE

RESPONSIBLE OFFICER: Alan Fletcher - Special Projects Manager

AUTHOR: Belinda Olteanu - Special Projects Administrations Officer


1. Endorse the minutes of the Aberdeen Revitalisation Committee meeting held on 20 March 2018

2. Accept the quote received from Lauren Taylor of Taylor Made Marketing to fulfil the Aberdeen Town Branding contract.

3. Endorse the minutes of the Aberdeen Revitalisation Committee meeting held on 17 April 2018.

BACKGROUND The purpose and objectives of the Aberdeen Town Revitalisation Committee is to provide advice and recommendations to Council on the implementation of the master plans to upgrade Aberdeen CBD and surrounds, as adopted by Council on 27 June 2016. REPORT/PROPOSAL Aberdeen Town Branding Ideation Group have been excused from their submission for branding ideas. At a meeting held on 17 April and presentation was given by Caroline Diamond of Taylor Made Marketing, and Kath Brooks of the Committee.

The proposal was a blend of Aberdeen Australia’s heritage with Aberdeen Scotland’s heritage, with the town name branding as Aberdeen on Hunter, incorporating the impact of the Hunter River to the town. The branding concept is expanded on by simple, quirky, fun set of visual print media, outdoor community space art designs, perhaps using the existing infrastructure in Aberdeen eg power poles, commercial wall space, portable flag poles etc.

The feedback from the committee was unanimously positive and in support of the concepts.

A meeting will be held on 24 April to discuss funding/budgets/costings in time for the Highland Games in July 2018.

ATTACHMENTS

1 Town Revitalisation Committee - Aberdeen - 20 March 2018 - Minutes

2 Town Revitalisation Committee - Aberdeen - 17 April 2018 - Minutes

RESOLVED that Council:

1. endorse the minutes of the Aberdeen Revitalisation Committee meeting held on 20 March 2018

2. accept the quote received from Lauren Taylor of Taylor Made Marketing to fulfil the Aberdeen Town Branding contract.

3. endorse the minutes of the Aberdeen Revitalisation Committee meeting held on 17 April 2018;


ATTACHMENT NO: 1 - TOWN REVITALISATION COMMITTEE - ABERDEEN - 20 MARCH 2018 - MINUTES

ITEM NO: C.04.5


RECORD OF PROCEEDINGS OF THE TOWN REVITALISATION COMMITTEE - ABERDEEN - TUESDAY 20 MARCH 2018 - 6.00pm

PRESENT: Cr Kiwa Fisher, Elizabeth Birch, Carol Ray

IN ATTENDANCE: Alan Fletcher

1. APOLOGIES

RECOMMENDATION

That the apologies received from Cr Sue Abbott, Judi Morgan, John Mitchell, Nick Price be accepted. Moved: Elizabeth Birch Seconded: Carol Ray CARRIED NO QUORUM

2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Town Revitalisation Committee - Aberdeen Meeting held on 20 February 2018, as circulated, be taken as read and confirmed as a correct record. Moved: Elizabeth Birch Seconded: Carol Ray CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES 5. AGENDA ITEMS

5.1 Aberdeen River Trail It was discussed that the GPS Route taken on 1/2/18 be laid over the previous plan to move the route closer to the river side (below the high bank) in several locations. 5.2 Aberdeen Town Branding Cr Fisher read out emails re alternative ‘Town Branding’ Quotes. Cr Fisher spoke to Louisa from IDEATION. It was suggested by the group that Lauren Taylor’s quote (Taylor Made Marketing) be accepted for Aberdeen Town Branding. 5.3 Detailed Streetscape Design A response has been received from RMS. A Brief will be prepared for the Detailed Design of the Segenhoe St and New England Highway Intersection, and the Entry Flag Banners.

ATTACHMENT NO: 1 - TOWN REVITALISATION COMMITTEE - ABERDEEN - 20 MARCH 2018 - MINUTES

ITEM NO: C.04.5


6. ACTION SHEET 7. CORRESPONDENCE Email from Kevin Webster – RMS, re The Committee seeking clarification on RMS Plan. 8. GENERAL BUSINESS Updated Action Sheet – to contact land owner re cattle on Jefferson Park side of river, and advise of proposed walking track. 9. NEXT MEETING To be determined when the new branding firm is engaged, and the Landscape Architect is engaged for Detailed Landscape Design. The meeting was declared closed at 6.40pm.

ATTACHMENT NO: 2 - TOWN REVITALISATION COMMITTEE - ABERDEEN - 17 APRIL 2018 - MINUTES

ITEM NO: C.04.5


MINUTES OF THE TOWN REVITALISATION COMMITTEE - ABERDEEN MEETING - TUESDAY 17 APRIL 2018 - 6.00pm

PRESENT: Cr Kiwa Fisher, Cr Sue Abbott, Cr Lorna Driscoll; Kathryn Brooks, Elizabeth Birch, Carol Ray, John Mitchell, Tony Berry

IN ATTENDANCE: Mr Steve McDonald (General Manager UHSC), Belinda Olteanu

(Special Projects Officer UHSC), Caroline Diamond.

1. APOLOGIES

RECOMMENDATION

That the apologies received from Mayor Bedggood, Frank Heap, Nick Price, Judi Morgan, Alan Fletcher (Manager Special Projects UHSC) be accepted. Moved: Cr Fisher Seconded: Cr Abbott CARRIED


RECOMMENDATION

That the minutes of the Town Revitalisation Committee - Aberdeen Meeting held on 20 March 2018, as circulated, be taken as read and confirmed as a correct record. Moved: Carol Ray Seconded: Tony Berry CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 5. AGENDA ITEMS

5.1 – Proposal for new branding direction.

The quote received from Lauren Taylor of Taylor Made Marketing was accepted at the meeting held on 20 March 2018, and two new concept designs were presented to the committee by Caroline Diamond and Kath Brooks, which could either be used separately or together in one branding campaign. (A copy of the presentation will be circulated to members once it has been made available.) The proposal was a blend of Aberdeen Australia’s heritage with Aberdeen Scotland’s heritage, with the town name branding as Aberdeen on Hunter, incorporating the impact of the Hunter River to the town. Caroline presented a range of ideas incorporating different tartans, and the possibility of creating Aberdeen on Hunter’s own unique tartan was discussed and is to be explored. The branding concept is expanded on by simple, quirky, fun set of visual print media, outdoor community space art designs, perhaps using the existing infrastructure in Aberdeen eg power poles, commercial wall space, portable flag poles etc. The feedback from the committee was unanimously positive and in support of the concepts.

ATTACHMENT NO: 2 - TOWN REVITALISATION COMMITTEE - ABERDEEN - 17 APRIL 2018 - MINUTES

ITEM NO: C.04.5


The following points are to be explored:

Incorporation of the proximity to Lake Glenbawn to be included – may be able to feed in with a possible campaign by Glenbawn Park

Create a sense of ownership of rebranding by Aberdeen residents and local businesses Tie in campaign with Hunter River Walk Investigate what permissions are required by stakeholders ie Ausgrid, RMS, to utilise their

assets A further meeting will be held next week on 24th April to discuss funding and budgets, prices for having some artwork available for Highland Games, and costings for infrastructure such as portable banner poles, bannermesh etc. 6. ACTION SHEET 7. CORRESPONDENCE Nil 8. GENERAL BUSINESS Nil 9. NEXT MEETING 24/4/2018 The meeting was declared closed at 7.30pm.




C.04.6 SCONE REVITALISATION COMMITTEE

RESPONSIBLE OFFICER: Alan Fletcher - Special Projects Manager

AUTHOR: Belinda Olteanu - Special Projects Administrations Officer


1. Endorse the minutes of the Scone Revitalisation Committee meeting held on 6 March 2018;

2. Endorse the minutes of the Scone Revitalisation Committee meeting held on 11 April 2018 with the following amendment, ‘Flowchart to measure progress to date and jobs still yet to do’.

BACKGROUND

The Scone Town Revitalisation Committee was established in February 2017. The committee’s purpose and objective is to provide advice and recommendations to Council on the implementation of the master plan to upgrade Scone CBD and surrounds, as adopted by Council on 27 June 2016 REPORT/PROPOSAL

Live, Work, Invest Scone – Briefing from Jane Callinan (Project Manager)

The committee was given a briefing by Jane of the Live, Work, Invest Scone project, which is aimed at encouraging out of town investment in Scone, after having been successful in securing funding from Regional Growth Marketing. The project adheres to the funding requirements including a video, website, and prospectus. The next step of the project is a strategic digital media campaign, and investigating suitable metropolitan events to showcase the campaign. Feedback on the project is sought before more copies of the prospectus will be printed.

Scone CBD Detail Design

Landscape Architects Mara Consulting have had initial kickoff meeting with Upper Hunter Shire Council Staff and presented a timeline for the project. The timeframe is from April to September 2018, the next step being the engagement of a surveyor to provide a detailed survey of the site. Kelly Lofberg and Tadd Andersen from Mara will address the next Scone CBD Revitalisation Committee Meeting to be held on 24 May 2018.

ATTACHMENTS

1 Town Revitalisation Committee - Scone - 11 April 2018 - Minutes

2 Town Revitalisation Committee - Scone - 6 March 2018 - Minutes





1. endorse the minutes of the Scone Revitalisation Committee meeting held on 6 March 2018;

2. endorse the minutes of the Scone Revitalisation Committee meeting held on 11 April 2018 with the following amendment, ‘Flowchart to measure progress to date and jobs still yet to do’;

3. accept the resignations from Mr Paul Boniface and Joanne Fernandez and letters be sent thanking them for their contribution to the Committee.

Moved: Cr J Burns Seconded: Cr S Abbott CARRIED

ATTACHMENT NO: 1 - TOWN REVITALISATION COMMITTEE - SCONE - 11 APRIL 2018 - MINUTES

ITEM NO: C.04.6


MINUTES OF THE TOWN REVITALISATION COMMITTEE - SCONE MEETING - WEDNESDAY 11 APRIL 2018 - 6.00pm

PRESENT: Cr James Burns, Steve Guihot, Kim Parkinson, Garry Gilkeson, Anne Frame, Acey Firth.

IN ATTENDANCE: Jane Callinan (UHSC), Belinda Olteanu (UHSC)

1. APOLOGIES

RECOMMENDATION

That the apologies received from Michael Burke and Simon Davis be accepted.


RECOMMENDATION That the Committee note the record of proceedings of the Town Revitalisation Committee – Scone meeting held on 6 February 2018 (attached). Moved: Acey Firth Seconded: Kim Parkinson CARRIED RECOMMENDATION That the minutes of the Town Revitalisation Committee – Scone meeting held on 6 March 2018 as circulated, be taken as read and confirmed as a correct record (attached) with the following amendment to be added as an Agenda Item:

Flowchart to measure progress to date and jobs still yet to do - from Anne Frame. Moved: Garry Gilkeson Seconded: Kim Parkinson CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Resignations RECOMMENDATION That the resignations from Paul Boniface, Jeny Dawson and Joanne Fernandes tabled at the meeting held on 6 March 2018 be accepted.

Moved: Steve Guihot Seconded: Garry Gilkeson CARRIED


ITEM NO: C.04.6


5. AGENDA ITEMS 5.1 Live, Work, Invest Scone – Briefing from Jane Callinan (Project Manager) Jane gave the committee a briefing of the ‘Live, Work, Invest Scone’ project aimed at encouraging out of town investment in Scone, and was a result of securing funding from the Regional Growth Marketing Fund via Department of Primary Industries. The funding requirement criteria was very rigid for successful grant recipients, which is why this project is very specific for Scone at this stage, however this campaign could be rolled out over other towns in our LGA. This is definitely Stage 1 in the campaign, not the entire campaign. The aim of the project was to tell stories about people who have made the commitment to relocate to Scone to Live, Work and Invest – and why. The grant requirements included a video, a hardcopy prospectus and a website which have all been produced using the services of local consultants, with a targeted audience of people living outside of the Scone area. Where to from here? The next steps are a strategic digital campaign utilising social media (council and the Chamber of Commerce Facebook pages and Upper Hunter Country Tourism’s Instagram account), locating a suitable event/s in metropolitan areas to showcase the project, and perhaps a weekend in Scone organised to attract investors. Feedback on the project is sought before more copies of the prospectus are printed. SG – Some criticism has been levelled at the campaign for not including older businesses. JC – The project was never intended to showcase Scone’s established business. The project targets people, not business, and aims to attract people to move to Scone. There are some quotes from businesses included in the campaign which may have to be withdrawn. It is important to note that the video that has been released is not the only video of the campaign. There is another video which focuses on local business and industry with locals telling their story. The campaign has been presented to Hunter Regional Development Australia and received a great response. The campaign targets two different markets – Investors, and Live, Work – the end result is tries to achieve a happy medium. 5.2 Scone CBD Detail Design – Belinda Olteanu Landscape Architects Mara Consulting have been engaged by Upper Hunter Shire Council to complete the Detailed Design of the Scone CBD Revitalisation. A kick-off meeting was held at council on 22/3/18 with principals from Mara – General Manager Kelly Lofberg and Leading Landscape Architect Tadd Anderson, Alan Fletcher, Jeffrey Bush and Belinda Olteanu. After the meeting Alan, Kelly and Tadd walked the targeted areas in the main street. The timeframe for the project is from April to September 2018. The next step is to engage a surveyor for a detailed survey and engineering report of site. Mara and Council will involve all stakeholders in the decision making process, and will seek feedback early on and raise awareness of the project.


ITEM NO: C.04.6


6. ACTION SHEET

7. CORRESPONDENCE Nil 8. GENERAL BUSINESS Cr Burns (Chairperson) suggested reducing the numbers for a quorum for this committee due to the recent number of resignations. It was suggested that the quorum be changed to 5 members, including 1 councillor. Members will always have the option to defer in they feel that there are not enough members present to vote. A suggestion was made by Acey Firth that the Horse Week Parade day would be an excellent opportunity for a pop up shop by Mara Consulting for community engagement – Belinda Olteanu to follow up. The committee will meet next Wednesday 18/4/18 to discuss Anne Frame’s flowchart. The final chart will be forwarded to Belinda Olteanu for updating and distribution to members. 9. NEXT MEETING 24 May 2018 6pm in Barry Rose Room, Scone Administration Centre. The meeting was declared closed at 7.35pm.

ATTACHMENT NO: 2 - TOWN REVITALISATION COMMITTEE - SCONE - 6 MARCH 2018 - MINUTES

ITEM NO: C.04.6


RECORD OF PROCEEDINGS OF THE TOWN REVITALISATION COMMITTEE - SCONE MEETING - TUESDAY 6 MARCH 2018 - 6.00pm

PRESENT: Cr James Burns, Gary Gilkeson, Michael Burke, Simon Davis, Kim Parkinson, Anne Frame, Alan Fletcher.

1. APOLOGIES

RECOMMENDATION

That the apologies received from Jo Fernandes and Peter Allen be accepted. That the resignations from Paul Boniface and Jeny Dawson be accepted.

The attendees of the meeting waited until 6.20pm, there were insufficient members to meet the quorum. The meeting did NOT proceed. The group discussed the following points:

Anne Frame’s study trip to ‘Bypass Towns’, Berry and Goulburn. Scone CBD Detail Design contractor Mara Consulting has been engaged. Cr Burns showed two CBD videos of Port Pirie, South Australia CBD improvements. Anne Frame made a flowchart to measure progress and jobs to do to be put on the agenda for

11 April 2018. 2. NEXT MEETING 6.00 pm on 11 April 2018




ENVIRONMENT/HEALTH REPORTS

E.04.1 WAIVING OF FOOTPATH TRADING LICENCE FEES


AUTHOR: Mathew Pringle - Director Environmental & Community Services

PURPOSE The purpose of this report is to consider waiving footpath trading licence fees for the 2018/19 financial year for businesses that display Upper Hunter Country branding on any street furniture.

RECOMMENDATION That Council waive the annual footpath trading licence fee for 2018/19 subject to the Upper Hunter Country branding being used on any street furniture.

BACKGROUND Council, at its meeting held on 24 April 2017, resolved to waive the annual footpath trading licence fee for 2017/18 subject to the Upper Hunter Country branding being used on any street furniture. The intention of this was to encourage the activation of retail precincts in the towns. Whilst ever the sidewalks are barren it will not encourage shoppers to the centres. REPORT/PROPOSAL Each of the revitalisation committees has previously suggested that Council waive the current fees relating to street furniture (A frames, tables, chairs, umbrellas, etc) to encourage businesses to utilise the sidewalks in the main streets. Further to this, both Murrurundi and Scone committees suggested that the fee be waived IF the Upper Hunter Country branding is used on the pieces. Use of the branding will provide a consistent message across the shire, however it likely to be difficult to monitor and enforce. The waiving of the fee provides the incentive for businesses to adopt the branding that was developed by Council several years ago. A style guide was developed for the use of the branding and this would need to be communicated to all businesses prior to use of the material. Whilst the annual footpath trading licence fees may be waived, approval for the placement of items on Council’s footpath would still be required under Section 138 of the Roads Act 1993. The application fee for this approval is currently $185 in accordance with the 2017/18 Fees and Charges Schedule. This is a one-off fee applicable only to new items and is separate to the annual licence fee. OPTIONS 1. Waive the annual footpath trading licence fee for 2018/19 subject to the Upper Hunter

Country branding being used on any street furniture; 2. Not waive the fee but encourage the use of the branding




CONSULTATION

General Manager Director Operations Councillors

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

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

Shire. CS22 Provide attractive and functional town centres and support revitalisation of the

towns and villages including investment in built heritage and improvement of existing buildings.

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

We are working to achieve the following Community Priorities:

b. Delivery Program

Relationships with key stakeholders to enhance economic development activities within the Shire.

Encouragement for the sustainable economic development of the Upper Hunter Shire.

Provision if investment and marketing material to encourage investment and employment in the Shire.

c. Other Plans NIL




IMPLICATIONS a. Policy and Procedural Implications Council’s Footpath Trading Policy will continue to apply to activities on Council’s footpaths. b. Financial Implications It is forecasted that no income will be received from the granting of footpath trading licences in the draft 2018/19 budget. c. Legislative Implications Footpath trading or the placement of articles on Council footpaths requires approval under the Roads Act 1993 or the Local Government Act 1993. d. Risk Implications NIL e. Other Implications NIL CONCLUSION The revitalisation of the towns requires activation of the retail centres of each town. Council should be encouraging and supporting this activation by reducing what businesses may perceive as barriers to trade. The local economic benefits of waiving annual footpath trading licence fees will far outweigh the minimal financial costs to Council in the form of lost revenue.

ATTACHMENTS



1. waive the annual footpath trading licence fee for 2018/19 subject to the Upper Hunter Country branding being used on any street furniture.

2. hand deliver letters to each business advising where signage can be placed.

Moved: Cr J Burns Seconded: Cr M Collison CARRIED




GENERAL ADMINISTRATION REPORTS

G.04.1 DRAFT DELIVERY PROGRAM 2017/2018 - 2020/2021 & OPERATIONAL PLAN 2018/2019


AUTHOR: Melinda Curtis - Corporate Planner

PURPOSE Council is required to adopt a draft Delivery Program & Operational Plan which is then placed on public exhibition for a minimum of 28 days. Council then considers submissions prior to adopting the final version at its June meeting.


1. Endorse the draft Delivery Program 2017/2018-2020/2021 & Operational Plan 2018/2019 and place on exhibition for a period of not less than 28 days, commencing on Wednesday 2 May 2018 and closing on Friday 1 June 2018.

2. Endorse Attachment 2 that will replace sections of the Draft Delivery Program 2017/2018-2020/2021 & Operational Plan 2018/2019 if the Special Rate Variation (SRV) Application is not approved by IPART and will exclude the revenue, loan funding and capital projects that have been proposed with the SRV.

3. Engage with the community prior to finalising the draft Delivery Program 2017/2018-2020/2021 & Operational Plan 2018/2019.

BACKGROUND Council is required to undertake its planning and reporting activities in accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005. In 2009 the Local Government Act was amended to create an Integrated Planning and Reporting (IP&R) requirement. A requirement under this framework is the production of a Delivery Program every four years and an Operational Plan annually. The Planning requirements of the Delivery Program is that it is adopted by 30 June in the year following an election and exhibited for at least 28 days. If the Plan is amended during the 4 years, then the revised document will be placed on public exhibition. The planning requirements for the Operational Plan:

Prepared annually; Details the activities to be engaged in by the Council and the annual budget; Exhibit Draft for at least 28 days; Council to adopt prior to the beginning of the financial year; and Post copy on website within 28 days of council endorsement.

The draft Delivery Program 2017/2018-2020/2021 and Operational Plan 2018/2019 has been circulated to Councillors under separate cover.




REPORT/PROPOSAL The four year Delivery Program has been amended to reflect a change in General Manager, Special Rate Variation Application submitted to the Independent Pricing and Regulatory Tribunal (IPART) and budget changes. The Operational Plan details the activities to be undertaken by Council in 2018/2019 and the annual budget.

It is proposed that the draft Delivery Program 2017/2018-2020/2021 and Operational Plan 2018/2019 be placed on public exhibition between Wednesday, 2 May 2018 and Friday, 1 June 2018. Submissions will close on Friday 1 June 2018.

Community engagement will occur during May 2018 and public meetings will be held as follows:

Monday, 7 May 2018, 6.00-7.30pm, Council Chambers, Scone Wednesday, 9 May 2018, 6.00-7.30pm, CWA Rooms, Murrurundi Monday, 14 May 2018, 6.00-7.30pm, Community Hall, Aberdeen Tuesday, 15 May 2018, 6.00-7.30pm, School of Arts Hall, Merriwa

Council has lodged a Special Rate Variation (SRV) Application with the Independent Pricing and Regulatory Tribunal (IPART) which is currently being assessed. The outcome of the application will be determined by IPART on the 15 May 2018, which is half way through the exhibition period. Accordingly the draft document to be exhibited includes an attachment that will replace sections of the document if the application is not approved by IPART. The attachment will exclude the revenue, loan funding and capital projects that have been proposed with the SRV. OPTIONS 1. Adopt or amend the draft Delivery Program 2017/2018-2020/2021 & Operational Plan

2018/2019 for the purpose of placing it on public exhibition for 28 days. 2. Undertake community engagement on the draft Delivery Program & Operation Plan during

May 2018.

CONSULTATION S405 of the Local Government Act 1993 requires Council to put the draft Delivery Program & Operational Plan on public notice for a period of at least 28 days and seek submissions from the public in regard to the activities and proposed revenue plan. Council has traditionally also provided the community with a letter drop briefing summarising details of the budget and activities in their area and had 4 public meetings in the main towns of the Upper Hunter Shire, which are planned for May 2018. Copies of the draft document will be placed in Council’s offices, libraries and on Council’s website.




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

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

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


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

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

In the Financial Services Activity this relates to:

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

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




IMPLICATIONS a. Policy and Procedural Implications Council has met its requirements to date consistent with the IP&R Framework. b. Financial Implications Council is unable to levy rates and apply fees & charges if not resolved by Council to do so. c. Legislative Implications Legislative responsibilities will be met consistent with the planning and reporting activities in accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005. d. Risk Implications Minimise risks by meeting the Integrated Planning and Reporting (IP&R) framework. e. Other Implications Nil CONCLUSION Council is required to adopt a draft Operational Plan each year to be placed on public exhibition for 28 days prior to considering submissions and adopting the final document.

ATTACHMENTS

Nil.


1. endorse the draft Delivery Program 2017/2018-2020/2021 & Operational Plan 2018/2019, as amended, and place on exhibition for a period of not less than 28 days, commencing on Wednesday 2 May 2018 and closing on Friday 1 June 2018.

2. endorse Attachment 2 that will replace sections of the Draft Delivery Program 2017/2018-2020/2021 & Operational Plan 2018/2019 if the Special Rate Variation (SRV) Application is not approved by IPART and will exclude the revenue, loan funding and capital projects that have been proposed with the SRV.

3. engage with the community prior to finalising the draft Delivery Program 2017/2018-2020/2021 & Operational Plan 2018/2019.





G.04.2 AGENCY INFORMATION GUIDE - GOVERNMENT INFORMATION (PUBLIC ACCESS) ACT 2009



PURPOSE The purpose of this report is to have Council formally adopt its Agency Information Guide for 2018/19 as required by Section 20 of the Government Information (Public Access) Act 2009.

RECOMMENDATION That Council adopt the Agency Information Guide for 2018/19.

BACKGROUND In order to maintain and advance a system of responsible and representative democratic Government that is open, accountable, fair and effective, the object of the GIPA Act is to open government information to the public by: a) authorising and encouraging the proactive public release of government information by

agencies; and b) giving members of the public an enforceable right to access government information;

and c) providing that access to government information is restricted only when there is an

overriding public interest against disclosure. In accordance with Section 20 of this Act, Council must have an Agency Information Guide. REPORT/PROPOSAL The Agency Information Guide is required to be reviewed and adopted at intervals of not more than 12 months. Council must notify the Information Commissioner before adopting or amending the guide. Council’s Agency Information Guide has undergone a number of amendments, upon advice from the NSW Information and Privacy Commission (IPC), in order to more thoroughly address the IPC’s self-assessment checklist for agencies. OPTIONS Council must adopt the document. CONSULTATION

Records Officer Director Operations Information and Privacy Commission/Information Commissioner Once adopted, the Agency Information Guide is placed on Council’s website




STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 8 Provide Community leadership.

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


b. Delivery Program

Provision of an efficient document management function for compliance and accountability of business records.

c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications Council must prepare a GIPA Annual Report and review its Agency Information Guide annually. b. Financial Implications Nil c. Legislative Implications Section 20 of the Government Information (Private Access) Act 2009. d. Risk Implications Nil




e. Other Implications Nil CONCLUSION The Agency Information Guide has been updated for 2018/19 and is ready for adoption.

ATTACHMENTS

1 Upper Hunter Shire Council Agency Information Guide 2018

RESOLVED That Council adopt the Agency Information Guide for 2018/19.

Moved: Cr L Driscoll Seconded: Cr J Burns CARRIED

ATTACHMENT NO: 1 - UPPER HUNTER SHIRE COUNCIL AGENCY INFORMATION GUIDE 2018 ITEM NO: G.04.2


ATTACHMENT NO: 1 - UPPER HUNTER SHIRE COUNCIL AGENCY INFORMATION GUIDE 2018

ITEM NO: G.04.2


DOCUMENT REVISION

REVISION DATE

Developed 22 October 2012

1 25 November 2013

2 27 October 2014

3 26 October 2015

4 26 October 2016

5 30 October 2017

6 30 April 2018


ITEM NO: G.04.2


PREFACE

This Information Guide has been produced by Upper Hunter Shire Council in accordance with Section 20 of the Government Information (Public Access) Act 2009 and is reviewed annually.

The purpose of this document is to provide members of the community, Council Staff, and the public with information concerning:

the structure and functions of Upper Hunter Shire Council;

the way in which the functions of Upper Hunter Shire Council affect members of the public;

the avenues available to the public to participate in policy development and the exercise of Upper Hunter Shire Council’s functions;

the type of information available from Upper Hunter Shire Council and how this information is made available.

The Information Guide is available on Council’s website (www.upperhunter.nsw.gov.au).

Steve McDonald

General Manager


ITEM NO: G.04.2


CONTENTS Agency Information Guide ...................................................................................................... 1

1. STRUCTURE AND FUNCTIONS OF COUNCIL ......................................................... 4

1.1 Description ............................................................................................................ 4

1.2 Basis of Constitution ............................................................................................. 4

1.3 Organisational Structure and Resources .............................................................. 4

1.4 Function of Upper Hunter Shire Council ............................................................... 6

2. HOW COUNCIL FUNCTIONS AFFECT MEMBERS OF THE PUBLIC ....................... 2

3. HOW THE PUBLIC CAN PARTICIPATE IN COUNCIL’S DEVELOPMENT AND EXERCISING OF FUNCTIONS .......................................................................................... 3

3.1 Representation ...................................................................................................... 3

3.1.1 Making Representation to Councillors ............................................................... 3

3.2 Personal Participation ........................................................................................... 3

3.2.1 Council Meetings and Committees .................................................................... 3

3.2.2 Public Submissions and Consultation ............................................................... 4

4. ACCESS TO INFORMATION ...................................................................................... 5

4.1 Information held by Council .................................................................................. 5

4.2 Electronic Documents and Physical Files ............................................................. 5

4.3 Policy Documents ................................................................................................. 5

4.4 Mandatory Proactive Release ............................................................................... 5

4.5 Ways to Access Information ................................................................................. 7

4.6 Copyright ............................................................................................................... 8

5. HOW MEMBER OF THE PUBLIC MAY ACCESS AND AMEND COUNCIL DOCUMENTS CONCERNING THEIR PERSONAL AFFAIRS ........................................... 9

5.1 Public Officer – Right of Information Officer .......................................................... 9

1.


ITEM NO: G.04.2


STRUCTURE AND FUNCTIONS OF COUNCIL

1.1 Description Upper Hunter Shire Council was proclaimed on 26 May 2004 following the amalgamation of Merriwa, Murrurundi and Scone Shires.

The Shire covers an area of 8,100 square kilometres and shares its boundary with Tamworth Regional Council, Gloucester Shire Council, Singleton Shire Council, Muswellbrook Shire Council, Mid-Western Regional Council, Warrumbungle Shire Council and Liverpool Plains Shire Council.

1.2 Basis of Constitution Upper Hunter Shire Council is constituted under the Local Government Act 1993.

1.3 Organisational Structure and Resources The Shire is an undivided area with 9 Councillors who are elected by the residents and ratepayers of the area.

The Mayor is elected every two years by the Councillors from among their numbers.

The roles of Councillors, as members of the body corporate are: to direct and control the affairs of the Council in accordance with the Local Government

Act and other applicable legislation;

to participate in the optimum allocation of Council’s resources for the benefit of the area;

to play a key role in the creation and review of Council’s policies, objectives and criteria relating to the exercise of Council’s regulatory functions;

to review the performance of the Council and its delivery of services, management plans and revenue policies of the Council;

Gloucester LGA

Singleton LGA

Muswellbrook LGA Mid-Western Regional LGA

Warrumbungle LGA

Liverpool Plains LGA

Tamworth Regional LGA


ITEM NO: G.04.2


The roles of a Councillor, as an elected person: to represent the interest of the residents and ratepayers;

to provide leadership and guidance to the community;

to facilitate communication between the community and the Council.

The Mayor presides at meetings of the Council, carries out the civic and ceremonial functions of the office, exercises, in cases of necessity, the decision making functions of the body, between its meetings and performs any other functions that the Council determines.

The Principal Officer of the Council is the General Manager. The General Manager is responsible for the efficient operation of the Council’s organisation and for ensuring the implementation of Council decisions. The General Manager is also responsible for the day to day management of the Council, the exercise of any functions delegated by the Council, the appointment, direction and where necessary, the dismissal of staff, as well as the implementation of Council’s Equal Employment Management Plan.

To assist the General Manager in the exercise of these functions, there are three (3) Directorates of Council. These Directorates are Operations, Environmental & Community Services and Special Projects. Each of these Departments is headed by a Director.

Upper Hunter Shire Council Organisational Structure

COMMUNITY

COUNCIL

GENERAL MANAGER

OPERATIONSENVIRONMENTAL

& COMMUNITY SERVICES

SPECIAL PROJECTS

EXECUTIVE ASSISTANT


ITEM NO: G.04.2


1.4 Function of Upper Hunter Shire Council Under the Local Government Act, 1993, Council’s functions can be grouped into the following categories:

SERVICE FUNCTIONS

REGULATORY FUNCTION

ANCILLARY FUNCTIONS

REVENUE FUNCTIONS

ADMIN FUNCTIONS

ENFORCEMENT FUNCTIONS

Including: Provision of community health, creation, education & information services Environmental protection Waste removal & disposal Land & property industry & tourism development & assistance Civil infrastructure planning, maintenance & construction

Including: Approvals Orders Building certificates

Including: Resumption of land Powers of entry and inspection

Including: Rates Charges Fees Borrowings Investments

Including: Employment of staff Management plans Financial reporting Annual reports

Including: Proceedings for breaches of the Local Government Act & Regulations and other Acts & Regulations Prosecution of offences Recovery of rates and charges

GENERAL MANAGER

OPERATIONS ENVIRONMENTAL & CUSTOMER SERVICES

SPECIAL PROJECTS

Internal Audit Finance Planning Major construction projects

Risk Management Information Services Health & Building

Communications Human Resources Regulatory Compliance

Corporate Planning Water & Waste Animal Control

Business Enterprise & Tourism

Strategic Assets Administration & Customer Services

Technical Support Community Services

Works Delivery


ITEM NO: G.04.2


As well as the Local Government Act, Council has powers under a number of other Acts including: Building Professionals Act 2005

Civil Liability Act 2002

Children and Young Persons (Care and Protection) Act 1998

Community Land Development Act 1989

Companion Animals Act 1998

Contaminated Land Management Act 1997

Conveyancing Act 1919

Crown Lands Act 1989

Crown Lands Management Act 2016

Dividing Fences Act 1991

Environmental Planning & Assessment Act 1979

Firearms Act 1996

Fire Brigades Act 1989

Fluoridation of Public Water Supplies Act 1957

Food Act 2003

Government Information (Public Access Act 2009

Heritage Act 1977

Impounding Act 1993

Independent Commission Against Corruption Act 1988

Land Acquisition (Just Terms Compensation)Act 1991

Library Act 1939

National Parks and Wildlife Act 1974

Noxious Weeds Act 1993

Pesticides Act 1999

Plumbing and Drainage Act 2011

Privacy & Personal Information Protection Act 1998

Protection of the Environment Operations Act 1997

Public Health Act 2010

Public Interest Disclosures Act 1994

Recreation Vehicles Act 1983

Roads Act 1993

Road Transport Act 2013

Rural Fire Act 1997

Smoke Free Environment Act 2000

State Emergency Rescue Management Act 1989

State Emergency Services Act 1989

State Records Act 1998

Strata Scheme Development Act 2015

Strata Schemes Management Act 1996

Swimming Pools Act 1992

Threatened Species Conservation Act 1988

Transport Administration Act 1988

Unclaimed Money Act 1995

Waste Avoidance and Resource Recovery Act 2001

Water Management Act 2000

Workplace Injury Management and Workers Compensation Act 1998

Work Health & Safety Act 2011


ITEM NO: G.04.2


2. HOW COUNCIL FUNCTIONS AFFECT MEMBERS OF THE PUBLIC

As a service organisation, the majority of the activities of Upper Hunter Shire Council have an impact on the public. The following is an outline of how the broad functions of Council affect the public.

Service functions affect the public as Council provides services and facilities to the public. These include provision of human services such as aged care facilities, child care services and libraries, halls and community centres, recreation facilities, infrastructure and waste management.

Regulatory functions place restrictions on developments and buildings to ensure that they meet certain requirements affecting the amenity of the community and not endanger the lives and safety of any person. Members of the public must be aware of, and comply with, such regulations.

Ancillary functions affect only some members of the public. These functions include, for example, the resumption of land or the power for Council to enter onto a person’s land. In these circumstances, only the owner of the property would be affected.

Revenue functions affect the public directly in that revenue from rates and other charges paid by the public is used to fund services and facilities provided to the community.

Administrative functions do not necessarily affect the public directly but have an indirect impact on the community through the efficiency and effectiveness of the service provided.

Enforcement functions only affect those members of the public who are in breach of certain legislation. This includes matters such as the non-payment of rates and charges, unregistered dogs and parking offences.

Community planning and development functions affect areas such as cultural development, social planning and community profile and involves:

advocating and planning for the needs of our community. This includes initiating partnerships; participating on regional, State or Commonwealth working parties; and preparation and implementation of the Community Plan;

providing support to community and sporting organisations through provision of grants, training and information;

facilitating opportunities for people to participate in the life of the community through the conduct or a range of community events such as NAIDOC Week, Youth Week, Children’s Week, as well as promoting events of others.


ITEM NO: G.04.2


3. HOW THE PUBLIC CAN PARTICIPATE IN COUNCIL’S DEVELOPMENT AND EXERCISING OF FUNCTIONS

Upper Hunter Shire Council supports the principles of open government and encourages community involvement in policy development and general activities of Council.

There are two broad ways in which the public may participate in the policy development and, indeed, the general activities of the Council. These are through representation and personal participation.

3.1 Representation Local Government in Australia is based on the principle of representative democracy. This means that the people elect representatives to their local Council to make decisions on their behalf. In New South Wales, local government elections are held every four years. Scheduled elections are to be held in September 2020 and September 2024.

At each election, voters elect nine Councillors for a four year term. All residents of the area who are on the electoral roll are eligible to vote. Property owners who live outside of the area and ratepaying lessees can also vote, but must register their intention to vote on the non-residential roll. Voting is compulsory.

3.1.1 Making Representation to Councillors Residents are able to raise issues with, and make representations to, the elected Councillors. The Councillors, if they agree with the issue or representation, may pursue the matter on the resident’s behalf thus allowing members of the public to influence the development of policy.

3.2 Personal Participation A major focus of the Local Government Act 1993 is for community participation. Ratepayers, residents and business are encouraged to have a say in what Council does. The Act encourages councils to be open and accountable to the community. This is achieved by people having appropriate access to information, voting in polls and referendums, making submissions to Council and by Council meetings being open to the public.

Council’s website at www.upperhunter.nsw.gov.au is regularly updated with notifications and information of Council’s activities, meeting agendas and business papers. The website also publishes notices and exhibitions, tenders, news items, events and many Council documents and reports. The website is reviewed and updated on a regular basis to ensure information is accurate and timely.

Council also provides information on Council activities, decisions and programs in the local newspaper and on social media.

There are also avenues for members of the public to personally participate in the policy development and the functions of the Council.

3.2.1 Council Meetings and Committees Council also allows the public to address the Open Council Meetings (held last Monday of the month) on matters included in the business paper for that month.

Several Council Committees comprise or include members of the public. To view a full list of Council Committees or to nominate as a delegate go to:

upperhunter.nsw.gov.au/your-council/council-business/committees.aspx


ITEM NO: G.04.2


Standing Committee meeting dates, times and venues are also advertised on Council’s website, go to:upperhunter.nsw.gov.au/our-shire/events/what-s-on-calendar.aspx

Alternatively you may contact the Public Officer for this information.

3.2.2 Public Submissions and Consultation From time to time Council calls for public submissions, for example, community input into its annual Delivery Program and Operational Plan and the four-yearly Community Strategic Plan. Calls for submissions are advertised on Council’s website www.upperhunter.nsw.gov.au and in the local newspapers The Scone Advocate, The Hunter Valley News, The Aberdeen Whisper, The Merriwa Ringer and The Murrurundi Links. These advertisements will include details on how to submit submissions and the closing date.

In addition, Council, as part of its public consultation process will often call for meetings on specific topics, e.g., disability access to gain community feedback.

Meetings are also held in different areas of the Shire to address both larger issues of the Shire as well as local issues within that area. These meetings are advertised in advance on Council’s website, in the newspapers listed above, through media releases and letterbox drops.


ITEM NO: G.04.2


4. ACCESS TO INFORMATION Upper Hunter Shire Council is committed to the principle of open and transparent government. To facilitate public access to Council information Council has adopted an Access to Information policy. The object of this policy is to describe public and Councillor access to information and to facilitate the processing of requests for such access under the Government Information (Public Access) Act 2009 (“GIPA” Act).

Under the provisions of the GIPA Act there is a right of access to certain information held by Council, unless there is an overriding public interest against its disclosure.

Members of the public who require an information release under the GIPA Act can do so by contacting Council:

Phone: 02 6540 1100

Email: [email protected]

Website: www.upperhunter.nsw.gov.au

Post: The General Manager, PO Box 208, Scone NSW 2337

4.1 Information held by Council Council holds information (hard copy and electronic form) that relate to a number of different functions concerning Upper Hunter Shire. This information is grouped into four categories:

1. Electronic Documents

2. Physical Files

3. Policy Documents

4. General Information

4.2 Electronic Documents and Physical Files Council implemented an electronic document management system in 2005. Hard copy, physical files were dispensed with except for development/building/construction applications.

Prior to 2005 the former Merriwa Shire Council maintained an electronic document management system and the former Murrurundi and Scone Shire Council’s maintained a paper-based filing system.

Some of Council’s electronic documents and physical files are not available on the website, however, this information may be made available either by informal release or via an Access Application (GIPA Act Section 7 – 9) unless there is an overriding public interest against disclosure of the information in accordance with the provisions of the Section 14 of the GIPA Act.

4.3 Policy Documents Some policies constitute open access information. These and other policies are available on Council’s website:

http://upperhunter.nsw.gov.au/your-council/documents-and-policies/policies.aspxhttp://upperhunter.local-e.nsw.gov.au/council/1018.html


ITEM NO: G.04.2


4.4 Mandatory Proactive Release The Government Information (Public Access) Act 2009 provides the public a general right of access to information held by Council and requires that information defined as Open Access Information be made publicly available for inspection, free of charge.

The public is entitled to inspect this information either on Council’s website (unless there is an unreasonable additional cost to Council to publish these documents on the website) or at the offices of the Council during ordinary office hours or at any other place as determined by the Council. Any current and previous information of this type may be inspected by the public free of charge. Copies can be supplied with reasonable copying charges applicable.

The following documents are defined as Open Access Information under Section 18 of the GIPA Act and will be released without the need for a Formal Access Application:

Council’s Agency Information Guide (available on Council’s website)

Information about Council contained in any document tabled in Parliament by or on behalf of Council, other than any document tabled by order of either House of Parliament;

Council’ policy documents (available on Council’s website);

Council’s Disclosure Log of Formal Access Applications (available on Council’s website);

Council’s Register of Government Contracts (available on Council’s website);

Council’s record of the open access information (if any) that it does not make publicly available on the basis of an overriding public interest against disclosure; and

such other government information as may be prescribed by the GIPA regulations as open access information.

Schedule 1 of the GIPA Act also stipulates that the following additional documents are to be provided as open access information by Council:

1. Information about Council The model code prescribed under Section 440(1) of the Local Government Act

Council’s adopted Code of Conduct

Code of Meeting Practice

Annual Report

Annual Financial Report

Auditor’s Report

Community Strategic Plan

Delivery Program & Operational Plan

EEO Management Plan

Policy concerning the Payment of Expenses Incurred by, and the Provision of Facilities to, Councillors

Annual Reports of Bodies Exercising Functions Delegated by Council

Any Codes referred to in the Local Government Act


ITEM NO: G.04.2


Returns of Interests of Councillors, Designated Persons and Delegates

Agendas and Business Papers for any meeting of Council or any Committee of Council

Minutes of any meeting of Council or any Committee of Council

Departmental Representative Reports presented at a meeting of Council

Land Register

Register of Investments

Register of Delegations

Register of Graffiti Removal Works

Register of current Declarations of Disclosures of Political Donations

Register of Voting on Planning Matters

Register of Related Parties Disclosures

2. Plans and Policies Local Policies adopted by Council concerning approvals and orders

Plans of Management for Community Land

Environmental Planning Instruments, Development Control Plans and Contribution Plans

3. Information about Development Applications Development Applications and any associated documents received in relation to a proposed development:

Home Warranty Insurance documents

Construction Certificates

Occupation Certificates

Structural Certification Documents

Town Planner Reports

Submissions received on Development Applications

Heritage Consultant Reports

Tree Inspections Consultant Reports

Acoustic Consultant Reports

Land Contamination Consultant Reports

Records of decisions on Development Applications including decisions on appeals

Records describing general nature of documents that council decides to exclude from public view including internal specifications and configurations, and commercially sensitive information


ITEM NO: G.04.2


This clause does not apply to so much of the information referred to above as consists of: The plans and specifications for any residential part of a proposed building other

than plans that merely show its height and its external configuration in relation to the site on which it is proposed to be erected, or

Commercial information, if the information would likely to prejudice the commercial position of the person who supplied it or to reveal a trade secret.

4. Approvals, Orders and Other Information Applications for approvals under Part 1 Chapter 7 of the Local Government Act

Applications for approvals under any other Act and any associated documents received

Records of approvals granted or refused, any variation from Council Policies with reasons for the variation, and decisions made on appeals concerning approvals

Orders given under Part 2 of Chapter 7 of the Local Government Act and any reasons given under Section 136 of the Local Government Act

Orders given under the Authority of any other Act

Records of Building Certificates under the Environmental Planning and Assessment Act 1979

Plans of land proposed to be compulsorily acquired by Council

Compulsory Acquisition Notices

Leases and Licenses for use of Public Land classified as Community Land

Performance improvement orders issued to a Council under Part 6 of Chapter 13 of the Local Government Act.

4.5 Ways to Access Information Under the Government Information (Public Access) Act 2009, there are four ways information can be accessed from Council:

1 Mandatory Release (see 4.4 above).

2 Proactive Release Additional information (to open access information) made publicly available, unless there is an overriding public interest against disclosure.

3 Informal Applications Access to information which is not available as Mandatory Public Release (open access) or Proactive Release and unless there is an overriding public interest against disclosure. Application should be made by submitting an Information Access Application form (available on Councils website www.upperhunter.nsw.gov.au) to Council by post, email or in person (see 5.1 below). Council has the right to decide by what means information to be released.

4 Formal Applications Prior to lodging a Formal Access Application, Council’s website should be checked to see if the information sought isn’t already available. Council requires a Formal Access Application to be submitted if information:


ITEM NO: G.04.2


a. Is not available via Proactive or Informal Release; or

b. Involves a large volume of information, requires extensive research and accordingly will involve an unreasonable amount of time and resources to produce; or

c. Contains personal or confidential information about a third party which may require consultation; or

d. Is of a sensitive nature that requires careful weighing of the consideration in favour of and against disclosure.

Application should be made by submitting a Formal Access Application form (available on Councils website www.upperhunter.nsw.gov.au ) to Council by post, email or in person (see 5.1 below) with the GIPA Act prescribed $30.00 application fee. Additional $30.00 hourly processing charges may be applicable.

An application will be deemed invalid if it: Seeks access to excluded information of Council;

Does not meet the requirements of a Formal Access Application (as prescribed in the GIPA Act) being:

o Be in writing

o Specify that it is made under the GIPA Act

o State an Australian Postal address

o Be accompanied by the $30.00 fee

o Provide sufficient detail to enable Council to identify the information requested.

4.6 Copyright Nothing in the regulations requires or permits Council to make open access information available in any way that would constitute an infringements of copyrights (Section 6.6 of GIPA Act).

Access to copyright documents will be granted by way of inspection only, unless the copyright owner’s written consent is provided. Where authority is unable to be obtained or the copyright owner is not able to be contacted, copies of copyright material will not be provided. These documents include plans/drawings, consultant reports, Statements of Environmental Effects and other miscellaneous reports submitted with a Development Application (please note this list is not definitive).


ITEM NO: G.04.2


5. HOW MEMBER OF THE PUBLIC MAY ACCESS AND AMEND COUNCIL DOCUMENTS CONCERNING THEIR PERSONAL AFFAIRS

As mentioned previously, Council has a vast range of documents that can be accessed in varying ways. Most documents can be inspected at and obtained from Council’s offices in Merriwa, Murrurundi and Scone between the hours of 8.30am and 4.30pm Monday to Friday (except public holidays). For further enquiries about any document, a Customer Services Officer should be contacted. If you experience any difficulty in obtaining documents or information, you should contact the Public Officer.

5.1 Public Officer – Right of Information Officer It should be noted that the Director Operations has been appointed as the Public Officer. Amongst other duties, the Public Officer may deal with requests from the public concerning the Council’s affairs and has the responsibility of assisting people to gain access to public documents of the Council. The Public Officer is also Council’s Right to Information Officer and, as such, is responsible for determining applications for access to documents or for the amendment of records. If you have any difficulty in obtaining access to Council documents, you may wish to refer your enquiry to the Public Officer. Also, if you would like to amend a document of Councils which you feel is incorrect, it is necessary for you to make written application to the Public Officer in the first instance. Council has in place a Privacy Management Plan for dealing with private or personal information.

Enquiries should be addressed as follows:

General Manager Upper Hunter Shire Council PO Box 208 SCONE NSW 2337

Phone: (02) 6540 1100 Fax: (02) 6545 2671 Email: [email protected] Web: www.upperhunter.nsw.gov.au

Further information can also be sought from:

Information & Privacy Commission GPO Box 7011 SYDNEY NSW 2001

Phone: 1800 472 679 Email: [email protected] Web: http://www.ipc.nsw.gov.au/contact-us-0




G.04.3 REQUEST FOR FINANCIAL ASSISTANCE - 2018 SCONE SHORT FILM FESTIVAL



PURPOSE A request has been made for Council to provide sponsorship to the 2018 Scone Short Film Festival.

RECOMMENDATION That Council provide financial assistance to the value of $2,000 to assist with the running of 2018 Scone Short Film Festival.

BACKGROUND Scone Films Inc has requested that Council provide financial support to assist with the running of the Scone Short Film Festival for 2018. The Festival focuses on providing a range of short films that are representative of Australian directing and acting talent. REPORT/PROPOSAL Council has supported this event over a number of years. An allowance has been made in the 2018/19 budget. OPTIONS 1. Provide a donation of $2,000 2. Provide a donation of an alternate amount 3. Reject the request for financial assistance CONSULTATION

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

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

Goal 2 Promote wellbeing and a connected, healthy and happy Community

CS9 Value our heritage and cultural diversity, celebrating together and fostering creativity.





b. Delivery Program

Facilitation and management of community cultural events and activities. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request falls within sections 4(b) and (c) of the Grants and Subsidies Policy as it both promotes an event for a local town and the Shire as a whole. However, the request falls outside of the policy due to the value, and is accordingly referred to Council for determination. Council has provided similar donations over a number of years. b. Financial Implications This request is applicable to the 2018/19 Budget. The proposed donation of $2,000 can be made available under the Cultural Services Budget. c. Legislative Implications Nil d. Risk Implications All events require a risk evaluation to be undertaken prior to the event. e. Other Implications Nil




CONCLUSION It is recommended that assistance be provided to the Scone Short Film Festival for 2018.

ATTACHMENTS

1 Scone Films - Request for sponsorship of $2000.00 towards 2018 Scone Short Film Festival - 03/04/18

RESOLVED That Council provide financial assistance to the value of $2,000 to assist with the running of 2018 Scone Short Film Festival.


ATTACHMENT NO: 1 - SCONE FILMS - REQUEST FOR SPONSORSHIP OF $2000.00 TOWARDS 2018 SCONE SHORT FILM FESTIVAL - 03/04/18

ITEM NO: G.04.3


3 April 2018

Mr Steven Pryor Upper Hunter Shire Council [email protected] Dear Steven

I write on behalf of the Scone Films to apply once more for funding from our Upper Hunter Shire

Council.

When last year we contacted you regarding this, the Council was generous enough to offer us $2,000

in support. The Committee would once again like to ask for that amount of money for our 2018

September Scone Short Film Festival.

We have been part of the Scone arts community for a number of years, and we have held the Short

Film Festival for 8 years now. We continue to get great feedback from our community.

We are proud of the fact that we offer an entertainment service to all in our community, and all are

welcome to come along, watch films and meet one another.

2017 was an excellent year for Scone Films. Throughout the year we were able to present films that interested a wide variety of people for all ages.

The 2017 Short Film Festival in September was a sell out and represented the best talent that Australia has to offer in production, direction and acting. Filmgoers had a wonderful night of food, film and friendship.

In 2018 we are working towards improving choices of films and our technology. This is an expensive process. Needless to say our aim continues to be serving the community we live in and offering art and entertainment that is currently unavailable anywhere else in Scone.

We hope that you will continue your support which is an invaluable help to us.

We, the Scone Films Committee, would like to formally request the amount of $2,000 for our local

Scone Short Film Festival, and we hope that Council can see its way to assisting us once again this

year.

Regards, Anne Frame Scone Films




G.04.4 RENEWAL OF ALCOHOL FREE ZONES


AUTHOR: Christine Robinson - Health, Building & Compliance Coordinator

PURPOSE The purpose of this report is to consider two submissions which were received within the public consultation period, prior to adopting and applying the re-establishment of the Alcohol Free Zones in Scone, Merriwa, Murrurundi and Aberdeen.

RECOMMENDATION That Council adopt and apply the re-establishment of the Alcohol Free Zones in the areas identified in Attachment 1 to the report from midnight 30 April 2018 to midnight 30 April 2022 inclusive.

BACKGROUND At its meeting held on 26 February 2018, Council considered a report regarding the re-establishment of Alcohol Free Zones in Scone, Merriwa, Murrurundi and Aberdeen. Public consultation has taken place in accordance with Section 644A of the Local Government Act 1993. Two submissions were received and are included as Attachments 2 and 3. REPORT/PROPOSAL Alcohol Free Zones are enforced by the Police or local council officers. Police have the power to warn pedestrians with alcohol in these zones, confiscate alcohol and/or issue fines. The enforcement of Alcohol Free Zones reduces anti-social behavior on the streets and is beneficial to the safety and well-being of the community. During the public consultation period in accordance with Section 644A of the Local Government Act 1993, two submissions were received. The first submission was received from Derek Hain, Licensing Officer for the Hunter Valley Police District. This submission is included as Attachment 2 and endorses Council’s proposal including the adequacy of the Zones’ locations. The second submission received from Robert Thurgood is included as Attachment 3. Mr Thurgood has requested that the area of St Aubins Street, between Main and Park Streets, Scone be included within the Alcohol Free Zone. The reason for this request is to try and address the ongoing problem of people drinking in the street which is evident from the alcohol bottles and cans often being littered on the footpath and in his yard. In response to this submission, the Scone Alcohol Free Zone has been extended to include St Aubins Street between Main and Park Streets.




OPTIONS 1. To adopt the re-establishment of Alcohol Free Zones in the areas outlined in

Attachment 1. 2. To not re-establish Alcohol Free Zones in the areas outlined in Attachment 1.

CONSULTATION

Public consultation in accordance with Section 644A of the Local Government Act 1993 Licensees of local liquor outlets/premises NSW Police - Force Hunter Valley Local Area Command Wanaruah Aboriginal Land Council Director Environmental and Community Services

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

CS4 Facilitate partnerships which create and support a safe, inclusive and caring community.


b. Delivery Program

Partnership with Government and local organisations to identify and develop solutions to address anti-social and criminal behaviours in the Shire.

c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications The approximate cost of updated signage and labour for the installation of signage for the four areas in $1,500.




c. Legislative Implications The administration of Alcohol Free Zones is pursuant to Chapter 16 of the Local Government Act 1993. d. Risk Implications The re-establishment of Alcohol Free Zones will reduce the risks to Council as the potential for anti-social behavior, vandalism and malicious damage will be reduced. e. Other Implications Nil CONCLUSION Legislative requirements are to be met by Council and the provision of signage will help to reduce the incidence of street offences in the Scone, Aberdeen, Merriwa and Murrurundi town centres and surrounding areas.

ATTACHMENTS

1 Locations of Alcohol Free Zones

2 Letter from Derek Hain NSW Police Force - Hunter Valley LAC - endorsement of Alcohol Free Zone

3 Submission from Robert Thurgood

RESOLVED That Council adopt and apply the re-establishment of the Alcohol Free Zones in the areas identified in Attachment 1 to the report from midnight 30 April 2018 to midnight 30 April 2022 inclusive.


ATTACHMENT NO: 1 - LOCATIONS OF ALCOHOL FREE ZONES ITEM NO: G.04.4


Locations of Alcohol Free Zones

Scone

The whole of Guernsey Street from the White Park entrance gates to Kelly Street. Kelly Street from Guernsey Street to Main Street excluding the footpath immediately

adjacent to the Thoroughbred café/bakery on the corner of Kelly & Kingdon Streets. Shaw Street to Susan Street. Susan Street from Main Street to Aberdeen Street. Main Street from Susan Street to Kelly Street. St Aubins Street from Park Street to Aberdeen Street. Kingdon Street from Wingen Street to Main Street excluding the footpath immediately

adjacent to the Thoroughbred café/bakery on the corner of Kelly & Kingdon Streets. Liverpool Street from Aberdeen Street to Main Street. Hill Street from White Park entrance to Susan Street. Aberdeen Street from the Golf Club entrance to Susan Street. Wingen Street from Kingdon Street to Liverpool Street.



Aberdeen

Macqueen Street from the southern boundary of St Andrews Street to the southern side of the Hunter River at Fitzgerald Bridge.

The whole of Fisher Street to western boundary of Abercairney Terrace.



Merriwa

Vennacher Street from Parker Street to the southern boundary of the public swimming pool.

From the southern boundary of the public swimming pool in Vennacher Street along Solleys Lane to Bow Street.

Bow Street from Solleys Lane to the laneway behind the Merriwa RSL Club. Bettington Street from Dutton Street to Brisbane Street. King George V Avenue from Brisbane Street to Quigley Street. The area bounded by Bettington Street, Vennacher Street, Solleys Lane and Bow

Street.



Murrurundi

Mayne Street from Victoria Street to Professional Row. All of Professional ROW. Murulla Street from Liverpool Terrace to Little Street. Haydon Street from Victoria Street to 70 metres east of the intersection with Pages

Street. Liverpool Street from Adelaide Street, west to the riverbank. All of Adelaide Street. Victoria Street from Haydon Street to the Great Northern Railway line. Albert Street from Haydon Street to the Great Northern Railway line. Mount Street from Little Street to Liverpool Terrace. The footpath area below the verandah of the Railway Hotel on the corner of Adelaide and Haydon Streets, Murrurundi is excluded from the Alcohol Free Zone between the hours of 10am and 9pm daily.

ATTACHMENT NO: 2 - LETTER FROM DEREK HAIN NSW POLICE FORCE - HUNTER VALLEY LAC - ENDORSEMENT OF ALCOHOL FREE ZONE

ITEM NO: G.04.4


ATTACHMENT NO: 3 - SUBMISSION FROM ROBERT THURGOOD ITEM NO: G.04.4





G.04.5 REQUEST FOR DONATION - PROFESSIONAL FARRIERS ASSOCIATION OF NEW SOUTH WALES



PURPOSE An approach has been made to Council to make a donation towards the Professional Farriers Association of NSW Competition at White Park as part of the Horse Festival on 4, 5 and 6 May 2018.

RECOMMENDATION That Council provide a donation of $886 to the Professional Farriers Association of NSW for use of White Park for a competition to be held on 4, 5 and 6 May 2018 as part of the Scone Horse Festival.

BACKGROUND The Association have held demonstrations and competitions during the horse festival in the past. For a number of years the event was held at Tamworth. The Association returned to Scone for the 2015, 2016 & 2017 Scone Horse Festivals. The Professional Farriers Association of NSW hope to cement this event as part of the annual Horse Festival. Last year proceeds from an auction of blacksmithing were donated to a family of a farrier who had passed. Proceeds from an auction of blacksmithing items will be donated to a charity of the Association’s choice. REPORT/PROPOSAL The Professional Farriers Association of New South Wales has written to Council asking for the fees for the hire of the White Park ($886), including 8 horse boxes, be waived for this event. Council has a policy of not waiving fees, however Council does make donations to assist community groups. The Association is a non-profit organisation and will not be charging entry to the general public to view the competition. The Farriers competition adds an interesting attraction to Horse Week. Last year the event attracted many farriers Australia wide and was a great success. The competition is a spectator event which will draw interstate competitors and international judges as well as attracting visitors to the town and the local community. OPTIONS 1. Provide a donation to the value of the fees applicable, being $886, to the Professional

Farriers Association of NSW for use of White Park for a competition to be held on 4, 5 and 6 May 2018 as part of the Scone Horse Festival.

2. Provide an alternate donation amount. 3. Not provide a donation.




CONSULTATION Request as per donations policy. Support from festival organisers for inclusion of the event within the program. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: COMMUNITY LIFE Goal 1 A supported Community

CS3 Advocate for, support and provide services and facilities for young people, children, families and people with a disability. CS4 Facilitate partnerships which create and support a safe, inclusive and caring Community.

Goal 2 Promote wellbeing and a connected, healthy and happy Community

CS7 Provide and support a broad range of sport, recreation, health and wellness program to target age specific needs of residents including younger children, over children, adolescents, families, seniors and people with a disability.


b. Delivery Program

Assistance to Community organisations and individuals to participate in programs to enhance the physical environment.

Safe and accessible facilities as a meeting place for the community. Promotion of sporting activities and healthy lifestyles within the Shire.




c. Other Plans The White Park Master Plan sets out the future development of the park. IMPLICATIONS a. Policy and Procedural Implications Council has a policy of not waiving hiring fees however it does have a Donations Policy. The request for the donation is consistent with the policy requiring Council approval. b. Financial Implications The current Delivery Program & Operational Plan has a Donation/Sponsorship budget. The value of the fees payable is $780 which would have been receipted to the White Park budget. c. Legislative Implications Nil d. Risk Implications The Association holds public liability insurance and will be required to undertake appropriate risk management prior to the event. e. Other Implications Nil CONCLUSION The proposed donation will assist the association continue the Farriers State Competition at the Scone Horse Festival.

ATTACHMENTS

1 Professional Farriers Association of NSW - Request for Donation

RESOLVED That Council provide a donation of $886 to the Professional Farriers Association of NSW for use of White Park for a competition to be held on 4, 5 and 6 May 2018 as part of the Scone Horse Festival.


ATTACHMENT NO: 1 - PROFESSIONAL FARRIERS ASSOCIATION OF NSW - REQUEST FOR DONATION

ITEM NO: G.04.5


ATTACHMENT NO: 1 - PROFESSIONAL FARRIERS ASSOCIATION OF NSW - REQUEST FOR DONATION

ITEM NO: G.04.5





POLICY MATTERS

H.04.1 POLICY - RATING - FARMLAND



PURPOSE The purpose of this report is to review and adopt a new policy for Council; Financial Management – Policy – Rating – Farmland.

RECOMMENDATION That Council adopt Financial Management – Policy – Rating – Farmland.

BACKGROUND Council is required to maintain a set of policies that are current and meet the requirements for Council to operate under. Council must review all policies within 12 months of a new Council being formed, but also need to review and update policies as necessary to keep their content up to date. REPORT/PROPOSAL This policy has been developed in order to provide clear guidelines on how to qualify for the farmland rating category and to ensure that all farmland assessments are determined using a consistent criteria. OPTIONS 1. Adopt the policy. 2. Amend the policy prior to adoption. CONSULTATION

Senior Revenue Officer Director Operation

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

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





b. Delivery Program

Issue of rates and charges in a timely manner Review policies, codes and delegations

c. Other Plans

Long Term Financial Plan IMPLICATIONS

a. Policy and Procedural Implications

This is a new policy for Upper Hunter Shire Council.

b. Financial Implications

Under legislation Farmland rating needs to have the lowest rate in the dollar value for calculations. All calculations are done within Council’s notional calculations and therefore should have no financial implications to Council.

c. Legislative Implications

This policy relates to Chapter 15, Section 3 and 3A of the Local Government Act 1993.

d. Risk Implications

Nil

e. Other Implications

Nil CONCLUSION

It is recommended that the new policy be adopted.

ATTACHMENTS

1 Financial Management - Policy - Rating - Farmland - Draft - April 2018

RESOLVED

That Council adopt Financial Management – Policy – Rating – Farmland.


ATTACHMENT NO: 1 - FINANCIAL MANAGEMENT - POLICY - RATING - FARMLAND - DRAFT - APRIL 2018

ITEM NO: H.04.1


FINANCIAL MANAGEMENT - POLICY - RATING - FARMLAND Policy

Farmland rating – For land to be categorised as Farmland for rating purposes it must satisfy the criteria as set out in Section 515 of the Local Government Act 1993.

Objective

To provide clear guidelines on how to qualify for the farmland rating category. To ensure that all farmland assessments are determined using a consistent criteria.

Procedures/Practice

Applications must be made on the approved application form. Each application will be assessed individually and taken on its own merits. Determining Criteria

Dominant use – When determining dominant use the following attributes will be considered but not limited to:

Total rateable area being used for farmland Income derived from farmland operation Intensity of farming activity

Significant and substantial commercial purpose or character – the activity must show a degree of commercial purpose or character and independent viability and not be a hobby or interest.

Purpose of profit on a continuous or repetitive basis – must have completed at least one cycle of farming operation. Seasonal fluctuations should not affect the outcome. Whether profit is made or not is not relevant to the question of being engaged in for the purpose of profit on a continuous or repetitive basis. Assessing Applications

1) The land must be classified as farmland under the Valuation of Land Act.

2) When assessing applications the following will be considered to determine categorisation as farmland:

Land Use – Type of farming being carried out Land Capacity – carrying capacity and return per hectare Area Ongoing and repetitive basis - It would be expected the activity to have been completed at

least one cycle or be operating for at least one year.

3) Land used in conjunction with other Properties – under the Local Government Act 1993, land is to be categorised as farmland if it is a parcel of rateable land valued as one assessment. However Council may, where a parcel of rateable land valued as one assessment is used in conjunction with other parcels of rateable land valued as one assessment, consider the total of all the parcels as one holding for the purpose of this policy. Providing that all the parcels are owned or leased by the same entity.

ATTACHMENT NO: 1 - FINANCIAL MANAGEMENT - POLICY - RATING - FARMLAND - DRAFT - APRIL 2018

ITEM NO: H.04.1


4) Leased Land – full details of the lease must be supplied, including area leased and activities undertaken.

5) Farm Stays/B&Bs - information is required on tourist accommodation regarding the number of available rooms and the frequency of occupation.

6) The Review – the initial review will be carried out by the Senior Revenue Officer who will make a recommendation and report for approved by the Director Operations.

If it is unclear if the property would qualify and no further information can be supplied a benefit of the doubt will be given and the property will be rated as farmland.

A property owner may make an application for farmland rating at any time.

7) Ongoing Reviews – Where a property is sold, transferred or subdivided the owners will be required to complete an application for farmland rating for determination.

Council may carry out reviews when deemed necessary.

A revolving review of properties rated as farmland with a review of 25% of properties to be carried out each year sot the each property with the Council area is reviewed at least every four (4) years.

8) Confidentiality – all information supplied with or contained within an application is to be treated as strictly confidential.

9) Right of Appeal – Council must notify the applicant of its decision within 40 days after application is made as per Section 525 (6) of the Local Government Act 1993. Reasons outlining the decision not to rate the property as farmland must be included.

If the applicant is dissatisfied with the decision, the applicant will have 30 days to appeal. The applicant may request a review of the decision by submitting their request in writing to the General Manager and the reasons they believe they should be rated farmland.

If the applicant remain dissatisfied with the outcome of the second review an appeal against the declaration of category under Section 526 (1) of the Local Government Act 1993 must be lodged with the Land and Environment Court within 30 days after the declaration is made by Council.

If an applicant chooses to appeal to the Land and Environment Court against the categorisation, Council may obtain an independent review of the application. Council may appointment an independent advisor with agricultural experience to inspect the property and provide a written report.

10) Incomplete Applications – If an applicant refuses to complete an application form or to provide sufficient information to enable a determination of the categorisation, the property shall be considered ineligible for farmland rating.

References

Chapter 15, part 3 and part 3A Local Government Act 1993

Section 515 Local Government Act 1993

This is a new policy for Upper Hunter Shire Council and will be considered by Council at its meeting on 30 April 2018.

Review Date

October 2020 by Senior Revenue Officer.

Authorised by: ………………………………………………….. …………………… Steve McDonald, General Manager Date




STAFF/RESOURCES REPORTS

K.04.1 DELEGATION OF AUTHORITY TO GENERAL MANAGER



PURPOSE The purpose of this report is to delegate authority to the new General Manager.

RECOMMENDATION That Council delegate authority to the new General Manager in accordance with the draft instruments of delegation.

BACKGROUND The General Manager is required to exercise the duties and functions of the position. REPORT/PROPOSAL With the appointment of the new General Manager, Mr Stephen McDonald, the instrument of delegation pursuant to S377 of the Local Government Act (draft copy attached) is to be conferred on Mr McDonald. OPTIONS Nil CONSULTATION N/A STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance. We are working to achieve the following Community Priorities:




b. Delivery Program

To effectively and efficiently manage a Shire that meets the needs of the community.

c. Other Plans

Nil IMPLICATIONS

a. Policy and Procedural Implications

N/A

b. Financial Implications

Nil

c. Legislative Implications

Section 377 of the Local Government Act, 1993.

d. Risk Implications

Nil

e. Other Implications

Nil CONCLUSION

The General Manager of the Council is required to exercise the duties and functions of the position making it necessary to delegate authority to the General Manager.

ATTACHMENTS

1 Delegation of Authority to General Manager - April 2018 - Stephen McDonald DECLARATION OF INTEREST Mr Steve McDonald declared a non-pecuniary interest / significant conflict for the reason that the item relates to his position as General Manager. Mr McDonald left the Chamber and took no part in discussion.

RESOLVED

That Council delegate authority to the new General Manager in accordance with the draft instruments of delegation.


ATTACHMENT NO: 1 - DELEGATION OF AUTHORITY TO GENERAL MANAGER - APRIL 2018 - STEPHEN MCDONALD

ITEM NO: K.04.1


UPPER HUNTER SHIRE COUNCIL DELEGATIONS OF AUTHORITY UPDATED AND REVIEWED 30 APRIL 2018

GENERAL MANAGER In pursuance of Section 335 of the Local Government Act, 1993, the General Manager shall be generally responsible for the efficient and effective operation of the Council's organisation and for ensuring the implementation, without undue delay, of decisions of the Council. The General Manager shall have the following particular functions:

i. the day to day management of the Council; ii. to exercise such of the functions of the Council as are delegated by the Council to the General

Manager; iii. to appoint Staff in accordance with an organisation structure and resources approved by the

Council provided the General Manager may appoint or dismiss Senior Staff only after consultation with the Council;

iv. to direct and dismiss Staff; and v. to implement the Council's equal employment opportunity management plan.

DELEGATIONS OF AUTHORITY TO THE GENERAL MANAGER. In pursuance of Section 377 of the Local Government, 1993, Upper Hunter Shire Council hereby delegates to Stephen John McDONALD, the employee of the Council in whom the Council has vested the functions of GENERAL MANAGER, the exercise of the powers, functions, duties and authorities contained in the Local Government Act, 1993, other Acts and Regulations as specified in Schedule 1, subject to the conditions attached and limitations specified in Schedule 2. This instrument of delegation shall commence on 30 April 2018, and remain in force until otherwise amended or revoked in writing. SCHEDULE 1: 1. The functions of the Council as specified in:

i. The Local Government Act 1993 and related Acts; and ii. Other Acts under which Council has powers, authorities, duties and functions

SCHEDULE 2: Limitations 2. Subject to the provisions of the Local Government Act 1993 and any other legislation relevant to the

delegations.

3. Council may by resolution direct the General Manager in the exercise of any function herein delegated.

4. The General Manager shall exercise the functions herein delegated in accordance with and subject to:

i. The provisions of the Local Government Act 1993, as amended; ii. All and every policy of the council adopted by resolution and current at the time of the exercise of

the functions herein delegated. END OF DELEGATION 30 April 2018

ATTACHMENT NO: 1 - DELEGATION OF AUTHORITY TO GENERAL MANAGER - APRIL 2018 - STEPHEN MCDONALD

ITEM NO: K.04.1


ACKNOWLEDGEMENT General Manager’s acknowledgement of Delegations of Authority I, Stephen John McDonald, currently employed by the Council in the position of General Manager, do hereby acknowledge that I have read and understood this Instrument of Delegation and that I will perform these delegations and authorities in accordance with this Instrument of Delegation and my position description. …………………………………... Stephen McDonald GENERAL MANAGER of UPPER HUNTER SHIRE COUNCIL Date: …………………………… Review date: April 2019




K.04.2 AMENDMENT OF WASTE FEES AND CHARGES


AUTHOR: Melinda Hale - Manager Sustainability and Environment

PURPOSE

To consider amending the Waste Fees and Charges for 2017/18.

RECOMMENDATION

1. That Council place revised draft Waste Fees and Charges on public exhibition for at least 28 days.

2. Following public exhibition period adopt revised Waste Fees and Charges for the balance of 2017/18.

BACKGROUND

When reviewing the Waste Fees and Charges for 2018/19, it became apparent that many of the fees currently being charged at the Waste Management Facilities (WMF) without weighbridges, Merriwa, Murrurundi and Aberdeen, were inadequately covering Council costs or were inequitable with the fees being charged at Scone Waste Management Facility which has a weighbridge. REPORT/PROPOSAL

When reviewing the fees and charges for the Waste Management Facilities, the following aspects were considered;

The waste levy to be paid by Council to the Environment Protection Authority (EPA) and Council’s operating costs were being covered, and

The fee for use of non-weighbridge sites and weighbridge sites was equitable. The review identified that in some cases the current fees did not over the cost of the waste levy. This was particularly the case for commercial waste being disposed in large vehicles and skip bins. For example, currently a 3m3 skip bin containing commercial and industrial mixed waste costs $80.00 to dispose of at a WMF without a weighbridge. The EPA requires a waste levy of $191.04 to be paid on this load. This means that Upper Hunter Shire Council is subsiding each 3m3 skip bin by $111.04 excluding operating costs. This amount increases as the size of the skip bin increases which is neither sustainable nor equitable for residents disposing their mixed waste. The cost of using the sites was also found to be inconsistent. If particular non-weighbridge WMF tend to be less expensive for commercial operators to use than the weighbridge WMF at Scone. This encourages commercial operators to bring their waste from outside of the Shire for disposal, in particular to Aberdeen WMF due to its proximity to the Muswellbrook Shire Council boundary. In general it was found that skip bins were being charged too little at non-weighbridge sites. For example, currently a 3m3 skip bin containing mixed waste costs $80.00 to dispose of at a WMF without a weighbridge. The equivalent skip bin (assuming it is the deemed weight of 2.4T) will be charged $552.00 at Scone WMF which has a weighbridge. This is a difference of $472.00.




Given the above, changes are required immediately to the fees being applied to some commercial waste streams entering Upper Hunter Shire WMF to address funding shortfalls and fee inequalities. In setting the new fees, consideration was given to the waste fee structures of Singleton Council and Muswellbrook Shire Council to ensure parity to discourage the transport of waste between the three areas. OPTIONS 1. That Council amends the Waste Fees and Charges as outlined in the attached

document and places the revised Waste Fees and Charges on public exhibition for at least 28 days.

2. That Council doesn’t amend the Waste Fees and Charges as outlined in the attached document and considers changes to the 2018/19 Waste Fees and Charges as part of the draft Delivery Program and Operational Plan.

CONSULTATION

This report was prepared at the recommendation of the General Manager. The Coordinator Solid Waste has been consulted when preparing this report.

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: BUILT AND NATURAL ENVIRONMENT Goal 4 Provide efficient and effective waste and recycling services and support improved waste minimization and recycling practices. LEADERSHIP Goal 8 Effectively and efficiently manage the business of Council, while encouraging an open and participatory Council with and emphasis on transparency, Community engagement, action and response. We are working to achieve the following Community Priorities:




b. Delivery Program This report links to the following community strategies listed in the Delivery Program and Operational Plan 2017/18 – 2020/2021 as follows:

G4 CS16 Provide efficient and effective waste and recycling services and support improved waste minimisation and recycling practices.

G8 CS30 Effectively and efficiently manage the business of Council, while encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response.

c. Other Plans N/A IMPLICATIONS a. Policy and Procedural Implications N/A b. Financial Implications Adoption of the recommendations in this report will result in an increase in revenue from waste disposal at the Waste Management Facilities and offset the waste levy fees currently being paid to the Environment Protection Authority. c. Legislative Implications N/A d. Risk Implications N/A e. Other Implications The recommendations contained in this report will impact on commercial waste operators in the Upper Hunter Shire. These operators will be sent written notification of the public exhibition of changes to the waste fees and charges, if the recommendation is adopted. CONCLUSION Adoption of the proposed changes to the waste fees and charges applying to Waste Management Facilities in the Upper Hunter Shire as outlined in the attached document will ensure that:

the fees charged for waste disposal at non-weighed Waste Management Facilities cover the waste levy payable to the Environment Protection Authority as well as operating costs, and

the fees are equitable between Waste Management Facilities with and without weighbridges.




ATTACHMENTS

1 Proposed Waste Fees and Charges 2017-18.xlsx


1. place revised draft Waste Fees and Charges on public exhibition for at least 28 days.

2. following public exhibition period, adopt revised Waste Fees and Charges for the balance of 2017/18.

Moved: Cr J Burns Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - PROPOSED WASTE FEES AND CHARGES 2017-18.XLSX ITEM NO: K.04.2









RESPONSES TO PREVIOUS QUESTIONS

RPQ.04.1 RESPONSES TO PREVIOUS QUESTIONS



RECOMMENDATION For notation only. BACKGROUND At the ordinary meeting of Council on 26 March 2018 the following questions were asked: Cr Lee Watts

1. Asked, following the news about Gunnedah getting an overpass, has Council made any formal request over the last four years for funding.

Response: The Mayor advised that there had been discussion held today and a report will be out shortly. The first question to be asked is regarding Emergency Services. The Mayor and GM will meet with Ministers or higher up in the near future.

Update: Council is still waiting for written responses from the various emergency

services on their preferred option.

2. Asked what the future of Murrurundi Pool is and has adequate communications been made with the community.

Response: The Director Operations advised that the new pump has arrived and has been installed however there is now a problem with a valve and the pool has closed for the season. The Murrurundi community has had some communication regarding this and staff will ensure that this is adequate.

Update: Pump has been installed and some pipework is also being replaced

during the closed season. Cr Josh Brown

1. The Murrurundi Revitalisation Committee has expressed concern about the presentation of some of the principal gardens in Murrurundi. Can the garden bed in the park next to the Murrurundi RTC be attended to? It is quite overgrown and in need of some colour. Can the GM advise if this garden is included in any schedule of routine maintenance works?

Response: Taken on notice. Update: This work has been programmed


2. Has Council been kept informed by the RMS of the progress of the extensive roadworks on the New England Highway; has Council been consulted on the coordination of traffic management between the different sections of roadworks? Further, can the GM provide details of the success or otherwise of the stabilised pavement works that have taken place? It is understood this work has failed in sections, which has created additional interruptions to the flow of traffic on the road over the last months.

Response: The Director Operations advised that meetings are held with RMS and this issue will be raised with them.

Update: To be raised at the next meeting with RMS which will be held in May or

June. Cr Ron Campbell

1. Asked had the report on the demolition of St Pauls Church in Murrurundi been

received.

Response: The Director Environmental & Community Services advised that the report has not been received.

Update: A letter was sent to the applicant on 16 November 2017 advising of

the outcome of the Council meeting which required the submission of a structural engineer’s report regarding the structural condition of the building and a Statement of Heritage Impact.

A response was not received and a follow up letter was sent on 9 January 2018 requesting the submission of the required information by 2 February 2018.

A reply was received from the applicant on 15 January 2018 requesting advice on what was required in a Statement of Heritage Impact.

A letter outlining the requirements of a Statement of Heritage Impact was sent to the applicant on 17 January 2018.

No further correspondence has been received. In the letter received on 15 January 2018 the applicant advised that a

decision on how the Parish Council will proceed in this matter had been deferred until after the 2018 Parish Council members’ election which was scheduled for 25 March 2018.

Council staff have attempted to phone the applicant to obtain an update on the matter but have been unable to make contact. Council staff will write to the applicant giving them a final opportunity to provide the required information before referring the application to the Development and Environmental Services Committee for determination.

2. Asked about water running over Whitneys Creek in Marquet Street, Merriwa. Water is

pooling on the roadway causing children to have to walk through water on their way to school. Can this be attended to properly?

Response: The Director Operations advised that this is a maintenance issue and will be taken up with staff.

Update: The drainage area has been cleaned up.


Cr Maurice Collison

1. Welcomed Steve McDonald as Council’s new General Manager.

2. As Chair of the Airport Committee advised that the Warbirds Over Scone went very well with some changes needed for future shows. Could congratulations to Jan Sinclair and those involved with organising the event be passed on.

Response: This will be done.

Update: Done

3. Asked for a full report on the two Rouchel bridges to be passed on to residents.

Response: Taken on notice.

Update: The temporary bridge is now installed at Camerons Bridge. The bridge repair tender for Camerons and Junction Bridges is currently open and will close on 7 May 2018. Following this the tenders will be assessed and a report put to Council.

Cr Lorna Driscoll

1. Asked why does it take so long for Council’s after hours service to answer.

Response: The Director Operations advised that he was not aware of this and will take the matter on notice.

Update: Council has spoken with the after-hours service about improving their response times.

Cr Kiwa Fisher

1. Asked was there any solution to the Rouchel bridges situation.

Response: The Mayor advised that discussions were held this week and a report is coming. The Director Operations advised that further discussion will be held with Bridge Design on load limiting and what is required. This information should be available in the next couple of days.

2. Asked for an update following discussion held previously on Council meetings being recorded and also confidentiality of the Council Chambers during Closed Council.

Response: The General Manager advised that we will be trialling online minutes at next month’s meeting and will be requesting that Councillors’ questions be provided prior to the meeting. With regards to soundproofing, this will be investigated.

The Mayor also advised that live-streaming of Council meetings is likely to be a requirement sometime in the near future.

ATTACHMENTS



COUNCILLOR QUESTIONS Cr Sue Abbott

1. Asked has the cat section of the dog pound been insulated? And have the shed walls

been replaced in that section too? Is it the case that dogs are no longer being fed in bowls nor given bedding to sleep on.

Response: The Director Environmental & Community Services replied that a local

contractor has been issued a purchase order to provide a roof structure on the Cattery. Staff have not looked at the walls but will do so. The Director believes that bowls and blankets continue to be used in the dog kennels. Air conditioning will be installed for cooling and heating.

Cr Abbott also asked what Council is going to do about the matter of loose dogs at Bill Rose Sports Complex.

Response: The Director Environmental & Community Services replied that he is aware of the issue and will be putting out a Media Release and Facebook notifications advising that the Complex is not an off-leash area.

2. In relation to the reverse vending machine in Woolworth’s carpark, can the upper

Hunter Shire Council please follow up with the EPA in relation to TOMRA Cleanaway’s legal requirement to provide disability access? I have been contacted by a Bathurst resident who saw online that we, like Bathurst, had the Return and Earn scheme and that I had made mention of the disability access or lack thereof. I have promised to keep him informed on our progress. I contacted the EPA myself via email but have received no response.


3. Why has the Sustainability Action Plan not been brought before Council tonight for endorsement, and why are the minutes of the Sustainability Advisory Services Committee meeting of 19 April 2018 not included in our business papers?

Response: The Director Environmental & Community Services advised that the

meeting was held on 19 April 2018 which was close to the cut-off date for the Council meeting agenda. Amendments also had to be made to the document.

4. Having seen the Scone Bypass specs in an RMS video posted on scone.com.au, my

concerns in relation to the bypass are not allayed. Have we done or are we going to do our own ‘due diligence’ on the flood prone area on the east side (that is the Scone township side) of the bypass which will be exacerbated by the filled-in-bypass-structure in turn operating as an enormous levy bank? Given that we have heard that land bought immediately to the south of Scone has high levels of toxicity, I ask again are we not concerned by the spectre of flood water after a flood could sit there for long periods of time?


Cr Ron Campbell 1. Asked that the signs for the Flaggs and Hall Roads intersection be erected as soon as

possible. The Give Way sign is only visible from 5 metres away.

Response: Director Operations advised that this is being dealt with as a priority.


1. Asked about the bottle recycling station in Scone and is there any possibility of other towns in the Shire getting this facility.

Response: Taken on notice

2. Asked that Council check up on the portal sign for Merriwa entrance which has been printed but not yet erected.

Response: Taken on notice

3. Asked about the pressure pump boost in Collins Street Response:


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

Moved: Cr J Burns Seconded: Cr R Campbell CARRIED

Report To Confidential Ordinary Council Meeting 30 April 2018



CONFIDENTIAL REPORTS

CR.04.1 FINANCE COMMITTEE



This matter is considered to be confidential under Section 10A(2) (b) of the Local Government Act, as it deals with the personal hardship of any resident or ratepayer.


1. endorse the confidential minutes of the Finance Committee meeting held on 24 April 2018.

2. write-off the accounts listed in the Finance Committee confidential report and adjust Council’s records accordingly.





CR.04.2 TENDER 08/2018 CRUSHING AND SCREENING OF CONCRETE AND DEMOLITION MATERIAL



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

PURPOSE The purpose of this report is to outline the process that has been followed for the evaluation of tender 08/2018 Crushing and Screening of Concrete and Demolition Material. RESOLVED that Council does not proceed with the tender and review alternative options to deliver the project.



Corporate Services


CR.04.3 PROPOSED ORGANISATIONAL STRUCTURE


AUTHOR: Melanie Caban - Manager Human Resources

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

PURPOSE The purpose of this report is to seek Council’s approval for a new management structure for the organisation. RESOLVED that Council approve the new management structure.



Corporate Services


CR.04.4 KERBSIDE WASTE SERVICES TENDER 05/2018



This matter is considered to be confidential under Section 10A(2) (d ii) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (ii) confer a commercial advantage on a competitor of the Council.

PURPOSE The purpose of this report is to outline the process that has been followed for the evaluation of tenders for the Joint Kerbside Waste Services Tender for the Upper Hunter Shire Council and Muswellbrook Shire Council and make a recommendation to award the contract. RESOLVED That Council: 1. accept the J R & E G Richards T/as J R Richards and Sons Alternate Option F(b) for

the supply of the Kerbside Waste Collection Contract as per Tender 05/2018 for the Services:

a) Waste Collection for a 14 year contract from 4 July 2018 to 3 July 2032. b) Recyclable Collection for a 5 year contract from 4 July 2018 to 3 July 2023. c) Food Organics and Garden Organics (FOGO) Collection commencement after

giving 12 months’ notice to the contractor that Muswellbrook Shire Council has obtained their license approval to 3 July 2032.

d) Public Bin Collection for a 14 year contract from 4 July 2018 to 3 July 2032. e) One Annual Bulky Waste Collection & Bulky Garden Organics Collection for a

14 year contract from 4 July 2018 to 3 July 2032.

2. delegate authority to the General Manager to further negotiate and execute all documents associated with the contract outlined in Recommendation 1.


The DIVISION was taken and the names of the Councillors voting FOR and AGAINST were as follows:

FOR AGAINST Councillor Bedggood Councillor Abbott Councillor Burns Councillor Watts Councillor Campbell Councillor Collison Councillor Driscoll Total (5) Total (2)


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

Moved: Cr R Campbell Seconded: Cr M Collison CARRIED Upon resuming Open Council the following recommendations were adopted: CR.04.1 Finance Committee That Council:

1. endorse the confidential minutes of the Finance Committee meeting held on 24 April 2018.

2. write-off the accounts listed in the Finance Committee confidential report and adjust Council’s records accordingly.

CR.04.2 Tender 08/2018 Crushing and Screening of Concrete and Demolition Material That Council does not proceed with the tender and review alternative options to deliver the project. CR.04.3 Proposed Organisational Structure That Council approve the new management structure for the organisation. CR.04.4 Kerbside Waste Services Tender 05/2018 That Council: 1. accept the J R & E G Richards T/as J R Richards and Sons Alternate Option F(b) for

the supply of the Kerbside Waste Collection Contract as per Tender 05/2018 for the Services:

a) Waste Collection for a 14 year contract from 4 July 2018 to 3 July 2032. b) Recyclable Collection for a 5 year contract from 4 July 2018 to 3 July 2023. c) Food Organics and Garden Organics (FOGO) Collection commencement after

giving 12 months’ notice to the contractor that Muswellbrook Shire Council has obtained their license approval to 3 July 2032.

d) Public Bin Collection for a 14 year contract from 4 July 2018 to 3 July 2032. e) One Annual Bulky Waste Collection & Bulky Garden Organics Collection for a

14 year contract from 4 July 2018 to 3 July 2032.

2. delegate authority to the General Manager to further negotiate and execute all documents associated with the contract outlined in Recommendation 1.


THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 6.29PM.