NOTICE ORDINARY MEETING OF THE COUNCIL OF · PDF fileNOTICE is hereby given that an ORDINARY MEETING OF THE COUNCIL OF THE ... host” a breakfast meeting of local business people

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17 January 2008 «Name» «Title» Dear «Intro» NOTICE is hereby given that an ORDINARY MEETING OF THE COUNCIL OF THE SHIRE

OF WEDDIN will be held in the Council Chambers, Grenfell on THURSDAY NEXT, 24 JANUARY 2008, commencing at 5.00 PM and your attendance is requested. Yours faithfully T V LOBB GENERAL MANAGER B U S I N E S S 1. APOLOGIES 2. CONFIRMATION OF MINUTES - Ordinary Mtg 13 December 2007 3. QUESTIONS FROM THE PUBLIC (if any) 4. DECLARATIONS OF INTEREST 5. CORRESPONDENCE (As per Precis attached) 6. MAYORAL MINUTES 7. REPORTS: (a) General Manager (b) Director Corporate Services (c) Director Engineering (d) Director Environmental Services (e) Delegates Reports 8. MINUTES - Australia Day Ctee Mtg, 15/11/07 - Town Works Ctee Mtg, 10/12/07 - Manex Ctee Mtg, 11/12/07 9. INSPECTIONS, MEETINGS AND DEFERRED ACTIVITIES 10. MOTIONS WITH NOTICE 11. TENDERS AND QUOTATIONS (if any) 12. QUESTIONS 13. CLOSED COUNCIL (if any) 14. REPORT ON CLOSED COUNCIL (if any) 15. CLOSURE

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QUESTIONS FROM THE PUBLIC Council has resolved that a ten minute “question time” be allowed at the beginning of each meeting, where members of the public can put their concerns before Council for discussion on the following basis:

• Requests to speak to be submitted in writing at least ten (10) days prior to the meeting.

• Requests to be accompanied by a copy of any questions.

• Each speaker to be allowed three minutes.

The following requests have been received:-

Nil

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SUMMARY OF CORRESPONDENCE TO BE PRESENTED TO THE ORDINARY MEETING OF THE WEDDIN SHIRE COUNCIL HELD, 24 JANUARY 2008.

CORRESPONDENCE - Matters with recommendations. 1. Department of Planning, G2.2.2: Confirming the funding approved for your council for the

2008-09 financial year for the local government heritage management as follows:- Weddin Heritage Advisor Year 15 $7,000 as a Pro Rata Grant Weddin Local Heritage Fund Year 12 $8,200 as a Pro Rata Grant The approval is subject to Council’s acceptance of the standard conditions attached to this

letter. A requirement of the heritage advisor funding program is that each Council must prepare or

update, adopt and implement a Heritage Strategy for 2008-09 to 2010-11.

Referred to Director Environmental Services RECOMMENDATION: that the grants be accepted in accordance with the standard

conditions. 2. Mike Foster, P4.10209: Tendering my resignation. I am accepting an offer from the

Cowra Shire Council for employment as the new Business Development Officer. I have enjoyed my time with the Weddin Shire Council and have learned a lot about

working in the tourism and economic development roles. I have suggested to my new employer that I would like to finish in the first week of

February 2008.

RECOMMENDATION: that a formal reference be provided. 3. Minister for Climate Change, Environment and Water, E2.9.4: Writing regarding Weddin

Shire Council’s proposed floodplain management program for the 2007/2008 financial year.

Financial assistance to Council has been approved and is summarised below:-

Project Description Program Funding Ratio (State: Council)

2007/08 Notional State Allocation

Grenfell Floodplain Risk Management Study

2.1

$5,000

RECOMMENDATION: that Council accept the grant funding as approved and the acceptance be signed under seal.

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4. RTA, R2.54.1: Forwarding your Contractor Performance Report for the four monthly period ending 1 December 2007. This report is part of the Single Invitation Contract (Road Maintenance on State Roads) process.

Note: Council was noted as “Acceptable” in nine categories and “Unsatisfactory” in two. Council’s overall performance was rated as “Acceptable” and it is noted as “Suitable for Further Work”.

Referred to Director Engineering 5. Local Government Shires Association, A3.8.2: Concerning the Leaders Forum on

Planning Changes. We have organised the first Local Government Leaders Forum of 2008 on Wednesday 30 January in Sydney, to discuss the NSW Government’s planning reform agenda, including the proposed changes to development contributions.

Our forum will be an opportunity to update you on the Associations’ campaigns in

response to these proposed changes, to hear from councils about their engagement with their communities, and to inform our submissions on the discussion paper.

6. Nevin Hughes, C1.7.14: Advising that the Grenfell Rotary Club in conjunction with the

Australian Rotary Health Research Fund is planning to hold a Mental Health Forum on the evening of the 12 March 2008 at the Grenfell Bowling Club.

I seek Councils support in this matter. Since CENTROC has become involved in health matters invitations could be sent to those

Councils to promote the evening.

Note: the General Manager declares a conflict of interest in this matter as an office bearer of Rotary.

7. Department of Community Services, G2.15: Advising that Beyondblue is providing Local

Councils with the opportunity to apply for grant funding to work with young people, to plan and organise mental health projects in their local communities. These projects would be aimed at raising public awareness of mental health issues amongst young people in their communities.

The deadline for the signed Funding Agreement and a completed Application Form is

1 February 2008.

8. WN McSpadden, C2.1.4: Advising the abolishment of wards as suggested by the

Department of Local Government would be ideal for a elongated shaped shire like Weddin.

Copy forwarded to Councillors See report by General Manager

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9. The Hon Frank Sartor MP, A3.6.36: Referring to your letter and Council’s resolution

regarding the appointment of planning assessments panels to determine local development applications and planning system reforms.

Copy forwarded to Councillors 10. Parkes Shire Council, A3.18.2: Advising that the Annual E Division Conference will be

held on 6 February 2008 at Parkes at 9.30 am. An agenda is being prepared. Should you have motions or agenda items please forward these through.

RECOMMENDATION: that Council’s delegates be determined.

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SUMMARY OF LATE CORRESPONDENCE TO BE PRESENTED TO THE ORDINARY

MEETING OF THE WEDDIN SHIRE COUNCIL HELD 24 JANUARY 2008.

11. Various Manganese Road Residents, R2.10.091: Advising that in the last month we have

had two storms which have resulted in the flooding of properties due to the easement not being able to carry the large amount of water.

We are hoping this issue can be on the agenda for the next council meeting and something

can be done before any major damages occur.

Referred to Director Engineering 12. NSW Minister for Emergency Services, Minister for Water Utilities, Hon Nathan Rees MP,

U1.6.1: Writing to update you on the local water utility inquiry I recently announced for country NSW. I am pleased to inform you that the independent panel responsible for conducting the inquiry comprises the former Deputy Premier, the Hon Ian Armstrong OBE, and the former head of the Premier’s Department, Dr Colin Gellatly.

I will be visiting a number of country towns over the coming weeks to discuss the inquiry

with community and local government stakeholders. I invite you to meet with myself and the Deputy-Director General of the Department of Water and Energy.

Dates and times for these meetings will soon be available. A discussion paper on the local water utility inquiry will soon be available from the

Department of Water and Energy website, and I invite you to make a submission to the inquiry on any issues within the terms of reference.

In the coming months, Mr Armstrong and Dr Gellatly will be holding hearings in a number

of locations around NSW to seek input from all stakeholders including councils, industry, businesses and residents.

13. NSW Police, E1.1.6: Writing in reply to your letter dated the 20 December 2007 regarding

the non attendance of Police at the Quarterly LEMC meeting.

Copy forwarded to Councillors 14. Telstra, U1.2.2: Thanking you for your submission dated 24 August 2007 and subsequent

phone conversations regarding Telstra’s proposed removal of payphones in your Council area.

We have therefore decided to retain the payphone originally identified as possible recovery

for the immediate future as you requested (Main Street). Telstra is now considering the removal of another Telstra operated payphone in your

Council area being Camp Street Grenfell. A prominent notice will now be placed on this payphones site, for at least three months, advising of the proposed removal of the payphone and inviting comment from the payphone users and members of the community.

THE GENERAL MANAGER’S ORDINARY REPORT

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17 January 2008 The Mayor and Councillors Weddin Shire Council GRENFELL NSW 2810 Dear Councillors I wish to report as follows: -

1. Railway Land – Toilet Block, P2.3.12 My report to Council’s May 2007 meeting refers. Subsequently a letter from ARTC was tabled at Council’s July 2007 meeting, which forwarded plans for the proposed new toilet block. These plans were forwarded to the Grenfell Lions Club for its consideration. The Lions Club has now advised that verbal arrangements have been made with ARTC as follows:-

i) Lions to provide labour and construct the toilet block, ii) ARTC to provide a grant for the cost of materials estimated at $25,800, iii) Council (as lessee) to make formal application for the grant and arrange to reimburse

payments by the Lions Club on behalf of ARTC. The Lions Club has also requested Council’s assistance with the hard fill, sewer trenching and the development application. A copy of the letter has been previously forwarded to councillors. The toilet block is an important component for the development of the railway park complex, and will help to attract tourists to the site. This in time should make the station more attractive to a possible business. Whether to make the completed block available for use immediately is a question which can be deferred for the time being.

RECOMMENDATION: It is recommended that:- a) Council agree to formally apply for the grant and administer it on behalf of the

ARTC, b) Council assist the Lions Club as requested (from the Parks and Reserves vote).


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2. Mental Health Support, H1.7.10 Greater Western Area Health Services (GWAHS) has written requesting Council “sponsor and host” a breakfast meeting of local business people and other community members who have face to face contact with the rural community, to enable the participants to identify the signs of depression or anxiety and to provide resources and strategies to help individuals. Following discussion with the relevant health worker, it is understood that:-

• the speakers would be arranged by GWAHS,

• attendees would be invited jointly be GWAHS and Council,

• Council would have to cover the costs involved,

• an early date (late January/early February) is preferred. This type of function would appear to be eligible for the Lachlan Catchment Management Authority drought funding assistance. In view of the timetable, and after referral to councillors, the proposal has been accepted.

RECOMMENDATION: Confirm Action

3. Mayoral Round Table, C2.7.9 A Mayoral Round Table, attended by the Mayor and General Manager, was held at Gundagai on 17 December 2007. The meeting was addressed by Hon Frank Sartor, Minister for Planning and Minister for the Arts, with the main topic being the proposed changes to the EP & A Act. Particular comments made were:-

• the time for producing LEPs should reduce from two years to three to six months,

• current LEPs should be converted to the standard format as soon as possible, with further reform being up to the Council,

• the new assessment panels will consider developments over $1M, which is 3% of the total development applications,

• administrators will be utilised for disputes,

• “grandfathering” arrangements are proposed for certifiers working for councils,

• the anticipated commencement date is 30 June 2008,

• the push for larger rural lots will be abandoned, with a SEPP to be issued on lot sizes,

• spot rejoinings should be part of an overall strategy. There was also brief mention of a lack of additional funding for libraries. The next meeting will be held at a date and place to be advised.

For Information


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4. Australia Day Awards, C1.5.2 My report to Council’s September meeting refers. A total of twenty two (22) nominations were received for the nine (9) categories, as listed in the following schedule. At least one (1) nomination was received in every category, including primary and secondary sections, except for the “Junior Citizen of the Year”.

Nominations For Awards: Category Nominee By

Citizen of the Year Robert Maslin Judy Mitton Steve Forde

Caragabal Public School P & C Grenfell Lions Club Grenfell Business Development Committee

Senior Citizen of the Year Judy Mitton Kathleen Smith

Grenfell Lions Club Inc Grenfell Uniting Church Ladies Fellowship

Junior Citizen of the Year

Community Event/Organisation of the Year

Caragabal Country Golf Club Drought Relief Concert Organising Committee The Henry Lawson Festival Committee

Lyn Toole Grenfell Business Development Committee Judy Mitton

Community Service Award Lionel (Skippy) Mitton Lorraine Mason Lisa Eastaway Sue Priestley

Laurel Hodson 200 Regional Cadet Unit Nevin Hughes Country Women’s Association - Quandialla

Emergency Services Award Keith White (and Grenfell Fire Brigade)

The Hooper Family

Youth – Academic Brett Causer The Henry Lawson High School

Youth – Citizenship - Secondary - - Primary

Jessica Millar Stephen Montgomery Ian Bernard Kirstyn Frampton

Quandialla Central School The Henry Lawson High School Grenfell Public School Grenfell Public School

Youth – Performing Arts - Secondary - Primary

Stuart Taylor GPS Marimba Group GPS Choir GPS Circus Arts

The Henry Lawson High School Grenfell Public School Grenfell Public School Grenfell Public School

Winners of the various awards have been determined by the nominated committee, and will be announced at the Australia Day ceremony in Grenfell. Some awards may also be presented at the village ceremonies.

For Information


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5. Policy for Management of Street Trees (No. 13.3.1), C2.4.15 The current policy was adopted in July 1990 and was based on an agreement signed with the then Central West County Council. The Policy has been updated with minor changes. A draft copy of the amended policy has been forwarded to councillors, with the original policy attached (pink).

RECOMMENDATION: It is recommended that the amended Policy for Management of Street Trees be adopted. 6. Policy for Telephone Reimbursement (No. 14.13.1), C2.4.15 The current policy was adopted in 1990 and has been reformatted. A draft copy of the amended policy has been forwarded to Councillors, with the original policy attached (pink).

RECOMMENDATION: It is recommended that the amended Policy for Telephone Reimbursement be adopted. 7. Policy for Design Standards for Rural Roads (No. 11.2.4), C2.4.15 The previous policy was adopted in 1982 and is out of date. The policy was deleted in December 2004. A new draft policy has been prepared to reflect current design practice: it will be necessary to incorporate other standards in time such as pavement depth, ground type, structures etc, so that the policy can also act as a specification for new subdivision roads. A draft copy of the amended policy has been forwarded to Councillors, with the previous policy attached (pink).

RECOMMENDATION: It is recommended that the amended Policy for Design Standards for Rural Roads be adopted.

8. Policy for Public Gates and Motor Bypasses (No. 11.4.1), C2.4.15 The current policy was adopted in 1987 and requires updating to give due reference to the Roads Act 1993 and Council’s annual Fees and Charges. There are no significant changes in the draft policy. A draft copy of the amended policy has been forwarded to Councillors, with the current policy attached (pink).

RECOMMENDATION: It is recommended that the amended Policy for Public Gates and Motor Bypasses be adopted.


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9. Policy for Use of Parks, Reserves and Sporting Grounds, (No. 8.3.3), C2.4.15 The two current policies were adopted several years ago, approximately the mid 1990’s, and apply only to Lawson Oval. A draft policy has been prepared which incorporates these two policies but can also be extended to cover any of Council’s parks and reserves. A draft copy of the amended policy has been forwarded to Councillors, with the current policies attached (pink).

RECOMMENDATION: It is recommended that the amended Policy for Use of Parks, Reserves and Sporting Grounds be adopted.

10. Policy for Construction of Kerb and Gutter, Footways, Accesses and Driveways (No. 11.1.5), C2.4.15

This draft policy has been prepared by combining current practice with four (4) minor long-term policies to produce a single document. The main change is that urban and rural accesses are treated the same, at full cost to the landowner, whereas the current policy provides for urban landowners to only pay half cost. A draft copy of the amended policy has been forwarded to Councillors, with the current policies attached (pink).

RECOMMENDATION: It is recommended that the amended Policy for Kerb and Gutter, Footways, Accesses and Driveways be adopted.

11. New Ward Boundaries, C2.1.4 Previous reports refer. The statutory period of public exhibition closed on 4 January 2008 with only one submission being received, from Mr W McSpadden. A copy of this submission has been forwarded to Councillors. Mr McSpadden supports the abolition of wards and does not actually comment on the proposed new boundaries. During the exhibition period Council staff have completed the detailed population figures for the Census Collection Districts which are bisected by the new boundaries. The outcome of this exercise was several differences in the ward populations with a maximum variation which exceeded the permissible 10%.


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Following discussion with the Electoral Commission, a small adjustment has been proposed which reduces the variation to below 10%. The adjustment involves the transfer of the area between the Mid Western Highway, Brickfield Road, Quandong Road and Derribong Lane, from “D” ward to “E” ward. A table of ward population figures follows:

Ward Map Actual Adjusted

A 556 579 579

B 529 525 525

C 558 563 563

D 545 566 557

E 526 503 512

Total 2714 2736 2736

Max Variation 6.1% 12.5% 9.96%

The Electoral Commission may accept the adjusted boundary subject to the electors involved having no objection, and the concurrence of these electors is being sought.

RECOMMENDATION: It is recommended that the proposed new ward boundaries be adopted as exhibited, with the small adjustment of the area between Mid Western Highway, Brickfield Road, Quandong Road and Derribong Lane being transferred from “D” to “E” ward. 12. Donation to Men’s Shed, C1.1.3 The Men’s Shed recently agreed to repair damaged tables in the council chambers and a number of chairs also require attention. The Men’s Shed does not wish to charge for this work but would appreciate a donation.

RECOMMENDATION: It is recommended that Council approve a donation of $250 for the Men’s Shed. 13. Christmas Competition, T4.3.1 Previous reports refer. Judging of the Grenfell Christmas Lights competition took place on the bus tour operated by Loaders Coaches which also raised $144 for a local charity. The Quandialla Christmas theme competition was conducted in conjunction with the Quandialla Post office, with the winner of Council’s section being David and Kathy Smith. The Greenethorpe and Bimbi Christmas Lights competitions were successfully conducted and the winners will be announced at the Australia Day ceremonies. The Caragabal competition was not conducted because of a shortage of entries.

For Information.


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14. Promoting Better Practice Review, C2.10.8 The report from the Department of Local Government was tabled at Council’s December Meeting (Correspondence Item 7). A copy of the report was forwarded to all councillors. The report contains 47 recommendations and Council is required to submit an Action Plan on how it intends to go about the matters raised in the report. The importance of the report is considered to require a full and meaningful response which would be difficult to achieve at an ordinary council meeting. The best option is considered to be a workshop on a separate evening, when hopefully all councillors can attend. It would be appreciated if Councillors could advise me beforehand of any known absences so that some tentative dates may be identified, say between 4 – 14 February 2008.

RECOMMENDATION: It is recommended that a workshop be held in early February to consider the PBPR report and to prepare the Action Plan. 15. Catchment Management Authority Drought Support Initiative, E3.9.2 The Lachlan Catchment Management Authority proposal to offer funding for local drought support functions was conveyed to the shire’s rural fire brigades as resolved at Council’s November 2007 Meeting. To date written responses have been received from Cowra Road and Quandialla brigades, a verbal response from Caragabal brigade (which may also include Pullabooka and Piney Range brigades), and a proposal by West Wirrinya brigade has been returned for reconsideration after referral to the Catchment Management Authority. Reminder letters to the other brigades have now been forwarded.

For Information

16. Management Plan 2007/2008 - December 2007 Quarterly Report, A3.4 In accordance with Section 407 of the Local Government Act a review of the annual Management Plan is to be presented each quarter. Comments on significant matters relating to the principal activities as at 31 December 2007 are as follows: Part A - Management Plan 1. Administration a) Management Plan including three year programme budget for 2007/2008 in progress.

Quotations for new server currently being obtained. Building work completed in the Council Chambers.

b) Annual Statements for 2006/2007 completed and forwarded to the Department within the required timeframe.


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c) Ongoing training arranged by CENTROC as required. Almost all job assessments have been completed and training plans have been implemented as required. Animal Control Officer commenced two year Program on Regulatory Control. Consultative Committee meeting held 6 November 2007.

d) All plant maintained in good order. e) Weekly staff meetings held to program engineering work. Equipment maintained

regularly. f) New depot substantially completed. 2. Public Order and Safety a) Attend meetings when scheduled with Rural Fire Service. Funds available for

upgrade/replacement (as required) to be reviewed 1 July 2009. b) Animal Control Officer actively policing Companion Animals Act and carrying out

usual pound keeping and stock duties. Complaints dealt with as received. c) Provide assistance to SES as required. LEMC meeting was held on 20 November 2007. 3. Health a) Public nuisances attended to as required. Complaints dealt with as received. b) Food premises have been inspected and follow up action in hand. Complaints dealt

with as received. c) Pool regulations advertised in the local newspaper. d) Inspections and enforcement for noxious weeds continuing. Council participated in

recent TV publicity campaign in conjunction with Orange City Council. e) Dentist to be relocated to Councils Burrangong Street surgery. Replacement dentist to

be recruited. 4. Community Services and Education b) Youth on Line facilities continue to operate from the Community Technology Centre. c) Social Plan elements reported in Part B. 5. Housing and Community Amenities a) 111 development applications processed in 2007. Development applications processed

as received. Heritage Advisory service continuing. Heritage Advisor tendered resignation. Actively seeking replacement. Monthly meetings and consultation with ratepayers and Committee. Application has been made for LEP funding.

b) State of Environment Report for 2006/2007 completed and forwarded to the Department within the required time frame.

c) Landfill site has been acquired at Grenfell. Interim recycling scheme continuing at Grenfell. Landfill Management Plans to be implemented.

d) Maintenance of cemeteries continuing. Old plans being converted to spreadsheet (25% complete). A new beam to be constructed by 30 June 2008.

e) Public conveniences maintained satisfactorily. f) Pollution complaints attended to as received. g) No incidents reported. 6. Sewerage a) Site investigation by Department commenced. Sewer mains breaks and blockages

repaired as required. Some sewer mains have been inspected by camera. One staff member attended operator training. c) All employees accredited for sewer works and mains maintenance. Department of

Commerce OH &S audit conducted.


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7. Recreation and Culture a) Grant for upgrading Library building received under the Regional Partnerships

Programme (RPP). Tenders awarded. Refurbishment and upgrade to commence 7 January 2008. New books and equipment being purchased.

b) Museum Advisor working well with local committee. c) Pool repairs completed. Repairs are proving effective. Pool painted and refilled.

Signage upgraded and installed. d) Parks and ovals satisfactorily maintained. 50,000 L concrete tank constructed in part to

complete Taylor Park upgrade by 30 June 2008. e) Grant funding application again submitted for O’Brien Hill upgrade, not successful. 9. Mining, Manufacturing and Construction a) Construction Certificates processed. Staged inspections as per requirement of Act. 10. Transport and Communications a-i) All programmes in progress. g) Tree planting - minimal trees planted due to continuing drought. 11. Economic Affairs a) Caravan Park facilities maintained. Overall strategy required for Caravan Park upgrade. b) Meeting of Grenfell Business Development Committee (GBDC) attended by

Councillors, Senior Staff and Development Officer. Tourist attractions such as the Weddin Mountains being promoted. Planning for Open Days/Trade Expo held 5-6 October 2007. Policies adopted by Council to encourage developers. Festival plaques installed. Booklet in progress.

c) Bank building residence occupied by Council staff member. d) Sale of industrial blocks in progress. Industrial Estate drainage plan being prepared.

Consideration to be given to purchase additional industrial land in due course. e) Remediation study of old gasworks deferred. Areas fenced to minimise public access. f) New equipment being purchased at the CTC as required. g) Taxi service operating well.

12. General Purpose Revenues a) Rate notices determined and issued on time. Rating classifications reviewed. Property

transfer attended to promptly. b) Grant funding constantly being sought. Surplus funds invested to maximise return and

preserve capital. Part B - Social Plan a) Suitable range of children books have been purchased for the Library. Maintenance of

skatepark ongoing. b) Cycleways – publicised in Social Plan. c) Taxi continuing to operate well. IT communications improved with broadband now

available in Grenfell. d) Dentist to be recruited and relocated to Burrangong Street Surgery. Ongoing

consultation with doctors. Assistance provided to Mens Shed. e) Letters of welcome issued to all new landowners on arrival. f) Shop accesses being considered for improvement.


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g) CTC obtained new software for training courses. People from culturally and linguistically diverse backgrounds welcome. New printer for printing tourism brochures. Operating well.

h) Vandalism reported as required. Vandalism cost recorded. Ongoing reporting to Police. Community service workers given meaningful work beneficial to ratepayers when with the Weddin Shire.

For Information 17. Remediation Of Grenfell Gasworks, E3.2.2 The EPA has advised by telephone that funds may be available (up to $200,000) for groundwater investigation work at the old gasworks site. Should the testing show ongoing contamination, further funds may be available (up to $500,000) for remediation work. Both grants require no contribution from Council. If Council agrees to the investigation, the availability of the grant should be advised in principle by the EPA in early March. Council will then be required to submit a detailed investigation proposal including tenders for consideration by the Environmental Trust by May 2008. This task will require a consultant but the costs involved are also eligible for reimbursement whether or not the grant is approved. There seems no reason not to accept the offer, particularly as the investigation may lead to the eventual remediation of the site at minimal cost to Council, and the EPA has been requested to proceed accordingly.

RECOMMENDATION: CONFIRM ACTION

TV LOBB GENERAL MANAGER

THE DIRECTOR CORPORATE SERVICES’ ORDINARY REPORT

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17 January 2008 The General Manager Weddin Shire Council GRENFELL NSW 2810 Dear Sir I wish to report as follows: -

1. Statement of Bank Balances as at 31 December 2007:

Bank Account

Westpac $522,029.68

Investments

LGIS

Total Investments $5,000,000.00 CERTIFICATE OF RECONCILIATION I certify that the Cashbook for each Bank Account has been reconciled with the appropriate Bank Statement as at 31 December 2007. The investments shown above are made with the Local Government Investment Service. I certify that these investments have been made in accordance with the Local Government Act, 1993, the Regulations and Council's investment policies.

For Information

2. A Summary of Income For The Month of December follows: Rates Receipts 58,586.62 Accounts Receivable 59,592.54 Government Grants 24,524.00 Agency Collections 4,063.33 Recycling Income 4,160.97 Interest on Investments 48,484.93 Other Income 13,219.59

Total $212,631.98

For Information


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3. Roads and Other Expenditure 2007/2008: Following are the up to date figures as at 31 December 2007.

ITEM VOTE EXPENDITURE

“A” Ward 314,236 103,647

Gravel Resheeting “A” Ward 0 0

“B” Ward 226,913 96,770

Gravel Resheeting “B” Ward 0 0

“C” Ward 219,660 107,073

Gravel Resheeting “C” Ward 0 0

“D” & “E” Ward 126,580 47,306

Village Maintenance - Caragabal 6,000 2,884

Village Maintenance - Greenethorpe 6,932 2,510

Village Maintenance - Quandialla 6,000 10,468

Reconstruct Village Streets - Caragabal 621 0

Reconstruct Village Streets - Greenethorpe 16,000 0

Reconstruct Village Streets - Quandialla 711 0

Town Streets Construction 88,754 40,077

Kerb & Gutter Construction 93,519 30,638

Footpath Construction 36,000 0

Main Street Project 118 0

Garbage Collection 49,000 20,708

Greenethorpe Collections 8,500 2,721

Trade Waste Collection 22,000 5,682

Tips Working Expenses 80,000 39,759

Noxious Plants 72,000 32,485

Parks & Gardens 152,930 75,483

Library Expenditure 105,472 48,314

Baths Income -24,000 11,742

Baths Expenditure 106,327 34,824

Caravan Park Income -33,500 19,554

Caravan Park Expenditure 59,294 26,112


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RTA GRANT WORKS

DESCRIPTION VOTE EXPENDITURE

2007/08 State Roads (SH 6) Maintenance 100,000 40,549

2007/08 National Roads (SH 17) Maintenance 100,000 28,172

2007/08 State Road (SH6) Ordered Work 308,081 12,101

2007/08 National Road (SH17) Ordered Work 308,081 17,791

2007/08 Regional Roads Block Grant 441,387 264,370

2007/2008 REPAIR Program MR398 300,000 17,841

3 x 3 Program - MR 398 68,000 30,887

2006/2007 Rural Local Roads VOTE EXPENDITURE

Maintenance general 250,163 249,084

Reseals 81,000 81,000

Caragabal - Quandialla 70,000 70,000

Gambara Road 33,000 33,000

Nowlans Road 55,000 52,615

Sandy Creek Road 55,000 55,000

Bimbi - Quandialla 55,000 22,341

Pinnacle Road 36,000 49,754

Gravel Resheeting 70,000 46,046

Total 705,163 658,840

2007/2008 Rural Local Roads VOTE EXPENDITURE

Maintenance general 21,543 0

Reseals 85,000 0

Caragabal - Quandialla 97,000 2,700


Nowlans Road 109,000 0


Bimbi - Quandialla 55,000 199

Pinnacle Road 29,000 0

Gravel Resheeting 108,000 0

Total 736,543 204,534

2007/2008 Roads to Recovery VOTE EXPENDITURE

Grenfell Reseals 100,000 9,000

Greenethorpe – Gambara Road 2 km 100,000 33,851

Caragabal Reseals 10,000 900

Greenethorpe Reseals 10,000 900

Rural Roads Reseals 140,000 12,900

Gerrybang Road Causeway 42,000 3,845

Total 402,000 61,396

2006 - 2009 Roads to Recovery – Supplementary Programme

VOTE EXPENDITURE

Caragabal – Quandialla Road 56,700 0

Bimbi – Quandialla Road 56,700 0

Tyagong Creek Road 18,307 12,279



Derribong Lane 40,000 13,336

Ballendene Road 50,000 76,808

Total 399,707 280,422

For Information


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4. Grenfell Community Hub, C1.6.7 Work has commenced on the Community Hub with the foundation and excavation works being carried out on the George Street end of the library. Bricks have been delivered to the site.

For Information 5. Debt Recovery – Rates and Debtors, A1.7 Reference is made to the report to the December 2007 Council meeting advising of the status of debt recovery in regard to rates and debtors. In regard to debtors it was reported last month that three (3) debtors had not responded to letters recently issued endeavouring to recover outstanding monies. Summarised below is an updated table detailing the current status:

Table 1:

Debtors Result

Paid

Made arrangements to pay

Properties to be sold

3 Returned - address unknown

No response to date

Total 3

As the three (3) debtors are not able to be located the debt recovery process for this round has been exhausted. A further round of debt recovery will be undertaken in the new year.

In regard to rates it was reported last month that legal action would continue for eight (8) ratepayers that had not responded to the statement of liquidated claim or summons recently issued. Summarised below is the current status:

Table 2:

Rates Result

2 Paid

1 Made arrangements to pay

- Pensioners – no further action

5 Referred to sale of land for overdue rates

- Properties to be sold

- Returned - address unknown

- No response to date

Total 8

As can been seen from Table 2 the legal action process for rates has also been exhausted with another round of debt recovery to commence in the new year. It is also planned to conduct a sale of land for overdue rates later this year.


5

The debt recovery process to date has been very successful with our outstanding rates decreasing by 0.30% in the 2006/2007 financial year which is a very good result. It is critical that we continue with the process to ensure that our rates and annual charges outstanding percentage continues to decrease as it is one of the criteria that the department is using to assess our performance.

For Information

6. Budget Review, 31 December 2007, A1.6 The budget review for the period ended 31 December 2007 is now presented for Council adoption with the variations to the original budget summarised.

RECOMMENDATION: that the budget review for the period ending 31 December 2007 be adopted as presented including the variations therein. 7. Budget Review Variances - Administration - A1.6 There were no major variances in the budget review dated 31 December 2007 for the administration department. However, Councillors are certainly able to make enquiries if they have concerns in any area listed in the summary of variances.

For Information 8. Grenfell Library, P2.3.5 Activities by the librarian over the last month include the following:

• all video games have been written off.

• weeding of adult fiction was undertaken.

• response to the Summer Reading Club has been extremely disappointing with only five children registering.

• the traditional Christmas window was completed.

• the library opened between Christmas and New Year in the mornings only.

For Information JULIE FINN ACTING DIRECTOR CORPORATE SERVICES


6

List of Uncompleted Works as at 31 December 2007 $

• Grenfell Flood Study 36,227

• Environmental Assistance (Septic Tanks) 23,496

• Heritage Operations - George Street Plan 5,000

• Quandialla Pool Upgrade 5,283

• Sloanes Cottage Upgrade 14,292

• Medical Centre Improvements 37,653

• Stormwater Grant 25,598

• Caravan Park – Upgrade Facilities 10,330

• AJ & MP Ray – Derribong Road Upgrade 8,000

• Administration Building – Replace Air Conditioner 3,000

• Consultancy Fee – Policy Formation 20,000

• Administration Building – Repair and Repaint 12,038

• Administration Building – Renovate Meeting Room 2,526

• Administration Building – Install Alarms, Emergency Lighting 15,000

• OHS Consultancy 15,000

• Town Planning – Prepare DCP 5,000

• Lawn Cemetery Beam 15,000

• Recycling – Upgrade Collection Points 3,000

• Grenfell Swimming Pool Recycling Project 23,180

• Quandialla Swimming Pool Recycling Project 17,650

• Taylor Park Upgrade 15,000

• Industrial Area – Contingency Survey 5,000

• Industrial Area – Drainage Improvement 10,000

Total $327,273

THE DIRECTOR ENGINEERING ORDINARY REPORT

1

13 January 2008

The General Manager Weddin Shire Council GRENFELL NSW 2810 Dear Sir I wish to report as follows:

1. Works Report (13 January 2008) 1.1 Classified Roads Maintenance Routine maintenance such as Slashing & Patching has continued on a majority of classified roads during the month MR236 - Cleared flood debris - Guide posting MR237 - Removed fallen tree MR239 - Removed fallen tree - Erected temporary flood signs

- Diesel fuel spill from Service Station MR398 - Removed fallen tree SH6 - Cleared roadside of rubbish

- Guide Posting - Remove fallen tree - Erect temporary flood signs - Repair rest area shelter

SH17 - Cleared roadside of rubbish

- Guide Posting Classified Roads Reconstruction - Nil Rural Local Roads Programme - Completed widening & sealing of Sandy Creek Road - Sealed next 1km of Gambarra Road, started last 1.4km to Greenethorpe – Bumbaldry intersection Ward Activities Routine maintenance such as Slashing & Patching has continued on a majority of classified roads during the month “A” - Maintenance Graded Wards Lane, Trounsons Lane

- Removed fallen trees Sandy Creek Road, Hancock –Flynns Road & Piney Range Road


2

- Water over Bradford Lane & Piney Range Road - Widen narrow rise on Keiths Lane

“B” - Remove fallen trees Greenethorpe & Gambarra Road

- Cleared drainage in Greenethorpe “C” - Maintenance graded Dixons Lane, Thomsons Lane, Lynches Lane, Manganese Road, Eves Lane & the Stock Route “D&E” - Prepared & sealed Sullivan Street - Replaced fencing, repaired handrails & constructed base for new flume sewer

works

Vandalism - Graffiti on Taylor Park toilets, Museum removed $200.00 - Glass front of Mural at Motel $600.00 - Watering system damaged at blister at bottom end of Main Street $180.00

Total Cost: $980 Progressive Cost: $2970.00

(from 1/7/2007 to date)

2. Parks and Ovals Report

• Routine Maintenance has been carried out during the month

• Repaired broken watering system Main Street blister

• Sprayed GTA & villages for catheads

3. Future Works Wards “A” Ward

• Heavy patching SH6 and SH17. “B” Ward

• Complete Gambarra Road “C” Ward

• Replace Culvert Driftway “D&E” Wards

• Continue Kerb & Gutter

4. Other Works 4.1 Cemeteries The following graves have been prepared:

• Grenfell Lawn – 1

• Grenfell – nil

• Bimbi – nil

• Caragabal – nil 4.1 Sewer Mains Eight (8) chokes have been attended to during the month.


3

4.2 Private Works

• Hired 2T roller to D Troth

• Sold crushed gravel to T Lobb 8 loads

• Sold crushed gravel to D Troth 6 loads

• Sealed patches for Forbes Council with Patch Truck

For Information

5. CENTROC Weight of Loads Group, C2.7.16 In the last month the CENTROC Weight of Loads Group detected one breach totalling $768.00. The CENTROC Weight of Loads Group Member Contribution for Weddin Shire for 2007-2008, totalling $19,360 including GST has been paid.

For Information 6. Plant Report Significant plant and vehicle maintenance, in accordance with the details as listed below, was carried out during the month:-

Plant No Plant Item Maintenance

General plant General maintenance

PI.4099 Tip compactor kit into RH steering ram, replace ‘o’ ring in hydraulic pump.

PI.1078 Commodore sedan strip radio etc

PI.4082 Case Vibromax roller checked drum fault and ordered parts.

For Information 7. Bimbi Bridge, R2.11.7 The contractor (John Byrne) commenced the demolition of the old Bimbi Bridge on Monday, 14 January 2008 with the completion of the works in about one week.

For Information

8. RTA SIM Contract, R2.54.1 Routine maintenance works on SH6 and SH17 continues. Council has now received Work Orders for Heavy patching on SH6 and SH17. The heavy patching on SH6 is planned to commence on Thursday, 24 January 2008. The RTA is still considering the 2007/2008 reseal works. The Mayor, General Manager, Director Engineering and Nak Perera attended a meeting the RTA at Parkes on 20 December 2007 and discussed the following issues: - a) quarterly Contract report July 2007 – 3 unsatisfactory results


4

- RTA were not prepared to change the results b) pricing of the heavy patching - RTA accepted Council’s latest unit rates for heavy patching c) new 2008 contract d) managing risks in contracting It was agreed that Council would work with the RTA in a more focussed manner to minimise delays as a result of extended negotiations.

For Information 9. Noxious Weed Report, C2.6.16

• Spraying for St Johns Wort has continued for December with Xmas storms bringing new germinations in many areas. All areas will be rechecked as Bathurst Burr and Devils Claw are appearing on a lot of roads. These plants are heat and moisture stressed in most of cases. Scotch Thistle and Silver Leaf Nightshade have also been sprayed in isolated situations.

• Spiny Burrgrass in Grenfell Cemetery was being chipped but the latest rain has brought on an influx of plants and some areas of the cemetery have been treated where Spiny Burrgrass is prevalent. Other areas will be treated as time allows including Bimbi Cemetery.

• The Greenethorpe railway line will be sprayed in the next fortnight, preferably after a shower of rain to freshen plants up.

• NWAC funding has been received for 2007/2008 totalling $4996 for 6 regional weeds. An invoice has also been received for $820.90 for our contribution towards the Regional Coordinator.

• a trial placement of Chrisolina beetles in Flaherty’s paddock and Des McKellar’s block was carried out 3-4 years ago with some success in Flahertys. McKellar’s block will be sprayed this year so the St Johns Wort doesn’t spread into neighbouring paddocks.

For Information 10. Weddin District Liaison and Senior Management Team Committee Meeting,

E1.3.22 The Design Engineer attended the quarterly meeting of the Weddin District Liaison and Senior Management Team Committee meeting held in the Weddin Fire Control on Friday 7 December 2007. The following matters were discussed:-

• Grenfell tip – not burnt yet but planned to be done next year,

• fire trials in State forest - funding to be sought for grading,

• water availability - dam water available in most areas but Greenethorpe an issue

• Captains’ reports – defect report (check list for equipment on trucks)

• mobile phone coverage a problem (Next G not as good as CDMA in some areas),

• new key system – Director Engineering to contact Ken Neville,

• next meeting - request National Parks and Wildlife Service to discuss where the best location may be for the new fire trail south east of the Weddin Trig Station and linking with the Gap trail,


5

• discussion on the reduction of these meetings to two per annum and the other two meetings per annum to include group captains,

• quarterly performance review carried out,

• no OH & S issues raised,

• 2007/08 budget generally on target,

• training plan for 2007/2008 for Weddin, Forbes, Parkes and Lachlan Senior Management Team was tabled and discussed. Plan to be adopted with any amendments at next meeting.

Ken Neville will provide Council with official minutes.

For Information

11. New Depot, P2.6.4 The truck wash unit has been commissioned and is operational. The rainwater tanks are now full. Relief stormwater drainage will be laid shortly and final gravelling and sealing of the yard will take place after this. The fire ring main is completed. The hose reels are yet to be installed. The fuel system is planned to commence at the end of January 2008. Estimates are being prepared for the emulsion system. The open day is planned for mid February 2007.

For Information

12. Henry Lawson Oval Charges, P2.1.6 Letter B5 to January 2008 Council Meeting refers. Grenfell Rugby League Club Inc has written to Council regarding the hiring costs of Henry Lawson Oval for the 2008 season and requesting that the rental fee for 2007/2008 and 2006/2007 be lowered. It is proposed to carry out an overall survey of the use of Henry Lawson oval, taking into account the number of games and training for Grenfell Rugby League Club, Junior League, touch football, Junior and Senior Soccer, Junior Cricket and the use of lighting and facilities and to quantify the charges for 2008/2009. As Council has adopted the Management Plan Fees and Charges for 2006/2007 and 2007/2008, after having advertised the charges for the prescribed time, and received no objections, it is not proposed to vary the charges to the Club as requested. However, the charges will be reviewed for 2008/2009 following the survey.

RECOMMENDATION: that: a) a survey of the use of Henry Lawson Oval be carried out and be considered when

the charges are set for 2008/09.


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b) Council not vary the charges to the Grenfell Rugby League Club Inc for the 2007 season and 2008 season to 30 June 2008 and advise the Club accordingly.

13. Position of Apprenticeship Gardener, P1.4.98 Interviews were conducted for the position of Apprentice Gardener for 2008-2011. As a result, an offer of employment has been made to Mr Jeremy Hall of Grenfell. Mr Hall is likely to start in late January 2008.

For Information

14. Engineers Alliance – Weddin, Forbes, Parkes and Lachlan The Asset Management Plan for roads is still being prepared. Also, a combined tender has been called for two new graders for Weddin Shire and Lachlan Shire. The tenders close on 22 January 2008 and it is hoped that a report will be available to the February Council Meeting.

For Information 15. Budget Review Variances - Engineering - A1.6 Please find detailed below explanations regarding variances in the budget review dated 31 December 2007 for the Engineering Department. The variances that are self explanatory have not been reported on, however councillors are certainly able to make enquiries if they have concerns in any area that has not been reported:

• Rural Fire Service Contribution, $19,453 – instalments increased due to the larger budget which Council approved for 2007/2008.

• Sewer Mains Maintenance and Repairs, $5,000 – extra sewer blockages which had to be dug up and replaced, rather than just clearing (George Street, Weddin Street, Cross Street, West Street)

• Tree Planting Maintenance and Repairs, $3,000 – replacement of trees due to drought.

For Information

16. Grenfell Cemetery, P2.2.1 Approximately 25% of the old hand written plan information for the Grenfell Cemetery has been entered onto a spreadsheet and about half of this entered information has been verified in the field.

For Information


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17. RTA Rates Comparison, R2.54.1 The RTA has issued Council with a comparison of Weddin Shire work rates and “E” division work rates as follows:

Maintenance Activities Weddin Rates $

“E” Division Avg $

“E” Division Max Rate $

Asset Inspection 185 455 1036

Routine Pavement 222 271 452

Vegetation Maintenance 108 131 186

Drainage Maintenance 138 175 347

Sign Maintenance 50 76 161

The RTA has also provided a comparison between Weddin Shire Council and the Region on Heavy patching and resealing as follows: -

Heavy Patching Weddin Region Avg $

Region Max $

2005/2006 52 44.37 137.89

2004/2005 64 44.54 86.73

Reseals Weddin Region Avg $

Region Max $

2005/2006 3.97 3.91 8.15

2004/2005 2.75 4.04 8.07

These figures show that Weddin Shire Council is certainly below the maximum figures and is generally below the Western Region Average for RTA.

For Information

18. RTA Road Maintenance Council Contracts – Commencing July 2008 The RTA has provided a discussion paper on the review of road maintenance services on State Roads and requests written submissions on the review. A report will be submitted to the February meeting on the submission.

For Information


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19. Vehicle Changeover, P2.10.5.1 The following vehicles have been changed over under the current policy:

West Orange Motors* Jeffery Toyota Oliver Motors Plant Item

Vehicle

New Vehicle Cost ($)

Trade-in ($)

Change Over Costs

($)


Trade-in ($)

Change Over

Costs ($)


Trade-in ($)

Change Over

Costs ($)

PI. 1084 Toyota Aurion (Overseer)

27,292.20 $22,300 4,992.20 28,336.79 22,000 6,336.79 28,155.29 21,455.29 6,700

*denotes purchase

For Information

W TWOHILL DIRECTOR ENGINEERING

DIRECTOR ENVIRONMENTAL SERVICES’ REPORT TO COUNCIL

1

17 January 2008 The General Manager Weddin Shire Council PO Box 125 GRENFELL NSW 2810 Dear Sir I wish to report to Council as follows:-

A. Public Health and Environmental Matters.

1 Sewerage Treatment Works, S1.1.1: Total inflow through the Works during December 2007 was 13304 K/Litres with the daily average of 253 k/litres. The highest daily recording of 750 K/Litres occurred for the 24 hours ending 6.30 am on 21 December 2007 and the lowest of 365 k/Litres for the 24 hours ending 6.30 am on 7 December 2007. A total rainfall of 77.5 mm was recorded for the month.

For Council’s Information

0

2000

4000

6000

8000

10000

12000

14000

16000

Jan-0

7

Feb-0

7

Mar-

07

Apr-

07

May-0

7

Jun-0

7

Jul-07

Aug-0

7

Sep-0

7

Oct-

07

Nov-0

7

Dec-0

7

Inflow K/Litres

Outflow K/Litres


2

2 Caravan Park Operations, P2.3.3:

Income for the month of December 2007 was $2955.00 with expenditure of $2869.12 resulting in an operational profit of $85.88 for the month. There were 75 sites occupied for the month of December 2007. AAA Tourism inspection undertaken on 3 January 2008. Park is rated at 3 star and cabins are rated as 2.5 stars.


-$4,000.00

-$2,000.00

$-

$2,000.00

$4,000.00

$6,000.00

$8,000.00

June

July

August

Septe

mber

Octo

ber

Novem

ber

Decem

ber

Income

Expenses

Profit/loss

3 Animal Control, A4.4.4 Animal control activities for December 2007 were:

a. Companion Animals Animals impounded:- 2 Animals Sold:- 0 Animals surrendered:- 3 Animals destroyed:- 5



3

4. Swimming Pool, P2.3.1 (Grenfell)

Total Water usage 220KL Total attendance 4475

Daily Average 144 Cash attendance Child 256 Adult 200

Season Ticket Attendance Child 1234 Adult 931

Season Ticket Sales Child 5 Adult 5 Pensioner 0 Family 3

Grenfell Primary School commenced their 10 day swim safe programs which run quite well. Gentle exercises commenced on the 11th and will run on Tuesday and Fridays. All new signage has been erected to meet the requirements.

For Council’s Information 5 Swimming Pool, P2.3.2 (Quandialla) Total attendance 1792

Daily Average 64 The pool being closed on Mondays. 80% percent of patrons were season ticket holders.

Season Ticket Sales Family 32 Single 15 A total of $856 was banked for the month. Aqua exercises commenced on Tuesday evenings & Friday mornings. Quandialla Central School commenced sport at the pool on Wednesdays & Fridays. Quandialla, Bribbaree & Caragabal Schools combined for intensive swimming lessons, which ran well. All new signage has been erected. No recreational diving was introduced & well received by most patrons.



4

B. Development Applications – Building Matters:

B1 The undermentioned applications were received and determined subject to specified conditions, by the General Manager under delegated authority issued on 17 January 2002 (Res. No. 369):

DA NO. Applicant Construction Value ($) Address

91/2007 C Moran/ K Williams

New house & Shed 160000 133 Simpson Dr Grenfell Lot 19 DP 1063500

100/2007 Andys Design Addition to residence

131835 49 Forbes St Grenfell Lot 1 DP 377091

105/2007 Bell River Homes

New Dwelling & Shed

250500.00 13 Star St Grenfell Lot 523 DP 754578

106/2007 Leo De Valk New dwelling 250000 Henry Lawson Way Grenfell Lot 386 DP 754578

107/2007 Martin Starr Hayshed 30000 “Waree” Cowra Road Grenfell Lot 68 DP 754578

108/2007 R Huckel Change of use 10600 41 Bradley St Grenfell LOT: 5 DP: 832349

109/2007 Ian Bowkett Addition to existing Shed

3400 25 Rose St Grenfell Lot 2 DP 320272

110/2007

Mr Geoff Ryan Enclosed Verandah 15000 13 Dalton St Grenfell Lot B DP 330056

111/2007 East Trigalana Water Users Group

Water Line (For Bore)

605 C/- “Taroona” WIRRINYA

115/2007 TM Harris Shed 5000 Griffith St Greenethorpe Lot 19 DP 6279


B. Development Applications for the Consideration of Council Nil


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C. Other Matters 1. Alteration to Alcohol Free Zone – Main Street, Grenfell – H1.6.9 Council resolved to advertise a variation to the Alcohol Free Zone between the hours of 10.00pm and 9.00am at the pedestrian footway under the projecting verandah on the western end of the premises known as the Railway Hotel, between Main and George Street, Grenfell. No public comment was received and no objections were raised by the NSW Police, Licensing section. The current Alcohol Free Zones are in force to 23 December 2008 when they can be reviewed.

RECOMMENDATION: Council establish an Alcohol Free Zone at the following area between the hours of 10.00pm and 9.00am.

• The pedestrian footway under the projecting verandah on the western end of the premises known as the Railway Hotel, between Main and George Street, Grenfell.

• That the Alcohol Free Zone operates from 23 January 2008 to 23 December 2008.

• That the existing signage be amended to show the new period for which the Alcohol Free Zone will apply.

• That letters be sent to the interested parties, The Police, and Licensees of the hotels and clubs in Grenfell, notifying them of the variation to the Alcohol Free Zone.

2. NSW Heritage Grants Local Government Heritage Management Funding Approval for 2008-09

Funding has been approved for Weddin Shire Council for the 2008-09 financial year for the local government heritage management program as follows: LGP 2009 61 Weddin Heritage Advisor Year 15 $7000 as a Pro Rata Grant LGP 2009 83 Weddin Local Heritage Fund Year 12 $8200 as a Pro Rata Grant.

RECOMMENDATION: That the grant be accepted in accordance with the standard conditions.

3. Development Extractive Industry Lot 2 DP1113818 Pineview Euroka Road Quandialla The Bland Shire Council is in receipt of a development application for an extractive industry at Lot 2 DP 1113818 Pineview Euroka Road Quandialla. An environmental impact statement has accompanied the application prepared by the Impax group of Dubbo. The proposal seeks to extract up to 100,000 cubic metres from an area of 16.5 ha. The proposed operating hours are Monday to Friday 7.00 am to 7.00 pm and Saturday 7.00 am to 1.00 pm. The minimum life expectancy of the pit is 15 years with a realistic life expectancy of 20 years. The EIS is comprehensive and the proposal professionally drafted.


6

Trucks travelling north to and from the site through Quandialla will be on local roads. It is expected that there will be six to ten movements per day. The DECC / EPA noise guidelines would allow for up to nine movements per hour before noise levels are exceeded. It is intended to reply to the Bland Shire after further consultation with the Weddin Director of Engineering to ensure that appropriate consideration is given to the impacts of traffic movements on the local roads and that consideration of a levy be applied for maintenance of the local rural road at Quandialla for the life of the development. Submissions close 31 January 2008.


4. Keeping of Dogs – Mr B Jones, A4.4.3.9 Council at its December meeting resolved to grant an extension of time to allow an alternative plan and solution to reduce the dog numbers at the property. Mr Jones the owner of the property engaged a solicitor Mr B Howes of Howes Kaye Halpin to assist in this matter. A facsimile was received from Mr Howes on 21 December requesting information with regard to the definition of “property” and that their clients intend to put a proposal forward. (copy attached) We responded to the facsimile advising that we would receive and consider proposal to reduce the numbers of dogs to two up to 14 January 2008. A further request was received from Mr Howes at 2.30pm for a definition of property. We referred the matter to Councils solicitor and a response was drafted and faxed. No further submissions were received from Mr Jones solicitor. As previously reported Council has given every opportunity for Mr Jones and Mr Marsh to take action on this matter. It leaves no other choice other than to pass the matter on to Council’s solicitor for the matter to be determined by the Court.

Recommendation: This matter be passed on to Council’s solicitor to prepare all necessary documents for this matter to be determined by the Court.

COLIN SLADE DIRECTOR ENVIRONMENTAL SERVICES

Delegates’ Report - Central Tablelands Water The following is a précis of the items discussed at the December 2007 meeting of Central Tablelands Water and is submitted for Council’s information:

Annual Financial Statements – 30/06/2007 Mr John O’Malley, partner with Alan Morse & Co, presented the 2006/2007 Annual Financial Statements to Council together with his Auditors Report.

Council Investments The General Manager reported on his concerns with the current reduction in value of Council’s investments with Grange Securities (now Lehman Bros) which were $206,000 below par at 31 October.

Budget Review Statement to 30 September 2007 The Budget Review Statement for the period ending 30 September 2007 was presented to Council estimating a revised surplus for the year of $97,908.00, which represents an increase of $1,026.00 to the original budget surplus of $96,882.00.

Lake Rowlands Upgrade Proposal The General Manager reported on his recent meeting with Minister Nathan Rees at which the Chairman, Cr Farr and the Mayor of Blayney, Cr Wilson were also in attendance. The recent proposal by Orange City Council to conduct a feasibility study into building a pipeline from Wyangala Dam to Orange clouded the meeting resulting in the Minister virtually telling the representatives to go back and discuss with Orange City the merits of each proposal before coming back to him with one proposal for his consideration. The Minister also advised the representatives that it was imperative for Council to complete an Integrated Water Cycle Management Plan. Council resolved to note the information and instructed the General Manager to write to Centroc outlining that the Lake Rowlands project is Council’s No 1 priority and detailing the cost estimates prepared by Council’s Operations Manager for the Cowra to Orange proposal.

Integrated Water Cycle Management Plan Council resolved to endorse the action of the General Manager to engage HydroScience Consulting to carry out a joint Integrated Water Cycle Management Evaluation Study with Blayney, Cabonne and Weddin Councils. The cost of this study is $83,200.00 for which a 50% government subsidy will be received leaving a balance of $41,600.00 to be shared equally between the four councils.

Review of Local Water Authorities The General Manager further reported on the proposal of the Minister for Water Utilities to conduct a review of the provision of water and sewerage services which would involve the appointment of two eminent community members to engage in extensive community consultation across the State over a period of six months.

Reservoir Levels

All reservoir levels have been maintained at between 50% and 100% capacity. Lake Rowlands level is at 93% (30/11/07) of capacity.

WBC Alliance Council resolved to support the continuation of the WBC Alliance under the current structure with a Project Officer engaged for a period of one (1) year following which the position would be subject to review

Cr. G McClelland Cr. B Hinde

Minutes of the Australia Day meeting held on Thursday 15th November 2007, 9am.

Present: Mike Foster, Chairman (Weddin Shire Council) Roma Sinclair (Rotary) Peter Batkins (Cadets)) Elaine Needham (Guides), Ian Pitt (Historical Society) 1. Apologies: M. Schneider (Lions Club), Gloria Wilder (CWA

Moved: Roma Sinclair / Ian Pitt that apologies be accepted 2. Correspondence In – Australia Day Council ambassador list, advertising Out - Response to ADC about ambassador

Moved: R Sinclair / Peter Batkin that inward correspondence received and outwards endorsed

3. Program for 2008 Ceremony

• Master of ceremony – Ted Franks declined. Peter Moffitt accepted • Awards – nominations received by Council and certificates being printed • National Anthem – Graham Foster accepted • Flag Raising – the Grenfell Cadets led by Lt Peter Batkin (ACC) • Prayer of Thanks – Father Allen accepted

Entertainment • Market stalls –CWA will sell items • Music –Grenfell & District Band has been approached. • Poetry John Hetherington accepted, Ellie and Hannah Oliver accepted • Childrens’ Competition – painting with water colours, best dressed bicycle

Catering • BBQ by Rotary Club of Grenfell. $5 for breakfast (toast, bacon eggs, sausage,

orange drink) $2.50 for sausage sandwich • Damper / Tea / Cofffee – by CWA (damper) and Cadets

General Business

• Ian Pitt suggested we research Reggie “IronMan” McNamara, legendary cyclist born in Grenfell and admitted to the Madison Square Garden Hall of Fame, as a link to the ambassador’s sport.

8. Next Meeting: Tuesday 22nd January– Council Chambers 9am. 9. Meeting closed: 9.45am

MINUTES OF MANEX MEETING HELD ON MONDAY, 21 JANUARY 2008 AT 2.30 PM (C2.6.10).

Present: Clrs Simpson, N Hughes, Messrs T Lobb, J Finn, W Twohill and C Slade.

Apologies: G Carroll

RESOLVED: Clr Simpson and Clr Hughes that the apology be accepted.

Minutes: Resolved: W Twohill and Clr N Hughes that the minutes of 11 December 2007 be adopted as circulated.

Review of Job List Noted

General Business: 1A Administration

(i) New Depot – reported in Director Engineering’s report. Transfer to commence in late February.

(ii) Ward Map – reported in General Manager’s report. No objections from residents to adjustment.

(iii) Better Practice Review (BPR) – reported in General Manager’s report.

Resolved: Clr Simpson and Clr Hughes that a workshop be held on Tuesday, 5 February 2008 at 6.00 pm.

(iv) Amended Policies – policies being progressively updated (v) Australia Day Certificates – costs becoming excessive, to be reduced to A4

size next year.

1B Human Resources (i) Employee Vacancies

• Apprentice Gardener – reported in Director Engineer’s report.

• EDO/TPO/CTC officer – to be advertised shortly. (ii) Employee Assessments – staff - Administration – completed - Engineering – one outstanding - Environmental – one outstanding.

2. Public Order and Safety (i) Berrys Lane (Dogs) – reported in Director Environmental Services report.

3. Health (i) Medical Centre – no recent action. Meeting with Anglican Church to be

arranged. (ii) Dentist Relocation – General Manager advised that the local doctor has

withdrawn his request to utilise Councils dental equipment.

4. Community Services and Education Nil

5. Housing and Community Amenities

(i) Grenfell Tip – surveyor finalising boundaries of newly acquired portions. All blocks to be amalgamated into one in due course. Draft master plan exhibited, to be reported to February Meeting.

(ii) New Council Residence – awaiting response from Department Local Government re inclusion in current Management Plan.

6. Sewerage (i) Water Grant for Effluent – tanks constructed at Lawson Oval and Taylor Park,

effluent line to be constructed to Memorial Park.

7. Recreation and Culture (i) Library Upgrading – reported in Director Corporate Services’ report.

Alteration to ground floor levels approved after referral to Building Committee members.

8. Mining Manufacture and Construction (i) Broula King Mine – Bore Impact Management Plan advertised (by developer)

for public inspection.

9. Transport and Communication (i) RTA Contract – reported in Director Engineering’s report. Heavy patching to

commence this week in Grenfell. Meeting with RTA discussed. New contract arrangements to be reviewed for effect on Council.

(ii) Heavy Vehicle Routes – no recent action. (iii) Bimbi Bridge – demolition completed and site cleared. Sidetrack undamaged

by recent storm, creek not running. Tender for design and construction to be advertised this week.

(iv) Other Programs – tender for footpaving and cemetery beam to be advertised shortly.

10. Economic Affairs (i) Drought Relief Strategy – Alliance committee meeting scheduled for 22

January 2008.

11. General Purpose Revenues

Nil

12. Other Matters (i) Water Scheme ETWUG – Development Application approved. Pipeline now

on private property. (ii) Graffiti/Vandalism – Farmcam camera to be purchased and located in key

areas. (iii) Clr Simpson’s comments on relocating the bus-stop, increased TAFE fees and

Hawkesbury City Council.

Next Meeting: Monday, 18 February 2008, 2.30 pm

Closure: There being no further business to discuss the meeting closed at 4.05 pm.

MINUTES OF TOWN WORKS COMMITTEE MEETING HELD AT 5.00 PM ON MONDAY, 21 JANUARY 2008 (C2.6.8)

1. PRESENT: Clrs Simpson, McClelland, and Atchison.

Messrs T Lobb, W Twohill and C Slade.

2. APOLOGIES: Clr Hinde

Resolved: Clr McClelland and Clr Atchison that the apology be accepted.

3 CONFIRMATION OF MINUTES: Resolved: Clr Atchison and Clr Simpson that the minutes of 10 December 2007 be adopted.

4. MATTERS ARISING: Nil

5. CORRESPONDENCE:

5.1 Various re Manganese Road, (R2.10.091) To be investigated.

6. REPORTS

6.1 General Manager’s Report Reports on Railway Station toilet, ward boundaries.

Noted

6.2 Director Corporate Services’ Report Reports on Town Costings and Community Hub.

Noted

6.3 Director Engineering’s Report Reports on Works Report, Future Works, Other Works, Lawson Oval charges, New Depot, variances for sewer and Grenfell Cemetery.

Noted

6.4 Director Environmental Services’ Report Reports on Sewerage Treatment Works, Caravan Park, Animal Control, Swimming Pool, Town DAs, Alcohol Free Zone alteration, Mr D Marsh – Keeping of Dogs and DA 3/2008 – Industrial subdivision.

Noted

7. BUSINESS WITH NOTICE: Nil

8. QUESTIONS: Clr McClelland - enquired whether trees may be harvested in 1C(i) zone?

Director Environmental Services to investigate and advise - enquired whether storm damage grants were available as

before through SES. Director Engineering advised not this time.

- reported flooding through yard in Warraderry Street, long term problem.

Resolved: Clr Simpson and Clr McClelland that the matter be investigated and a site inspection be held. Clr Simpson - enquired whether horses were permissible in the town area.

Director Environmental Services advised yes subject to Council’s policy and absence of complaints.

NEXT MEETING: Monday, 18 February 2008 at 5.00 pm

CLOSURE: There being no further business to discuss the meeting closed at 6.00 pm.

LIST OF INSPECTIONS, MEETINGS AND DEFERRED ACTIVITIES.

1. INSPECTIONS AND MEETINGS: July 2007 1. New Depot: arrange Open Day (DE). October 2007 2. Payne’s Gravel Pit: Ward Councillors and Director

Engineering to meet with new landowner (DE). 3. Irrigation Pipeline: meeting of RTA, Rural Lands

Protection Board, Forbes Shire Council, Ward Councillors and staff to be arranged (DES/DE).

4. SIM Contract: arrange meeting with RTA to discuss

Contractor Performance Report (DE). November 2007 5. Caragabal Airstrip: inspect with Ward Councillors (DE). December 2007 6. Council Friendship Agreement: negotiate venue for

signing ceremony (Exec). 2. DEFERRED ACTIVITIES: June 2007 1. Dalton Street Depot: defer consideration (GM). October 2007 2. Irrigation Scheme: attend under delegated authority on

receipt of Development Application (Exec). November 2007 3. Ward Boundaries: reconsider with submission at January

Meeting (GM). 4. Retention of Wards: consider referendum by June

Meeting (GM). December 2007 5. Heritage Committee: discuss membership with new

appointee (DES/GM). 6. Joint IWCM: allocate funding in next budget review

(DE/DCS).

NOTICES OF MOTIONS

The following Notice of Motion was received: Subject: Code of Meeting Practice

Motion: that the schedule in the Code of Meeting Practice as adopted by Resolution 317,

be amended: so that “Motions with Notice” immediately follow “Correspondence”.

Signed: Clr John Niven Clr Geoff McClelland Clr Dennis Hughes Comment: The new system for correspondence means that items in Notices of Motions

will mainly comprise items of correspondence. It would be preferable to deal with these at the same time in the meeting.

QUESTIONS

Questions maybe put to councillors and council employees in accordance with clause 25 of

the Council’s Code of Meeting Practice, as follows:- “(1) A councillor:

(a) may, through the chairperson, put a question to another councillor, and

(b) may, through the chairperson and the General Manager, put a question to a

council employee.

(2) However, a councillor or council employee to whom a question is put is entitled to

be given reasonable notice of the question and, in particular, sufficient notice to

enable reference to be made to other persons or to documents.

(3) The councillor must put every such question directly, succinctly, and without

argument.

(4) The chairperson must not permit discussion on any reply or refusal to reply to a

question put to a councillor or council employee under this clause. “

Questions should not be used to introduce business without notice. This is covered in

Clause 17 of Council’s Code of Meeting Practice, as follows:- “(3) …………….., business may be transacted at a meeting of a Council even though

due notice of the business has not been given to the councillors. However, this

can happen only if:

(a) a motion is passed to have the business transacted at the meeting, and

(b) the business proposed to be brought forward is ruled by the chairperson to be

of great urgency.

Such a motion can be moved without notice.

(4) …………….., only the mover of a motion referred to in subclause (3) can speak to

the motion before it is put.”

Questions on routine operational matters should be directed to the General Manager or the appropriate Director separately from and/or prior to the meeting.

CLOSED COUNCIL

THE LOCAL GOVERNMENT ACT The authority for Council to close a meeting to the public is given under Section 10 of the Local Government Act, for which the following excerpts apply: [s 10A1 Which parts of a meeting can be closed to the public?

10A

(1) [Meetings may be closed] A council, or a committee of the council of which all the members are councillors, may

close to the public so much of its meeting as comprises:

(a) the discussion of any matters listed in subclause (2), or

(b) the receipt or discussion of any of the information so listed.

(2) [Grounds for closure] The matters and information are the following:

(a) personnel matters concerning particular individuals (other than councillors),

(b) the personal hardship of any resident or ratepayer,

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is

conducting (or proposes to conduct) business,

(d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or

(ii) confer a commercial advantage on a competitor of the council, or

(iii) reveal a trade secret,

(e) information that would, if disclosed, prejudice the maintenance of law,

(f) matters affecting the security of the council, councillors, council staff or council property,

(g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on

the ground of legal professional privilege

(h) information concerning the nature and location of a place or an item of Aboriginal significance on community land.

(3) [Closure of Resolution to close] A council, or a committee of the council of which all the members are councillors,

may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the

public.

(4) [Public's right to make representations] A council, or a committee of a council may allow members of the public to

make representations to or at a meeting, before and part of the meeting is closed to the public, as to whether that

part of the meeting should be closed.

[s 10C] Notice of likelihood of closure not required in urgent cases

10C Part of a meeting of a council, or of a committee of the council of which all the members are councillors, may be

closed to the public while the council or committee considers a matter that has not been identified in the agenda for

the meeting as a matter that is likely to be considered when the meeting is closed, but only if:

(a) it becomes apparent during the discussion of a particular matter that the matter is a matter referred to in section

10A(2), and

(b) the council or committee, after considering any representations made under section 10A(4), resolves that further

discussion of the matter:

(i) should not be deferred (because of the urgency of the matter), and

(ii) should take place in a part of the meeting that is closed to the public.

[s 10D] Grounds for closing part of meeting to be specified

10D (1)[Record of grounds for closure] The grounds on which part of a meeting is closed must be stated in the decision to

close that part of the meeting and must be recorded in the minutes of the meeting.

(2) [Details to he specified] The grounds must specify the following:

(a) the relevant provision of section 10A(2),

(b) the matter that is to be discussed during the closed part of the meeting,

(c) the reasons why the part of the meeting is being closed, including (if the matter concerned is a matter other than a

personnel matter concerning particular individuals, the personal hardship of a resident or ratepayer or a trade

secret) an explanation of the way in which the discussion of the matter in an open meeting would be, on balance,

contrary to the public interest.

RECOMMENDATION: That Council form a Closed Council to consider the items listed below, AND THAT the Press and the public be excluded from the Meeting of the Closed Council because of the confidential nature of the business to be transacted, as stated below:

MATTERS FOR CONSIDERATION - CLOSED COUNCIL

Other items may be referred to closed council during the course of the meeting.

Documents

NOTICE ORDINARY MEETING OF THE COUNCIL OF · PDF fileNOTICE is hereby given that an ORDINARY MEETING OF THE COUNCIL OF THE ... host” a breakfast meeting of local business people