GLEN INNES SEVERN COUNCIL

BUSINESS PAPER

FOR THE COUNCIL MEETING

TO BE HELD ON THURSDAY, 28 MAY 2020

COMMUNITY CONSULTATION SESSION GUIDELINES Note: Due to the current COVID-19 pandemic, submissions for the Community Consultation Session are to be made in writing and approved submissions will be forwarded to Councillors prior to the commencement of the meeting. 1. The Council may hold a public forum prior to each Ordinary meeting of the Council for the purpose of hearing oral submissions from members of the public on items of business to be considered at the meeting. Public forums may also be held prior to Extraordinary Council meetings. The duration of public forums will be 15 minutes, and they will commence at 5.45pm on the day of a set Council meeting. 2. Public forums are to be chaired by the Mayor or their nominee. Only the names of speakers, the organisation that they are representing and the topic that they are speaking about will be recorded in Council’s Meeting Minutes 3. To speak at a public forum, a person must first make an application to the Council in the approved form. Applications to speak at the public forum must be received by 12 noon on the Tuesday before the meeting, and must identify the item of business on the agenda of the Council meeting the person wishes to speak on, and whether they wish to speak ‘for’ or ‘against’ the item. 4. A person may apply to speak on no more than two (2) items of business on the agenda of the Council meeting. 5. Legal representatives acting on behalf of others are not to be permitted to speak at a public forum unless they identify their status as a legal representative when applying to speak at the public forum. 6. The General Manager or their delegate may refuse an application to speak at a public forum. The General Manager or their delegate must give reasons in writing for a decision to refuse an application. 7. No more than three (3) speakers are to be permitted to speak ‘for’ or ‘against’ each item of business on the agenda for the Council meeting. 8. If more than the permitted number of speakers apply to speak ‘for’ or ‘against’ any item of business, the General Manager or their delegate may request the speakers to nominate from among themselves the persons who are to address the Council on the item of business. If the speakers are not able to agree on whom to nominate to address the Council, the General Manager or their delegate is to determine who will address the Council at the public forum. 9. If more than the permitted number of speakers apply to speak ‘for’ or ‘against’ any item of business, the General Manager or their delegate may, in consultation with the Mayor or the Mayor’s nominated Chairperson, increase the number of speakers permitted to speak on an item of business, where they are satisfied that it is necessary to do so to allow the Council to hear a fuller range of views on the relevant item of business. 10. Approved speakers at the public forum are to register with the Council any written, visual or audio material to be presented in support of their address to the Council at the public forum, and to identify any equipment needs no more than one (1) day before the public forum. The General Manager or their delegate may refuse to allow such material to be presented. 11. The General Manager or their delegate is to determine the order of speakers at the public forum. 12. Each speaker will be allowed a maximum of five (5) minutes to address the Council. This time is to be strictly enforced by the Chairperson. 13. Speakers at public forums must not digress from the item on the agenda of the Council meeting they have applied to address the Council on. If a speaker digresses to irrelevant matters, the Chairperson is to direct the speaker not to do so. If a speaker fails to observe a direction from the Chairperson, the speaker will not be further heard. 14. A Councillor (including the Chairperson) may, through the Chairperson, ask questions of a speaker following their address at a public forum. Questions put to a speaker must be direct, succinct and without argument. 15. Speakers are under no obligation to answer a question put under clause 14. Answers by the speaker, to each question are to be limited to two (2) minutes. 16. Speakers at public forums cannot ask questions of the Council, Councillors or Council staff. 17. The General Manager or their nominee may, with the concurrence of the Chairperson, address the Council for up to three (3) minutes in response to an address to the Council at a public forum after the address and any subsequent questions and answers have been finalised. 18. Where an address made at a public forum raises matters that require further consideration by Council staff, the General Manager may recommend that the Council defer consideration of the matter pending the preparation of a further report on the matters.

19. When addressing the Council, speakers at public forums must comply with this code and all other relevant Council codes, policies and procedures. Speakers must refrain from engaging in disorderly conduct, publicly alleging breaches of the Council’s Code of Conduct or making other potentially defamatory statements. The Mayor or Chair will be guided by Section 10A(2)(a) – (i) of the Local Government Act 1993, in not allowing members of the public during community consultation sessions to deal with or discuss or disclose any information with regards to the matters mentioned in this section and subsections of the Act. The opinions expressed by community members are not reflective or representative of the views of Council and hence Council cannot be held responsible or liable. 20. If the Chairperson considers that a speaker at a public forum has engaged in conduct of the type referred to in clause 19, the Chairperson may request the person to refrain from the inappropriate behaviour and to withdraw and unreservedly apologise for any inappropriate comments. Where the speaker fails to comply with the Chairperson’s request, the Chairperson may immediately require the person to stop speaking. 21. Clause 20 does not limit the ability of the Chairperson to deal with disorderly conduct by speakers at public forums in accordance with the provisions of Part 15 of the Code of Meeting Practice. 22. Where a speaker engages in conduct of the type referred to in clause 19, the General Manager or their delegate may refuse further applications from that person to speak at public forums for such a period as the General Manager or their delegate considers appropriate. 23. Councillors (including the Mayor) must declare and manage any conflicts of interest they may have in relation to any item of business that is the subject of an address at a public forum, in the same way that they are required to do so at a Council meeting. The Council is to maintain a written record of all conflict of interest declarations made at public forums and how the conflict of interest was managed by the Councillor who made the declaration. Note: Public forums should not be held as part of a Council meeting. Council meetings should be reserved for decision-making by the Council. Where a public forum is held as part of a Council meeting, it must be conducted in accordance with the other requirements of the Code of Meeting Practice relating to the conduct of Council meetings.

Local Government Act 1993 Section 10A(2) (a) – (i) 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, (i) alleged contraventions of any code of conduct requirements applicable under section 440.

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020 GLEN INNES SEVERN COUNCIL

Notice is herewith given of an ORDINARY MEETING

That will be held at the Glen Innes Severn Learning Centre, William Gardner Conference Room, Grey Street, Glen Innes on: Thursday, 28 May 2020 at 6.00pm ORDER OF BUSINESS

1 ACKNOWLEDGEMENT OF COUNTRY ...... 6

2 OPENING BY MINISTER FROM THE FRATERNAL ...... 6

3 APOLOGIES AND APPLICATIONS FOR A LEAVE OF ABSENCE BY COUNCILLORS ...... 6

4 MINUTES OF PREVIOUS ORDINARY MEETING - 23 APRIL 2020 TO BE CONFIRMED ...... 6

5 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON- PECUNIARY INTERESTS ...... 6

6 MAYORAL MINUTE(S) ...... 6

7 REPORTS TO COUNCIL ...... 7

7.1 Revision of the Code of Meeting Practice ...... 7

7.2 Annual Disclosures by Councillors, Designated Persons and Section 355 Committee Members ...... 11

7.3 Quarterly Budget Review - March 2020 ...... 15

7.4 Capital Works Program Progress Report as at 30 April 2020 ...... 22

7.5 Investment Report - April 2020 ...... 40

7.6 Borrowings Report as at April 2020 ...... 47

7.7 Rates and Charges - April 2020 ...... 50

7.8 Old Bus Lounge Lease Arrangement ...... 54

7.9 Review of Privacy Policy and Privacy Management Plan ...... 58

Page 1 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.10 Glen Innes Severn Learning Centre's Principal Agreement 2020-21 ...... 61

7.11 Recommendations from the Glen Innes and District Sports Council ...... 65

7.12 Workplace Injury Management Report - April 2020 ...... 68

7.13 Library and Learning Centre Report - Quarterly Report (February to April 2020) ...... 71

7.14 Corporate and Community Services: Monthly Report - April 2020 78

7.15 Expansion of the Glen Innes Cemetery Lawn Section ...... 89

7.16 Economic Development Strategy - Background Report and Community Consultation ...... 95

7.17 Centennial Parklands Plan of Management and Master Plan Concepts ...... 101

7.18 Dumaresq Street Industrial Estate ...... 114

7.19 Development, Planning and Regulatory Services Directorate: Monthly Report for April 2020 ...... 120

7.20 Proposed Sale of 181 Bourke Street Glen Innes ...... 145

7.21 Proposed Reallocation of Capital Works Budget ...... 148

7.22 Recommendations from the Local Traffic Committee ...... 154

7.23 Infrastructure Services: Monthly Report for April 2020 ...... 156

8 NOTICE OF MOTIONS/RESCISSION MOTIONS/QUESTIONS WITH NOTICE ...... 170

9 CORRESPONDENCE, MINUTES, PRESS RELEASES ...... 171

9.1 Status Report regarding Councillor Enquiries ...... 171

9.2 Correspondence and Press Releases ...... 173

9.3 Minutes of Council Community Committee Meetings for Information ...... 175

10 REPORTS FROM DELEGATES ...... 176

10.1 Reports from Delegates ...... 176

11 MATTERS OF AN URGENT NATURE ...... 178

Page 2 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

12 CONFIDENTIAL MATTERS ...... 179

12.1 Possible Purchase of 205 Hunter Street, Glen Innes ...... 180

12.2 Proposed Water Supply Upgrade - Expansion of Eerindii Ponds Project ...... 180

12.3 Code of Conduct Matters referred back to Council from the Office of Local Government (OLG) for Consideration and Determination ...... 180

Craig Bennett General Manager

Page 3 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Council Meeting Date: 4th Thursday of the month commencing at 6.00pm. Matters determined by Ordinary meetings will include all those non-delegable functions identified in Section 377 of the Local Government Act as follows: • “the appointment of a general manager • the making of a rate • a determination under section 549 as to the levying of a rate • the making of a charge • the fixing of a fee • the borrowing of money • the voting of money for expenditure on its works, services or operations • the compulsory acquisition, purchase, sale, exchange or surrender of any land or other property (but not including the sale of items of plant or equipment) • the acceptance of tenders which are required under this Act to be invited by the council • the adoption of a management plan under section 406 • the adoption of a financial statement included in an annual financial report • a decision to classify or reclassify public land under Division 1 of Part 2 of Chapter 6 • the fixing of an amount or rate for the carrying out by the council of work on private land • the decision to carry out work on private land for an amount that is less than the amount or rate fixed by the council for the carrying out of any such work • the review of a determination made by the council, and not by a delegate of the council, of an application for approval or an application that may be reviewed under section 82A of the Environmental Planning and Assessment Act 1979 • the power of the council to authorise the use of reasonable force for the purpose of gaining entry to premises under section 194 • a decision under section 356 to contribute money or otherwise grant financial assistance to persons • the making of an application, or the giving of a notice, to the Governor or Minister • this power of delegation • any function under this or any other Act that is expressly required to be exercised by resolution of the council.” Other matters and functions determined by Ordinary Council Meetings will include: • Notices of Motion • Notices of Motion of Rescission • Council Elections, Polls, Constitutional Referendums and Public Hearings/Inquiries • Ministerial Committees and Inquiries • Mayor and Councillors Annual Fees • Payment of Expenses and Provision of Facilities to Mayor and Councillors • Local Government Remuneration Tribunal • Local Government Boundaries • NSW Ombudsman • Administrative Decisions Tribunal • Delegation of Functions by the Minister • Delegation of Functions to General Manager and Committees • Organisation Structure • Code of Conduct • Code of Meeting Practice • Honesty and Disclosure of Interests • Access to Information • Protection of Privacy • Enforcement Functions (statutory breaches/prosecutions/recovery of rates) • Dispute Resolution • Council Land and Property Development • Annual Financial Reports, Auditors Reports, Annual Reports and Statement of the Environment Reports • Performance of the General Manager • Equal Employment Opportunity • Powers of Entry • Liability and Insurance • Membership of Organisations • Any matter or function not within the delegable function of Committees • Matters referred from Committees for determination Membership: Full Council - 7 Councillors. Quorum: 4 members Chairperson: The Mayor Deputy Chairperson: The Deputy Mayor

Page 4 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The Mayor will read the following statement:

"I advise everyone that tonight's meeting is being video streamed live via Council’s website and also audio recorded for the purposes of providing a record of public comment at the meeting, supporting the democratic process, broadening knowledge and participation in community affairs, and demonstrating Council’s commitment to openness and accountability. The audio and video recordings of the non-confidential parts of the meeting will also be made available on Council’s website once the Minutes have been finalised. All speakers are requested to ensure their comments are relevant to the issue at hand and to refrain from making personal comments or criticisms. No other persons are permitted to record the Meeting, unless specifically authorised by Council to do so."

Page 5 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

1 ACKNOWLEDGEMENT OF COUNTRY

“I acknowledge the Ngoorabul people as the traditional custodians of this land and pay my respect to the Elders past, present and emerging. I also extend that respect to Aboriginal and Torres Strait Islander people here today.”

2 OPENING BY MINISTER FROM THE FRATERNAL 3 APOLOGIES AND APPLICATIONS FOR A LEAVE OF ABSENCE BY COUNCILLORS 4 MINUTES OF PREVIOUS ORDINARY MEETING - 23 APRIL 2020 TO BE CONFIRMED 5 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

PECUNIARY:

Nature of conflict:

Action to be taken:

NON-PECUNIARY:

a) Significant Non-Pecuniary

Nature of conflict:

Action to be taken:

b) Non-significant Non-Pecuniary

Nature of conflict:

Action to be taken: 6 MAYORAL MINUTE(S)

Page 6

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7 REPORTS TO COUNCIL

7.1 Revision of the Code of Meeting Practice

REPORT FROM: GENERAL MANAGER’S OFFICE 7.1 Item Author: Craig Bennett - General Manager

ANNEXURES Annexure A Code of Meeting Practice Annexure B Guidelines for Pre-meeting Briefing Sessions Annexure C Draft Revised Code of Meeting Practice

ECM INDEXES

Subject Index: GOVERNANCE: Ordinary Meetings of Council; Committees of Council

PURPOSE

The purpose of this report is to update the Glen Innes Severn Council’s current Code of Meeting Practice (Annexure A).

EXECUTIVE SUMMARY

Council currently has a Code of Meeting Practice and Guidelines for Pre-meeting Briefing Sessions (Annexure B). There is a lot of duplication in both documents.

It is better practice for Council to have one (1) document to guide the efficient and effective running of its meetings. The Code of Meeting Practice should be this document.

This report recommends adding the additional information contained in the guidelines to the revised Code of Meeting Practice (Annexure C).

BACKGROUND

Council adopted the current Code of Meeting Practice at the Ordinary Council Meeting held on 23 May 2019.

The Guidelines for Pre-meeting Briefing Sessions were adopted by Council at the Ordinary Council Meeting held on 28 February 2019. This was the same meeting that the Draft Code of Meeting Practice was placed on public exhibition by Council.

The Code was originally due for its first review in October 2020.

The Model Code of Meeting Practice for Local Councils in NSW (The Model Meeting Code) was prescribed on 14 December 2018 and includes a non-mandatory provision for Councils to hold a pre-meeting briefing session for Councillors.

Page 7 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 1.7.1 ‘Strive for excellence in all customer service areas.’ (b) Financial Considerations

Item 7.1 Item There are no financial considerations to consider as part of the preparation of this report.

COMMENTARY

This report seeks to incorporate the relevant parts of the Guidelines for Pre-meeting Briefing Sessions into the Code of Meeting Practice. That way there will only be one document that details how to run a smooth, efficient and effective meeting.

The following parts of the Guidelines for Pre-meeting Briefing Sessions are proposed to be incorporated into Glen Innes Severn’s Code of Meeting Practice:

• The pre-meeting briefing sessions for Ordinary Council Meetings will be held in the William Gardner Conference Room at the Glen Innes Severn Learning Centre on the day of the Ordinary Council Meeting and commence one (1) hour prior to the commencement of the Community Consultation Session.

• Councillors are invited to attend the pre-meeting briefing sessions, however their attendance is not mandatory.

• Councillors are requested to give notice of any questions they have regarding business to be considered at the meeting to the General Manager by midday (12 noon) on the Tuesday prior to the Ordinary Council Meeting, so that staff have sufficient time to prepare answers to the questions to discuss at the pre- meeting briefing. This avoids the need to take any questions on notice at the pre-meeting briefing sessions.

• The General Manager is the most appropriate person to chair the pre-meeting briefing sessions as he/she is in the best position to provide information to Councillors regarding the business to be considered at the pre-meeting briefing.

• Pre-meeting briefing sessions will be attended by Councillors and all members of the Council Management Executive Team (MANEX). The General Manager and other members of the MANEX may invite other specialist staff to the pre- meeting briefing sessions if they believe it is necessary.

• All attendees at pre-meeting briefing sessions will strictly adhere to Section 8(1)(i) of the Local Government Act 1993, which states the following “Councils should be responsible employers and provide a consultative and supportive working environment for staff”. Also, all attendees will strictly adhere to Council’s Code of Conduct provisions, especially as far as the conduct and behaviour of Council officials are concerned.

The six (6) new dot points above are on page 10 of the Draft Revised Code of Meeting Practice (Annexure C to this report – shown in Red).

Page 8 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

There is also a minor amendment to clause 5.21 on page 17 of Annexure C (shown in Red).Recordings of Ordinary Council Meetings are only required to be held until the minutes are confirmed at the next Ordinary Council Meeting. The recording is only to be used to ensure the accuracy of the minutes. (a) Governance/Policy Implications

7.1 Item Code of Meeting Practice. Guidelines for Pre-meeting Briefing Sessions.

(b) Legal Implications

Sections 360 to 363 of the Local Government Act 1993 are the applicable sections relating to this report.

Section 362(2) states the following “If the Council decides to amend its draft code, it may publicly exhibit the amended draft in accordance with this Division or, if the council is of the opinion that the amendments are not substantial, it may adopt the amended draft code without public exhibition as its code of meeting practice.”

Section 363 states the following “A council may amend a code adopted under this Part by means of a code so adopted.”

Section 8A(1)(i) of the Local Government Act 1993 – Guiding principles for Councils.

(c) Social Implications

There are no social implications to consider as part of the preparation of this report.

(d) Environmental Implications

There are no environmental implications to consider as part of the preparation of this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications to consider as part of the preparation of this report.

CONCLUSION

This report is recommending the revision of the current Code of Meeting Practice to include the provisions in the Guidelines for Pre-meeting Briefing Sessions which are

Page 9 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

not already contained in the Code of Meeting Practice. That way there will only be one document that guides the efficient and effective running of meetings at Council.

The report is also recommending the amending of clause 5.21 of the Code so that recordings are only held until the minutes are confirmed at the next Ordinary Council

Item 7.1 Item Meeting.

Both amendments recommended are “minor” and in accordance with section 362 (2) of the Local Government Act 1993 the Revised Code of Meeting Practice is able to be adopted by Council without going to public exhibition as the amendments are not substantial.

RECOMMENDATION

THAT COUNCIL:

1. Adopts the Revised Code of Meeting Practice; and 2. Rescinds the “Guidelines for Pre-meeting Briefing Sessions”.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.2 Annual Disclosures by Councillors, Designated Persons and Section 355 Committee Members

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services 7.2 Item

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: GOVERNANCE: Disclosures by Councillors and Designated Persons Return Register

PURPOSE

The purpose of this report is to ensure that all Councillors and Section 355 Committee Members complete a Disclosure of Interests Return for the 2019/2020 Financial Year and to formally identify those staff positions within the current Organisational Structure to be declared “Designated Persons” for the 2019/2020 Financial Year.

BACKGROUND

Clause 4.8 of the Code of Conduct for Council Staff defines “designated persons” as: • The general manager • Other senior staff of council • A person (other than a member of the senior staff of the council) who is a member of staff of the council or a delegate of the council and who holds a position identified by the council as the position of a designated person because it involves the exercise of functions under this or any other Act (such as regulatory functions or contractual functions) that, in their exercise, could give rise to a conflict between the person’s duty as a member of staff or delegate and the person’s private interest • A person (other than a member of the senior staff of the council) who is a member of a committee of the council identified by the council as a committee whose members are delegated persons because the functions of the committee involve the exercise of the council’s functions under this or any other Act (such as regulatory functions ort contractual function) that, in their exercise could give rise to ta conflict between the member’s duty as a member of the committee and the member’s private interest.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2 ‘Ensure ongoing organisational sustainability.’

(b) Financial Considerations

There are no financial considerations relating to this report.

Page 11 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

COMMENTARY

The purpose of these provisions is to ensure transparency and accountability in local government decision making. The obligations upon Councillors, Section 355 Committee Members and Designated Persons are as much a protection for them as it

Item 7.2 Item is for the community in the review of Council’s decisions.

Council’s Management Executive Team (MANEX) has nominated all of Council’s Manager positions and some specific roles in the structure to be deemed to exercise designated persons functions. It is an important mechanism in enhancing public confidence in local administration.

The purpose of the Annual Disclosure form is to disclose any items where there may be a Pecuniary Interest which may affect the decision of the person completing the form. The form is to be completed by each Councillor, Section 355 Committee Member and each Designated Person and lodged with the General Manager by 30 September each year.

Once completed the returns will be tabled at the 22 October 2020 Ordinary Council Meeting in accordance with the applicable clauses of each Code of Conduct. It should be noted that these forms are available to the public on request and copies can be made of the returns. This report also declares what positions are “designated” in accordance with the Code of Conduct for Council Staff.

(a) Governance/Policy Implications

Council’s Codes of Conduct deals with Pecuniary Interests and Designated Persons. The applicable Code of Conduct requires a Councillor, Section 355 Committee Member or Designated Person holding a position at 30 June each year to complete and lodge with the General Manager by 30 September in the same year a disclosure on the form prescribed in Schedule 2 of the Code of Conduct.

A Designated Person is defined under Clause 4.8 of the Code of Conduct for Council Staff.

The applicable Codes of Conduct are as follows: • Code of Conduct for Councillors; • Code of Conduct for Council Staff; • Code of Conduct for Council Committee Members, Delegates of Council and Council Advisers.

(b) Legal Implications

Sections 441 to 449 of the Local Government Act 1993 have now been repealed and the information previously contained in these sections of the Act are now contained in the Council’s Codes of Conduct as listed above.

Page 12 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(c) Social Implications

The requirements to lodge these returns gives confidence to the community that the Councillors, Section 355 Committee Members and Designated Staff are being open in regard to their interests. The process acts to improve transparency and

accountability in local government. It also helps to flag potential conflicts of 7.2 Item interest that might arise where Councillors, Committee Members and Staff participate in decisions from which they may derive, or be perceived to derive, personal of financial benefit.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic/asset management implications arising from this report.

CONCLUSION

As determined by the applicable clause of the relevant Code of Conduct, all Councillors, Section 355 Committee Members and Designated Persons are required to lodge a Disclosure of Interests Return with the General Manager by 30 September 2020.

RECOMMENDATION

THAT:

1. All Councillors complete a Disclosure of Interests Return and lodge with the General Manager by 30 September 2020 for the Financial Year 1 July 2019 to 30 June 2020.

2. All section 355 Committee members complete a Disclosure of Interests Return and lodge with the General Manager by 30 September 2020 for the Financial Year 1 July 2019 to 30 June 2020.

3. Staff and delegates who occupied the positions below be formally declared Designated Persons by Council in accordance with the Code of Conduct for Council Staff and be required to lodge Disclosure of Interests return to the General Manager by 30 September 2020 for the Financial Year 1 July 2019 to 30 June 2020:

General Manager Determined by the Act Director of Corporate and Determined by the Act Community Services Manager of Administration and Deemed to exercise designated Human Resources persons function

Page 13 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Manager of Community Services Deemed to exercise designated persons function Manager of Library/Learning Centre Deemed to exercise designated persons function

Item 7.2 Item Chief Financial Officer Deemed to exercise designated persons function Management Accountant Exercises designated persons functions Financial Accountant Exercises designated persons functions Purchasing and Supply Officer Exercises designated persons functions Risk and Compliance Officer Exercises designated persons functions Director of Development, Planning Determined by the Act and Regulatory Services Manager of Economic Development Deemed to exercise designated persons function Manager of Recreation and Open Deemed to exercise designated Spaces persons function Manager of Saleyards Exercises designated persons functions Manager of Regulatory and Planning Deemed to exercise designated Services persons function Building and Environmental Health Exercises designated persons Officer functions Town Planner Exercises designated persons functions Director of Infrastructure Services Determined by the Act Manager of Infrastructure Delivery Deemed to exercise designated persons function Quarry Manager Deemed to exercise designated persons function Technical Services Engineer Deemed to exercise designated persons function Services Engineer Deemed to exercise designated persons function

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.3 Quarterly Budget Review - March 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Donna McAllister - Management Accountant

7.3 Item ANNEXURES Annexure A Quarterly Budget Review March 2020

ECM INDEXES

Subject Index: FINANCIAL MANAGEMENT: Budgeting

PURPOSE

The purpose of this report is to provide Council with a quarterly budget review statement attached as Annexure A, for the period from Wednesday, 1 January 2020 to Tuesday, 31 March 2020.

BACKGROUND

Clause 203 of the Local Government (General) Regulation 2005 states that:

(1) Not later than 2 months after the end of each quarter (except the June quarter), the responsible accounting officer of a council must prepare and submit to the council a budget review statement that shows, by reference to the estimate of income and expenditure set out in the statement of the council’s revenue policy included in the operational plan for the relevant year, a revised estimate of the income and expenditure for that year.

(2) A budget review statement must include or be accompanied by:

(a) a report as to whether or not the responsible accounting officer believes that the statement indicates that the financial position of the council is satisfactory, having regard to the original estimate of income and expenditure, and

(b) if that position is unsatisfactory, recommendations for remedial action.

(3) A budget review statement must also include any information required by the Code to be included in such a statement.

The Code referred to above, is the Code of Accounting Practice and Financial Reporting. While earlier versions of the code had an appendix that listed minimum requirements, these were removed a few years ago as they are of no relevance to the financial statements (which is the main purpose of the Code).

In the absence of any instructions in the Code, the Quarterly Budget Review Statement publication issued in 2010 by the then Division of Local Government, NSW Department of Premier and Cabinet, details the minimum requirements and these requirements have been met in the preparation of the Quarterly Budget Review Statements (QBRS).

Page 15 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The quarterly review should act as a barometer of Council’s financial health during the year and it is also a means by which Councillors can ensure that Council remains on track to meet its objectives, targets and outcomes as set out in its Operational Plan.

(a) Relevance to Integrated Planning and Reporting Framework

Item 7.3 Item This item links to Council’s Delivery Program Objective STC 2.1.1 ‘Continue to be a financially sustainable and independent Council.’

This budget review statement must be prepared in accordance with the new Integrated Planning and Reporting Framework introduced under the Local Government (General) Amendment (Planning and Reporting) Regulation 2009, the Local Government Act 1993 (as amended) and the Local Government Amendment (Planning and Reporting) Act 2009.

(b) Financial Considerations

It is important for Council to note that the adoption of this budget review approves the variations identified in the attached report and that the cumulative effect of the budget variations should be considered when reviewing this budget. The original estimated Operating Surplus for the 2019/2020 financial year was $4.989 million.

COMMENTARY

The original budget adopted by Council indicated that the Net Operating Surplus at the end of the 2019/2020 financial year was expected to be $4.989 million (including Capital Grants and Contributions).

This was based on budgeted total operating revenue of $36.515 million and budgeted total operating expenditure of $31.526 million.

The September QBRS approved changes which resulted in a reduction to the bottom line of $101,000; resulting in a projected Net Operating Surplus (including Capital Grants and Contributions) of $4.888 million. The December QBRS approved changes which lead to an increase in the bottom line of $156,000, resulting in a projected Net Operating Surplus of $5.044 million (including Capital Grants and Contributions).

The recommended changes outlined in this March Quarterly Review will lead to an increase in the bottom line of $1.052 million, resulting in a projected Net Operating Surplus of $6.096 million.

The March 2020 QBRS indicates that Council is in a good position in respect of actual expenditure when compared to budgeted expenditure.

The Operating Performance Ratio is an example of demonstrating whether Council is making an operating surplus or deficit and can be expressed including or excluding Capital income. Both are included in this report, however, the most important is the ratio excluding Capital income, as this is how it is reported in Council’s Annual Financial Statements.

Page 16 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The Operating Performance Ratio (excluding Capital income) is defined as:

Total Continuing Operating Revenue (excluding Capital grants and contributions) – Operating Expenses ______

Total Continuing Operating Revenue

7.3 Item

The Operating Performance Ration benchmark is >0 (break-even). Council’s target is to maintain a greater or equal to break even average over three (3) consecutive years. Council originally budgeted for a positive Operating Performance Ratio (surplus) both including and excluding Capital income of 13.66% and 4.88% respectively. This is considerably higher than last year due to the Growing Local Economies Grant and the Stronger Country Communities Grant. Capital income is income provided purely for Capital purposes – this is discussed later in this report.

The Operating Performance Ratio is expected to be stable as a result of the current proposed variations to be 15.38% and 7.53% respectively. By way of comparison, the Annual Financial Statements (excluding Capital Grants) reported that this ratio was: • 0.73% in 2018/19; • 7.75% in 2017/18; • 12.84% in 2016/17; • 6.76% in 2015/16; • 2.74% in 2014/15.

Council continues to make positive progress in this area.

The adjustments recommended for the March Quarterly Review recognise:

1) Additional income comprised of: a. Disaster Recovery Funding arrangements of $300,000 (to be offset with expenditure); b. RMS Block Grant – additional income allocated by RMS not budgeted for of $18,000; c. RMS Supplementary Grant Funding Arrangements timing of funds not as per estimate $63,733; d. Emergency Services Levy – assistance from Government received but not budgeted for of $60,373; e. Stronger Country Communities Grant Funding Arrangements timing of funds not as per estimate $137,884; f. Drought Communities Grant Funding Arrangements timing of funds not as per estimate $144,000; g. Section 44 Emergency Income – additional amount not budgeted for of $510,400 (to be offset with expenditure); h. Sale of Land proceeds higher than anticipated of $33,406 (to be offset with expenditure).

Page 17 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

2) Additional expenditure comprised of: a. An additional expense of $40,632 for Sale of Land – Legal Fees (to be offset with additional income); b. An additional expense of $347,000 for Section 44 expenditure (to be

Item 7.3 Item offset with income); c. An additional expense of $65,000 for Town Water costs due to drought and fire events not budgeted for; d. An additional expense of $62,000 for Internal Relations – Code of Conduct Review not budgeted for; e. An amount of ($205,000) being transferred from the Economic Development Grant Expenditure to the Capital Budget for Road Upgrade.

Cash and Investment Review

The cash and investment review provides an estimate of the current internal and external restrictions on Council’s invested funds. These are not fully determined until the end of the financial year. The report also includes a reconciliation of Council’s cash and investments on hand as at Tuesday, 31 March 2020.

It is important to note that both internally and externally restricted funds must be acquitted for a particular purpose, and therefore are in truth already committed for that purpose. For this reason, the expenditure of these funds is more of a cash flow / working capital issue and will have no effect on Council’s operational surplus or deficit. However, as indicated above, the timing of receipt of income and the expending of this can occur over a number of financial years. This results in a variance in the operational budget between those years. However, the net effect should still be nil over the financial years in which the grant (or reserve) is acquitted.

This report also requires a statement in respect of whether all investments are in accordance with the requirements of Section 625 of the Local Government Act 1993, the accompanying Regulations and Council’s Investments Policy. This statement, in combination with the monthly investment report, ensures that Council is complying with these statutory, regulatory and policy requirements.

Further, a declaration as to the preparation of bank reconciliations is also required. Bank reconciliations occur daily with a full reconciliation performed monthly. The full reconciliation for the March 2020 quarter occurred on Wednesday, 1 April 2020.

For Council’s information, the average turnaround time for the payment of invoices for the last 12 months is 18 days from the invoice date, which is a satisfactory level.

Capital Budget Review

The Capital Budget Review allows Council to analyse any additional Capital expenditure to be incurred in the current financial year and the extent to which monies have already been expended. Importantly, the report also indicates how Council is to fund the Capital expenditure for the year.

Page 18 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

This review proposes an increase in the Capital Expenditure Budget of $1.189 million which is comprised of the following: • Additional funds for Wytaliba Bridge emergency works. Grant funding applied for - $300,000;

• Additional funds for Rockadooie Bridge emergency works - $22,254; 7.3 Item • Additional funds for Future Planning work for Wellington Vale and Emmaville Road (transferred from Operational Budget) - $15,000; • Additional funds for Public Art Project – Wind Turbine (transferred from Reserves) - $90,000; • Grant Funding successful – Connectivity– Airport Re-design and Extended Runway - $100,000; • Grant Funding successful – Wytaliba Re-Planning - $90,000; • Grant Funding successful – Wytaliba Road Upgrade - $325,000; • Additional funds for Ten Mile Road Bridge over Deepwater Bridge Upgrade – $266,502 - as per Council Resolution 30.02/20; • Additional funds for the Quarry: New Building and Weighbridge – $280,000 - as per Council 23.04/20; • Reduction of Capital: o ($250,000) for Water- Eerindii Ponds incorrectly added twice to Capital works program; o ($50,000) for Upgrade of DIS Walking Tracks – Grant funding unsuccessful.

Contracts

The Reporting Framework requires the identification of contracts entered into in the preceding quarter which exceed specified expenditure limits. The limit for reporting contracts in the QBRS is one percent (1%) of revenue from continuing operations, or $50,000, whichever is less. No contracts have met the relevant criteria for the third quarter of 2019/2020.

Consultancy and Legal Expenses:

The current expenditure to Tuesday, 31 March 2020 on qualifying consultancies and legal fees is identified in the QBRS and this expenditure is budgeted for and, given the size and nature of Council’s operations, is considered reasonable.

(a) Governance/Policy Implications

No governance or policy implications have been identified in the preparation of this report.

Page 19 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(b) Legal Implications

Clause 203 of the Local Government (General) Regulation 2005 requires all Council’s in NSW to prepare and submit to Council a budget review statement which has a revised estimate of the income and expenditure for that year, within

Item 7.3 Item two (2) months of the end of the quarter.

A certification is required to ensure that all investments are made in accordance with the requirements of Section 625 of the Local Government Act 1993, the accompanying regulations and Council’s Investments Policy.

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

Additional Capital expenditure has been incorporated into this review and funds appropriately provided for these works.

CONCLUSION

The Original Budget adopted by Council indicated that the Net Operating Surplus at the end of the 2019/2020 Financial Year would be $4.989 million (including Capital Grants and Contributions).

The September 2019 QBRS approved changes which resulted in a revised budgeted Operating Surplus of $4.888 million (including Capital Grants and Contributions). The September Capital Budget Review annexure indicated an increase in the total capital expenditure for this financial year of $1,386,000.

The December 2019 QBRS approved changes which resulted in a revised budgeted Operating Surplus of $5.044 million (including Capital Grants and Contributions). The December Capital Budget Review annexure indicated a decrease in the total capital expenditure for this financial year of $968,000.

The March 2020 QBRS indicates a revised budgeted Operating Surplus of $6.096 million (including Capital Grants and Contributions). The March Capital Budget Review annexure indicates an increase in the total capital expenditure for this financial year of $1.189 million.

Page 20 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

RECOMMENDATION

That Council notes and adopts the information contained in this report with the estimated annual Operational Surplus (including Capital Grants and Contributions) of $6.096 million being the result of the March 2020 Quarterly 7.3 Item Budget Review.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.4 Capital Works Program Progress Report as at 30 April 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Donna McAllister - Management Accountant

Item 7.4 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Budgeting FINANCIAL MANAGEMENT: Financial Reporting

PURPOSE

The purpose of this report is for Council to review the progress of its Capital Works Program for the 2019/2020 Financial Year, which was adopted as part of Council’s Operational Plan and Budget for 2019/2020.

BACKGROUND

Council adopts its Capital Works Program annually as part of the adoption of the Operational Plan and Budget process. This report provides a holistic overview of Council’s progress with regards to completed projects, works in progress or expected project commencement dates.

(a) Relevance to Integrated Planning and Reporting Framework

Council’s Operational Plan for 2019/2020 sets out the Capital Works Program to be undertaken during the financial year.

This item links to Council’s Delivery Program Objective IM 1.3.1 ‘Maintain appropriate levels of service across the LGA.’

(b) Financial Considerations

Council’s Capital Works Program is included in the 2019/2020 Operational Plan and Budget, which was adopted by Council on Thursday, 27 June 2019.

COMMENTARY

This report has been prepared with input from the staff who have ownership of the various projects to ensure up to date commentary.

Page 22 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

2017-2018 ‘rolled over’ Capital Works Program as at 30 April 2020:

Rolled over Rolled over Actual + PROJECT WORKS COMMENTS amount Budget Committed LOCAL INFRASTRUCTURE 7.4 Item Amount rolled over: $453,554 $453,554 $374,154 RENEWAL SCHEME Local Bridges – 5195 Polhill Road, On site construction LIRS Accelerated Wellingrove Creek is well underway. All Bridge Program bridge major components have been installed and minor $453,554 $453,554 $374,154 adjustments have to be completed then final inspections will be carried out. SUB-TOTAL $453,554 $453,554 $374,154

2018-2019 ‘rolled over’ Capital Works Program as at 30 April 2020:

Actual + Rolled over Adjusted PROJECT WORKS COMMENTS Committed amount Budget YTD 19-20 ROADS TO Amount Rolled Over $545,022 $545,022 $177,094 RECOVERY Gravel Re-sheet Pinkett Road This project has recommenced and will be completed by $545,022 $545,022 $177,094 late May. LOCAL INFRASTUCTURE Amount Rolled Over $200,000 $200,000 $22,304 RENEWAL SCHEME Local Bridges – 5300 Ten Mile Road, Tender awarded to LIRS Accelerated Deepwater River bridge Weir Build. Offsite Bridge Program construction is currently underway. $200,000 $200,000 $22,304 Contractor estimates on site construction will commence in late May. GLEN INNES AGGREGATES Amount Rolled Over $12,132 $12,132 $4,547 SURPLUS PROJECTS Upgrade Grey Project completed. $12,132 $12,132 $4,547 Street Pavement SEWER FUND Amount Rolled Over $98,018 $98,018 $98,018 RENEWALS Sewer: Mains TBA - SCOPE Interflow work Renewal – Sewer completed with final Funds negotiations underway. $98,018 $98,018 $98,018

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Actual + Rolled over Adjusted PROJECT WORKS COMMENTS Committed amount Budget YTD 19-20 WATER FUND Amount Rolled Over $184,348 $184,348 $68,766 RENEWALS

Item 7.4 Item Water: Mains Water treatment Minor works Renewal – Water renewals (GI) commenced. Funds Adjustment to be $150,426 $150,426 $24,385 made in the March QBRS. Water treatment new Acid dosing plant works (GI) installed. This was required to mitigate various WHS hazards and is recorded in Safehold. Additional $19,034 $19,034 $44,381 costs are for works required for bunding of area. Adjustment to be made in the March QBRS. Water mains renewal Not yet commenced. $3,862 $3,862 $0 (DW) Water treatment Not yet commenced. $9,781 $9,781 $0 renewals (DW) Water treatment new Not yet commenced. $1,245 $1,245 $0 works (DW) PLANT AND EQUIPMENT Amount Rolled Over $55,500 $55,500 $55,800 ACQUISITION Asphalt Zipper Received. $20,000 $20,000 $20,300 Rotating Grab (for 20 Received. $35,500 $35,500 $35,500 tonne excavator) GENERAL FUND EXPENDITURE Amount Rolled Over $336,584 $80,862 $26,493 (GENERAL WORKS) Public Art Projects Project continuing from the approved 2018-19 funding for the Meade and Church Street $20,862 $20,862 $20,862 roundabout. This project will be completed by 30 June 2020. DIS: Install Pending Grant Walking and Funding Cycling Tracks unsuccessful. $50,000 $50,000 $0 Adjustment to be made in March QBR. Town Hall Deferred, subject to Redevelopment - consideration of other Construction Plans suitable alternatives. $250,000 $0 $0 and Specifications Adjustment made in December QBR.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Actual + Rolled over Adjusted PROJECT WORKS COMMENTS Committed amount Budget YTD 19-20 Upgrade Signage Next Event Signage for four (4) Highway

entrances completed 7.4 Item and pending $5,722 $0 $0 installation. Adjustment made in December QBR. LC-SS: Covered Project completed, Walkway LC-SS awaiting invoices. $10,000 $10,000 $5,631 Building GENERAL FUND EXPENDITURE (OTHER GRANTS Amount Rolled Over $442,112 $256,208 $221,255 AND CONTRIBUTIONS) Fixing Country Wellington Vale Road HML assessments Roads Grant completed. No work required to bring the bridges along $60,000 $60,000 $16,090 Wellington Vale up to HML levels. Project completed. Stronger Country Sports Grounds - Project completed. Communities - Deepwater Tennis Adjustment made in $138,000 $0 $0 Round 2 Courts (not a Council September QBR as Asset) not a Council Asset. SCC: Upgrade Fully Funded Project carried over to Mead Park 2019-20 as per $154,589 $154,589 $154,589 funding milestones. Drought Gravel Re-sheet - Project completed. Communities Grant Haymarket Road $40,109 $40,109 $45,443 (1) Drought Shared Footpath Project completed. Communities Grant Upgrade Adjustment made in $47,904 $0 $0 (2) September QBR. Drought Parks: Upgrade King Project completed. Communities Grant George Oval $1,510 $1,510 $5,134 (3) SUB-TOTAL $1,873,716 $1,432,090 $674,277

2019-2020 Capital Works Program as at 30 April 2020:

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed

SRV PROGRAM Budget: $2,501,545 $2,501,545 $359,750 Local Unsealed West Furracabad Will be completed by $250,000 $250,000 $0 Rural Roads Road (Re-sheeting contractors. and Re-alignment) Contractors are currently grading for Council. Upon completion the procurement process will start for re- sheeting.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Reseal Program TBA First round of Reseals $573,539 $919,639 $111,125 is now complete. Additional budget as

per Council Resolution Item 7.4 Item 20.12/19. Segments along Rangers Valley and Strathbogie Road have been identified for resealing. These works will be reallocated into 2020/021 to be completed with the scheduled Reseal Program. Local Sealed Road TBA - heavy patching First round of heavy $247,214 $247,214 $105,515 patching is complete. Additional heavy patching will be carried out along Strathbogie Road and Rangers Valley Road. This work will be reallocated into 2020/2021. Causeway Renewal Concrete Project identified, $20,000 $20,000 $0 Program awaiting scheduling. Work will be completed in June. Footpaths Renewal Concrete Project completed. $25,000 $25,000 $26,472 Replaced Concrete in Bourke Street, between CBD and East Avenue. Kerb and Gutter Concrete Kerb and Gutter to be $40,000 $40,000 $0 Renewal replaced along Grey Street in front of Karinya where trees have been removed. Awaiting pricing from local contractors. Carpark Renewal Re-sealing Budget to be held for $10,000 $10,000 $0 the 2020/2021 year to allow upgrade of Life Choices carpark. Unallocated Not yet commenced. $1,000,000 $124,900 $0 Local Unsealed Cherry Tree Road Not yet commenced. $48,867 $48,867 $0 Rural Roads (convert to gravel) Polhill Road (convert Not yet commenced. $116,476 $116,476 $0 to gravel) Nant Park Road Not yet commenced. $10,449 $10,449 $0 (convert to gravel)

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Dumaresq Street Contractor appointed to $160,000 $160,000 $8,767 Extension (road and design the electricity power) upgrade. Road survey

currently underway, Item 7.4 Item design will continue once survey in completed. This project will not be completed due to ongoing delays to the 2019/2020 capital program and will be reallocated. Re-sheet Waterloo Not yet commenced. $0 $112,000 $0 Road as per Council Resolution 13.10/19 Re-sheet Linwood Not yet commenced. $0 $192,000 $0 Road as per Council Resolution 13.10/19 Footpath Renewals as Footpath Upgrade $0 $120,000 $73,970 per Council Resolution completed at the 13.10/19 Lambeth Street Bourke Street corner, at the Railway Tavern. Work has been completed at the Imperial hotel. Additional footpath replacement has commenced on Wentworth Street. Old Ben Lomond Due to ongoing $0 $70,000 $1,030 Causeway Renewal commitments along the Old Grafton Road, it is unlikely this will be completed this financial

year. Cold weather will hamper this project and will need to be completed in December 2020. Veness Park Project completed. $0 $35,000 $32,871 Footbridge Replacement ROADS TO Budget: $766,743 $1,308,643 $633,850 RECOVERY (RTR) Gravel Re-sheeting Morven Road Project will not be $536,000 $0 $0 completed this year, therefore budget re- allocated per Council Resolution 20.12/19. Gravel Re-sheeting Pretty Valley Road Work 90% complete, all $230,743 $230,743 $214,382 gravel costs allocated. A small section past Fishers Road to be re- sheeted once Pinkett Road is completed.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Additional Heavy As per Council $0 $447,900 $205,000 Patching Resolution 20.12/19. Adjustment made in

Dec QBR. Heavy Item 7.4 Item patching was carried out along 3 segments of Strathbogie Road. Remaining budget will be reallocated. Waterloo Bridge As per Council $0 $230,000 $207,896 Replacement Resolution 20.12/19. Adjustment made in Dec QBR. Fisheries permit is underway and

timber has been ordered, work will commence upon completion of Browns Road Bridge. Wattle Vale Quarry As per Council $0 $400,000 $0 Intersection Resolution 20.12/19. Adjustment made in Dec QBR. Awaiting information in relation

to design from LEGS. This project will not be completed. Re- budgeted for 2020/2021. Glen Legh Road Seg Planning Costs for 6 projects to be completed in future $0 $0 $3,286 years. Adjustment to be made in the March QBR. Railway Street Planning Costs for projects to be completed in future $0 $0 $3,286 years. Adjustment to be made in the March QBR. REGIONAL Budget: $590,000 $590,000 $259,711 ROADS Regional Roads Wellington Vale Seg Survey work $387,068 $387,068 $247,144 Block Grant 70 completed. Construction underway, drainage upgrades and clearing work have commenced. Widening of road in preparation for pavement work is now complete. Due to COVID-19 this project will be placed on hold. Regional Roads Regional Road Minor works $100,000 $100,000 $611 Block Grant Bitumen Resealing commenced. Program

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Wellington Vale Seg Planning Costs for $0 $0 $5,385 90 projects to be completed in future

years. Adjustment to be Item 7.4 Item made in the March QBR. Emmaville Road Seg Planning Costs for $0 $0 $3,286 120 projects to be completed in future years. Adjustment to be made in the March QBR. Emmaville Road Seg Planning Costs for $0 $0 $3,286 180 projects to be completed in future years. Adjustment to be made in the March QBR. Regional Roads Wellington Vale Seg Survey work $102,932 $102,932 $0 REPAIR Program 70 completed. Construction underway, drainage upgrades and clearing work have commenced. Widening of road in preparation for pavement work is now complete. Due to COVID-19 this project will be placed on hold. LOCAL INFRASTUCTURE Budget: $570,000 $570,000 $429,369 RENEWAL SCHEME Local Bridges – 5150 Coxs Road, Pre Inspections carried $150,000 $150,000 $8,774 LIRS Accelerated Deepwater River out for job planning Bridge Program Bridge purpose. Geotechnical investigation costs have been committed. Currently reviewing options for removal of centre pier with a longer span. Project will not be completed this year. Reallocated to 2020/2021. 5110 Browns Road, Geo Technical and $100,000 $100,000 $76,411 Unknown River Bridge some of the timber required for the bridge have been committed. Timber procurement is complete. Onsite construction is now underway, old timber bridge is being removed and concrete sub structure construction are progressing well.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed 5130 Cherry Tree Pre Inspections carried $100,000 $100,000 $8,678 Road, Furracabad out for job planning Creek Bridge purpose. Geotechnical

investigation costs Item 7.4 Item have been committed. Project will not be completed this financial year. This project will be reallocated to 2020/2021 King Edward Park Project completed. New $30,000 $30,000 $30,465 Foot Bridge bridge was installed in late October and footpath repaired to match up. Wytaliba Bridge Side track has been $0 $0 $273,067 upgraded with a temporary bridge installed and a concrete spillway to allow better access in wet times. Geotech is complete for replacement bridge. Survey is completed and design of bridge is complete, awaiting finished approach design. This project will go to tender in late May. Adjustment to be made in March QBRS. Rockadooie Bridge This bridge will be $0 $0 $22,254 completed in 2020/2021, this bridge was damaged by fire fighting equipment in the process of bush fire work in late 2019. Adjustment to be made in the March QBRS. Yarraford Road over Geo-technical $190,000 $190,000 $9,720 Severn River - Timber investigation performed Renewal in prior year. Work will commence upon completion of Waterloo Bridge upgrade. Timber pricing is complete. The project is unlikely to be completed due to the delays relating to fire and flood damage. Timber procurement will be completed but it is unlikely onsite construction will begin this year.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed BRIDGE RENEWAL PROGRAM Budget: $1,822,000 $2,088,502 $49,168

GRANT AND Item 7.4 Item SECTION 94 CONTRIBUTIONS Local Bridges - 5300 Ten Mile Road, Tender awarded to $422,000 $688,502 $0 Bridge Renewal Deepwater River Weir Built. Off site Program Bridge - Pending construction is currently Grant 50% Funding underway. Contractor estimates on site construction will commence in late April, but has been delayed. Work will begin in late May. Additional budget as per Council Resolution 30.02/20. Local Bridges - 5270 Shannon Vale Design consultants $1,400,000 $1,400,000 $49,168 Bridge Renewal Road, Mann River engaged. Further geo- Program Bridge - Pending technical investigations Grant 50% Funding are complete, but design is delayed due to Wytaliba bridge replacement. GLEN INNES AGGREGATES Budget: $497,173 $497,173 $0 SURPLUS PROJECTS Gravel Re-sheeting Pinkett Road Works commenced, $314,352 $314,352 $0 then ceased due to drought conditions. These works will continue once Wellington Vale is completed. This project has commenced and is being charged against 0036-0036-0000. Gravel Re-sheeting Tent Hill Road Not yet commenced. $30,797 $30,797 $0 Gravel Re-sheeting Nant Park Road Project to be $152,024 $152,024 $0 reallocated to the 2020/2021 year. STORMWATER/DR Budget: $120,000 $120,000 $40,106 AINAGE Renew Drainage – Stormwater Renewals Drainage work $120,000 $120,000 $40,106 Drainage Charge - Glen Innes completed on Reserve Penzance Street and Railway Street. Additional work to be scheduled.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed SEWER FUND Budget: $440,000 $440,000 $309,102 RENEWALS Sewer: Mains Cleaning, lining and Interflow postponed $350,000 $350,000 $271,929

Item 7.4 Item Renewal – Sewer sealing of pipes completion of sealing Funds by six (6) weeks and are able to commence again at the end of March then again to April. The sealing work will utilise the remaining budget and is expected to be completed in this financial year. Sewer Service 102 Wentworth Street. $50,000 $50,000 $1,452 Renewals Sewer Mains 102 Wentworth Street $20,000 $20,000 $15,236 Extension 13m of 150mm pipe completed. Sewer Mains New 34 Mosman Street, $20,000 $20,000 $20,485 Service Melling Park, 65 Abbott Street, 67 Coronation Avenue times two (2), 40 Fraser Street, 30 Alice Street, 1 Scott Street. 1 Scott Street. WATER FUND Budget: $540,000 $790,000 $676,752 RENEWALS Water Mains Water Mains Renewal Underbore completed $400,000 $400,000 $342,035 Renewal in Wentworth Street (80m of 125mm pipe completed), to enable bridge repairs and fix water main leak. Lang Street 80m of 180mm pipe, Lang Street 315m of 150mm pipe. Railway Street 85m of 100mm Blue Brute. Cemetery 250m of 25mm Poly Pipe. Meade Street 96m of 200mm Poly Pipe bored under Church Street. Oliver Street 276m of 315 Poly Pipe Bored under Church Street and Rocky Ponds Creek. Water Mains Additional works over $20,000 $20,000 $38,659 Extension budget include construction of new 100mm diameter main 108 metres in length to service Roseneath Aged Care facility to achieve necessary pressure for firefighting. Adjustment to be made in the March QBRS.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Water New Service 34 Mosman Street, 161 $20,000 $20,000 $29,679 Church Street, Melling Park, 169 Meade Street

two (2) times 200mm, Item 7.4 Item 42 Walter Street, Roseneath - Hilton Street, 444 Strathbogie Rd, 76 Manns Lane, 67 Coronation Ave times two (2) and 21 Taylor Street. Over budget expenditure in this works program is matched by additional income from payment for new service connections. Adjustment to be made in the March QBRS. Water Meter Minor works $50,000 $50,000 $10,933 Renewals commenced. Water Service 28/1 and 14 William $50,000 $50,000 $16,245 Renewals Street, 4 Lawrence Street, 248 Meade Street, 282 Bourke Street, 89 Hunter Street, 31 and 33 Macquarie Street. 90mm Pipe laid between North and South Ponds. (Used Pipe from Incomplete Airport Job) Plant use to be transferred to this account. Water: Emergency As per Council $0 $250,000 $239,201 Water Supplies Resolution 20.06/19. Engineering consultants were engaged. Water samples sent for testing. Bore drilling has been completed, head works completed. Pipes have been laid from the bore to Holding dam and overflow installed to South Pond. Bore is currently in use and producing approximately 6 L/s. Exemption 39A received for two (2) new test bores. Funding has been approved up to $500,000, which will allow for the completion of structure over the bore, test equipment testing and the exploratory work for a new bore.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed WASTE RESERVE Budget: $250,000 $250,000 $0 PROJECTS LANDFILL: Future Work scheduled for $250,000 $250,000 $0

Item 7.4 Item Landfill drainage upgrade. Development Preliminary design for stabilisation of the western bank of the landfill commenced. PLANT AND EQUIPMENT Budget: $759,135 $798,733 $752,044 ACQUISITION Heavy Plant Jetpatcher Purchased in $344,135 $0 $0 Replacement 2018/2019. Adjustment Program made in September QBR. Isuzu NPR 350 Street Delivered. Adjustment $0 $297,050 $298,798 Sweeper made in September QBR. Light Vehicle (Purchase $650,000 Initial Purchase $400,000 $400,000 $397,907 Replacement and Sales of completed. Adjustment Program $250,000) made in December QBR for Manager Risk Motor Vehicle. Sale proceeds to offset expense of remaining vehicles in current year light fleet replacement plan. Covid19 impacts have delayed sale of vehicles which have been re-deployed for staff distancing. Mazda CX9 Purchase completed. $0 $46,683 $46,684 Adjustment made in September QBR. Minor Plant and Contingency Minor items purchased. $15,000 $15,000 $8,655 Equipment GENERAL FUND EXPENDITURE Budget: $2,535,760 $1,268,760 $408,482 (GENERAL WORKS) Finance: New Contract negotiation $850,000 $768,000 $20,691 Finance System commenced. and Implementation Adjustment made in September QBR. DIS: Install Walking Pending Grant Funding $50,000 $50,000 $0 and Cycling Tracks unsuccessful. Adjustment to be made in March QBR. Library: Library Purchases commenced $35,000 $35,000 $33,690 Books and ongoing. Library: Armchairs Majority of the new $10,760 $10,760 $10,441 furniture has arrived in the Library. Some invoices still to be paid.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Public Art Projects Deepwater Public art $50,000 $50,000 $63,095 project completed. Meade & Church Street

installation on track for Item 7.4 Item commissioning prior to June 2020. this project is expected to be over budget however will be offset by additional restricted funds for this project. The Wind Turbine project has been funded from Public Art monies. Adjustment to be made in the March QBRS. Saleyards: Sheep Canteen upgrade $50,000 $50,000 $16,613 and Cattle Yard completed. Demolition Renewal of the old sheep yards and new gravel base completed. Saleyards Amenities block is 70% completed. Upgrade Signage Next Event Signage for $50,000 $50,000 $45,546 four (4) Highway entrances completed and installed. Quote obtained for rebranding of Town Entrance Signs. Town Hall Office Deferred subject to $1,350,000 $0 $0 Redevelopment consideration of other suitable alternatives. Adjustment made in December QBR. Subject to a further Councillor Workshop early 2020. Pending advice from Property NSW. Town Hall Tempus Quotes received and a $25,000 $25,000 $25,000 Clock Controller report prepared for the and GPS Receiver August 2019 Council meeting. Clock face has been restored and re-installed. Clock mechanism has been upgraded and currently being tested for re- installation at end of April/May.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Admin: ECM To be upgraded now to $15,000 $15,000 $22,050 Upgrade from 2016 the latest version being to 2018B the 2019B release in

quarter four. Going to Item 7.4 Item the latest version has incurred additional costs which will be covered by the savings in the Zambezy project. Adjustment to be made in the March QBR. Admin: Upgrade WHS Requirement Furniture is soon to $10,000 $10,000 $0 Town Hall furniture be ordered and is expected to early June. Admin: Conversion Project completed and $5,000 $5,000 $5,027 of Town Square Wi- invoices paid. Fi equipment Exceptional performance from the new links installed under the awning out the front and also fully integrated with new internal and external links at the VIC. Part of a system that is now managed remotely by RMT. Also, the NBN link that runs the public wi-fi is cheaper than the old ADSL2 link. Also, the NBN link forms the backup link for the 100/100 ethernet link, so is dual purpose for disaster recover. Admin: Migration of Project $35,000 $35,000 $16,648 Zambezy Intranet to completed, invoices the cloud paid. Project came in underbudget and just in time for Covid-19 remote working. Quarry: New Council Resolution $0 $0 $0 Building and 23.04/20. Adjustment to Weighbridge be made in the March QBRS. Street Lighting – Council Resolution $0 $165,000 $149,681 LED Upgrading 19.12/19. Adjustment made in Dec QBR. Purchase order has been provided to Essential Energy for the upgrade works.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed GENERAL FUND EXPENDITURE (OTHER GRANTS Budget: $3,037,658 $4,332,831 $1,932,930

AND Item 7.4 Item CONTRIBUTIONS) Netball Stadium Full amount of grant Architect appointed and $1,889,254 $1,889,254 $33,150 $5,500,000 with design draft circulated $4,221,492 from to Stakeholder Group Regional Sport and pending new Infrastructure Fund Quantity Surveyor and $1,278,508 from costings. Australian Government - Building Better Regions Fund. Melling Park Project completed. $0 $11,504 $11,504 Upgrade Adjustment made in September QBR. Upgrade Railway Wentworth Street $0 $42,911 $47,748 Crossing component of this grant now complete. Adjustment made in September QBR. The over expenditure of this project was for the cost of signage which is required to be allocated to the 2019/20 Capital Works Program budget for Signage Upgrade. Drought Gravel Re-sheet - Old Project completed. $0 $15,574 $15,574 Communities Grant Ben Lomond Road Adjustment made in (1) September QBR. Drought Gravel Re-sheet - Project completed. $0 $1,088 $1,088 Communities Grant Cherry Tree Hill Road Adjustment made in (1) September QBR. Drought Gravel Re-sheet - Project completed. $0 $75,000 $75,000 Communities Grant Costello Road Adjustment made in (1) September QBR. Drought Gravel Re-sheet – Project completed. $0 $6,183 $9,034 Communities Grant Shannon Vale Road Adjustment made in (1) September QBR. The overspend is being investigated. Bald Nob Road Seg Planning Costs for $0 $0 $5,676 30 projects to be completed in future years. Lang Planning Costs for $0 $0 $9,857 Street/Furracabad projects to be Road completed in future years. Drought Parks: Toilets Melling Project completed. $0 $1,500 $1,500 Communities Grant Park Adjustment made in (1) September QBR. Drought Parks: Toilets Apex Project completed. $0 $408 $408 Communities Grant Park Adjustment made in (1) September QBR.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Library: Local A new website has $23,000 $23,000 $10,987 Priority Grant been designed as part of the promotional

activity spend, due to Item 7.4 Item COVID-19 LIVE @ Library will not be going ahead during Youth Week. The rest of the finds to be spent on new resources specifically e-resources which are being promoted heavily during the COVID-19 epidemic. SCC: Anglican Fully Funded (not Not a Council Asset. $108,995 $0 $0 Church Upgrade Council asset) Adjustment made in December QBR. SCC: Upgrade Fully Funded Topdressing of sporting $512,443 $512,443 $329,839 Wilson Park fields completed. New outdoor netball courts completed with topsoiling to be finished. Canteen upgrade has been completed. Amenities upgrade completed. Shed extension 70% completed. SCC: Upgrade Fully Funded Work commenced with $316,086 $316,086 $163,578 Mead Park new playing fields levelled and filled. New amenities block 70% completed with internal fittings still to be undertaken. Budget carried forward from 2018/2019 has been fully utilised. SCC: Upgrade CBD Fully Funded Project Completed. $153,880 $153,880 $21,636 Stage 4 Saleyard Upgrade Funding successful. $0 $1,250,000 $1,160,558 Adjustment made in September QBR. Canteen upgrade 95% completed and demolition of the old sheep yards and new gravel base completed. Maybe some delays due to COVID-19 but project currently on track. Destination NSW: Fully Funded Lighting for Standing $34,000 $34,000 $35,793 Infrastructure Stones underway. Project SUB-TOTAL $14,430,014 $15,556,187 $5,851,261

TOTAL $16,757,284 $17,441,831 $6,899,692

Page 38 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

*Figures on completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.

(a) Governance/Policy Implications

Maintenance of Council’s infrastructure assets is in accordance with Risk Item 7.4 Item Management Policies and Asset Management Plans.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

Asset maintenance and renewal work is performed to manage public hazards and asset performance. Where feasible, maintenance and renewal activities are scheduled to minimise social impacts.

(d) Environmental Implications

Capital works are designed, and operational staff members have received training, to assess and minimise the environmental impact of work activities.

(e) Economic/Asset Management Implications

Works are scheduled to fully utilise all funds allocated to capital projects, to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION

Council adopts its Capital Works Program annually as part of its Operational Plan and Budget process.

This report is updated on a monthly basis and the information is also reported to Council on a monthly basis.

This report provides updated information on the projects within the Capital Works Program, spend to date as well as updated commentary.

RECOMMENDATION

That Council notes the information contained in this report.

Page 39

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.5 Investment Report - April 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sanchia Sherratt - Financial Accountant

Item 7.5 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: FINANCIAL MANAGEMENT: Investments

PURPOSE

The purpose of this report is to provide Council with a reconciliation of Investments as at Wednesday, 30 April 2020.

BACKGROUND

This report is required to be prepared on a monthly basis and presented to the next available Ordinary Council Meeting in accordance with Clause 212 of the Local Government (General) Regulation 2005.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.1 ‘Continue to be a financially sustainable and independent Council.’

Part of the information in this report is also related to Council’s Strategic Financial Objective number nine (9). Financial Objective nine (9) states the following:

“To maximise returns on Council's investments, without increasing Council's investment risk above acceptable levels.

How: Council reports to the community on a monthly basis of funds invested and what institutions are holding these investments. In addition, Council’s Investment Policy is reviewed at least every two (2) years or when required.”

(b) Financial Considerations

The application of restricted funds and trust funds are limited to a particular purpose and must be set aside for that purpose. Therefore, they may not be available to meet certain obligations, and this should be kept in mind when determining the short-term liquidity of Council.

All of Council’s Investments are currently made on terms of 12 months and under as the interest rates for short term investments are currently higher than the longer-term investments. This is due to the market not necessarily wanting long term investments at this point in time.

Page 40 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

For this reason, the interest rate will vary in accordance with the prevailing interest rate. This may expose Council to fluctuations in short-term interest rates but should improve liquidity due to the structured availability of these invested funds.

COMMENTARY 7.5 Item

INVESTMENT INTEREST:

Interest received for year to 30 April 2020 $ 384,800.02

BANK STATEMENT RECONCILIATION:

Page 41 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

FINANCIAL INSTITUTIONS INVESTMENTS:

Bank Rating funds Mature % Institution Invested $ Return $ (S&P) Fossil

Item 7.5 Item Fuels

A1+/AA- 5/05/2020 2.30% NAB (16) Yes 1,000,000 23,000.00 A1+/AA- 19/06/2020 1.50% NAB (7) Yes 1,000,000 4,972.60 A1+/AA- 29/06/2020 1.42% CBA (17) Yes 1,000,000 5,913.42 A1+/AA- 29/07/2020 1.41% CBA (15) Yes 1,000,000 7,030.68 Westpac Banking Corporation A1+/AA- 25/09/2020 1.55% Yes 1,000,000 15,542.47 (14) Westpac Banking Corporation A1+/AA- 31/10/2020 1.53% Yes 1,000,000 11,485.48 (13) Westpac Banking Corporation A1+/AA- 24/11/2020 1.30% Yes 1,000,000 8,726.03 (4) A1+/AA- 27/12/2020 1.25% NAB (3) Yes 1,000,000 9,520.55 A1/A 27/01/2021 1.65% ING (11) Yes 1,000,000 16,500.00 A1/A 27/01/2021 1.65% ING (6) Yes 1,000,000 16,500.00 A1+/AA- 19/03/2021 1.25% NAB (18) Yes 1,000,000 12,465.75 A1/A 30/03/2021 1.70% Macquarie Bank (1) Yes 1,000,000 17,000.00 A1+/AA- 8/04/2021 1.15% NAB (9) Yes 1,000,000 11,500.00 A1/A 28/04/2021 1.40% Macquarie Bank (2) Yes 1,000,000 14,000.00 Expected Average 1.50% Total Investments 14,000,000.00 174,156.98 Return 19/20 Actual Average 2.08% Cash on Hand 4,502,557.91 Return Received YTD Total Cash and Investments 18,502,557.91

The table below details the monthly movements of investments for April 2020:

Investment Movements Opening Balance as at 1 April 2020 16,054,000 Less: Maturities (4) 4,054,000 Subtotal 12,000,000 Plus Rollovers 2,000,000 New Investments Current Balance as at 30 April 2020 14,000,000

During the month of April two (2) of the four (4) investments that matured were with Westpac and have not yet been reinvested. The other two (2) maturities were rolled over with the financial institutions in which they were currently held.

Page 42 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The following table compares information on investment balances from this year to last year:

Investment Balances This Year Last Year Opening Balance 1 April 2020 16,054,000 17,000,000

Closing Balance 30 April 2020 14,000,000 18,000,000 7.5 Item

The expected average return on Council investments for the 2019/2020 financial year is 1.50%. This is a reduction on the actual average return of 2.73% for the 2018/2019 financial year, which reflects the downward trend in interest rates over the past few years. The Bloomberg Ausbond Bank Bill Index one (1) year return rate for April 2020 is 1.12%.

Council selects banks based on rating, return and term of investment. It is expected that future investments will continue to target returns while aiming to select institutions with a high Standard and Poor’s (S&P) rating. This is done by rolling investments between banks that meet Council’s criterion and cash requirements.

Where possible, Council chooses investments with banks that do not fund fossil fuels. At present all banks in this category are rated BBB. The Investment Policy limits exposure to an individual financial institution, for BBB rated category, to 5% of the total Investment portfolio. Council is able to invest with these institutions, however, we would have to reduce the amount invested from $1,000,000 to $700,000 based on the portfolio for April ($14,000,000). At the time of investing, available banks in the BBB category had a minimum investment of $1,000,000 so Council was unable to select these banks for investing during the month of April 2020.

Summary of Investments by Bank as at 30/4/2020

Macquarie Bank Westpac 14.29% 21.43%

CBA 14.29%

ING 14.29% NAB 35.71%

Page 43 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

CREDIT QUALITY PORTFOLIO COMPLIANCE:

The portfolio is split across two (2) of the credit rating categories (AA and A).

All aggregate rating categories are within the policy limits.

Item 7.5 Item The following table details the credit rating of each of the categories where Council has money invested. All investments are compliant with Council’s Investment Policy:

Credit Policy Compliant Rating Invested Invested $ Limit Available $

Yes AAA 0.00% - 100% $ 14,000,000

Yes AA 71.43% 10,000,200 100% $ 3,999,800

Yes A 28.57% 3,999,800 45% $ 2,300,200

Yes BBB 0.00% - 25% $ 3,500,000

Yes Government 0.00% - 100% $ 14,000,000 100% 14,000,000

A credit rating is an evaluation of the credit risk of a prospective financial institution predicting their ability to pay back the investment and interest maturity and an implicit forecast of the likelihood of the institution defaulting.

The credit ratings are an opinion based on the creditworthiness of the company issuing the security and are assigned by Australian Ratings based on publicly available information at a point in time.

RISK ASSESSMENT OF INVESTMENT PORTFOLIO

The following table provides information on investment types including a risk assessment and the amount and percentage invested compared to the total investment portfolio:

Risk Assessment Investment Type Capital Interest Amount $ % of Portfolio Term deposits Low Low 14,000,000 100% Total 14,000,000 100%

Certification

I, Liz Alley, Chief Financial Officer, do hereby certify that the above investments have been made in accordance with the requirements of the Local Government Act 1993 (Section 625), Relevant Regulations, and Council’s Investment Policy.

Page 44 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(a) Governance/Policy Implications

Monthly financial reporting ensures transparency of financial reporting to enable Councillors to make financially sustainable and accountable decisions. Council’s Investment Policy states that short-medium term funds can be invested for up to

five (5) years. 7.5 Item

All funds are invested in accordance with Glen Innes Severn Council’s Investment Policy. Investments are to be considered in conjunction with the following key criteria: • At the time of investment, no institution at any time shall hold more than 45% of Council’s total investments. The maximum will be determined by the long- term rating of the institution - AAA up to 45%; AA up to 35%; A up to 15% and BBB up to 5%; • At the time of investment, the maximum portfolio limits per rating are - AAA up to 100%; AA up to 100%; A up to 45%; BBB up to 25% and Government up to 100%; • Council’s Investments can be placed in a mixture of short (0-12 months), short-medium (1-2 years) and medium (2-5 years) term investments whilst ensuring that liquidity and income requirements are met.

(b) Legal Implications

All investments continue to be made in accordance with the requirements of the Local Government Act 1993 and Council’s Investment Policy.

Section 625 of The Local Government Act 1993 states the following:

How may Councils invest?

(1) A Council may invest money that is not, for the time being, required by the Council for any other purpose. (2) Money may be invested only in a form of investment notified by order of the Minister published in the Gazette. (3) An order of the Minister notifying a form of investment for the purposes of this section must not be made without the approval of the Treasurer. (4) The acquisition, in accordance with section 358, of a controlling interest in a corporation or an entity within the meaning of that section is not an investment for the purposes of this section.

Clause 212 of the Local Government (General) Regulation 2005 states the following:

Report on Council’s Investments

(1) The responsible accounting officer of a council:

Page 45 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(a) must provide the council with a written report (setting out details of all money that the council has invested under section 625 of the Act) to be presented:

(i) if only one ordinary meeting of the council is held in a month, at

Item 7.5 Item that meeting, or

(ii) if more than one such meeting is held in a month, at whichever of those meetings the council by resolution determines, and

(b) must include in the report a certificate as to whether or not the investment has been made in accordance with the Act, the regulations and the council's investment policies.

(2) The report must be made up to the last day of the month immediately preceding the meeting.

(c) Social Implications

Council funds are used to provide services and infrastructure to the community and, as a result, well managed funds maximise the level of financial resources available to support the community.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

Sound economic management includes maximising Council’s return on investments.

CONCLUSION

Funds have been restricted to ensure all areas of Council can continue to operate in accordance with both the annual Operational Plan and the Long Term Financial Plan. Further, all investments continue to be made in accordance with the requirements of the Local Government Act 1993 and Council’s Investment Policy.

RECOMMENDATION

That Council notes the information contained in this report.

Page 46

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.6 Borrowings Report as at April 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sanchia Sherratt - Financial Accountant

7.6 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: FINANCIAL MANAGEMENT: Loans

PURPOSE The purpose of this report is to provide Council with a reconciliation of borrowings as at Thursday, 30 April 2020.

BACKGROUND This report is not required to be prepared on a monthly basis. It is provided to Council for information purposes.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective STC 2.1.1 ‘Continue to be a financially sustainable and independent Council.’

COUNCIL’S LOAN LIABILITY: The following table details the interest rate, loan completion date, and balance as at Thursday, 30 April 2020 for each of Council’s borrowings:

General Fund Loan Loan Interest Loan Start Purpose Completion Balance No Rate Date Date TCORP “Wattle Vale” and 1 3.95% 12/12/2016 8/12/2036 $ 1,834,879.07 RFS Loan Business Acquisition: 11-01 7.69% 28/07/2011 28/07/2036 $ 682,500.00 Quarry 3 Learning Centre 7.35% 19/06/2009 19/06/2025 $ 236,757.10 2 NAB Amalgamation Loan 6.69% 31/10/2002 1/11/2027 $ 2,478,289.73 12 LIRS Loan: Road Renewal 5.32%* 10/12/2012 9/12/2022 $ 329,486.66 LIRS Loan: CBD 13 5.46%* 27/02/2013 27/02/2023 $ 645,631.49 Revitalisation LIRS Loan: Accelerated 14 3.82%* 6/03/2015 28/05/2025 $ 547,447.52 Road Renewal LIRS Loan: Accelerated 15 3.82%* 6/03/2015 28/02/2025 $ 2,189,790.07 Bridge Program Glen Innes and Emmaville 16 4.70% 6/03/2015 28/02/2035 $ 1,244,830.47 Swim Centre: Revitalisation Total General Fund Liability $ 10,189,612.11

*On each of the four (4) Local Infrastructure Renewal Scheme (LIRS) loans Council pays the interest rates above; Council is then reimbursed either three percent (3%) or four percent (4%) depending on the loan, every six (6) months of interest paid on each loan under the LIRS scheme.

Page 47 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Water Fund Loan Loan Interest Loan Start Purpose Completion Balance No Rate Date Date Land Acquisition: Future 11-02 7.69% 28/07/2011 28/07/2036 $ 1,826,500.00 Item 7.6 Item Storage Total Water Supply Fund Liability $ 1,826,500.00

Sewer Fund Loan Loan Interest Loan Start Purpose Completion Balance No Rate Date Date Sewer Augmentation 10 6.51% 9/05/2006 11/05/2026 $ 1,284,293.60 Loan Total Sewer Fund Liability $ 1,284,293.60

TOTAL LOANS LIABILITY $ 13,300,405.71

Certification

I, Liz Alley, Chief Financial Officer, do hereby certify that the above borrowings have been made in accordance with the requirements of the Local Government Act 1993 (Part 12), and Relevant Regulations.

(a) Governance/Policy Implications

There are no governance or policy implications arising from this report.

(b) Legal Implications

All Borrowings continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended).

The Local Government Act 1993 states the following:

Section 621 – When and for what may a Council borrow? A Council may borrow at any time for any purpose allowed under this Act. Section 622 – What form may a Council borrowing take? A council may borrow by way of overdraft or loan or by any other means approved by the Minister. Section 624 – Are there any restrictions on a Council borrowing? The Minister, may from time to time, impose limitations or restrictions on borrowings by a particular Council or Councils generally despite the other provisions of this Part.

Page 48 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(c) Social Implications

Council funds are used to provide services and infrastructure to the community and, as a result, well managed funds maximise the level of financial resources available to support the community.

7.6 Item (d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

Sound economic management includes maximising Council’s available funds by taking out loans in order to spread the cost of the Capital Works across the period in which the project will be available for the community’s use. This is called “Intergenerational Equity”. Each generation pays for the service or project when borrowings are used to fund the project.

CONCLUSION

Council’s loans continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and relevant Regulations.

RECOMMENDATION

That Council notes the information contained in this report.

Page 49

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.7 Rates and Charges - April 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Andrea Davidson - Rates Officer

Item 7.7 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: RATES AND VALUATIONS: Reporting

PURPOSE

The purpose of this report is to advise Council of funds collected, amounts for outstanding rates, water and sewer charges, along with water consumption charges for the year to date, as at Thursday, 30 April 2020.

(a) Relevance to Integrated Planning and Reporting Framework

Council’s adopted Operational Plan and Budget for the 2019/2020 Financial Year sets the annual Rates, Water and Sewer Charges.

(b) Financial Considerations

Amounts outstanding as at 30 April 2020 compared to 30 April 2019 are as follows:

30 April 2020 30 April 2019 Rates and Charges $2,906,278.42 $2,676,717.44 Water Consumption Charges $260,188.35 $417,646.89 Total Outstanding $3,166,466.77 $3,094,364.33

COMMENTARY

Rates and Charges

Outstanding Rates and Charges 30 April 2020

Rates and Charges in arrears as at 30 June 2019 $899,892.08 Rates and Charges levied and adjustments for $11,854,372.50 2019/2020 Pension Concession -$397,678.18 Amounts collected as at 30 April 2020 -$9,450,307.98 Total Outstanding Rates and Charges $2,906,278.42

Page 50 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The amount levied for Rates and Charges for 2019/2020 includes the current year’s annual Rates and Charges and any interest that has been added after the rates notices were issued. The amount received as at Thursday, 30 April 2020 includes receipts for both arrears and the current year’s amounts outstanding.

It should be noted that the Rates and Charges for 2019/2020 levied amount is reduced 7.7 Item by the pensioner concession of $397,678.18; reducing the amount of income derived from these Rates and Charges.

Of this concession, Council’s contribution is 45%, which represents an amount of $178,955.18. The remaining 55% ($218,723.00) is reimbursed to Council by the State Government, by way of a rebate.

The outstanding Rates and Charges as at Thursday, 30 April 2020 of $2,906,278.42 represents 23.52% of the total annual Rates and Charges levied and outstanding of $12,356,586.40, compared with the outstanding Rates and Charges of $2,676,717.44 at 30 April 2019. This represents 22.39% of the total annual Rates and Charges levied and outstanding of $11,956,234.57 as at 30 April 2019.

E-Notices

As at Thursday, 30 April 2020 there were 484 ratepayers registered for E-Notices. These ratepayers generate 757 individual rate notices which are distributed by email. This represents 14.00% of all rate notices issued. These figures are based on the 5,406 rates and water notices issued from July 2019 to April 2020.

Water Consumption Charges

Outstanding Water Consumption Charges 30 April 2020 Water Consumption Charges and arrears as at 30 June 2019 $357,809.59 Water Consumption charges and adjustments 2019/2020 $843,052.82 year to date (YTD)* Amounts collected as at 30 April 2020 -$940,674.06 Outstanding Water Consumption Charges $260,188.35

The outstanding Water Consumption Charges as at Thursday, 30 April 2020 of $260,188.35 represents 21.67% of the total Water Consumption Charges levied and outstanding of $1,200,862.41, compared with the outstanding Water Consumption Charges of $417,646.89 at 30 April 2019. This represents 27.66% of the total Water Consumption Charges levied and outstanding of $1,509,869.71 as at 30 April 2019.

Please note that outstanding charges are not the same as overdue charges.

Page 51 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Agreements to Pay by Arrangement

A ratepayer may enter into a written arrangement with Council to repay debt(s) in full, within a reasonable amount of time.

Item 7.7 Item A key component of the agreement is that there must be a genuine commitment by the defaulter to extinguish the debt in accordance with the agreement.

There are currently 110 ratepayers who have entered into arrangements for the payment of their accounts, totalling $237,548.81. These arrangements for payments are within the requirements of Council’s Debt Recovery Policy.

Debt Recovery Agency

The Debt Recovery Agency that acts on behalf of Council is continuing with all debt recovery.

(a) Governance/Policy Implications

There are several policies applicable to the area of rates, water and sewer charges and water consumption charges, including Council’s Debt Recovery Policy, Rates Pensioner Concession Policy, and Rates Hardship Policy.

(b) Legal Implications

The collection of outstanding rates and water charges can result in potential legal costs associated with challenges in courts of appeal. However, as these charges are legislative the risk of this action is minor.

(c) Social Implications

The collection of rates and water charges does impact on the community. For this reason, Council is always willing to negotiate payment terms with outstanding debtors. Currently there are 110 payment arrangements totalling $237,548.81.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

All payment arrangements are consistent with Council’s current Debt Recovery Policy. The outstanding Rates and Charges as at Thursday, 30 April 2020 represents 23.52% of the total annual Rates and Charges levied and outstanding from previous years by Council (compared with 22.39% as at 30 April 2019).

Page 52 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The outstanding Water Consumption Charges as at Tuesday, 30 April 2020 represents 21.67% of the total Water Consumption Charges issued and outstanding from previous years (compared with 27.66% as at 30 April 2019).

Item 7.7 Item RECOMMENDATION

That Council notes the information contained in this report.

Page 53

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.8 Old Bus Lounge Lease Arrangement

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services

Item 7.8 Item ANNEXURES Annexure A Letter from Lessee (Confidential) Annexure B Lease Agreement (Confidential) Annexure C Financial Considerations (Confidential) Annexure D National Cabinet Mandatory Code of Conduct - SME Leasing Principles During COVID-19

ECM INDEXES

Subject Index: COUNCIL PROPERTIES: Leases

Customer Index: Gemhunters Haven

PURPOSE

The purpose of this report is to present Council with a request from the current lessee of one (1) of Council’s properties, being the lessee of the Old Bus Lounge at the Visitor Information Centre (trading as Gemhunters Haven) for a reprieve from rent payments. Refer to Annexure A (confidential annexure).

BACKGROUND

At the Ordinary Council Meeting held on Thursday, 27 June 2017, Council resolved the following:

Moved Cr C Sparks Seconded Cr D Newman 17.06/17 RESOLUTION

1. That Council accepts the expression of interest from Gemhunters Haven of $100 per week, including GST, to lease approximately 34m2 of the Old Bus Lounge. 2. That Council undertakes renovations to partition off the leased area, including the relocation of existing bus lounge seating from the Old Bus Lounge with the lessee being responsible for the cost of any internal painting, electrical work and floor coverings. 3. That the Chief Financial Officer be authorised to prepare a lease between Council and GemHunters Haven for a minimum of three (3) years with an option for a further extension of two (2) years.

CARRIED

Subsequently, a lease for three (3) years from 15 December 2017 until 14 December 2020 was entered into. A copy of the lease documentation is attached as Annexure B (confidential annexure).

Page 54 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

After the renovations were completed in early 2018 the rentable space available to be leased by GemHunters Haven had been decreased to 31.5m2. As a result, GemHunters Haven requested a decrease in their annual rental due to the reduction in floor space.

At the Ordinary Council Meeting held on Thursday, 22 March 2018, Council resolved 7.8 Item the following:

Moved Cr A Parsons Seconded Cr C Price 18.03/18 RESOLUTION

1. That Council approves the request from GemHunters Haven to reduce the weekly rental amount from $100 per week, including GST, to $92.65 per week, including GST, for the lease of 31.2m2 of the Old Bus Lounge within the Visitors Information Centre.

CARRIED

On Wednesday, 15 April 2020 Council received a letter from the lessee of the Old Bus Lounge, asking Council for a three (3) month concession on the payment of rent on the premises due to the current Coronavirus (COVID-19) pandemic.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.4 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations

Refer to Annexure C (confidential annexure to this report).

COMMENTARY

The advice from the Australian Federal Government as at Wednesday, 1 April 2020, regarding the current COVID-19 situation, is that businesses that are struggling due to sudden decreases in sales or their inability to operate as usual is:

“Landlords and renters are encouraged to talk about short term agreements.”

On Tuesday, 7 April 2020 Prime Minister Scott Morrison released the National Cabinet Mandatory Code of Conduct – SME Leasing Principles During COVID-19 (Refer to Annexure D). The recommendation to Council within this report is in line with this document and Council will be seen to be negotiating amendments in good faith.

The lessee has written to Council asking for a reprieve to their rent payments due to the reasons outlined in the letter (Refer to Annexure A).

Page 55 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Four (4) options have been provided for Council’s consideration:

Option 1 – Decline request in full

With consideration of the current pandemic and the affects that it will have on the local

Item 7.8 Item businesses and residents, declining this request would not be in line with Council’s Values, nor does it fit within the above Australian Government advice.

Option 2 – Suspend rent payments for the six-month period

The suspension of rent payments for a three-month period may assist the lessee in the ‘short term’ however, it would cause financial stress after the three (3) months elapses and then three-months’ rent was payable.

Further consideration would be that due to the loss of income during the three-month period there may be the inability to make payment.

Option 3 – Not charge rent for a six-month period

Council could grant the lessee a period of three-months with no rent. However, the lessee is currently still operating on an online basis.

Therefore, there is capacity for a monthly rental payment to be paid. As a result, this option is not a fiscally sound option.

Option 4 – Reduce the rent by a certain percentage for a six-month period

Council offering the lessee a reduced monthly rental for a period of three-months under the current circumstances of COVID-19 would be fair and reasonable. Taking this action would demonstrate as a lessor Council’s support to the lessee at this unprecedented time. Taking this option would also align with Council’s Values and the Australian Federal Government’s advice. This is the recommended option. Within this option, Council must decide what percentage it wishes to offer the lessee.

Analysis of the various options has been undertaken and is attached as Annexure C.

(a) Governance/Policy Implications

Council has a Corporate Property Policy along with associated Guidelines and Procedures. The Policy does not provide direction for rental relief requests.

If Council wishes to provide rental relief then it needs to resolve this at a Council Meeting as the lease between Council and the lessee does not provide rental relief clauses.

(b) Legal Implications

Council and the lessee have a lease agreement which is attached to this report as Annexure B.

Page 56 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

If Council wishes to provide rental relief then it needs to resolve this at a Council Meeting as the lease between Council and the lessee does not provide rental relief clauses.

(c) Social Implications

7.8 Item Councils wishes for the Old Bus Lounge lessee to remain financially viable during this unprecedented time of COVID-19 and to continue operating once the pandemic is over.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

Council has received a request from the lessee of the Old Bus Lounge, for Council to offer a concession from paying rent during this COVID-19 pandemic.

Four (4) options have been presented to Council for consideration as detailed within the commentary of the report.

It is recommended that Council approves Option Four (4), which is to offer the lessee a reduced monthly rental for a period of three-months, from 1 June 2020 until 31 August 2020.

The financial considerations of the various percentage discount options have been analysed and presented in Annexure C.

RECOMMENDATION

That Council offers the lessee of the Old Bus Lounge a three-month rental discount from 1 June 2020 until 31 August 2020 at the percentage recommended in confidential Annexure C, due to the unprecedented circumstances around COVID-19.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.9 Review of Privacy Policy and Privacy Management Plan

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services

Item 7.9 Item ANNEXURES Annexure A Privacy Policy Annexure B Privacy Management Plan

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy INFORMATION MANAGEMENT: Privacy

PURPOSE

The purpose of this report is to present Council with the revised Privacy Policy and Privacy Management Plan, for adoption. Please refer to Annexure A and Annexure B.

BACKGROUND

The Privacy and Personal Information Protection Act 1998 (PPIPA) provides Council with mandatory standards and requirements for NSW public sector agencies and their staff relating to their collecting and processing of personal information.

Council’s Privacy Policy and associated Privacy Management Plan were last adopted by Council on Thursday, 23 March 2017 and are now due for review. The documents have recently been reviewed by relevant staff and Council’s Management Executive Team (Manex) and are in line with the Office of Local Government’s Model Privacy Management Plan for Local Government and the information and privacy commission website.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 1.7 ‘Strive for excellence in all customer service areas.’

(b) Financial Considerations

There are no financial considerations to consider in this report.

COMMENTARY

It is important to note that the Privacy Policy, attached as Annexure A, is not intended to provide a comprehensive set of rules for Councillors, staff and contractors. The policy outlines the requirements of Council under the PPIPA, and directions for staff when dealing with the personal information of individuals.

The Policy is intended to be a working document, which will be read and used in the workplace on a daily basis and reviewed / updated as necessary.

Page 58 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The supporting Privacy Management Plan, attached as Annexure B, sets out rules and requirements for staff when collecting, using, storing and disclosing of personal information.

The only amendments made to the Privacy Policy is the updating of the information under the variation and review sections of the report, to highlight that the policy does 7.9 Item not expire just because the date of the review has passed.

The Privacy Management Plan previously adopted was based on the model supplied by the Office of Local Government. The only notable amendments are the updates in the legislation for the Food Act and Public Health Act and the headings for the Information Protection Principles, which have been amended to match the Information and Privacy Commission website.

(a) Governance/Policy Implications

Once adopted by Council, the revised Privacy Policy and Privacy Management Plan will become policy of Council.

(b) Legal Implications

Council, under Section 33 of the PPIPA, is required to have a Privacy Policy in place for the management of personal information collected in the course of Council’s daily business.

By adopting this policy, Glen Innes Severn Council is meeting the legislative requirements of Section 33 of the PPIPA.

(c) Social Implications

The provision of the Privacy Policy benefits Council staff, Councillors and the wider community by ensuring that Privacy guidelines are adhered to.

(d) Environmental Implications

There are no environmental implications in relation to this report.

(e) Economic/Asset Management Implications

There are no economic/asset implications in relation to this report.

CONCLUSION

Under the Privacy and Personal Information Protection Act 1998, Council is required to have in place a Privacy Policy that sets out guidelines for staff when collecting, using, storing and disclosing personal information. This revised Policy and associated Privacy Management Plan will provide Council with the guidelines to fulfil its legislative requirements.

Changes to the Policy and Plan are very minor. MANEX has reviewed and recommended the updated documents, which are now presented to Council for review and adoption.

Page 59 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

RECOMMENDATION

Item 7.9 Item That Council adopts the revised Privacy Policy, attached as Annexure A and the associated Privacy Management Plan, attached as Annexure B.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.10 Glen Innes Severn Learning Centre's Principal Agreement 2020- 21

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne - Manager of Library / Learning Centre 7.10 Item ANNEXURES Annexure A Glen Innes Severn Learning Centre's Principal Agreement 2020/2021

ECM INDEXES Subject Index: LIBRARY AND PUBLIC INFORMATION ACCESS: General COMMUNITY SERVICES: Reporting

PURPOSE

The purpose of this report is to inform Council about the reviewed Glen Innes Severn Learning Centre’s Principal Agreement and for Council to approve the Mayor and General Manager to sign the revised Agreement. Please refer to Annexure A.

BACKGROUND

The Glen Innes Severn Learning (GISL) Centre’s Principal Agreement was created in November 2004 as a combined operational and management agreement between the four (4) stakeholders in the Glen Innes Severn Learning Centre. These stakeholders are Glen Innes Severn Council, TAFE NSW, Glen Innes Art Gallery Incorporated and the University of New England (UNE).

This agreement contained individual stakeholder’s budget and staff contributions and has been regularly reviewed over the past 16 years to reflect changes to staffing and operational procedures and organisational restructures. The original agreement had a term of ‘not less than five (5) years’ and ‘for as long as the Glen Innes Severn Council, [Glen Innes Art Gallery Incorporated] UNE and TAFE NSW shall mutually agree’ statement.

Due to TAFE NSW organisational restructures and the increased emphasis for online courses, the Agreement has had several specific changes in relation to the term of the Agreement which dropped to three (3) years in 2014 until 2017 and then one (1) year in 2019 and 2020. Other changes during the life of this Agreement, involved the decrease of TAFE staff hours on the Library’s Circulation Desk, however, not the overall commitment to 17.5 hours for a TAFE Librarian.

Over the past four (4) years TAFE NSW has been restructuring and modernising their organisation with the transition to a new vision called ‘One TAFE NSW: Learning for jobs and brighter futures’, delivered by the Minister for Skills, Mr Barilaro on 13 July 2016.

Page 61 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The TAFE NSW restructure has resulted in Connected Learning Centre’s (CLC) being rolled out across the State with the first four (4) being Quirindi, Coonabarabran, Glen Innes and Tenterfield and the investment of $2.2 million on each CLC upgrade. The Glen Innes Campus was the pilot CLC in 2017.

Institutes were combined into larger Institutes to ‘leverage competitive advantages and

Item 7.10 Item efficiencies across the business’ and to break down competition between Institutes.

The combined Institutes include: • North (North Coast and Hunter); • South (Illawarra and Riverina); • West (New England and Western); • Sydney (Sydney and North Sydney); • Western Sydney (South Western and Western Sydney).

The New England Institute was combined with the Western Institute and includes Dubbo, and Orange Campuses which are now the management units of the region.

Several locations were given strategic business focus such as the Armidale Campus which became TAFE Digital and delivers a ‘single platform for digitally-enabled training and support across the State’ and a streamlined corporate office in a regional location.

The next stage will include the restructure of individual services such as TAFE Support Services which includes Customer Service, Libraries, Student Support Services, Children Centres and Contact Centres.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 6.1.1 'Promote community events, including family oriented entertainment, culture and arts.'

(b) Financial Considerations

The delivery of Library Services together with the facilities of the Learning Centre, including the William Gardner Conference Room, Art Gallery and the University of New England Study Centre are included in the annual Operational Plan.

COMMENTARY

The most recent stage of the TAFE NSW restructure will involve their TAFE Support Services and has placed an element of uncertainty around delivery of some TAFE services and long-term agreements which has resulted in the short-term extension period of the Principal Agreement over the past two (2) years.

Page 62 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Currently the restructure is moving slowly through the reform process and several small TAFE Campus Libraries are being staffed and serviced through the Tamworth Library. It is unclear what will happen to long term agreements such as the GISL Centre’s Principal Agreement and to TAFE Support Services staffing levels across the TAFE NSW West.

The GISL Centre’s Principal Agreement has been approved by the GISL Centre 7.10 Item Management Committee at their meeting on Friday, 20 March 2020 and is being circulated to all stakeholders to be authorised. Council’s authorising delegates are the General Manager, Craig Bennett and the Glen Innes Mayor, Carol Sparks.

(a) Governance/Policy Implications

The Library and Learning Centre has relevant operational policies in place.

(b) Legal Implications

The Glen Innes Severn Learning Centre’s Principal Agreement is a legal and binding agreement between the Learning Centre’s stakeholders and includes the annual financial contributions, operational and legal guidelines. The Agreement is authorised by delegate/s of each stakeholder organisation.

(c) Social Implications

The stakeholders of the Glen Innes Severn Learning Centre provide valuable learning and cultural services and experiences for the Glen Innes Severn community. The annual statistics indicate these services are well used by the community.

(d) Environmental Implications

The Library and Learning Centre has 156 solar panels installed on the Learning Centre’s roof to reduce its ecological footprint, to limit its consumption of energy and to ensure sustainability of services for the future. There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

The GISL Centre’s stakeholders have been successfully collaborating, providing services and gaining mutual benefits for their clients, the Glen Innes Severn community and their individual organisations for the past 16 years.

Page 63 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

A Principal Agreement between all stakeholders was developed in November 2004 and includes management, budget and operational procedures which are reviewed regularly or as needed. This Agreement is a valuable management and operational tool which has changed to reflect the needs of clients and the stakeholder’s organisation over the past 16 years.

Item 7.10 Item The GISL Centre’s Principal Agreement 2020/2021 has been reviewed and approved by the various parties to the Agreement. Council’s approval is now sought for the Mayor and General Manager to sign.

RECOMMENDATION

That Council authorises the Mayor and General Manager to sign the Glen Innes Severn Learning Centre’s Principal Agreement 2020/2021 attached as Annexure A.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.11 Recommendations from the Glen Innes and District Sports Council

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Personal Assistant 7.11 Item ANNEXURES Annexure A Terms of Reference

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council

Customer Index: Glen Innes and District Sports Council

PURPOSE

The purpose of this report is for Council to consider endorsing a recommendation made at the Glen Innes and District Sports Council meeting held on Monday, 10 February 2020 to update its terms of reference. Please refer to Annexure A.

BACKGROUND

The Glen Innes and District Sports Council was established to liaise with all sporting groups, which use Council facilities in the District, to ensure maximum effectiveness in the use and maintenance of these existing resources.

The terms of reference were first adopted by Council on Thursday, 28 March 2013. At the Glen Innes and District Sports Council meeting held on Monday, 10 February 2020, the revised terms of reference for the Glen Innes and District Sports Council were tabled, with several additions and deletions now recommended.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 1.1.2 ‘Continue to engage with the community through established Community Committees to ensure their needs are understood.’

(b) Financial Considerations

There are no financial considerations arising from this report. The Glen Innes and District Sports Council has delegated power to administer its own bank account to make payments and for the distribution of sports council grants.

Page 65 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

COMMENTARY

The terms of reference provide guidance for the Glen Innes and District Sports Council to ensure constructive consultation, feedback, advice and open lines of communication between Council and sporting clubs within the district. This communication assists with policy setting, decision-making and management of the sporting and recreation

Item 7.11 Item facilities within the district.

The terms of reference were first adopted by Council seven (7) years ago. Consequently, they have been reviewed by the Committee and several changes have been suggested which include:

• Updating the information on the purpose of the Committee; • Addition of information on meeting procedures and guidelines; • Altering the requirement of the quorum; • Updating the Council department to provide treasury support to the committee; • Addition of information on making decisions and motions; • Addition of information on motion voting; • Addition of information on minutes and agenda; • Updating the Council staff positions acting in an advisory capacity to only be the Manager of Recreation and Open Spaces; • Addition of information on office bearer roles and responsibilities as well as information on committee member responsibilities.

(a) Governance/Policy Implications

The proposed changes to the terms of reference provide special guidance to the Glen Innes and District Sports Council and link the Committee’s operations to Council’s adopted Manual for Community Committees of Council which the Committee must also comply with. Thus, ensuring the committee act in accordance with Council policy.

(b) Legal Implications

The Glen Innes and District Sports Council is a Council Committee under the provisions of Section 355 of the Local Government Act 1993.

(c) Social Implications

The purpose of the Glen Innes and District Sports Council is one of communication between the sporting clubs and Council and is beneficial in ensuring sporting and recreation facilities are provided and maintained to a safe and acceptable standard. This committee also works with Council to improve sporting opportunities for the community and ensures the recognition of outstanding sporting achievements.

Page 66 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset implications arising from this report. 7.11 Item

CONCLUSION

The Glen Innes and District Sports Council duly consider the matters brought before it and the recommendation, to update the terms of reference, arising from the meeting require endorsement from Council. Therefore, Council’s approval is now sought to endorse the revised terms of reference for the Glen Innes and District Sports Council.

RECOMMENDATION

That Council adopts the revised terms of reference for the Glen Innes and District Sports Council attached as Annexure A.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.12 Workplace Injury Management Report - April 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Ann Blunt - WHS Co-ordinator

Item 7.12 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: WORK HEALTH AND SAFETY: General

PURPOSE

The purpose of this report is to keep Council informed of significant Workers Compensation Insurance figures and trends.

BACKGROUND

Information on Workers Compensation has been provided from 1 July 2016 to 30 April 2020.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.15 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations

Council has allowed $250,000 in its Operational Plan and Budget for the 2019/2020 Financial Year, for its Workers Compensation Insurance premium. Based on the likely premium estimate from StateCover, this should be sufficient to cover the premium cost.

COMMENTARY

This report covers Workers Compensation figures from 1 July 2016 to 30 April 2020, and is detailed as follows:

Item 2016/2017 2017/2018 2018/2019 2019/2020

$153,973.51 Total Premium Paid $460,297.04 $429,980.69 $143,153.33 (estimate)

Premium as a % of 1.48% Gross Wages (ex 4.69% 4.25% 1.50% (estimate) GST) YTD New Claims 4 2 8 4 (Premium Impacting) YTD New Claims (Non-Premium 3 5 8 4 Impacting)

Page 68 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Item 2016/2017 2017/2018 2018/2019 2019/2020

YTD Total New Claims 7 7 16 8

YTD Time Lost Due to 81 7 40 79 Injury (LTI Days)

Open Premium 7.12 Item Impacting Claims 0 0 1 (Previous Years) Open Non-Premium Impacting Claims 0 (Previous Years) Open Premium Impacting Claims 4 (Current Year) Open Non-Premium Impacting Claims 3 (Current Year)

Total Open Claims 7 Closed Claims that are still Impacting on 10 Council’s Premium Total Cost of All Premium Impacting $89,749.00 $6,807.00 $9,585.00 $31,315.00 Claims (to date) Scheme Performance $27,724.40 $105,518.92 $55,620.88 TBA Rebates

Note: The figures reported in this table reflect the new reporting methodology introduced on 1 July 2016.

No new claims occurred during the month. One non premium impacting claim was closed and another non premium impacting claim became premium impacting due to the worker having some lost time, which resulted in a small increase in claims costs.

(a) Governance/Policy Implications

There are no governance/policy implications arising from this report.

(b) Legal Implications

As far as is practicable, Council has a legal obligation to provide a workplace that is free from risks to health and safety, in accordance with the Work Health and Safety Act 2011.

Council must also maintain an effective and sustainable return to work program for injured workers, in accordance with the Workers Compensation Act 1987.

(c) Social Implications

There are no wider social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

Page 69 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

Item 7.12 Item CONCLUSION

The month of April saw a minor increase in claims costs due to changes to a single claim. With the end of the financial year drawing close, both actual and estimated premiums remain low overall.

Council continues to work closely with StateCover to manage workers compensation claims and is continuously monitoring and reviewing its WHS and recover at work systems to reduce workplace hazards and improve outcomes for injured workers.

RECOMMENDATION

That Council notes the information contained in this report.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.13 Library and Learning Centre Report - Quarterly Report (February to April 2020)

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne - Manager of Library / Learning Centre 7.13 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: LIBRARY AND PUBLIC INFORMATION ACCESS: General COMMUNITY SERVICES: Reporting

PURPOSE

The purpose of this report is to keep Council up to date on the quarterly statistical data and activities within the Library and Learning Centre.

BACKGROUND

Under the Library Act 1939, Council has a responsibility to be well informed about the management and coordination of the Library. Further, the Manager of the Library and Learning Centre has a reporting obligation under the Glen Innes Severn Learning Centre’s Principal Agreement and the Glen Innes Severn Library Committee’s Agreement with Council. This report is compiled to fulfil these obligations.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 6.1.1 'Promote community events, including family oriented entertainment, culture and arts.'

(b) Financial Considerations

The delivery of Library Services together with the facilities of the Learning Centre, including the William Gardner Conference Room, Art Gallery and the University of New England Study Centre are included in the 2019/2020 Operational Plan.

Page 71 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

COMMENTARY

February

Library Lover’s Month

Item 7.13 Item The theme for Library Lovers' 2020 is ‘uncover something new’. Library Lovers' Month is an opportunity for library and information professionals to show off their libraries and for people across Australia to show their love for libraries.

To help members ‘uncover something new’ the Library wrapped books as a gift and invited members to have a ‘blind date’ with a book. Members were also asked to leave a message to staff on heart stickers.

Glen Innes Show Exhibits

The Tuesday’s Lego Club and the Tiny Tots Storytime children participated in the display competition at the Glen Innes Show in February and received first prize for ‘The group Lego construction’ and a highly recommended award for the Tiny Tots artwork.

Little Leprechaun Club

A new reading club for pre-schoolers has commenced at the Library called the ‘Little Leprechaun Club’. This Club will encourage children to record their attendance at Storytime sessions and the books they have read in a passbook. When a milestone is reached during the year, they will receive a Leprechaun Reading Badge to reward their effort.

Baby Joey Visits the Little Leprechaun Club – 5 February

The children were delighted to have a baby kangaroo visit Storytime on Wednesday, 5 February 2020. They asked a lot of questions about his care, feeding and his future release back into the environment. The baby kangaroo had lost its mother from a car accident on a local country road and was being cared for by a WIRES Association member who was giving him four (4) hourly feeds.

March

International Women’s Day – 7 March 2020

The International Women’s Day event held on Saturday, 7 March 2020 was attended by over 120 participants who enjoyed the special guest speakers, the Home Living Fashion Parade and entertainment by local Philippine dancers called the ‘Filo Momshies’.

During a break in the program, the participants were able to view the Art Gallery’s exhibition by Peter Champion, a slide show of 500 Harper’s Bazaar Magazine Covers compiled by Bill Rendell, the newly completed Aboriginal Totem Poles along the walkway and the newly installed Greenline Sail over the outside children’s area.

Page 72 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

COVID-19 Pandemic

In response to the COVID-19 Pandemic the Library followed NSW Government Health directive by erecting washing hands and cough etiquette signage, additional cleaning of computers and equipment, hand sanitisers and antibacterial wipes available for clients. Signage at the entrance to the Library directed clients to not enter the Library if they were experiencing cold or flu symptoms. 7.13 Item

The Library closed its doors to the public on Tuesday, 24 March 2020 following Federal and NSW State Government requirements and mandates to keep residents and the community as safe and healthy as possible. This was the first time in 66 years that the Library has been operating that such a closure has occurred.

Glen Innes Severn Learning Centre Committee Meeting

On Friday, 20 March 2020 the Glen Innes Severn Learning (GISL) Centre Committee discussed the following items:

• GISL Centre’s Principal Agreement 2020/2021; • Budget Estimates for Operational Cost for 2020/2021; • Maintenance 2019/2020; • Grant Project 2019/2020; and • Work Health and Safety.

April

Online Storytelling

On Wednesday, 1 April 2020 the Library delivered their first online storytelling session on Facebook. This session was received well by the community and online sessions have been delivered each Wednesday during April.

Home Library Service Deliveries

Our normal weekly Home Library Service (HLS) deliveries to frail aged residents and Nursing Home members has continued with sanitised bags and resources. Volunteers usually assist the Library to deliver HLS however, due to these volunteers being in the high-risk category for COVID-19 this service has been delivered by the Library staff.

School Holiday Activity Bag

To help families keep children engaged over the school holidays and during isolation the Library team organised activity bags for children aged two (2) to four (4) years, five (5) to eight (8) years and nine (9) to 12 years old.

This service was promoted with Facebook and received a good response from the community with 194 bags delivered.

Page 73 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Phone Book Chat

To cater for our Book Club and senior members, the Library is preparing to deliver their first phone contact Book Chat. Phone contact was chosen for this group as they are more comfortable with this technology or lacked the devices or skills to use other forms of communication. The Book Chat will enable members to interact with other people

Item 7.13 Item during periods of isolation and will help with their personal well-being.

A list of general questions will be prepared for a book they are currently reading or a movie they have watched.

‘No Contact’ Delivery to Library members

To cater for library members leisure reading needs while in isolation, the Library introduced a weekly ‘no contact’ library deliveries to members who reserved resources through the online catalogue or phoned the Library. Deliveries commenced on Thursday, 9 April 2020 and 1,059 resources have been delivered over the past four (4) weeks.

New Library Webpage

Library staff have been working on a new Library webpage as one of their Key Performance Indicators (KPIs). The web designer and developer, John Eastment from WebDesignDomain.com.au has produced a professional website that is colourful, user friendly and can handle the online databases, e-Resource subscription links, the Libero online catalogue interaction with online members, e-Newsletters and event management system. The webpage was successfully launched on Tuesday, 28 April 2020.

GLEN INNES ART GALLERY EXHIBITION

Art Gallery Exhibitions have been cancelled until further notice.

LEARNING CENTRE’S CONFERENCE AND MEETING ROOM USAGE

The Learning Centre’s bookings were cancelled at the closure of the facility on Tuesday, 24 March 2020.

February March April Total Council 17 19 3 39 Art Gallery 2 2 0 4 TAFE/DET 0 0 0 0 Community/Commercial 10 4 0 14 Organisations Total 29 25 3 57

Page 74 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

LIBRARY QUARTERLY STATISTICS

The Library closed its doors to the public on Tuesday, 24 March 2020 due to the COVID-19 Pandemic and the Federal and NSW State Government’s requirements to keep residents and the community safe and healthy.

The Library’s statistics reflect a higher demand for resources in March 2020 as 7.13 Item members stocked up with resources to help them during long periods of isolation and the April 2020 figures are low due to the library being closed. All 1,059 resources were delivered to Glen Innes homes in a ‘no contact’ delivery in April 2020.

For more information please see the statistics below:

ISSUES February March April Quarterly Totals Glen Innes Public 3,974 7,388 1,024 12,386 Library transfers 670 478 0 1,148 TAFE 192 432 35 659 TOTAL 4,836 8,298 1,059 14,193

Branch Library Issues Deepwater 177 156 0 333 Emmaville 298 139 0 437 Glencoe 32 3 0 35 TOTAL 507 298 0 805

INCOME Internet Printing $ 267.35 $ 178.05 $ - $ 445.40 Photocopy/Fax $ 33.75 $ 76.55 $ - $ 110.30 Coffee Machine $ 223.40 $ 190.50 $ - $ 413.90 Conference Room $ - $ 1,878.10 $ - $ 1,878.10 Inter Library Loan $ - $ 7.50 $ - $ 7.50 Other* $ 40.35 $ 122.00 $ - $ 162.35 TOTAL $ 564.85 $ 2,452.70 $ - $ 3,017.55

*Other includes Replacement of Books and Donation

Members GISC* 5,599 5,228 4,871 Others (outside LGA) 177 169 152 TAFE 216 220 215 TOTAL 5,992 5,617 5,238

*Commenced audit and culling members inactive for two (2) years.

People Counter 2,930 2,702 0 5,632

History Group 25 18 0 43

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Internet Usage Deepwater - 0 0 0 Emmaville 9 5 0 14 Public 420 0 420

WIFI 169 358 527 Item 7.13 Item TAFE 27 37 0 64 TOTAL 625 400 0 1,025

Home Library Service Members Glen Innes 56 56 57 Deepwater - 0 0 Emmaville 6 6 6 62 62 63 Issues Glen Innes 370 665 280 1,315 Deepwater - 0 0 0 Emmaville 117 62 0 179 487 727 280 1,494

Art Gallery Visitors 194 0 194

UNE /TNE Study Centre UNE Members 28 28 59 TAFE Members 1 1 1

(a) Governance/Policy Implications

The Library has relevant operational policies in place and this report is produced to inform Council and the Community of the activities at the Library and Learning Centre.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

Monthly cultural activities and educational events support and contribute to the cultural well-being, quality of life, literacy and intellectual growth of the Glen Innes Severn Community.

Page 76 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(d) Environmental Implications

The Library and Learning Centre has 156 solar panels installed on the Learning Centre’s roof to reduce its ecological footprint, to limit its consumption of energy and to ensure sustainability of services for the future.

(e) Economic/Asset Management Implications 7.13 Item

There are no economic or asset management implications arising from this report.

CONCLUSION

The Library and Learning Centre continues to be a well-used community facility which endeavours to offer a range of regular educational and cultural activities for the community’s quality of life and well-being.

During the COVID-19 Pandemic, Library services had to adapt to the difficult circumstances and remain productive. This was achieved through online Storytime, ‘no contact’ deliveries of resources and children’s activity bags, launching a new Library Webpage and completing Library Management System checks and fixing system issues.

RECOMMENDATION

That Council notes the information contained in this report.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.14 Corporate and Community Services: Monthly Report - April 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Personal Assistant Item 7.14 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The purpose of this report is to provide statistical information of activities within Council’s Corporate and Community Services Directorate for the month of April 2020.

BACKGROUND

The Corporate and Community Services Directorate of Council is responsible for the following key functions:

• Administration and Human Resources; • Aged and Disability Services provided from Life Choices – Support Services; • Children and Family Services; • Finance; • Information Technology and Communications; • Library Services; • Rates; • Corporate Risk Management and Compliance; • Work Health and Safety; • Youth Services.

(a) Relevance to Integrated Planning and Reporting Framework

The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2017/2027, Delivery Program 2017/2021 and Operational Plan for 2019/2020.

(b) Financial Considerations

Provision is made in the 2019/2020 Operational Plan and Budget to fund the activities and programs as listed in this report.

Page 78 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

COMMENTARY

A report of statistical data is to be presented to Council each month for comparison purposes and for Councillors’ information.

MAYORAL DISCRETIONARY FUND: Budget

7.14 Item This fund includes the original budget of $3,000 plus an additional $663 raised from the 2019 Mayoral Fundraiser Luncheon.

Funds Available as at 1 July 2019 $3,000 Income from Mayoral Fundraiser Luncheon (October 2019) $663 Actual Expenditure to 30 April 2020 $2,920

Balance Available as at 30 April 2020 $743

Transactions from Mayoral Donations Amount Glen Innes Swimming Club $250 Jacaranda Highland Dancers – Dance competition $250 Riley Key – Youth Centre name / design competition $200 Glenfest - event $250 Glen Innes High School – 2019 Mayoral Lunch *$500 First (1st) Glen Innes Scouts – 2019 Mayoral Lunch *$500 Glen Innes Jockey Club – Glen Innes Cup $220 William Geach – Contribution towards sound equipment for $250 fundraiser event held in January 2020 Michael Burge Media – High Country Indie Book Award $250 Wytaliba Public School P&C Association $250

TOTAL $2,920

*An amount was donated from the Mayoral Luncheon Funds plus $250 as Mayoral Donation.

COMMUNICATIONS AND MEDIA (GENERAL MANAGER’S DIRECTORATE)

Facebook

April Glen Innes Severn Council Facebook ‘Page Likes’ at the end of the 1,268 month Number of Posts 37

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The Most Popular Posts for April 2020: Reach Post Likes / Clicks Comments / Shares Important information from the NSW State 1,928 273 28 Government

Item 7.14 Item It’s not okay to socialise 1,842 219 81 Library has great ideas for kids 1,744 206 65 Council fuelled up on local petrol prices 1,599 227 66 Yes, you can use our beautiful parks 1,478 316 85

Media activity and interaction for April 2020 (not in consecutive nor priority order): • During April the key focus continued to be on all levels of communication in respect of COVID-19 including for community and in-house; in particular operational changes and updating website and Facebook to facilitate information to residents; • Continuation of Our Council for website and Facebook, local media as opportunities arise; • Commenced breakfast radio sessions including sourcing and compiling information for these; • Researched other communication and media options; determining ways of publicising information such as Our Council alternatives; • Continuation of regular water updates and information through Facebook posts and website; • Completion of Budget Resident Newsletter; • Assisting organising media events with Adam Marshall Member of Parliament (MP) office; assisting Life Choices-Support Services (LC-SS) media needs; • Teleconferences with Bushfire Recovery agency; • Media releases on library, water restrictions and Drought Management Plan, LC-SS Meals on Wheels, infrastructure (work crews) and Wytaliba pods.

Facebook posts/media alerts: • Local fuel prices; • Using local parks; • Council meetings closures; • Councillors – Superannuation – calling for submissions; • Water restrictions update; • Glen Innes Landfill and Glen Innes Aggregates changes in operations/news; • Public exhibitions for the draft New England Joint Organisation (NEJO) Operational Plan for Financial Year 2020- 2021; • Tough times service/contact information update;

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• Infrastructure works programs; • Smoking in public places regulations; • Road closures and disaster welfare assistance; • Community Arts project Arts North West;

• Wytaliba pods; 7.14 Item • Regular updates from NSW Department of Health; • NSW State Government Bushfire Inquiry – meeting and submissions.

Facebook posts: • Glen Innes Business Directory (Adam Marshall’s office); • White Rock Wind Farm grants reminder; • Library website; • How to pay Council during COVID-19; • Mature age job-seekers information; • Bush fire grants; Department of Primary Industries (DPI) contacts for bush fires; • Commemorating ANZAC Day; • Library activity bags for kids; • New radio sessions; • Meals on Wheels services; • GLENRAC information; • Easter landfill hours; • Replacing boundary fences – funding.

Live Streaming of Council Meetings

Council is Live Streaming monthly Council meetings and statistics are being received from InterStream on the number of views. For the April 23, 2020 Ordinary Council Meeting, there were a total of 127 live views and 73 archive views.

Number of applications for 603 Certificates as to Rates and Charges

During the sale of a property a 603 Certificate is usually requested to identify if there are any outstanding or payable fees to Council by way of rates, charges or otherwise in respect of a parcel of land. There were 13 applications for 603 Certificates in April 2020. Year to date, there have been 163 applications compared to 206 applications for the same period last year.

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HUMAN RESOURCES

Recruitment: Four (4) month period from January 2020 to April 2020

Month Positions Advertised Filled

Item 7.14 Item January Landfill Attendant (Glen Innes) - Internal EOI Yes Manager of Community Services Yes Finance Officer No Plant Mechanic No Customer Service Officer (20hpw) No Trainee Gardener No Youth Worker (Maternity Relief) Yes Manager Governance, Risk and Corporate Planning No February Waste and Environmental Management Officer No March Nil N/A April Nil N/A

RISK MANAGEMENT

Description Incidents April 2019/20 to 2018/19 date total Public Incident Report (slip, trip and falls 1 11 5 etc.) Public Property Damage (including roots, 0 1 3 trees, sewers, vehicles) Other: Crypto Locker Attacks etc. 0 0 1 Council Motor Vehicle / Plant Damage 0 14 15 Council Property Damage 0 3 2 Volunteer Incidents – Personal Injury 0 1 0

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COMPLAINTS – 2019/2020

Complaints range across all areas of Council.

Month Complaints Received

July 5 7.14 Item August 5 September 4 October 3 November 2 December 3 January 1 February 4 March 0 April 1

TOTAL 28

One (1) complaint was received during April bringing the total number of complaints to 28 for the 2019/2020 financial year. Currently, one (1) complaint is ongoing and yet to be resolved.

COMMUNITY SERVICES

Community Development Activities – April Meetings and Forums • COVID-19 webinars and Zoom meetings relating to Children and Family Services and Disability and Aged Care Services; • Community Centre Management Committee ‘Zoom Meeting’ (27 April 2020); • Several meetings with Department of Communities and Justice and Targeted Early Intervention contractual meetings via phone as well as contracts for Glen Innes Youth Worker, Outreach Playgroup and Aboriginal Playgroup; • Meals on Wheels discussions regarding renewed agreement with the Royal Freemasons Benevolent Institution and altered meal provision; • Liaison with local small businesses regarding the delivery of hampers to LC-SS consumers; • Many regular community meetings have been cancelled (Safe in Our Town, Community Drug Action Team, Interagency and Youth Network).

Youth Services – April Meetings and Forums • No meetings were attended during April.

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Facebook – Youth Services

April Youth Facebook ‘Page Likes’ at the end of the month 756

Item 7.14 Item Number of posts 0

The Most Popular Posts for April 2020: Reach Post Likes / Clicks Comments / Shares There were no posts during April

The Youth Booth April Update

While The Youth Booth is not currently operational due to COVID-19, staff have been researching and creating a weekly pack that will be provided to the youth. Packs include a short greeting to keep families up to date on what is happening, as well as several different ‘challenges’ to keep the youth entertained and engaged during the close down period.

Some of the challenges included in our first pack were: • Language – learning a few phrases from a different language; • Art; • Fitness; • Cooking.

There is also a ‘craft of the week’ section, a quiz and some recourses from Amanda Shaw at the Hunter New England Mental Health being included.

We hope to remain engaged with the youth of our community by releasing these packs via our Facebook page. We are also working towards attracting new young people from the community to our service and creating partnerships with other community groups for the benefit of all at The Youth Booth.

The Youth Booth Activities – April 2020 • Creation of Youth Engagement packs; • Cultural Art Competition; • Installation of the first ‘Art Board’ (outside painting area); • Review and writing of procedures.

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Youth Booth April Number of attendees 0 Average number of visits per day 0 Highest number of attendees in one (1) day 0

Number of registered volunteers (as at last day of month) 3 7.14 Item

Life Choices - Support Services (LC - SS)

Council’s LC - SS provides a range of services across the New England North West region, mainly in the Glen Innes Severn, Inverell and Tenterfield Local Government Areas (LGAs), however, services are also provided in the Gwydir LGA.

These services are predominantly funded by the Commonwealth Department of Health (DOH) for people who are older.

The heading “Private Funding Source” below, relates to any funding coming from any source other than DOH. Examples of this might be another organisation hiring our staff to provide services or an individual paying for a service from their own personal funds.

Under the National Disability Insurance Scheme (NDIS) and Private Funding, Council does not hold any funding, but rather performs a fee for service.

Number of Consumers by Local Government Area and Funding Source

Local Government Total Number NDIS People who Private Area of Consumers are Older Funding (DoH) Source April April April April Glen Innes Severn 345 46 287 12 Gwydir 3 0 3 0 Inverell Shire 75 0 75 0 Tenterfield 34 0 34 0

Total 457 46 399 12

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Children and Family Services - Out of School Care

April 2019/20 Number of booked Budgeted number of enrolled children (average) children per day

per day Item 7.14 Item After School Care 9.75 (7 days) 23

Vacation Care 12.8 23 Vacation Care – Pupil Free 15 23 Day

After School Care enrolments remain low due to Covid-19 with nine (9) children actively participating.

Vacation Care enrolments were impacted due to Covid-19 and family isolation with a significant decrease in attendance in comparison to previous holiday periods.

Children and Family Services – Supported Family Programs

April April Program Location No. of Families No. of Children My Time (for Carers) Glen Innes 0 0 Supported Playgroup Wytaliba 5 6 Wytaliba Aboriginal Playgroup Glen Innes 4 5 CAFS Playgroup Pool House 9 17 NDIS Pool House 0 0

TOTAL 18 28

It should be noted that Supported Playgroups, NDIS Services and MyTime Carers Group all ceased services on Monday, 23 March 2020 due to Covid-19.

Playgroup statistics above reflect engagement with families through the CAFS Playgroup Facebook page as well as mailed out development packs.

EVENTS

Due to Corona Virus (COVID-19) all events have been cancelled or postponed until further notice.

Page 86 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

SECTION 355 COMMUNITY COMMITTEES OF COUNCIL UPDATE

Council continues to monitor committees that are not compliant with the Manual for Community Committees of Council. Support and assistance are continuously offered to ensure a healthy relationship between Council and the various Committees.

7.14 Item On Monday, 23 March 2020 a decision from Council’s Management Executive (Manex) Team in response to the Coronavirus Pandemic was passed on to all Section 355 Committees of Council advising them to cancel any upcoming meetings including AGM and non-essential use of the facility until further notice.

On Monday, 27 April 2020 communication was provided to the Committees advising if their respective committees had decided to hold online meetings similar to the Council meeting this would be supported by Council. However, normal meeting procedures are still to be followed with minutes provided to Council.

(a) Governance/Policy Implications

There are no governance/policy implications arising from this report.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

Council’s Community Services Department provides a range of support services to all age groups. These services build on the social capital of the Local Government Area (LGA) as well as provide employment opportunities through services to community members.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic/asset management implications arising from this report.

CONCLUSION

The statistics provided in this report deliver information to Council on the key activities undertaken in Council’s Corporate and Community Services Directorate and the General Managers Directorate (Communications and Media) for the month of April 2020.

Page 87 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

RECOMMENDATION

That Council notes the information contained in this report.

Item 7.14 Item

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.15 Expansion of the Glen Innes Cemetery Lawn Section

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Archibald - Manager of Recreation and Open Spaces 7.15 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: PUBLIC HEALTH: Cemeteries

PURPOSE

The purpose of this report is for Council to consider an urgent allocation of resources, notably the establishment of roadworks, public toilets and the construction of lawn cemetery beams for the Glen Innes Cemetery.

BACKGROUND

At the March 2020 Council considered as a matter of an urgent nature, consideration of the urgent allocation of resources for the Glen Innes Cemetery on a request from Cr Price. It was subsequently resolved:

That Council considers making an urgent allocation of resources, notably roadworks, toilets and lawn cemetery concrete beams for the Glen Innes Cemetery, and that the Director of Development Planning and Regulatory Services brings a report back to the April 2020 Ordinary Council Meeting.

Following a request from staff for an extension of time to compile the necessary information and prepare the Council report Councillors agreed to an extension of time so as to allow the report to be provided to the May 2020 meeting instead of the April 2020 Council meeting.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 3.3.1 ‘Focus on the renewal and proper maintenance of building assets.’

(b) Financial Considerations

The installation of a new short beam at the northern side of the war graves area would cost $8,500. This amount would be covered in the existing maintenance budget 2019-2020 for the Cemeteries ($91,000).

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Construction of a public toilet facility will be approximately $22,000 and will need to consider both left and right hand side disability access. There is currently no allocation for this in the current 2019-2020, or draft 2020-2021 Operational Plans. There is also no allocation for the installation of more beams or upgrading of the road network within the cemetery. The first beams to be constructed in area one (1) would cost $24,000. The roadworks have been surveyed and then costed out

Item 7.15 Item to an estimate of $146,062.74. The total upgrade of Stage One (1) of this area would be $192,062.74.

There are no financial reserves identified for the any of Council’s cemeteries. If Council wishes to pursue this project in 2020-21 then it will need to be included in the Capital Works budget in the 2020-21 Operational Plan and a submission (by Council staff) will be required during the exhibition period.

COMMENTARY

Trusteeship of the Glen Innes Cemetery was transferred to the Council in the 1960’s, with the passing of the Local Government (Control of Cemeteries) Amendment Act of 1966. Prior to this time, it was being controlled by a cemetery trust group. The Cemetery is divided into sections which include the following denominations:

• Roman Catholic; • Anglican (Church of England); • Presbyterian; • Methodist; • Baptist; • Salvation Army; • Non-Denominational; • Seventh Day Adventist; • General Section; and • Lawn Section.

The existing Lawn beam section was established by both the Council and Apex Club in 1979. This section is a non-denominational burial place with restrictions placed on the type of headstone allowed. The lawn section was designed to dig all graves by machine and to allow mowing with a ride on lawn mower and use of a mechanical edger.

All services such as general maintenance and removal of dead flowers is carried out by Council staff. Contractors are used to dig graves or by using Council machinery, if available. New concrete beams for the lawn section, are laid by Council’s staff or outsourced when necessary to private contractors.

In any one year, on average, there are between 70 to 90 people interred at the Glen Innes Cemetery, including ashes interments. The main lawn section is now almost fully used by either interments or reserved plots. There are currently 375 reservations in the Lawn section. There has been a markable increase over the last two (2) years in reservations, which were not foreseen. The current beam has 25 vacant plots left and there are plans to install another short beam on the northern side of the War Graves to match the current short beam on the southern side, which will allow for another 30 graves in the short term.

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An unadopted site plan for the Glen Innes Cemetery was developed in 1968 and subsequently redrawn in February 1996 (refer to the image on the following page). This image shows the existing sections and the areas that are proposed for future extensions.

Item 7.15 Item

It is recommended that the option one (1) area as shown in this plan is implemented. This would involve the construction of new beams, upgrading of the internal road network and provision for parking near the areas that will be developed. Survey works have been carried out for the upgrading of the roads and the car parking issues, with also an overlay for the future placement of lawn beams, see the diagram below. The roadworks includes a length of 240m x three (3)m wide road, 72m of v-drain, two (2) carpark areas and line marking.

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Item 7.15 Item

The construction of first of the new beams in this area would cost approximately $24,000. As this beam only facilitates one side for burials, it would provide an additional 40 or so plots. With the short beam at the War Graves area (30 plots) and an existing 20 remaining in the Lawn section this would give a total of 90 plots. This would provide enough plots for approximately one (1) year, depending on reservations. An additional beam ($24,000) would provide a further 80 plots, as both sides of the beam could be utilised.

Future installation of beams would then be allowed for as part of ongoing Operational Plans each year. The development of this area would extend the life expectancy of the Lawn cemetery for another eight (8) years, keeping in mind that this may be longer depending on any increase in the number of cremations.

This would then also allow for further investigation and development into an extension of area one (1) and into the development of areas two (2) and three (3) as identified in the plan. There is also a future possibility to hold consultation with the adjoining landholder to purchase land near area three (3) to allow for further Lawn cemetery development.

All investigative research has shown, including taking into account the early date of the plan, that there is a remote possibility of old graves that have not been recorded being located in area one (1). To that end, Council has investigated the possibility of having the area surveyed using a ground penetrating radar to determine if unrecorded graves are present. A quote for this service has been received and it would cost $11,360 for this work to be undertaken. However, this may be unnecessary with the production of the original plan dating from 1968 and there is no clear evidence in area one (1) that the soil has ever been disturbed for the purposes of graves. If this is deemed necessary, the cost would be absorbed as part of the annual operational cost.

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The need to provide a public toilet facility at the cemetery has also been identified. This is due to the increasing number of visitors to the cemetery, attendees at funerals and contractors carrying out services. A request has been received from the local funeral service provider for the provision of a public toilet facility at the Glen Innes Cemetery. There have also been various verbal requests from members of the public and there has been discussion at Council’s Section 355 Cemetery Trust Committee meetings about the possibility for Council to build public toilet facilities. The proposal is for a 7.15 Item single unisex unit to be built beside the caretakers shed and for it to always be open for the public to access. It would utilise the existing septic tank, there would be designated directional signage installed, and the facility would be regularly cleaned and maintained by Council.

It is a part of the recommendation that a further Management Plan be undertaken for the Glen Innes Cemetery. Issues to be considered as part of such a plan would include: • A position regarding reservations. As an example, Moree Plains Shire Council does not allow any reservations. Recently one (1) person reserved six (6) plots in the Glen Innes Lawn section. As an example, a Management Plan may provide for only one (1) reservation beside the original interment or no reservations at all; • A policy position regarding the placement and removal of floral tributes; • The allowable size for a headstone; • Development of future areas and potential acquisition of adjoining land for future expansion.

A Management Plan would replace any existing cemetery policies and procedures.

(a) Governance/Policy Implications

It is recommended that a Management Plan be developed for the Glen Innes Cemetery that would include life expectancies forecasts and future development of any cemetery that may be required to ensure ongoing use availability.

(b) Legal Implications

There are no legal implications as the land is already declared a public cemetery.

(c) Social Implications

It would be Council’s intention to provide a well-maintained and sympathetic cemetery for the public with considerations given to develop and improve services offered to visitors to the cemetery. This would then also allow for the orderly burial of persons within areas showing care and respect for an essential community service.

(d) Environmental Implications

There should be no environmental implications as the area concerned is already declared a public cemetery.

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(e) Economic/Asset Management Implications

The beams and roads that are developed will be added to Council’s asset register and would be maintained as and when required.

CONCLUSION

Item 7.15 Item Cemeteries are critical community infrastructure and provide essential services to the people of the community. They are vital places for remembrance and reflection, a rich source of cultural and environmental heritage and provide valuable open spaces.

. RECOMMENDATION

THAT:

1. Construction of the new beam north of the war graves area be carried out immediately and within the existing 2019-20 Operational Plan budget. 2. Council staff make a submission to the 2020-21 Operational Plan that the Capital Budget include an amount of $200,000 for the upgrade and expansion of the Lawn cemetery in Glen Innes. 3. The Manager of Recreation and Open Spaces be requested to develop a Glen Innes Cemetery Management Plan to include, but not limited by, the following: • A future policy position regarding reservations; • A policy position regarding the placement and removal of floral tributes; • The allowable size for a headstone; and • The development of future areas and potential acquisition of adjoining land for future expansion.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.16 Economic Development Strategy - Background Report and Community Consultation

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Margot Davis - Manager of Economic Development 7.16 Item ANNEXURES Annexure A EDS Phase 1 - Economic Analysis and Research Report

ECM INDEXES

Subject Index: ECONOMIC DEVELOPMENT: Planning

PURPOSE

The purpose of this report is to update Council on the development of the ‘Whole of Place’ Economic Development Strategy and Action Plan (EDS&AP). This report is for Council to consider the Phase 1: Economic Analysis and Research for public exhibition, attached as Annexure A. The report also seeks Council adoption for the approach of Phase 2: Community and Stakeholder Consultation as outlined in this report.

BACKGROUND

Council resolved at August 2019 Ordinary Council meeting the following:

17.08/19 RESOLUTION

1. That Council notes the approach for the development of the proposed Economic Development Strategy and Action Plan as outlined in the body of this report. 2. That Council provides $25,000 from the General Manager’s Contingency allocation within the 2019/20 Operational Plan and Budget to fund the development of an Economic Development Strategy and Action Plan. 3. That Council utilises REMPLAN for the development of the proposed Economic Development Strategy and Action Plan, as outlined in the body of this report, subject to a final written quotation. 4. That Council utilises Regional Development Australia Northern Inland for the development of the proposed Economic Development Strategy and Action Plan, as outlined in the body of this report, subject to a final written quotation.

The phases of the project as adopted by Council are as follows: Phase 1: Economic Analysis and Research; Phase 2: Community and Stakeholder Consultation; Phase 3: Strategy Development and Delivery; and Phase 4: Action Plan Development and Delivery.

Page 95 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

A request for quote was sent to three consultants as per the requirements of the procurement policy. These three consultants were: Lucid Economics, REMPLAN and Regional Development Australia Northern Inland (RDANI). Two proposals were received as RDANI declined the request to provide a quote. Lucid Economics were appointed for the project and provided with access to REMPLAN subscriptions to be utilised to deliver Phase 1: Economic Analysis and Research.

Item 7.16 Item (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective ED 1.1.1 'Update the existing GISC Economic Development Strategy to reflect the current economic climate and opportunities (understanding gaps in the market and opportunities).'

This item also links to Council’s Delivery Program Objective CS 1.1.5 'Engage and encourage young people to later return to this LGA to raise their families, work in the area, work remotely from the area or establish their own businesses and/or industries in the area.' This item also links to Council’s Delivery Program Objective CS 1.2.5 'Attract the population segment looking for a lifestyle change (branding for tree changers).'

This item also links to Council’s Delivery Program Objective ED 2.1.2 'Support and promote the new Glen Innes Highlands destination branding.'

(b) Financial Considerations

A provision of $25,000 was provided to fund the consultant and no other funding is required.

COMMENTARY

The development of an Economic Development Strategy (EDS) is a critical document in assisting communities to develop a consistent approach and focus to leverage and achieve economic development outcomes. An EDS also acts as strategic document for Council that aids advocacy efforts with Federal and State Government. In addition, an EDS builds confidence for potential investors and/or businesses seeking to relocate to the region. It would also serve as a guide for the development of the next Delivery Program under the objectives of the Community Strategic Plan ensuring alignment and progress to achieve economic, community and social outcomes.

Phase 1: Economic Analysis and Research – has now been completed and the report has been provided as Annexure A for Council approval for public exhibition for 28 days as part of a concerted effort to seek community consultation. A supporting cut-down version will be utilised in the online sessions for Phase 2.

The analysis has highlighted several challenges and growth opportunities including:

Population: 1. Population is important as it drives 1/3 of the economy however our population has been stagnant for the last decade.

Page 96 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

2. We are older and aging faster than other communities. Over time, this demographic shift will impact the look and feel of our community. 3. Our community is expected to get smaller over time. These projections are not a certainty. We can change the look of our future community. Economy: 1. Our economy has experienced significant volatility over the last decade. 7.16 Item 2. Our economy is very reliant upon agriculture and in particular beef cattle. 3. Strength of healthcare, public administration and education show the service role that Glen Innes plays. Proportionally high levels of retail, accommodation and food services shows the importance of our tourism industry. 4. Over the last year, our unemployment rate has fallen on the back of a strong increase in local jobs. 5. Notwithstanding the above there have been major swings in employment over time. Accommodation and food services was only sector increasing employment Future Opportunities: 1. Key future employment growth sectors include healthcare, education, construction and professional services; 2. Tourism; 3. Value-adding and/or niche opportunities for agriculture; 4. Healthcare; 5. Professional services (supported by future potential increased levels of tree- change and working remotely); 6. Renewable energy; and 7. Small business development.

These opportunities can become a catalyst for more people (particularly young families) to move to the area, creating additional catalyst for economic growth and addressing the current demographic shifts.

The stage one (1) phase of the project has clearly identified several risks that the current structure of the economy and existing trends provides, with the two (2) main risks areas as follows:

1. Stagnant Population Growth and Changing Demographics

Population growth in Glen Innes has been stagnant for a number of years. Further, the population of the region is aging rapidly. By 2041, every second person living in the region will be aged 55+, which will dramatically change the structure of local expenditure patterns, particularly as the working age is set for a net decline during the period.

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2. Reliance on Agriculture

Economic growth has been volatile in recent years, partly due to the region’s heavily reliance on the agricultural sector to support local economy. This reliance poses risks, particularly given the agricultural sector is highly susceptible to changes in weather conditions and global macroeconomic

Item 7.16 Item conditions.

Phase 2: Community and Stakeholder Consultation can now move forward with the Phase 1 report used as a basis to stimulate community and stakeholder feedback, discussion and ideas.

The following outlines the approach to consultation to ensure that we have a wide view both within Council and from our community.

All sessions will commence with a presentation of a cut-down version of the background report followed by a period for questions and then an opportunity for participants to comment. Web sessions will be limited to ten (10) participants and bookable online and subject to change. There will be five (5) community sessions and three (3) Business & Industry sessions focused on our three (3) key sectors.

Book into an online session via the following link: https://www.eventbrite.com.au/e/glen-innes-economic-development-consultation- sessions-tickets-104927787838

CONSULTATIVE FORMAT DATE/TIME GROUP Councillors and MANEX Workshop Thursday, 11 June 5pm – William Garner Room, Library

Community 1. Public Exhibition of From 1 June for 28 days Phase 1 report for community submissions

1. Monday, 15 June – 2. Interactive Web 1pm – 2pm Sessions 2. Wednesday, 18 June a. Session 1 – 8.30pm – 9.30pm b. Session 2 3. Saturday, 20 June – 2.30pm – 3.30pm c. Session 3 4. Tuesday, 23 June – d. Session 4 1pm – 2pm 5. Thursday, 25 June – e. Session 5 8.30pm – 9.30pm

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

CONSULTATIVE FORMAT DATE/TIME GROUP Business and Industry 1. Online Surveys From 1 June for 28 days – a. Agriculture access here:

b. Tourism 7.16 Item c. Small Business

1. Tuesday, 16 June 1– 2. Interactive Web 2pm – Agriculture Sessions 2. Thursday, 18 June 2– a. Agriculture 3pm – Tourism 3. Saturday, 27 June – b. Tourism Small Business c. Small Business 3.30pm – 4.30pm

Local Business Leaders 1. 1:1 Sessions Personal invitations as agreed with participant and recommended by Councillors.

(a) Governance/Policy Implications

There are no governance or policy implications arising from this report.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

The potential of the new EDS includes but is not limited to: • Increased population growth; • Increase migration; • Improved community, education and housing services; • Improved social wellbeing; • Improved local employment opportunities for residents, regional returners and tree-changers; • Attract new business and investment to the Local Government Area (LGA); • Strengthen and further develop our local economy; and • Encourage community involvement and ownership of the EDS and Action Plan.

(d) Environmental Implications

There are no environmental implications arising from this report.

Page 99 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(e) Economic/Asset Management Implications

Council recognises the importance of updating the previous Economic Development Strategy and Implementation Plan 2012-2017 to ensure that it reflects the current economic climate and opportunities (understanding gaps in

Item 7.16 Item the market and opportunities). In doing so, Council supports the undertaking of a review of the current Economic Strategy to ensure that it is capitalising on economic development opportunities in the LGA.

CONCLUSION

Phase 1: Economic Analysis and Research, is the first of four (4) steps in the development of our next Economic Development Strategy and 5-year Action Plan. With the completion of this report, Phase 2: Community and Stakeholder Consultation, can commence. Council recognises the need for wide community consultation and to provide opportunities for our community, business and industry to participate in order to share their knowledge, ideas and insights. The inputs from both stages will then be used as inputs to the draft Strategic Plan being Phase 3 of the project.

RECOMMENDATION

THAT:

1. Council approves the Phase 1: Economic Analysis and Research report for public exhibition for 28 days.

2. Council endorses the approach to Phase 2: Community and Stakeholder Consultation.

3. Council advertises the Phase 1 background report on Council’s website and displays the relevant documents at Council’s Town Hall and Church Street offices, and the village Post Offices at Deepwater, Emmaville and Glencoe.

4. Following Phase 2 completion, the Manager of Economic Development provides a summary report of Phase 2 findings for Council’s information and commences Phase 3 of the project.

Page 100

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.17 Centennial Parklands Plan of Management and Master Plan Concepts

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Margot Davis - Manager of Economic Development 7.17 Item ANNEXURES Annexure A Centennial Parklands Plan Final Plan of Management Annexure B Centennial Parklands Master Plan Concepts

ECM INDEXES

Subject Index: LAND USE AND PLANNING: Crown Land

Property Index: 00358-622; 01549-1001

PURPOSE

The purpose of this report is for Council to adopt the final Centennial Parklands Plan of Management and endorse the Master Plan Concepts for future funding, design and development.

EXECUTIVE SUMMARY

The overall aim of the Centennial Parklands Plan of Management is to provide a means to control the future use, development and maintenance of Community and/or Crown Land under Council’s care, control and management. The Master Plan Concepts are intended to inspire greater utilisation of the site and make improvements that can contribute to bolstering our local economy and making an impact on the lifestyle and experience of visiting, living and working in Glen Innes Highlands.

BACKGROUND

Glen Innes Severn Council’s 2018/19 Operational Plan required the preparation of a Centennial Parklands Plan of Management (POM) and Master Plan (MP) to facilitate the future orderly development of the Standing Stones site. The Standing Stones site sits primarily on a Crown Reserve. The Crown Land Management Act 2016 authorises councils to manage Crown Land as if it were public land under the Local Government Act 1993 (LG Act) with the default classification of community land.

Environmental Partnership (EP) was the successful company awarded the project to carry out the review of the parklands in order to deliver a POM. The POM is to provide a mean to control the future use, development and maintenance of the Crown land under Councils care, control and management. The preparation for the review involved consideration of the following:

• Glen Innes Severn Local Environmental Plan 2012 zoning; • 2017 Pedestrian Access and Mobility Plan (PAMP); • Australian Celtic Festival and requirements from key stakeholders; and • The Australian Standing Stones Management Board (ASSMB).

Page 101 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The draft POM and MP were approved by Council for public exhibition at the August 2019 Ordinary Council meeting, with the following resolved and actioned: 1. That Council approves the draft Centennial Parklands Plan of Management and Masterplan for public exhibition for 28 days.

Item 7.17 Item 2. That Council advertises the draft Centennial Parklands Plan of Management and Masterplan in the Glen Innes Examiner and displays the relevant documents at the Glen Innes Library/Learning Centre, Council’s Town Hall and Church Street offices, and the village Post Offices at Deepwater, Emmaville and Glencoe. 3. That following the public exhibition period, the Manager of Economic Development provides a further report for Council’s consideration, incorporating any submissions received, and prioritising any further projects for completion within the current delivery period.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective ED 1.3.1 'Review tourism opportunities and promotion with a particular focus on strengthening accessibility and providing incentives to draw visitors into the Glen Innes Highlands.'

(b) Financial Considerations

The undertaking of this project was a key strategic action in the 2018-19 Operational Plan with a funding allocation of $20,000.

The National Bushfire Recovery Agency Funding of $1.3 million has been utilised to fund elements of the Centennial Parklands Master Plan. An allocation of $175,000 was endorsed by Council at the March 2020 Ordinary Council Meeting for design work and business case for the potential extension of the Stone Cottage and new toilet facilities. In addition, some paths will be designed and constructed, depending on funds available.

Further funding would need to be sought to move the Master Plan Concepts into design and build stages.

COMMENTARY

Currently, Centennial Parklands is primarily used to house the Water Treatment Works and overflow dam, Australian Standing Stones (ASS) site including ‘The Stone Cottage’ (previously Crofters Cottage), toilet facilities, Family Wall, covered picnic tables and Martin’s Lookout. It also hosts the annual signature event, the Australian Celtic Festival. The POM and MP does not specifically provide a Plan of Management for the Water Treatment infrastructure.

Page 102 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

The POM addresses statutory requirements however more importantly it provides a future framework for the management of the site and in this regard, Councillors are encouraged to read section 3.4 of the POM. Some of the key management outcomes include: • A future hilltop park feature embedding a strong aboriginal cultural influence;

• Maintaining and enhancing the Standing Stones monument as a key tourism 7.17 Item attraction; • A new multipurpose structure being investigated incorporating café, toilets and community function role; • Potential repurposing of the existing Crofters Cottage for use as visitor orientation; • Provision of a destination play space with reference to the Standing Stones form/elements; • Undertaking environmental weed control; • Enhancing shade and shelter compatible with the surrounds; • Integration of the Standing Stones Management Board to guide the management of the Standing Stones Monument; • Upgrade of Tregurtha Way; • Improving paths and access for greater use such as mountain biking; • A new hilltop walk as a destination feature and draw card incorporating education as a key design principle; • A new primary car park to improve vehicular management and improved event parking; and • The potential purchase of the site incorporating the Standing Stones and Water Treatment Plant is investigated.

The above items have been included in an Action List under section 4.6 of the POM.

The following pages provide a summary of feedback received throughout the community consultation period and during a subsequent meeting with the Standing Stones Management Board and the current tenants of the Stone Cottage. The summary provides rationale and requirements to enable EP to complete the final POM and MP and in doing so provide recommendations and clarification around concerns raised.

Page 103 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Vision, Heritage, Site, Events and Infrastructure

Community Community Council and Final Plan Feedback Suggestion Consultant Debrief Recommendation Travelling Stock Route (TSR):

Item 7.17 Item The POM excludes Suggestion to Agree to include the TSR is included in Figure consideration of the include the TSR in TSR in the site 1.1 TSR and its inclusion the ‘site boundary’ boundary in within the area used of the POM. consideration that for car parking during there are elements in the ACF. the POM that utilise this area. Acquisition of Centennial Parklands:

Council to consider Council should Council notes it is Included on page 79 – purchasing the site. negotiate with difficult to purchase 4.6.1 – 0.4 Crown Lands to TSR’s due to Native acquire the entire Title limitations. site including the adjoining TSR. The Plan should note Council to consider acquiring of the site, including the TSR in future strategic planning processes.

Australian Celtic Festival site layout:

The MP doesn’t The MP should The MP needs to Included on page 67 include a clear footprint include the ACF show an overlay, or and layout of the ACF layout plan footprint alternative, of the ACF site west of Watson’s west of Watson’s site layout and note Drive. Instead the draft Drive. the location of proposes an internal underground and pathway that would overground power require amendment of infrastructure as well the stalls layout for as the new lighting. ACF without justification. It should be noted that it’s important that any indicative pathways don’t interfere with the infrastructure which has been placed to accommodate the ACF site plan.

Page 104 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Community Community Council and Final Plan Feedback Suggestion Consultant Debrief Recommendation Aboriginal Heritage:

Recent and comprehensive Suggested that all Community Referenced on page information now stakeholders, not Consultation has been 43/44

suggests that the just GILALC need conducted which was 7.17 Item Aboriginal Heritage to agree with the open to all of the name of the Glen POM. community to review. Innes area was ‘Eerindii’ and not Question raised as No comment was Gindaaydjin. to if the state-based received from the Native Title – In 1980’s LALC have Aboriginal Community the Aboriginal jurisdiction over or LALC through their Community was Native Title matters invitation on the consulted at the verses State Land stakeholder meetings commencement of the Rights Legislation. and communications. Standing Stones before the monument Therefore, no change was constructed and it to the Plan required. was indicated that the site was not a sacred EP to advise on or significant site and question of jurisdiction. approval was given by the Aboriginal Community for the project to proceed.

Water Treatment

Pond:

The comment is No change to plan The Water Treatment acknowledged, content. Plant settling ponds however reiterate the being overstated in the extent articulated is as POM and has been per wider stakeholder recently cleared and comment and should grass will grow. remain in the POM as

referenced and described.

Rock Wall, Landscaping and Gardens:

Several concerns and The existing rock Council would like the Referenced on page 67, objections were raised wall, including rock wall to be 74 around the rock wall landscaping should indicated on the plan being removed to remain intact and to show and express, accommodate the new not be removed. with accompanying plan. wording, that the rock wall will remain with no It is the interpretation compromise. of the ASSMB and other community This point is linked members that the MP heavily to the car removes the rock wall parking below. for the purposes, also, of the playground, proposed trees and boardwalk.

Page 105 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Community Community Council and Final Plan Feedback Suggestion Consultant Debrief Recommendation Landscaping and Gardens:

The proposed shaded Existing signage to Council reiterates No change to plan area and garden remain in the above comment on the content as captured

Item 7.17 Item around Crofters current location and rock wall remaining above. Cottage, the for the existing rock and acknowledge playground and north wall to remain in its trees planted should of the playground current location. not interfere with the gardens and pathways view of the ASS. threaten the underground power However, this detail infrastructure and rock would be more wall as above. appropriate during final planning phases Concern raised over and that the moving the main ASS masterplan is to be sign and the Lioness considered from Memorial Garden. The higher level of Lioness Club have strategic planning. indicated they would not be opposed to The team relocating the acknowledge the memorial garden to request to not move another local park. the existing ASS information sign and Concern raised over require EP to tree-planting interfering implement this into the with the line of sight of Plan. the ASS.

Existing car park function and layout: Consultant response: There is strong The existing carpark objection from the The current carpark Council agrees that caters for approx. 31 ASSMB and tenants of should remain as it the plan removes cars in an extremely the Stone Cottage for is as it is fit-for- current close parking inefficient and visually any of the existing car purpose for the to the ASS and impactful layout. The parking to be changed majority of the year. Crofters Cottage and proposed MP maintains or repurposed. that it’s important to 22 car spaces adjoining ensure that there is a the road which are RV The concern is that the solution for the older suitable – and an changes to the lawn, demographic, RV’s immediate walk to the playground, courtyard and buses closer than facilities. don’t consider the the new carpark. current use of the area We have indicated the and would impede on Council request EP to stone wall and the visitors stopping. discuss this further existing sign remain in and devise a solution the current location. We A large proportion of appropriate to meet believe that the play visitors are elderly and the concerns of this space can integrate very want to park next to feedback. well with both. We the cottage, busses believe that it would be a need to be able to drop very poor outcome if the off and RV’s need to MP and POM did not be able to park without recommend this as the having to reverse as preferred option going many of them are also forward. older demographics.

Page 106 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Community Community Council and Final Plan Feedback Suggestion Consultant Debrief Recommendation The existing play space is unsafe and discourages use. I believe if the various elements are set out on

site and those with 7.17 Item issues are able to understand how this all works together then any remaining concerns will be reduced. The play space should be seen as an opportunity for a wonderful sculptural composition of elements that celebrate the standing stones and the aboriginal heritage of the site.

Playground:

Objections raised Any new Council would like the Per above – feedback regarding moving the playground in this final draft Plan to addresses by consultant playground from its area should be in remove the existing with rational outlined current location, the keeping with the playground per current above. new playground being ambiance of the Plan. too large and site, so not a new interfering with the shiny, tall climbing The Plan should view and quiet frame structure. remove the suggested ambiance of the ASS. position of the new There is potential to playground to ensure However, there is nominate locations the rock-wall is not some understanding outside the compromised and the that it is safer for exclusion zone of ACF site plan is children in the new the ASS and considered more location and is closer strategically place thoroughly. to the café and items/’toys’ etc – amenities. like the Excalibur – Once the MP visual is which not only fit amended, Council, with the theme but with the ASSMB will provide integration provide locations of with the ASS which ‘in-situ’ toys as an in themselves are alternative solution to one large toy for be placed around the kids! location.

Page 107 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Community Community Council and Final Plan Feedback Suggestion Consultant Debrief Recommendation Function Centre:

Objections raised In a meeting with Council acknowledge No change to plan regarding the ASSMB the feedback, content. accessibility of a 2 representatives and however, further note

Item 7.17 Item storey centre for Stone Cottage that the building is elderly, the prominent tenants - Council conceptual and many position noted that there is of the points raised overshadowing the no function centre could be considered in ASS, aesthetics in currently that can any future design keeping with the ASS be leveraged other phase. historic links, limited than the Services shelter or outdoor Club and that the Accessibility would be seating and the view of town is missing out a key consideration in the ASS from above on opportunities to the design of any such the Stone Cottage further harness the building. which currently has the function, best uninterrupted view conference and Council also note that of the ASS. destination a Business Case for weddings markets, the Function Centre for example. would need to be developed before the project could commence or apply for funding. Such a project may not be viable with the recent approval of the Convent as a function centre.

Stone (Crofters) Cottage:

The current tenants of Council acknowledge Reflected in changes on Crofters cottage were the concerns around page 75. opposed to re- re-purposing the kiosk purposing the cottage and take on board as a self-guided ideas to make the visitor/orientation cottage more viable centre, however, saw through extending its opportunities in an capacity. extension of Crofters Cottage for better Council acknowledge facilities. the reason for its popularity is it’s closed in cottage feel and authentic construction.

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Community Community Council and Final Plan Feedback Suggestion Consultant Debrief Recommendation Function Centre:

Concern was raised as It was suggested Council would like EP Amended on page 75. to the viability of the that the kitchen of to reconsider the Function Centre and Crofters Cottage be function centre

the impact on Crofters removed or position, footprint and 7.17 Item Cottage as a viable modified and a new, purpose as well as business. potentially shared split the concept into kitchen in between two parts: the two buildings could be a solution Part 1: Ground Floor to improve the Building to viability of the kiosk accommodate: as well as create 1. Connection of the economies across existing Stone to the potential Cottage to a new adjoining function building centre. incorporating toilets, extra floor space for the Stone Cottage and possible future function centre. 2. Provide a new commercial kitchen for Crofters cottage that can double as a function preparation kitchen should phase 2 continue. 3. Provide Public Toilets facilities. 4. Provide some shaded area with a view to the ASS.

Part 2: Concept for Upper level: 1. Function and Conference Room. 2. Viewing deck ensuring views are not interrupted from the area at the top of the stairs. 3. Commercial Kitchen and Servery (set up for service).

Page 109 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Community Community Council and Final Plan Feedback Suggestion Consultant Debrief Recommendation We would also like to note that the building could be developed in two stages with the lower level being built

Item 7.17 Item as a priority and the upper level being added on potentially at a later date.

Walking and cycling tracks/shared pathways:

Overall supported as being appropriate for Council acknowledges No change to plan the parklands, just the indicative content. need to ensure that placement in the MP they don’t cover the and that further underground power planning and design infrastructure in place would need to be for ACF. carried out.

Council confirm the positioning of the underground power infrastructure be plotted on the map per above feedback to ensure the pathways aren’t covering them.

Hilltop Walk and Camping/Glamping:

Concern that the Suggestion that the Council advise that the No change to plan platforms are more lookout be hilltop walk remain as content. elaborate than justified developed including it is presented in the and that the screening judicious sight Master plan as a of the WTP is clearing to improve conceptual idea only. overstated. views. Further that the two Concern raised that EP advise that the options for the viewing the opportunities POM should not areas including the created for recommend tree glamping Decks camping/glamping removal along the remain as a could set the stage for eastern boundary to conceptual idea for the more irregular use of improve views out, Master Plan and to the parklands for unless there were enable future overnight stay and risk to safety, opportunities to be become known for especially for accessed. free-camping. established trees that are a feature of the site.

Page 110 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Community Community Council and Final Plan Feedback Suggestion Consultant Debrief Recommendation It is the projects teams’ point of view that all of the concern raised can be managed and

monitored in future 7.17 Item planning stages.

The project team note that It is a possibility to lease the platforms to a small local entrepreneur as a form of local accommodation and that they could also be used as a part of the function centre for different themed packages.

Director of Development, Planning and Regulatory Services Comments

Council staff and the Consultants have addressed all the concerns raised from the community feedback. The main issue which has not addressed community concern is the existing car park function and layout. There was strong objection from the ASSMB and tenants of the Stone Cottage (Crofters Cottage) for any of the existing car parking to be changed or repurposed. The concern is that the changes to the lawn, playground, courtyard don’t consider the current use of the area and would impede on visitors stopping.

A large proportion of visitors are elderly and want to park next to the cottage, busses need to be able to drop off and RV’s need to be able to park without having to reverse as many of them are also older demographics.

As per the Consultants comments above the existing carpark caters for approximately 31 cars in an extremely inefficient and visually impactful layout. The proposed MP maintains 22 car spaces adjoining the road which are RV suitable – and an immediate walk to the facilities.

There were also objections raised regarding moving the playground from its current location, and the new playground being too large and interfering with the view and quiet ambiance of the ASS. The Consultants have indicated the stone wall and the existing sign remain in the current location and believe that the play space can integrate very well with both. The Consultants have indicated it would be a very poor outcome if the MP and POM did not recommend this as the preferred option going forward.

Page 111 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Concern was also raised as to the viability of a proposed Function Centre and the impact on Crofters Cottage as a viable business. The Master Plan has attempted to address the long-term viability of the Crofters Cottage whist positioning Glen Innes as a potential convention location, capitalising on the unique character of the site. The MP is now recommending a concept around two (2) parts.

Item 7.17 Item Part 1: Ground Floor Building to accommodate: 1. Connection of the two (2) buildings; 2. Provide a new commercial kitchen for Crofters Cottage that can double as a function preparation kitchen should phase two (2) continue; 3. Provide Public Toilets facilities; and 4. Provide some shaded area with a view to the ASS.

Part 2: First Floor Function and Conference 1. Function and Conference Room: 2. Viewing deck ensuring views are not interrupted from the area at the top of the stairs; and 3. Commercial Kitchen and Servery (set up for service).

As highlighted under financial considerations, Council has allocated $175,000 under the National Bushfire Recovery Agency Funding, approved by Council at the March 2020 Council meeting, to undertake elements of the MP. It is proposed to use the funds for design work and business case for the potential extension of the Stone Cottage (incorporating a potential Function and Conference Room) and new toilet facilities. In addition, paths will be designed and constructed, depending on funds available.

(a) Governance/Policy Implications

There are no governance/policy implications arising from this report.

(b) Legal Implications The Crown Land Management Act 2016 authorises local councils, appointed to manage dedicated or reserved Crown land, to manage that land as if it were public land under the Local Government Act 1993. Generally such land is managed as if it were community land. Under the Local Government Act 1993, a plan of management (POM) must be adopted by council for all community land.

(c) Social Implications

The POM will provide for improved recreational facilities for our community’s wellbeing whilst providing improved facilities for the local community to access including schools

Page 112 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(d) Environmental Implications The Plan of Management outlines the requirements to manage Centennial Parklands in an environmentally friendly way.

(e) Economic/Asset Management Implications

The Master Plan Concepts outline various ways to utilise the area to increase 7.17 Item tourism and leverage the currently untapped Conference and Events markets. However, if Council undertake works as recommended this will have an impact on Council’s requirements to fund the additional depreciation cost.

CONCLUSION

The Plan of Management for Centennial Parklands is aligned to all the new legislative requirements and is a thorough response to those requirements. The Plan of Management can serve as a guide to develop other Council Plans of Management.

The final Master Plan (MP) concepts serve as an ambitious vision to utilise the parklands for community recreation, education, wellbeing and to improve liveability within our Local Government Area. The MP also enhances the area to create opportunity to attract the lucrative wedding, function, conference and corporate events markets and provides opportunity for larger festivals and events to attract visitors and provide the community with further enriched and healthy lives.

The proposed conference centre would also provide Crofters Cottage expansion opportunities to increase its usage and overall viability as a business. The MP balances the needs of the Australian Celtic Festival with the opportunity for development and economic benefit to the community whilst providing a connection between our Celtic and Aboriginal History.

RECOMMENDATION

That Council adopts the final Centennial Parklands Plan of Management and Master Plan Concepts, noting the Master Plan is conceptual in nature.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.18 Dumaresq Street Industrial Estate

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and Regulatory Services Item 7.18 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: COUNCIL PROPERTIES: Usage

Property Index: 00351-3221

PURPOSE

The purpose of this report is to lodge a Development Application (DA) for a five (5) lot subdivision and finalise the transfer of land to local renewable energy small business, Catch Power.

BACKGROUND

Council purchased the land in Dumaresq Street in July 2012 for $140,000. When Council considered purchasing the land, it recognised the need to establish a new industrial precinct in Glen Innes that would attract businesses to the area.

Council staff prepared a draft lot layout for a potential subdivision of the land and Expressions of Interest (EOIs) were called in December 2013 for businesses who may be interested in purchasing a lot. Only one (1) expression of interest was received from local renewable energy small business, Catch Power.

Council resolved to undertake a two (2) lot subdivision and on completion of the subdivision Council’s Solicitors be instructed to draw up a Contract of Sale for the lot comprising approximately 9,922m2 for a sale price of $70,000 plus GST (if applicable) to be repaid in equal instalments over five (5) years.

Council engaged a surveyor and a preliminary survey was completed for the two (2) lot subdivision.

Prior to Council undertaking the two (2) lot subdivision Council received three (3) further requests for land. This request was considered by Council and resolved to further advertise for EOIs to provide opportunity for other potential purchases.

Of these three (3) only one (1) person is still potentially considering the option.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective ED 3.1.2 'Be responsive and proactive to business interest/receptive to innovation and relocation.'

Page 114 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(b) Financial Considerations

To complete the remaining upgrade of Dumaresq Street, it is expected to cost $160,000, including an electricity upgrade of approximately $70,000. Council has allocated $160,000 for this work in the current 2019/2020 Budget.

Some electricity design work has commenced, however, due to a range of issues, 7.18 Item the 2019/2020 Capital Works program has not been completed. This project has been reallocated to the 2020/2021 Financial Year. The Development Application and surveyor costs are able to be met under the current allocation of $160,000.

Council’s Section 94A Developer Contribution Plan has identified the further development of Dumaresq Street from Ferguson Street to Taylor as a project which could be funded through developer contributions. The fund has a current balance of $39,340.59.

The sale of lots will potentially provide a positive impact in that Council will receive some rate income from the newly established lots.

COMMENTARY

There are two (2) issues for Council to consider:

1. The finalisation of the Catch Power sale of land; and

2. The future development of the remaining land.

The finalisation of the sale to Catch Power has been held up due to the delays in determining how many lots are actually involved in the subdivision. In addition, the owner has only just applied for an Occupation Certificate. Advice from Liston Legal is that they don't recommend any lease type arrangement with some sort of sale at the end of that period. Their recommendation is a sale with vendor finance mortgage.

With this method, the Contract is completed as soon as a subdivision plan is registered, and new titles are issued. This would take about eight (8) weeks from lodgment. On settlement, Council takes a mortgage from Mr de Jong to secure either the full $70,000 or the balance after payment of whatever deposit Council wants paid on exchange.

The form of the mortgage would be annexed to the contract so Mr de Jong knows the terms at the outset.

Mr de Jong would become liable for rates after settlement rather than in five (5) years’ time. Council would be in the same position as a bank holding a mortgage. It would be able to exercise its Power of Sale against Mr de Jong if he failed to make annual instalments.

The default period would be expressed in the mortgage and could be no later than one (1) month after the due date. After all, it is a fairly modest sale price and with an expanding business he should be readily able to service the mortgage.

The purchaser is still liable for his own insurances under either method.

Page 115 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Whilst ever the mortgage is in place, Mr de Jong could not sell the property without paying Council out. The mortgage would be registered on title to protect Council's interest.

The second issue is the actual subdivision of the land and how many lots should actually be created. In this regard, it is recommended that a five (5) lot subdivision be

Item 7.18 Item undertaken, as shown in Figure 1 on the following page.

This will allow Council to negotiate with suitable developers for the three (3) smaller lots, subject to final Council approval. This will also provide a large residual lot for any future larger development.

In determining a sale price for the Catch Power land, the bare land value, calculated by square metre, was added to the cost of the infrastructure upgrade. The land value (approximately 9,922m2) was therefore calculated at $37,700 plus infrastructure costs of $29,000 bringing it to $66,700 and was rounded up to $70,000.

To determine a sale price for these three (3) lots of land, the value per lot is approximately $13,000 (approximately 3,260 m2) plus the infrastructure costs distributed over the three (3) lots. It is suggested that the price for the three (3) lots be set at $50,000 each plus GST, if applicable, as they front directly onto Dumaresq Street.

The large residual lot of approximately 22,000 m2, or 2.2 hectares, would be valued at approximately $210,000, to recover all of Council’s costs. Developers of the respective lots would be required to meet the cost of small extensions of water and sewer to service each lot.

To enable staff to provide clear direction to interested parties it is recommended that the following criteria be adopted: • The land is available for sale at $50,000, plus GST if applicable, per lot; and • Sale be by way of a vendor finance mortgage contract of sale.

In addition, potential developers will be required to demonstrate the following criteria: • The capacity of the future development to create local employment; • The quality of the EOI, supporting their proposed future development (for example, a well-developed, clear and realistic action plan, supported by research, where appropriate, and including an accurate financial plan/budget); and • The demonstrated ability of the individual, organisation or company to deliver a development on the site in a timely manner.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Item 7.18 Item

Figure1. Proposed five (5) lot subdivision

As part of its commitment to continuous improvement, in 2016 Council commissioned an external consultant to conduct a representative and statistically valid telephone survey of 400 adult residents living within the Local Government Area.

The survey aimed to assess satisfaction with, and priorities towards, different Council-managed facilities and services using a random and statistically valid sample. It was also designed to provide community feedback on a range of other issues including frontline service levels, perception of Council priorities, and aspects valued most about the region.

This survey was again carried out in 2018.

In 2016, attracting new business and investment (46%) and improving roads (34%) were the top mentioned priorities for Council to focus on into the future. In 2018, the top two (2) concerns were again roads and new business investment, and where the community would like to see resources directed.

(a) Governance/Policy Implications

Council has a Corporate Property Policy which aims are:

1. Facilitate effective and efficient management of Council’s property assets;

2. Establish clear principles of equity and transparency in Council’s property dealings; and

3. Ensure that all dealings in property matters relating to Council owned property are handled within legislative requirements.

Page 117 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(b) Legal Implications

The land is zoned Zone IN1 General Industrial and light industry is a permissible use with development consent. A light industry means a building or place used to carry out an industrial activity that does not interfere with the amenity of the neighborhood. The three (3) businesses would meet this definition.

Item 7.18 Item Any development applications would be considered under section 4.15 of the Environmental Planning and Assessment Act 1979.

Council’s Solicitors have recommended a sale with vendor finance mortgage and such contract of sale be reflected accordingly.

(c) Social Implications

There are no negative social implications to be considered as part of the part of this report. There will be potential positive implications through the creation of new jobs.

(d) Environmental Implications

There are no significant environmental implications as the land is cleared of vegetation and has been significantly modified by grazing over a number of years.

(e) Economic Implications

The labour market in Glen Innes has strengthened over the past four (4) years. The region’s unemployment rate was 6.3% in December quarter 2019, having trended lower since reaching a recent peak of 13.1% in December quarter 2015.

Employment growth has been particularly strong over the past year, up 16.3%.

However, despite the region’s labour market strengthening in recent years, Glen Innes’ unemployment rate has remained significantly higher than the RDA Northern Inland and NSW averages over the past nine (9) years.

(f) Asset Management

The sale of land will not impact on Council’s depreciation costs as land is not a depreciable asset.

CONCLUSION

When Council entered into the arrangements with Catch Power, it was hoped it would encourage further opportunities for additional business to establish on the land.

A key objective of Council is to attract new business and investment and such a subdivision has the potential to meet this criteria, by providing additional job opportunities for both local residents and the possible relocation of other families to our Local Government Area.

Page 118 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

RECOMMENDATION

THAT COUNCIL:

1. Lodges a Development Application for a five (5) lot subdivision on Lot 1 DP 7.18 Item 500396, Dumaresq Street in accordance with the provisions of the Environmental Planning and Assessment Act 1979.

2. On completion of the subdivision, appoints Liston Legal to undertake a contract of sale with Mr DeJong subject to vendor mortgage as outlined in this report.

3. Initially promotes the sale of the three (3) lots for industrial land in Lot 1 DP 500936 on the Glen Innes Highlands website and other suitable mediums, as identified in the body of this report.

4. Offers the three (3) lots for sale at $50,000 plus GST and that successful applicants be offered a five (5) year interest free vendor finance mortgage.

5. Requests applicants expressing interest to purchase land to demonstrate the following criteria:

• The capacity of the future development to create local employment;

• The quality of the Expression of Interest, supporting their proposed future development (for example, a well-developed, clear and realistic action plan, supported by research where appropriate and including an accurate financial plan/budget); and

• The demonstrated ability of the individual, organisation or company to deliver a development on the site in a timely manner.

Page 119

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.19 Development, Planning and Regulatory Services Directorate: Monthly Report for April 2020

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES

Author: Graham Price - Director of Development, Planning and Item 7.19 Item Regulatory Services

ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The purpose of this report is to identify statistical information in relation to activities of the Development, Planning and Regulatory Services Directorate for the month of April 2020. This report specifically covers the period from 1 April 2020 to 30 April 2020.

BACKGROUND

The Development, Planning and Regulatory Services Directorate of Council is responsible for the following key functions:

Page 120 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(a) Relevance to Integrated Planning and Reporting Framework

The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2017-2027, Delivery Program 2017-2021 and Operational Plan 2019/2020.

7.19 Item (b) Financial Considerations

Provision is made in the 2019/2020 Operational Plan and Budget to fund the activities and programs as listed in this report.

COMMENTARY

A report of statistical data will be presented to Council each month for comparison purposes, showing the previous year’s totals, and the year to date figures for the current year.

REGULATORY AND PLANNING SERVICES

Development Application (DA) Data

2019-2020 (July 19-April 20)

Total Number of DAs Determined 78 Average Determination Time (days) – All Applications 22 Average Determination Time (days) – Minor Development* 19 Average Determination Time (days) – Major Development** 35 Value of DAs $10,379,732.59 Number of Single Dwellings 18 Urban 6 Village/ 3 Large Lot Residential Rural 9 Number of Multi Unit Dwellings 3 Urban 2 Rural 1 Number of Subdivisions 6 Number of Commercial Developments 14 Number of Industrial Developments 3 Withdrawn 1

* Typically residential applications such as dwellings, sheds and alterations and additions that don’t meet the Complying Development Criteria.

** Commercial and industrial applications and applications requiring referral to Government Departments.

Page 121 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

DEVELOPMENT APPLICATIONS AND COMPLYING DEVELOPMENT CERTIFICATES: Determinations issued – April 2020

Section 4.59 of the Environmental Planning and Assessment Act 1979, as amended, precludes a challenge to the validity of consent more than three (3) months after the date of public notification of the consent. Consents are available for public inspection,

Item 7.19 Item free of charge, during ordinary office hours at Council’s Church Street office. In accordance with Section 4.59 of the Act and Clause 124 of the Environmental Planning and Assessment Regulation 2000, the following determinations are publicly notified:

DA/CDC Number Description Location

DA18/2020 * Demolish an existing dwelling and 61 Eimers Road, Shannon Detached Dual Occupancy Vale DA19/2019 * Construct Dwelling 76 Manns Lane Glen Innes DA20/2020 * Demolish existing three (3) sheds and 119 Coronation Avenue Glen erect new shed Innes DA 19/2020 * Erect Shed Severn River Road, Dundee

CDC 2/2020 * Erect Shed 9 Camp Street, Glencoe DA 23/2020 * Erect Shed 278 Meade Street, Glen Innes DA 2/2020 # Three (3) lot subdivision, Dual 139 Macquarie Street, Glen Occupancy (attached) and Carport Innes DA 40/2019 # Highway Service Centre Incorporating 64 Church Street, Glen Innes convenience store, café and associated business identification signage DA 22/2020 * Erect Carport 58 Hunter Street, Glen Innes DA 17/2020 * Alterations and Additions to 128-134 Grey Street, Glen Supermarket – canter levered awning Innes and associated signage DA 18/2019 Home Industry – Processing and 9 Camp Street, Glencoe Amend # Packaging Garlic DA 11/2020 # Intensive Livestock Agriculture 1,000 34 Pedlows Road, Glen Head Cattle Feedlot Innes DA 119/11-12 Construct Dwelling 1/56 Six Mile Road, Dundee Amend DA 9/2019 Construct Dwelling, Rural Workers 1001 Bald Nob Road, Dwelling and Farm Stay Dundee Accommodation

* Unrestricted consent may affect the environmental amenity of the area and would not be in the public interest. The development satisfies the relevant aims, objectives and provisions of both the Glen Innes Severn LEP 2012 and Glen Innes Severn DCP 2014. The application was not required to be notified in accordance with Table 2.1 of the Glen Innes Severn DCP 2014.

# Unrestricted consent may affect the environmental amenity of the area and would not be in the public interest. The development satisfies the relevant aims, objectives and provisions of both the Glen Innes Severn LEP 2012 and Glen Innes Severn DCP 2014. The application was required to be notified in accordance with Table 2.1 of the Glen Innes Severn DCP 2014.

Page 122 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Complying Development Application (CDC) Data

2019-2020 (July-April 2020)

Total Number of CDCs 10

Value of CDCs $374,250.27 7.19 Item Number of Single Dwellings 1 Urban 0 Rural 0 Village 1

Declaration of Interest by Applicant of a Development Application/Construction Certificate/Complying Development

Nature of Interest Number Received Number Received Number Received this period 2019-2020 2018-2019 (April 20) (Jul 19-April 20) (Jul 18-Jun 19) Applicant or owner is an employee of 1 3 2 GISC or a Councillor Applicant with any relationship to staff 0 1 0 or Councillor

10.7 (Zoning) Certificates Issued

Section 10.7 Certificates are issued under the provisions of the Environmental Planning and Assessment Act 1979. It is compulsory for every property sold to be accompanied by a Section 10.7 Certificate.

2019-2020 2018-2019 (July 19-April 20) (July 18-June 19)

267 325

Animal Registrations

Description of Registered Animal Number Fee TOTAL Working Dog 1 $0.00 $0.00 Desexed 6 $58.00 $348.00 Non Desexed 4 $210.00 $840.00 Recognised Breeder 10 $58.00 $580.00 Pensioner with Desexed animal 1 $25.00 $25.00 Desexed purchase from Pound/Shelter 3 $29.00 $87.00 TOTAL MONTHLY REGISTRATION 17 $1,880.00

Page 123 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

RECREATION AND OPEN SPACES

Cemeteries

A full maintenance run is being carried out through cemeteries including mowing, whipper snipping and weed spraying. Funerals are being attended to as required in

Item 7.19 Item line with current COVID -19 restrictions and funeral guidelines.

Parks and Sporting Fields

General litter clean ups are continuing weekly through the parks. The footpath edges are being whipper snipped throughout the park framework and are nearly completed. Minor vandalism has been attended to in a variety of park and open space locations.

A site has been approved for the placement of an ANZAC Memorial just north of the ANZAC dais. Further consultation with the local branch of the Returned Serviceman’s League will be required to coordinate this project moving forward and Council will be updated through this report as the project progresses.

The majority of the Council grant projects are tracking to meet their respective funding milestones. The exception being the Warwick Twigg Indoor Sports Centre. Councillors will recall this project was approved as a regional netball facility. Architect Michael Davies was appointed. Staff are working on a design, in conjunction with the stakeholder group, to ensure the facility is fit for purpose, however, more importantly can be built on budget.

Quantity surveyor costings have been received, with all three (3) options exceeding grant funding allocation. The architect is reviewing one (1) of the three (3) options provided to reduce cost within budget. Comments from stakeholders have been received and forwarded to the architect to incorporate suggestions. Soil bearing tests are being undertaken next week to allow engineers to design footing for the proposed structure.

Page 124 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Wilson Park Upgrade

Two (2) new outdoor netball courts have been completed, the canteen at Wilson Park has been upgraded and the new storage extension commenced. Preliminary levelling of the Wilson Park playing fields has been undertaken. Extensions to the Rugby Union Club House have also commenced.

7.19 Item

The new netball courts at Wilson Park

Kerry Mead Park

The new amenities building is at lock up stage and irrigation infrastructure has been completed. The new playing fields have been levelled and are awaiting the final top dress and seeding. When this project is completed, Council will be able to review the future use of Lynch Oval.

The new amenities building at Kerry Mead Park

Page 125 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Swim Centres

Glen Innes and Emmaville Swim seasons have now finished, and the facilities are closed for the winter period. The water is being treated and maintained so that it will only require being topped up leading into next season. This will ensure water conservation and responsible water use for the upcoming swim season and to reduce

Item 7.19 Item the risk of needing to fill facilities from a potentially low water supply if a long dry winter ensues.

The Glen Innes Redfins has obtained funding to upgrade the existing grandstand at the pool. This work will be completed during the off season and will be a significant enhancement to the Swim Centre.

Other Open Spaces

Under current COVID-19 guidelines, the Parks and Gardens team continue to be split into two (2) smaller teams to carry out the work schedules that address the following: • The Church Street median strip is being attended to with gardens being weeded, dead shrubs removed, and intersection sight issues being dealt with. During the winter, the gardens on the highway will also be mulched; • Courtyard maintenance and mowing has been carried out. The CBD gardens have been pruned and weeded; • Tree inspections are being carried out when time permits; and • Pruning requests have been attended to.

Town Hall Clock

The face of the clock has been restored and reinstalled> This was completed early in the year. New numerals, hands and the gold around the edge of the clock has freshened up the face of the clock. The mechanism has been restored, however, whilst undergoing checking a cog broke and had to be replaced. Further testing will be undertaken and it is anticipated that the project should be completed by June.

Town Hall Clock Face before restortion Town Hall Clock Face after restoration

Page 126 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

SALEYARDS

Council continues to hold sheep sales in line with current COVID-19 guidelines of physical distancing and only essential people attending to minimise attendance numbers. A request has been received from one of the local agents to hold a monthly store cattle sale.

7.19 Item The upgrade of the sheep selling facility and new toilets and agents’ room are progressing. It is hoped that this project will be completed by June despite a significant number of wet days since the project commenced. Erection of the yards has commenced; the canteen has been upgraded and the new amenities building has commenced.

Before Upgrade Cleared Yards

Delivery of new yard products Building New yards

With the disbanding of the Glen Innes Selling Agents Association, stock and station agents from adjoining areas will be invited to sell at the fortnightly sheep sales. Indications are that at least one additional agency will take up this offer.

New Extension off Saleyard Canteen

Page 127 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

2019-2020 Description (Jul 19-April 2018-2019 2017-2018 2016-2017 2015-2016 20)

Item 7.19 Item Fat cattle 893 11,471 7,650 8,321 10,198

Cattle 3,900 7,278 8,014 7,764 5,921 weighing Special cattle 1,897 9,422 10,337 7,116 7,118 sale Total cattle 6,690 28,171 26,001 23,201 23,237

Cattle gross $2,186,023.63 $12,833,446 $9,551,980 $17,322,082 $16,829,147 value

2019-2020 Description (Jul 19-April 2018-2019 2017-2018 2016-2017 2015-2016 20)

Fat sheep 24,292 72,143 62,658 65,268 69,312

Total sheep 24,292 72,143 62,658 65,268 61,870

Sheep $2,933,749 $7,685,449 $6,472,152 $6,519,268 $5,402,216 gross value

COMMUNITY PARTICIPATION PLAN

Council has exhibited the draft Community Participation Plan for public and community comment for 28 days. The Community Participation Plan is an invitation to the community to participate in planning and provides guidance for how the community can have a say on different types of planning documents, on a general scale (for example, draft Local Environmental Plans) or on a site-specific scale (for example, Development applications).

This exhibition period expired on 4 April 2020. Council received no feedback or comments in relation to this document, and as per Resolution 22.02/20, has now adopted the Plan.

Page 128 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

PUBLIC ART PROJECT

The “Blue Hills” project for the Meade and Church Street roundabout is progressing. The actual public art piece has been completed and is currently stored at WeirBuilt Constructions. Work commenced on construction of the concrete slab on Monday, 11 May and installation is hoped to be completed by the end of May.

7.19 Item The public art budget has been overspent due to the Wind Turbine project being included in the budget. This overspend will be offset from reserves whereby unspent funds from the public art project have been reserved to ensure that the roundabout project could be completed.

Ground View of One Structure Two (out of 4) art structures that form the design

Preparation at the Round-a-bout for the Public Art Installation

Page 129 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

ECONOMIC DEVELOPMENT

The four (4) Delivery Program Objectives for Economic Development are: 1. FACILITATE MARKET AND BUSINESS OPPORTUNITIES

Item 7.19 Item Project Name: Project Description: Project Status:

NEW Undertake a review of the Phase 1 – Completed and included ECONOMIC existing Economic in May Business Paper for DEVELOPMENT Development Strategy and Community Exhibition. STRATEGY develop a ‘Whole of Place’ AND 5-YEAR Economic Development ACTION PLAN Strategy and Action Plan to Phase 2 – Plan proposed for 2025. adoption in May Business Paper. Phase 1: Economic Analysis and Research; Phase 2: Community and Stakeholder Consultation; Phase 3: Strategy Development and Delivery Phase 4: Action Plan Development and Delivery

$150,000 LOCAL Local economic stimulus Approved at March Council meeting. 'WHY LEAVE project to boost local spend. TOWN’ CARDS Businesses will have the Business Registration program in opportunity to sign up to development. accept the cards. The delivery mechanism and amount are Distribution of gift cards via to being investigated. households being investigated. . BUY-LOCAL Council has funded the buy BiG is utilising funding provided by CAMPAIGN local campaign ‘TOTALLY Council in the 2018-19 budget. LOCALLY’ for Business in Glen (BiG) to deliver. Program commenced Business Engagement – December 2019. The Manager Economic Development (MED) is on the Program placed on hold by BiG sub-committee to help drive during April 2020 due alternative this program and its outcomes personal business commitments as well as to ensure that the during COVID-19. program ladders to the overall marketing strategy as agreed FY19-20 allocated funding under in the Instrument of review. Delegation. .

Page 130 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name: Project Description: Project Status:

BRAND LOCAL Council has funded a Crisis Course build completed 21 April CRISIS Management Course to assist MANAGEMENT local businesses during these Course promoted April and into May COURSES - difficult times. Six (6) to 12 to businesses.

FREE TO ALL module online crisis training Item 7.19 Item LOCAL program for businesses. The BUSINESS course is specifically designed to give businesses a plan on how they can adapt their businesses to not only survive this crisis but to thrive. It also teaches businesses what they must do right now to ensure they have a quick recovery once this crisis ends.

The course was offered to Council’s and is in build stage to be ready for access April/May. It is supplied by Brand Local and is focused around digital.

REMPLAN This project is to challenge the Report provided by REMPLAN. POPULATION approach of the Population PROJECTIONS Projections provided by the REMPLAN presented to GM, NSW Government Department DPPRS and MED on 16 April 2020. of Planning which have our population plummeting to Actions agreed to contact DPI for 6,600 by 2041. clarification.

REMPLAN have been MED contacted DPI 22 April 2020 for engaged to provide an response. alternative view in order to counteract the negative impact that these projections can have on local growth.

https://www.planning.nsw.gov. au/- /media/Files/DPE/Factsheets- and-faqs/Research-and- demography/Population- projections/2019-Glen-Innes- Severn.pdf

A report to Council will be provided.

Page 131 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name: Project Description: Project Status:

GRANT AND Bid Blast delivered and View here: FUNDING promoted through the following https://gleninneshighlands.com/grant OPPORTUNITIE channels: -funding-opportunities.html S BID BLAST #18

APRIL 2020 1. Facebook Item 7.19 Item 2. ED Newsletter 3. GIH news page 4. Business Support Group 5. BIG & GIHVA 6. 355 Committees 7. All staff 8. Highlands Hub

BUSINESS Business feedback View here: FEEDBACK critical to pandemic recovery - SURVEY An easy-to-complete survey https://gleninneshighlands.com/busin will guide government on how ess-feedback-critical-to-pandemic- to assist Glen Innes recovery.html businesses through a predicted downturn in economic output of over $50 million as a result of the COVID-19 pandemic, with the potential loss of around 400 local jobs.

Promoted through the following channels: 1. Facebook 2. GIH news page 3. Business Support Group 4. BIG and GIHVA 5. Highlands Hub 6. Business database

RESEARCH Research to be conducted to Approved funding at March Council INTO SOCIAL understand, measure, and meeting under Bushfire Recovery PROSPERITY improve the well-being of our Agency funding. AS A community in order to leverage FRAMEWORK from this and drive population Neighbourlytics being set up as a FOR LOCAL growth and economic supplier and their intention to PROSPERITY prosperity. This project will engage provided. (NEIGHBOURLY enable key outcomes including TICS) the development of a social Project to commence following wellbeing baseline; Neighboutlytics announcement on understanding the impact of the ‘winning’ Smart Cities Phase two programs and initiatives as program. they are implemented through cost effective and persistent measuring of change over time; provide a deeper understanding, verify assumptions, and gain new

Page 132 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name: Project Description: Project Status:

insights into our place to optimise or create new programs so as to address social wellbeing.

Item 7.19 Item This project is being delivered in partnership with Neighbourlytics.

NEHC JOINT Walcha Council is leading the MED providing support for the grant APPLICATION – submission of a joint application due for submission by 8 SOUNDTRAILS application for NEHC tourism May 2020. group to promote our National Parks to the nature-based market. Two projects are involved:

Project 1: NEHC National Park Soundtrails Visitor Attractions - $128,689 (4 soundtrails).

Project 2: NEHC Soundtrails Promotional Campaign - $120,000.

GISC EVENT An allocation for Event Support Final Operational Plan approval due SUPPORT FUND has been put forward in the in July. draft Operational Plan and Budget 2020/2021 for $40,000. Funding supplied to events asap in FY20-21. Applications closed February 28, 2020 and the following events accepted for support: 1. First Nations Festival - $10,000 2. Deepwater Races - $14,945 3. Margaret Fulton the Musical - $10,000 4. Chill In Glen - $11,000 - $2,000 for advertising expenses; $7,500 in kind for Traffic Control; $1,500 in-kind for provision of bins, removal of bins and street sweep.

Page 133 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name: Project Description: Project Status:

The following two (2) events are going into an application for Stream 1 of Regional Tourism Recovery Grant.

Should the grant not be Item 7.19 Item approved the events will be funded under Council’s Event Support Fund: 1. Glenfest - $5,000 2. Glenrock - $5,000

2. DEVELOP A STRONG BRAND FOR GLEN INNES HIGHLANDS

Project Name Project Description Project Status

GLEN INNES Optimise the Glen Innes SEO tool developed and HIGHLANDS Highlands website for SEO implemented. WEBSITE and ensure site upgrades are OPTIMISATION conducted when required. Updates to News and Events pages in Continually create and/or progress. update content. SHOP categories updated.

New Local Business Page Launched - https://gleninneshighlands.com/local- business.html

GLEN INNES Paid digital and social media Campaign live – 19/9/19 – 11/11/19. HIGHLANDS campaign to promote VISIT SOCIAL AND and LIVE in Glen Innes Campaign paused due to bushfires DIGITAL Highlands. 12/11/19 – 01/01/20. CAMPAIGN Campaign ‘where you’d rather Campaign live – 02/01/20 – 19/03/20. be’ utilised to inspire people to experience GIH. Campaign put on hold due to COVID- 19 20/03/20.

New campaign being planned to commence from July 2020 – post COVID-19 (hopefully).

GLEN INNES Monthly newsletter to Glen View here: HIGHLANDS Innes Highlands website https://gleninneshighlands.com/glen- APRIL subscribers. innes-highlands-newsletter-april- NEWSLETTER 2020.html

DNCO JOINT Destination Country and DCNO finalising the application due APPLICATION – Outback initiated a joint for submission by 8 May 2020. EVENT application to support various SUPPORT events in the region.

Page 134 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name Project Description Project Status

Glen Innes has put forward Australian Celtic Festival and Minerama for $10,000 each to fund additional marketing

activity. All information was 7.19 Item provided to DCNO to support the application.

ACF 5-YEAR A new 5-year strategic plan is TEO and Lara Gresham have STRATEGIC under development in reviewed existing plan. PLAN consideration the existing plan competes in 2020. MED and TEO are writing new plan for delivery to Council and for Public Exhibition at June 2020 Council meeting.

GLEN INNES The existing Destination Report to be submitted to Council at HIGHLANDS Management Plan is due for June 2020 Council meeting for DESTINATION renewal in consideration the adoption. MANAGEMENT plan/policy completes in 2020. PLAN The existing plan has been reviewed and a recommendation provided to Council regarding a more robust approach to the next DMP.

NEW ENGLAND The New England High Feedback collated from clubs and HIGH COUNTRY Country (NEHC) group is a brief prepared for the Car touring CAMPAIGN – joint brand and marketing HEMA MAP and delivered to Emprise ‘CAR CLUB initiative between Glen Innes, Group for design. STRATEGY’ Tenterfield, Inverell, Armidale, MARKETING Walcha and Uralla councils. Budget changes and marketing CAMPAIGN – This group works closely campaign reviewed and discussed GLEN INNES together with partners HEMA with emprise group. and Emprise group to create promotional assets and market Map in design stage with emprise, our region collectively. Each marketing campaign agreed in representative council in the principal with emprise – awaiting group is responsible for proposal. leading different marketing projects. Glen Innes is Photoshoot brief to be created for responsible for the ‘Club quote by local photographers, contact Strategy’ which involves the to be made with PR agency Amplify development of assets Me and Ebook brief to be created specifically designed for the provided to emprise May 2020. car club target market (Map and ebook) and a promotional campaign targeting car clubs. https://www.newenglandhighco untry.com.au/

Page 135 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name Project Description Project Status

New TOWN New Town Entrance signage ENTRACE was developed to replace the New Signage – aligned ot adopted SIGNAGE old brand ‘Celtic Country’ with logo and style. the new brand ‘Glen Innes

Item 7.19 Item Highlands’.

These were installed on 30 April 2020 by Danthonian Designs.

Before (front): Glen Innes Celtic Country Traditional Ngoorabl Land Before(back): nothing.

After(front): Welcome to Glen Innes Highlands (logo) Ngoorabul Country.

After (back) Glen Innes Highlands Logo

See you next time Travel Safely.

Page 136 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

3. RECOGNISE AND SUPPORT THE AGRICULTURAL SECTOR AS THE MOST SIGNIFICANT LOCAL INDUSTRY WITHIN THE LOCAL GOVERNMENT AREA.

Project Name Project Description Project Status

DISASTER Two projects submitted and GLENRAC leading Project 1 – 7.19 Item RECOVERY AND approved under the Bushfire recruited project management and RESILIANCE Community Resilience and commencing project activities. PROJECT Economic Recovery Fund • Farm Business: Kylie Falconer (BCRERF). • Community and Local Business: Rob Banham Overall theme and eligibility • Project Administration Support: alignment for Community and Kelly Walsh Small Business Disaster Preparedness workshops and COUNCIL reviewing Project 2 for consultations’. internal project management.

Project 1: Business Recovery Strategy Business Continuity Plan Business Risk Mitigation

Project 2: Community Consultation on Local Disaster Recovery Plans.

AGRICULTURAL Project originally initiated via a REGIONALITY AND GLENRAC. DIVERSIFICATION BBRF application – cancelled.

Project now funded under Bushfire Disaster Recovery Funding.

DROUGHT Application submitted Awaiting approval to grant. COMMUNITIES 1. Drought Support PROGRAM Officer GLENRAC. 2. Regenerative Agriculture GLENRAC.

BUSHFIRE Projects include: Service agreements delivered to RECOVERY 1. Key Event Support – relevant project and funds being AGENCY FUNDING Glen Innes Show. distributed following return of 2. Localised B2B agreement. Platform. 3. Local gift cards. 4. Economic Development – Agricultural Diversification. 5. Road upgrades. Ag community – community capacity – GLENRAC.

Page 137 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

4. FACILITATE GROWTH AND SUPPORT BUSINESS DEVELOPMENT

Project Name Project Description Project Status

INTEGRATION OF Integration of ATDW data to Design and functionality brief AUSTRALIAN feed through to our events provided to web developer beginning

Item 7.19 Item TOURISM DATA page, to ensure we are of April. With web developer. WAREHOUSE promoting all Glen Innes (ATDW) Highlands events and improve data input efficiencies. Addition of event pages to provide more targeted and relevant information.

TOURISM Destination NSW has provided Approved at March Council meeting. PACKAGES the direction that regional PLATFORM - tourism needs to be able to RFQ developed and three (3) quotes PROPOSAL AND provide online, bookable requested. BUSINESS CASE experiences in order to leverage the domestic and Received two (2) quotes for project international package markets. from:

Rural and Regional towns 1. Mercer Bell. have not been able to convert 2. Neucleo. the lucrative domestic and international package holiday The third request to The Strategy market due to the complexities Group was declined. of connecting people, business or services on a local Quote under review against level. selection criteria – appointment to be made in May. The logistics of creating off-the shelf online packages may be somewhat easier however we also want to be able to allow the customer to choose their experience and build their own packages.

We want to have an end-to- end seamless experience for the customer and a highly intuitive supplier interface to drive the local economy and become competitive and accessible for the packaged holiday market.

Page 138 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name Project Description Project Status

The outputs will be the following in preparation of applying for grant funding: 1. Proposal – Form, shape and define the solution to the 7.19 Item problem – with input from Manager Economic Development. 2. Business Case – Provide an evidence-based business case to be utilised for grant applications.

POP-UP Launched on the Glen Innes Ongoing social promotion of six CONFERENCES Highlands website to convert themes through the ‘Backing the AND CORPORATE opportunities via the ‘Backing Bush’ program. EVENTS the Bush’ campaign by Business NSW - Working with DNSW to add https://www.backingthebush.co Experience themes to Meet In NSW m.au/ website Experience themes: https://www.meetinnsw.com.au/ 1. Celtic Culture. 2. Fossicking Experience. 3. Aboriginal Culture. 4. Heritage Town. 5. Night Sky. 6. Renewable Energy.

View themes here: https://gleninneshighlands.com /events.html

CENTENNIAL Development of Plan of Draft Plan completed and put to PARKLANDS Management and Master Plan. Community Exhibition. MASTERPLAN Bushfire Recovery Agency Stakeholder and Community Funding – allocated to develop submissions reviewed. Stage 1 of Conference Centre/Toilets and Shared Final plan received for Council Pathways. adoption in May Council meeting.

NEW ENGLAND New England Rail trail Support for the NSW parliament to RAIL TRAIL between Armidale and Glen close the rail corridor and seek Innes to attract visitors, advice to have the track declassified community wellbeing and use & made available for the of a disused asset. development of the trail.

Business case draft Endorsement of further works to be undertaken by Regional undertaken by RDANI on the Development Australia Business Case. Northern Inland (RDANI).

Page 139 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name Project Description Project Status

Draft Business case and future $25,000 allocated into FY20-21 Maintenance responsibility Operation Plan for the determination presented to Council March of the construction costs of the Ben 2020 Council meeting – Lomond to Glen Innes section.

Item 7.19 Item adopted.

JOBS AND SKILLS We need to understand why Awaiting grant funding approval from GAPS RESEARCH we have had consistently the Building Better Regions Fund. (REGIONAL highest unemployment rate of INSTITUTE the northern inland region over AUSTRALIA / BBRF the last decade. We also have GRANT) stagnant growth in our population. This research project can deliver a critical assessment of the LGA’s economic performance that reports the main future growth factors which will impact our LGA’s workforce metrics. At the same time a research project will focus on understanding the workforce requirements based on immediate projections of new jobs and the requirements associated with retraining workers already in the community. This project helps the now and prepares us for the future. Regional Australia Institute will deliver two research projects to provide this much-needed insight:

1. “Future Factors” Strategic Planning module which will lead to the identification of a small set of what we call “Future Factors,” which if acted upon can unlock a new growth pathway; and

2. Population Drivers module which will focus on understanding the workforce requirements based on immediate projections of new jobs and the requirements associated with retraining workers already in the community.

Page 140 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Project Name Project Description Project Status

DROUGHT Application submitted Awaiting approval to grant. COMMUNITIES 1. Grey Street upgrade. PROGRAM 2. Mead Park Canteen Upgrade.

3. Showground BBQ, Tea 7.19 Item Rooms and Camper’s Laundry. 4. Deepwater School of Arts Hall upgrade. 5. Rangers Valley Boat Ramp. 6. Showground Stables. 7. Glen Innes Pony Club Storage Shed.

BUSHFIRE Projects include: Service agreements delivered to RECOVERY 1. Localised B2B relevant project and funds being AGENCY FUNDING Platform. distributed following return of 2. Grant Officer Support. agreement. 3. Local gift cards. 4. Centennial Parklands Master Plan projects. 5. Bushfire Recovery – Planning support. 6. Road upgrades. 7. Connectivity – Airport re-design and extended runway. 8. Community centre support. 9. Youth projects. 10. Arts North West and Lioness event.

Page 141 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

2019-20 Grant Applications Approved

Value of Grant Description Grant Natural Disaster Recovery Funding $1,300,000

Item 7.19 Item Drought Relief Heavy Vehicle Access $50,040 Safe and Secure Water Fund – NSW Department of Industry – $500,000 Two Bores NSW Safer Roads – Bald Knob Road Project $398,500 Stronger Country Communities Fund – Round Three (3) – Wind $87,986 Turbine Park Round 1 of the Bushfire Community Resilience and Economic $250,000 Recovery Fund (BCRERF) Fixing Country Roads – Truck Wash Stream – Glen Innes Truck $142,000 Wash Rehabilitation Regional School Holiday Activities $9,645 Drought Communities Programme – Extension Round Two (2) $1,000,000 Total Value of grants approved $3,738,171

Grant Applications Lodged and Pending Decision Value of Grant Description Grant NSW Safer Roads/Federal Black Spot program – three (3) $4,715,048 projects within the Local Government Area (LGA) (Bald Knob Road Approved) Fixing Local Roads - Round 1. NSW Government. Furracabad $900,000 Road Project Empowering Our Communities – YouthBooth Events $8,900 Fixing Country Roads – Bridges Stream – Mt Mitchell Road, $1,400,000 Mann River Bridge Building Better Regions Fund Round 2 – BBRFCIV000264 – $82,400 Community Investments Stream – Future Jobs Growth and Local Skills Gap Research Project Combating Pest and Weed Impact During Drought Program - $683,681 Combating Local Priority Weeds in a Collaborative Cooperative Coordinated Approach Regional Tourism Bushfire Recovery Grant (RTBR) – Stream 2 $350,000 – Escape Rooms Regional Tourism Bushfire Recovery Grant (RTBR) – Stream 2 $248,680 – National Park Soundtrails – Joint application with NEHC Regional Tourism Bushfire Recovery Grant (RTBR) – Stream 2 $20,000 – ACF and Minerama Events – Joint application with DCNO Total Value of Grants Lodged and Pending Decision $8,408,709

Page 142 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Grant Applications in Progress but not Lodged Value of Grant Description Grant Regional Tourism Bushfire Recovery Grant (RTBR) – Stream 1 $30,000

7.19 Item Grants Fully Acquitted 2019/2020

Grant Description Value of Grant SCCF2 – Glen Innes Tennis Court Upgrade $56,530 DCP000319 – Drought Support Officer - GLENRAC $100,000 DCP000318 – Community Drought Relief Event (Rugged $39,961 Bash) DCP000354 – King George Oval Grandstand Upgrade $117,918 DCP000243 – Apex Park Toilets - Deepwater $103,040 DCP000014 – AvData Stand Water Pipe Deepwater $50,003 DCP000219 – Melling Park Toilet $97,520 DCP000100 – Gravel Re-Sheet $360,000 DCP00317 – Wentworth Street Shared Pathway $120,194 SCCF2-0187 – Community Hall (Girl Guide Hall) $54,500 Restart NSW – Wellington Vale RD HML Assessment (Grant $8,045 approved for $60,000 – Underspend due to all bridges being suitable for heavy loads and no design work required) Regional School Holiday Activities $9,645 Total Value of Grants Fully Acquitted $1,117,356

Grants Fully Acquitted 2018/2019

Number of Grants Completed and Fully Acquitted Value of Grants 5 $436,243

Previous Financial Years’ Grant Applications

Value of Number of Grants Approved Grants 12 - 2017/2018 $1,051,535 29 - 2018/2019 $11,005,216

Page 143 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Unsuccessful Grant Applications Value of Year and number of Unsuccessful Grant Applications Grant 2018-19 6 Grants $1,837,753 2019-20 2 Grants $461,904

Item 7.19 Item Value of 2019-20 Unsuccessful Grant Applications Grant Commonwealth Home Support Program $61,904 Stronger Country Communities Fund – Round Three (3) – Skate $400,000 Park Redevelopment Total $461,904

(a) Governance/Policy Implications

There are no governance or policy implications arising from this report.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

The statistics in this report deliver information to Council on the key activities undertaken in Council’s Development, Planning and Regulatory Services Directorate for the month of April 2020.

RECOMMENDATION

That Council notes the information contained in this report.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.20 Proposed Sale of 181 Bourke Street Glen Innes

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

ANNEXURES 7.20 Item There are no annexures to this report.

ECM INDEXES

Subject Index: COUNCIL PROPERTIES: Sale of Council Properties

Property Index: 181 Bourke Street, Glen Innes

PURPOSE

The purpose of this report is to provide Councillors with the opportunity to review an outstanding resolution of Council with regard to this building.

BACKGROUND

This building has been the subject of two reports in recent years following the transfer of the former occupants (NSW Rural Fire Service) during 2019. Both of those reports dealt with the potential for the building to be used (or not) as a youth centre, with the second clarifying Council’s intention not to proceed with a youth centre within this particular building.

At the Ordinary Council Meeting held on Thursday, 28 February 2019, Council resolved the following (in part):

19.02/19 RESOLUTION

5. That Expressions of Interest be sought for the selling for 181 Bourke Street, Glen Innes and a further report be prepared for Council’s consideration once obtained.

CARRIED

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 1.1.1 ‘Consistently communicate the role of Council to the community (i.e. what Council does and does not do).’

This item also links to Council’s Delivery Program Objective EH 2.3.1 ‘Monitor the built environment around existing heritage places.’

Page 145 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(b) Financial Considerations

The building is anticipated to have a sale value between $150,000 and $200,000. Council has not allocated any anticipated income in the current budget, however, the sale of the building would return cash to the general fund in the year that the sale is finalised.

Item 7.20 Item COMMENTARY

A consideration that has delayed the implementation of the current resolution is that Council is currently exploring the co-location of staff in the near future.

Given that the land and buildings at 181 Bourke Street adjoin Council’s Church Street offices, and the Council owned VRA buildings, it may be worth considering the disposal of these properties at the same time, in the event that the Church Street offices are not required for staff.

The building at 181 Bourke Street is currently set aside as a potential location for staff during this period of COVID-19 management. A wireless link has been set up to enable staff to access the council network from the building.

The original recommendation from the first report also included a provision that Council seek expressions of interest for the lease of the building from either commercial or community organisations, however that recommendation was not adopted, and nothing was resolved at the time.

The resolution that was adopted as a result of the second report only provides for the building to be sold, and not leased or considered for community purpose.

It is recommended that Council formally defers the sale of the building until Council has resolved its direction regarding the co-location of Council staff.

When Council does seek expressions of interest to sell the property it also recommended that it seeks expressions of interest for the lease of the property as an alternative. This approach will provide Council with more options to consider at the time.

(a) Governance/Policy Implications

Council uses a public expression of interest process to maintain equity and transparency in the leasing and sale of public assets.

(b) Legal Implications

The relevant land is comprised of Lots 5 and 6 of Section A Deposited Plan 193319. Any transfer of ownership will be conducted via the NSW Real Property Act 1900.

(c) Social Implications

The alternate uses for the building will have their own unique social implications depending on the final outcome.

Page 146 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(d) Environmental Implications

The façade of the building is heritage listed and will be retained in any future use.

(e) Economic/Asset Management Implications

7.20 Item Council’s buildings were assessed in June 2018 by Scott Fullerton Valuations Pty. Ltd. the following information has been prepared by Council’s Asset staff based on that report is presented for Council’s perusal.

The building was valued at that time with a replacement cost of $1,052,000, accumulated depreciation of $780,777, and a written down value of $271,223, with a remaining useful life calculated at 30 years.

Future Use and Constraints: • Significant fencing is required to secure the property, building access, and landscaping are possible constraints; • No disability access is available to either the grounds or the building. Scoping is required to determine appropriate standards based on number of personnel and use; • External toilets are very basic and need repair or replacement to bring up to appropriate standards based on the number of personnel and use; • The building suits a residential conversion or executive office for a very small team (One (1) to four (4 people); there are poor toilet facilities and a limited number of rooms. Please note that the RFS moved due to the limitations of this site.

Council has been advised that in normal times this building could realise a sale price of $150,000 to $200,000.

CONCLUSION

Given the current COVID-19 environment and the potential need for additional office space if the risk to staff increases, it is recommended that Council holds 181 Bourke Street as alternate office space for the time being, and includes an option for leasing of the premises when expressions of interest are eventually called.

RECOMMENDATION

THAT COUNCIL:

1. Defers calling expressions of interest for the sale of 181 Bourke Street until such time as COVID-19 restrictions have passed; and

2. Also calls for expressions of interest to lease 181 Bourke Street at the future time when it calls for expressions of interest for the sale of the building.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.21 Proposed Reallocation of Capital Works Budget

REPORT FROM: INFRASTRUCTURE SERVICES Author: Sam Price - Manager of Infrastructure Delivery

Item 7.21 Item ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Budgeting ROADS: Maintenance: Bridges

PURPOSE

The purpose of this report is to firstly recommend the reallocation of funds which are currently allocated within the 2019/2020 Capital Budget that will not be completed this year due to the ongoing commitments to fire and flood affected areas within the Local Government Area. Secondly to allocate additional funds for the lease of watercart, a roller and a skid steer loader to assist with the ongoing heavy patching program into the future.

BACKGROUND

Council undertakes a significant Capital Works Program each financial year.

Due to the recent fires and floods, and the more recent impacts of the COVID19 pandemic emergency, plant commitments have restricted Councils’ ability to complete the projects budgeted for the 2019/2020 financial year.

The following eight (8) projects have already been reallocated to the 2020/2021 draft capital budget:

• Wattle Vale Intersection Upgrade $400,000 • Morven Road Re-sheeting $536,000 • Cox’s Road Bridge replacement (5150) $150,000 • Cherry Tree Road Bridge replacement (5130) $100,000 • Nant Park Re-sheeting $152,024 • Carpark Renewal $10,000 • Old Ben Lomond Causeway renewal $70,000 • Causeway Renewal Program $20,000

TOTAL: $1,438,024

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 5.1.1 ‘Optimise the road network for freight access to adopted service levels. ‘

Page 148 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(b) Financial Considerations

Council currently has $1,024,639 in capital funding for projects that will not be completed this financial year. These projects will be reallocated via a staff submission to the 2020/2021 Capital Budget. The income for the budgeted projects will be held in reserve for use in the 2020/2021 capital budget.

7.21 Item Council now has all equipment and staff undertaking regular duties and requires a team to undertake heavy patching permanently. This team is being budgeted for the 2020/2021 financial year but will require additional heavy plant to complete the work. The items of plant required are:

• 13,000 L Water Cart $266,000

Reason: Council currently has three (3) water carts on hand. These are used by two (2) grading teams and the construction team. These pieces of plant are committed full time in these teams. Heavy Patching requires water much the same as rehabilitation. Council could hire this machine, but due the permanent nature of the work the cost of hiring would soon equal the purchase of a new machine.

• 12.5T Smooth Drum Roller $145,000

Reason: Compaction is the key to heavy patching. Council currently has two (2) Dynapac rollers, that perform excellently. Both are used full time in current teams and the heavy patching program will not be successful without a dedicated roller.

• Tracked Skid Steer Loader $110,000

Reason: A skid steer enables heavy patching to be carried out more efficiently, material can be quickly cleaned up and loaded into trucks, additional material required for patching can also be spread across a patch location easily, and small patches can be trimmed and prepared. Council’s current skid steer is utilised for general maintenance tasks, emergency repair and signage installation throughout the network.

Finance quotes indicate that these three items would be funded with a consolidated lease with total repayments of $561,564 over a five (5) year period, with nil residual at the end at which time Council retains the assets. These total repayments include an amount of $40,564 in interest.

The cost equates to 59 repayments of $9,518.04 per month ($114,216 per year) that will be funded by internal hire charges from the plant fund to the heavy patching Capital Budget.

The Debt Service Ratio indicates the amount of general income that is used to repay debt and interest charges. This ratio forms part of councils’ Fit for the Future assessment. Prudent and active debt management is a key part of a council’s approach to both funding and managing infrastructure and services over the long term.

Page 149 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Debt usage can also assist in smoothing funding costs and promoting intergenerational equity.

Council’s debt service ratio over the last three years has been reducing according to the following figures:

Item 7.21 Item 16/17 4.30% 17/18 3.64% 18/19 3.12%

The NSW Fit for the Future benchmark is for the Debt Service ratio to be less than 20%, so Council is in a position to comfortably take up the additional lease without compromising this benchmark ratio.

COMMENTARY

Two additional projects will need to be reallocated to the Capital Program for 2020/2021 that will now not commence prior to the end of the current financial year.

Additionally, council has a large Capital Budget allocated for sealed road heavy patching in the coming years. To endeavour to complete these works effectively and efficiently Council requires a dedicated heavy patching team. This team will require additional plant to allow work to continue when all other capital and maintenance works are being undertaken.

Extensive heavy plant demand throughout the months of September to January due to widespread catastrophic bushfires, followed by heavy rainfall in January and February has placed significant delays on the 2019/2020 Capital Program. There is also anticipated delays as a result of COVID 19, and the affect this will have on external contractors.

As it stands, Council will not finish 10 of the projects currently allocated for this financial year, with a total value of $2,467,663. Eight (8) of these projects have already been included in the Draft Operational Plan for 2020/2021. These 10 projects will not commence at any point during this financial year. Reallocating the remaining three (3) projects to the 2020/2021 financial year at this late stage in the budget process is necessary as they will now not commence prior to the end of the current year, and therefore cannot be carried forward as genuine works in progress.

The two (2) remaining projects to be reallocated are listed in Table 1.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

GLEN INNES SEVERN COUNCIL CAPITAL WORKS PROGRAM

APPROVED PROJECT WORKS Type BUDGET 7.21 Item

SRV PROGRAM Reseal Program TBA Reseals $ 779,639.00 Local Unsealed Rural Road West Furracabad Road Resheeting $ 250,000.00

$ 1,029,639.00

Total $ 1,029,639.00

Table 1. Capital Projects that will not be completed in 2019/2020

In addition to the reallocation, Council has an extensive backlog of resealing to be completed over the coming years. To do this work Council has allocated capital funding to complete heavy patching ahead of these reseals. Best practice currently involves patching failed sections of pavement in segments to allow a reseal of these segments to extend the life of the pavement between rehabilitation.

In the first part of the 2019/2020 financial year Council undertook a heavy patching program utilising the recently purchased Asphalt Zipper and the stood down grading team. This was very successful and cost effective. It allowed several segments to be resealed producing a more even pavement for driver comfort and safety.

Council now has all equipment and staff undertaking regular duties and requires a team to undertake heavy patching permanently. This team is being budgeted for the 2020/2021 financial year and will require additional heavy plant to complete the work.

(a) Governance/Policy Implications

The Infrastructure Management Backlog Plan, along with the Risk Management Policies for Roads, provide a framework for managing Council’s road assets.

(b) Legal Implications

There are no legal implications to this report.

(c) Social Implications

The provision of a safe and economically sustainable road and network is an essential component of the social fabric of the rural community within the Glen Innes Severn Local Government Area.

Page 151 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(d) Implications

Environmental factors are considered as part of all capital works project planning and approvals are obtained in those circumstances where routine exemptions do not apply.

Item 7.21 Item (e) Economic/Asset Management Implications

Regular maintenance and timely replacement of road and bridge assets minimises the cost to Council on a whole of life basis. Heavy patching and resealing will allow Council to extend the life of its sealed assets in between rehabilitation programs. The need to defer over $2 million in asset renewals in the current year is due to exceptional and unavoidable circumstances.

(f) Risk Implications

Council has a responsibility to minimise the risk to motorists and pedestrians through road conditions.

If Council is aware of a problem that poses a risk to safety, it has a duty of care to eliminate that risk within resourcing constraints.

CONCLUSION

Due to ongoing environmental conditions Council is unable to complete all its capital commitments within the current financial year. These additional projects need to be reallocated into the 2020/2021 Capital Budget.

Additionally, Council requires three (3) plant items to complete the extensive heavy patching program that is scheduled in the current Asset Management Plan. These items of plant are recommended to be funded through a lease arrangement ultimately from the heavy patching program budget allocation in future years.

RECOMMENDATION

THAT COUNCIL:

1. Reallocates the following items from the 2019/2020 Capital Budget into the 2020/2021 Capital Budget via a staff submission to the draft Operational Plan: SRV Program • Reseal Program $779,639 • West Furracabad Re-sheeting $250,000 Total of all projects $1,029,639

Page 152 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

2. Reserves the funding for the following projects within the Infrastructure Reserve, and draws on those reserves for the 2020/2021 Capital Budget: SRV Program • Reseal Program $779,639

• West Furracabad Re-sheeting $250,000 Item 7.21 Item Total of all projects $1,029,639

3. Authorises the General Manager to negotiate and procure the following heavy plant items through appropriate five (5) year financial lease arrangements, in accordance with normal Council Procurement Policy, to be funded annually out of the heavy patching budget allocation: • 13,000L Water Cart; • 12.5T Smooth Drum Roller; • Tracked Skid Steer Loader.

Page 153

Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.22 Recommendations from the Local Traffic Committee

REPORT FROM: INFRASTRUCTURE SERVICES Author: Jai Brummell - Personal Assistant - Infrastructure Services

Item 7.22 Item ANNEXURES Annexure A Proposed Short-Term Parking Plan for Grey Street

ECM INDEXES

Subject Index: TRAFFIC AND TRANSPORT: Planning CORPORATE MANAGEMENT: Meetings – Local Community Committees

Customer Index: Local Traffic Committee

PURPOSE

The purpose of this report is for Council to consider endorsing recommendations made by the Glen Innes Severn Local Traffic Committee (LTC).

BACKGROUND

The LTC includes representation from NSW Police, NSW Roads and Maritime Services (RMS), Council, and the Member for Northern Tablelands, The Hon. Adam Marshall’s nominee. The Committee is formed to consider traffic and transport issues within the Glen Innes Severn Council Local Government Area.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective CS 3.7.10 Review the Glen Innes CBD zone for inclusive accessibility requirements.

(b) Financial Considerations

The purchase and installation of regulatory signage would incur costs of approximately $400.00.

COMMENTARY

On Monday, 6 April 2020, a member of the public highlighted the difficulties faced by customers of the two (2) pharmacies in Glen Innes in obtaining a car park close by in order to: 1. Collect prescription medications; or 2. Have pharmacy staff deliver prescription medications to their vehicles (this service is being offered by the pharmacies in the current pandemic situation).

Page 154 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

In consultation with members of the public and staff at the local pharmacies, Council’s Senior Design Officer (SDO) prepared a Short-Term Parking Plan for Grey Street, proposing two (2) options for the LTC to consider. This plan included as Annexure A.

The following unanimous recommendation was made by the LTC in relation to this matter:

7.22 Item That Option Two (2) of the proposed Short-Term Parking Plan for Grey Street, prepared by Senior Design Officer, Mike Stone, be implemented.

(a) Governance/Policy Implications

There are no policies of Council that relate to this matter.

(b) Legal Implications

Council is obliged to consider the recommendations of the LTC, which may be implemented if Council agrees. In the event that the LTC recommendations are not unanimous, or Council wishes to act contrary to unanimous LTC advice, Council must notify the Police and RMS representatives on the LTC and refrain from taking any action for a period of 14 days to allow opportunity for an appeal to the Regional Traffic Committee.

(c) Social Implications

The provision of adequate short-term parking spaces within the Glen Innes CBD will ensure accessibility requirements are met.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

The LTC duly considered those issues requiring the use of delegated authority by Council, and it is recommended that the LTC recommendations are adopted.

RECOMMENDATION

That Council approves the implementation of Option Two (2) of the Proposed Plan for Short-Term Parking for Grey Street, as unanimously recommended by the Glen Innes Local Traffic Committee and attached as Annexure A.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

7.23 Infrastructure Services: Monthly Report for April 2020

REPORT FROM: INFRASTRUCTURE SERVICES Authors: Keith Appleby - Director of Infrastructure Services Jai Brummell - Personal Assistant - Infrastructure Services Item 7.23 Item ANNEXURES Annexure A Grading Accomplishment Map Annexure B Maintenance Items Reported in April 2020 Annexure C Drinking Water Monitoring Program Results for April 2020

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The purpose of this report is to review the progress of Council’s Infrastructure Services Directorate towards completing the works objectives which have been identified as part of the 2019/2020 Operational Plan.

BACKGROUND

The Infrastructure Services Directorate of Council is responsible for the following key functions:

• The construction and maintenance of Council's civil infrastructure including roads, bridges, footpaths, drainage network and aerodrome; • The maintenance of an operational workforce; • Maintenance, acquisition and disposal of a modern light and heavy plant fleet; • Extensive support to emergency management facilities; • An engineering design office; • Operating and maintaining an Intermittently Decanted Extended Aeration (IDEA) Sewer Treatment Facility; • Operating and maintaining extensive water infrastructure including the Glen Innes and Deepwater Water Treatment Facilities; • Operating Glen Innes Aggregates Quarry producing basalt aggregate from fresh rock for concrete production, unsealed road constriction and bitumen road sealing; • Assistance and support of emergency services functions including NSW Rural Fire Service, NSW Volunteer Rescue Association and NSW State Emergency Services.

Page 156 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

(a) Relevance to Integrated Planning and Reporting Framework

The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2017-2027, Delivery Program 2017-2021 and Operational Plan for 2019/2020.

7.23 Item (b) Financial Considerations

Provision is made in the 2019/2020 Operational Plan and Budget to fund the activities and programs as listed in this report.

COMMENTARY

1. INFRASTRUCTURE DELIVERY

1.1 Regional Roads:

Roadside vegetation control and pothole patching are ongoing activities.

Construction work is underway for the rehabilitation project on Wellington Vale Road. Drainage upgrades and road realignment are underway with large amounts of cut and fill required to bring the road to the desired 7.2 metre width. Road surface works were scheduled to commence in February but were delayed by wet weather. This work recommenced in March, with sealing expected for the first week in April. Unfortunately, this timeframe has not been met due to the current COVID19 emergency. The need to involve interstate contractors to complete the stabilisation and sealing works was considered an unnecessary exposure risk. The shoulder work and drainage has been completed, with the overlay, stabilisation and sealing still to be completed. Unfortunately, this project has again been delayed. Due to the implementation of controls for the COVID 19 virus, the decision was made not to bring contractors in that could potentially bring the virus into the community. Due to this and the cold weather setting in, this project is expected to be finalised in October.

1.2 Local Sealed Roads:

Pot hole patching and vegetation control has been carried out on various roads throughout the area.

Upon completion of drainage work on the unsealed section of the road, drainage upgrade work will be undertaken from the Mann River to the Gwydir Highway on Old Grafton Road.

1.3 Local Unsealed Roads:

Local contractors have been engaged to assist with getting unsealed road maintenance grading back on schedule. During April, Ten Mile Road (from Deepwater) has been graded, along with all the unsealed roads in the Shannon Vale area.

Page 157 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Roads graded since the last report include Coxs Road, Bezzants Road, Carrot Farm Road, Tindals Road, Stonehenge Road, Hazelwood Road, Mt Slow Road, Ten Mile Road, Skeleton Creek Road, Browns Road, Donnelly Road and Eimers Road. Please refer to Annexure A which shows grading accomplishment for unsealed roads.

Item 7.23 Item Repair works and drainage work are currently underway along the unsealed sections of the Old Grafton Road.

1.4 Bridges and Causeways:

Ongoing inspections and minor maintenance works have been carried out and preparation for the 2020/2021 capital program is underway.

The designs have been received for the permanent replacement bridge over the Mann River on Old Grafton Road at Wytaliba. There are two (2) design options, one at the 1 in 10-year flood level and the other at the 1 in 50-year flood level. The approach designs are underway and once finalised, costings will be prepared, and a funding agreement will be sought. Discussions regarding funding are underway with Transport for New South Wales and is expected that the tender for this project will be issued in May. The temporary crossing has now been in place for approximately one (1) month. Feedback from residents has been excellent and the crossing is holding up very well with traffic able to pass easily and safely.

Image 1: Completed temporary crossing at Wytaliba

Page 158 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Contractor, Weir Built, has now completed the Polhill bridge upgrade project. This project included a complete replacement of the existing bridge with a new modular concrete bridge. The bridge encompasses all new concrete substructure, piers and abutments, and a single lane concrete deck. The contractor is currently undertaking some minor modifications to finalise this bridge. Once these are completed the approaches will be sealed in readiness for

the bridge opening. 7.23 Item

Construction work has commenced on the replacement of the Browns Road bridge. The old bridge has been removed and the redundant timber deck is being sold via expressions of interest. This job is being undertaken by Council’s bridge team and includes upgraded concrete abutments and a new laminated timber super structure. This bridge project will be similar to the Browns Road bridge that was replaced last year. The abutments have been excavated and the blind slab poured that the abutment will be installed upon. It is estimated this bridge will be completed by the end of May.

Image 2: Excavation work underway for the Browns Road Bridge replacement project

The contract for the replacement bridge over the Deepwater River on Ten Mile Road has been awarded to local contractor Weirbuilt. Onsite meetings have been carried out with the contractor and an environmental specialist to prepare for onsite construction. Offsite construction of modular components is well underway, with three (3) sections of deck already poured. Weirbuilt have estimated that onsite construction will commence in late May. This start date is slightly delayed due to works being finalised on the Polhill Road bridge.

Page 159 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

1.5 Town and Village Works:

Ongoing vegetation control, street sweeping, and pot hole repairs have been completed in various locations.

New CBD patterned footpath installation has been completed at the corner of

Item 7.23 Item Grey Street and Meade Street at the Imperial Hotel. This work will tie into the footpath on Grey Street that will be upgraded later in 2020.

Footpath repairs are underway on Wentworth Street between Grey Street and Church Street. This piece of footpath was in poor condition and needed replacement.

The tree beds along Grey Street between Bourke Street and Wentworth Street are being repaired. Due to the large volume of vehicles regularly traversing the tree beds, the edges of the stonework has been damaged, resulting in a trip hazard. This stone material has been removed and will be replaced with no-fines concrete.

Ongoing drainage repairs and upgrades were undertaken in the latter part of March. During March, all registered maintenance requests associated with blocked stormwater pipes within the urban areas of Glen Innes were repaired.

1.6 Sundry Debtor Works:

Minor private works are ongoing.

LOCAL ROAD AND BRIDGE MAINTENANCE EXPENDITURE

Expenditure to the end of Percent Ledger Description Budget April Complete

Sealed Urban Road 5030-2330 $340,000 $288,837 85% Maintenance Unsealed Urban Road 5033-2330 $30,000 $9,479 32% Maintenance Sealed Rural Road 5070-2330 $390,000 $326,425 84% Maintenance Unsealed Rural Road 5090-2330 $1,800,000 $1,487,733 82% Maintenance Timber Bridge 5150-2330 $60,000 $44,198 74% Maintenance TOTAL $2,620,000 $ 2,136,673 82% Table 1.1 - Local road and bridge maintenance expenditure

Page 160 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

2.0 MAINTENANCE AND WORKS REQUESTS

2.1 Status Updates on Councillor Works Requests:

Date Councillor Enquiry Location Status/Response

Submitted Item 7.23 Item Will be completed during Frendon Re-sheeting Abbotts Road 19/10/2018 the next maintenance grade.

Currently liaising with sealing contractor to organise establishment. Frendon Crack sealing Emmaville Road 16/05/2019 Experiencing delays due to ongoing commitments from contractors and the COVID 19 emergency.

Work to take place following completion of Frendon Shoulder work Wellington Vale 16/10/2019 rehabilitation project on Wellington Vale Road.

This work is scheduled to Frendon Drainage Emmaville 04/02/2020 be completed by the end of May.

High pressure gas main has been moved; corner kerb now installed. Dish drain is now installed, Drainage / Kerb / Sparks Railway Street 20/07/2017 Discussions with Guttering developer will now take place in relation to additional kerb and guttering.

Wellington Vale Sparks Line marking 03/04/2019 Capital project. Road

Wellington Vale Sparks Realignment 03/04/2019 Capital project. Road

Working to organise contractor to grade. Sparks Grading Morven Road 20/02/2020 Dangerous sections were repaired. Contractor will complete as available.

Rangers Valley Sparks Potholes 23/3/2020 Completed. Road

Sparks Potholes Hunter Street 14/04/2020 Completed.

Contractor has cleared all pipes. Drainage team still Smith Drainage Kings Plain Road 21/02/2020 to reshape inlets and outlets.

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Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020

Date Councillor Enquiry Location Status/Response Submitted

Underway. Area of concern will be captured in second round of heavy patching. Heavy patching Item 7.23 Item Smith Heavy patching Strathbogie Road 21/02/2019 has been delayed due to the extensive backlog of grading currently underway.

Smith Grading Tablelands Road 03/03/2020 Underway.

Newman Grading Wycliffe Road 09/03/2020 Completed. Table 2.1 - Works Requests Received from Councillors

Please note that all scheduling of maintenance works is subject to weather and varying demands of Council’s resources.

Council is regularly inspecting roads at the request of residents.

3.0 MAINTENANCE ENQUIRIES AND RESPONSES

3.1 Maintenance Enquiries Received:

Please refer to Annexure B, which shows all maintenance enquiries received since the last report.

Total Out of Time In Time Reports Completed Yet to be completed Completed Yet to be completed 83 6 317 0 2016 406 22% 78% 180 4 774 19 2017 977 19% 81% 55 13 622 153 2018 843 8% 92% 49 19 527 17 2019 612 11% 89% 25 8 234 69 2020 336 10% 90% Table 3.1 - Response to Maintenance Enquiries

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3.2 Response to Maintenance Enquiries:

The priority ratings, represented by P1, P2 etc. range from urgent priority (P1) to lowest priority (P6). A rating of PX represents enquiries that will not be addressed as maintenance tasks as they either require capital funding or do not fall within Council’s responsibility. Table 3.2 below provides further explanation for each priority rating, as well as the (arbitrarily set) maximum days of response for each rating. 7.23 Item

ADOPTED LEVELS OF SERVICE Max Days Priority of Examples Urban Areas Examples Rural Areas Rating Response Deep (>100mm) holes in either footpath or road; trees blocking road; Deep (>300mm) unavoidable holes in road; trees blocking road; P1 1 Very High Footpath Risks; flood waters…… flood waters…… Large nests of unavoidable potholes in road; fallen signage; lose material on roads/footpath; medium to high footpath risks, blocked Large nests of unavoidable potholes in road; severe scour in in roads drains which could lead to flooding of main area; major signage (stop (>50% of width lost); slippery sections of road…. P2 14 signs, culvert guide posts); Potholes in sealed roads; damaged signs etc.; minor signage (street Damaged culverts on class 2-4 roads; 50% of the road surface covered signs, parking signs); scour on sealed roads at kerb edges; any areas with small potholes, scour and corrugations on class 2 -4 roads; major P3 30 of water pooling in main streets of towns. signage (culvert guide posts, stop signs) Damaged culverts on class 5 -7 roads; roadside drainage obstructed/blocked culverts on class 2 -4 roads; 50% of the road Stormwater diverting onto roads due to obstructed path; minor surface covered with small potholes, scour and corrugations on class surface damage (loss of seal, cracking) on sealed roads. 5-7 roads; low lying limbs on class 2-4 roads; minor signage (street P4 180 signs); Damaged culverts on class 8 roads; roadside drainage Potholes in unsealed roads; stormwater “pooling” in table drains of obstructed/blocked culverts on class 5-7 roads; low lying limbs on un-kerbed streets; low footpath risks. P5 720 class 5-7 roads. Any works that will require large amounts of funds and/or detailed Any works that will require large amounts of funds and/or detailed planning; really low priority works that will not have any effect on planning; really low priority works that will not have any effect on P6 1,000 infrastructure if not completed in the next two years. infrastructure if not completed in the next two years. PX N/A No Maintenance Works Required No Maintenance Works Required Table 3.2 – Adopted Levels of Service

4. INTEGRATED WATER AND SUSTAINABILITY SERVICES

4.1 Water Quantity and Quality:

As at the 30 April the Beardy Weir has recovered to 100% full, from 90% on 31 March. This was due to small amount of rain falling in the catchment and reduced pumping to facilitate works at Eerindii Ponds. The Eerindii Ponds were 62% full at 29 April with traces of blue-green algae. Operation of the Powder Activated Carbon (PAC) system has been running since 27 April to control the effects of Blue-green Algae. The Deepwater Weir is 100% full.

The New South Wales (NSW) Health Drinking Water Monitoring Program Result Summary Report is included as Annexure B. This report shows that 100% of the samples provided were within the Australian Drinking Water Guidelines (ADWG) for chemistry and microbiology.

On Thursday, 5 March 2020, the Glen Innes Severn Local Government Area (LGA) moved to level three (3) water restrictions. This includes the use of town water from the Glen Innes and Deepwater water supply systems such as water carted to the villages. Level three (3) water restrictions will remain in place until the Eerindii Ponds reach 90% full, per the recently reviewed Drought Management Plan.

Regular messages regarding water restrictions are being communicated through local media, Council’s website and Facebook page.

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The Truck Wash at the Glen Innes Saleyards remains open to support local business. Funding for the upgrade of the Truck Wash has been approved and the planning phase will commence in the coming months.

To improve water reserves, pumping to the South and North Ponds continued until 19 April, before ceasing to facilitate the installation of a new transfer pipe

Item 7.23 Item between the South and North Eerindii Ponds. This new pipe will increase the flow from the current maximum of 40 litres per second to approximately 140 litres per second under gravity, and negate all costs associated with pump hire, fuel and maintenance. Water transfer is likely to recommence in early May.

Image 1: New transfer pipe between the South and North Eerindii Ponds (inlet at South Ponds)

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Item 7.23 Item

Image 2: New transfer pipe between the South and North Eerindii Ponds (outlet at North Ponds)

4.2 Water:

The following works were carried out during April 2020: • Water leaks were repaired at the following locations: o 51 Pitt Street; o 82 Macquarie Street; and o 1 Young Street. • A water meter was reconnected at 16 Tenterfield Street, Deepwater; • 250m of 25mm poly pipe was renewed around the lawn section at the Glen Innes Cemetery replacing existing pipework; • 185m of 100mm Blue Brute water main has been laid in Railway Street between Lang Street and Wentworth Street; • 96m of 200mm poly pipe has been under bored at the intersection of Meade Street and Church Street by contractors Superior HDD; • A total of 276m of 315mm poly pipe has been under bored by contractors Superior HDD at the following locations: o Oliver Street and Church Street roundabout (southern side); o Oliver Street at the Rocky Ponds Creek (southern side); o Between the South Pit and the North Pit at Eerindii Ponds.

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• Water meter re-reads were carried out; • The three (3) sand filters at the Water Treatment Plant were pressure cleaned and chlorinated; • The water meter replacement program continued as resources allowed;

Item 7.23 Item • Special water meter reads were completed on request; • All customer works requests were attended to in a timely manner.

4.3 Sewer:

The following works were carried out during April 2020: • Sewer chokes have been cleared at the following locations: o 254 Bourke Street; o 62 Oliver Street; and o 2A Young Street. • Stormwater cleaning was carried out at Glen Innes High School as a private works project; • The catch balance tank at the Sewerage Treatment Plant was cleaned out; • Grit has been removed from the inlet to the Sewerage Treatment Plant using the vacuum truck; • The sewer pumping stations have been cleaned on a regular basis.

5. GLEN INNES AGGREGATES

The total Year to Date (YTD) revenue at 30 April 2020 is $2,225,182 (exclusive of GST). Expenditure is high due to several crushing campaigns taking place from July to September 2019 to supply Council’s gravel re-sheeting projects. Increased stock on hand values are not captured in the revenue figure, however a stocktake is being undertaken during May using aerial survey that will bring this data in.

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Item 7.23 Item

During April at Glen Innes Aggregates (GIA) overburden has been stripped back at the southern end of the West Pit, exposing rock that will be processed into a lower grade road base to be blended at a later date. This stripping back will allow the construction of a second road into the working pit. Contractors BMR Quarries have continued crushing, screening and stockpiling targeted aggregates which have been in constant demand for resealing and concrete works. A more permanent road has been constructed into the Northern Pit so drilling can commence for a water transfer pipe between the South Pit and North Pit. This road will also provide safer access to the water level in the North Pit.

Truck and dogs have delivered 3,200 tonnes of Densely Graded Base (DGB) 20 to the New England Highway Grahams Valley Project for Roads and Maritime Services (RMS), along with 300 tonnes of precoated aggregates.

Gravel resheeting has recommenced on Pinkett Road with recent rain fall allowing access to water for road construction. Truck and dogs delivered just over 8,000 tonnes out of the Fishers Road Pit for this resheeting project during April. A trial run of material from a pit located near the southern end of Pinkett Road saw 1,200 tonnes of material delivered to a nearby section. Results will be monitored to determine if the material will be a suitable option for more resheeting nearby.

6. PLANT AND EQUIPMENT

The following works were carried out during April 2020: • 2202 – John Deere: Carry out 1,500hr service; • 2362 – Dynapac: Carry out 1,250hr service; • 1113 – Isuzu street sweeper: Check operation of DPF; • 1315 – Toro: Replace bent valves; • 1206 – John Deere: Carry out 4,000hr service; • 5214 – Volvo: Replace starter motor; • 2156 – Lusty: Replace hydraulic hose and replace two (2) brake boosters;

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• 2215 – JCB: Carry out 4,500hr service; • 2109 – Volvo: Replace blown power steer hose and exhaust flex pipe; • 2107 – Hino: Carry out service; • 1108 – Volvo: Replaced leaking park brake valve;

Item 7.23 Item • 1302 – New Holland: Replace hydraulic hose; • 1210 – Komatsu WA500: Carry out 11,000hr service; • 2205 – Volvo: Replace hydraulic hose; • 1122 – Isuzu: Replace batteries; • 1214 – JCB: Carry out 1,000hr service; • 2314 – Toro: Carry out service; • 1108 – Volvo: Replace blown hydraulic hose; • 5214 – Volvo: Replace broken drive shaft; • 2101 – Volvo: Replace exhaust flex pipe and power steer hose; • 2105 – Hino: Replace batteries; • Fire extinguisher inspections; • Ongoing servicing and repairs to Rural Fire Service (RFS) fleet; • Ongoing general maintenance and servicing on light vehicles and small plant items.

7. EMERGENCY MANAGEMENT

Council staff have been diverted from regular duties to provide support services for the recovery phase of the Bushfire emergency declared under Section 44 of the Rural Fires Act 1997, the local flood damage from December and January rains, and the preparation / response phase of the COVID19 emergency.

Council’s Local Emergency Management Officer (LEMO) function has been performed by Council’s Technical Support Coordinator, Cameron MacLachlan. This position supports the Local Emergency Operations Controller (LEOCON) by coordinating all supporting agency activity through the Emergency Operations Centre (EOC), Local Emergency Management Committee (LEMC), and smaller ad-hoc working groups.

(a) Governance/Policy Implications

Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures, including the adopted Schedule of Unsealed Maintained Roads.

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(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

Asset maintenance and renewal work is performed to manage public hazards 7.23 Item and asset performance. Where feasible, maintenance and renewal activities are scheduled to minimise social impacts.

(d) Environmental Implications

Capital works are designed, and operational staff members have received training to assess and minimise the environmental impact of work activities.

(e) Economic/Asset Management Implications

Works are scheduled to fully utilise all funds allocated to capital and maintenance projects, to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION

The statistics provided in this report provides information to Council on the key activities undertaken within Council’s Infrastructure Services Directorate for the month of April 2020.

RECOMMENDATION

That Council notes the information contained in this report.

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8 NOTICE OF MOTIONS / RESCISSION MOTIONS / QUESTIONS WITH NOTICE

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9 CORRESPONDENCE, MINUTES, PRESS RELEASES

9.1 Status Report regarding Councillor Enquiries

REPORT FROM: GENERAL MANAGER’S OFFICE 9.1 Item Author: Debbie Duffell - Executive Assistant

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting.

PURPOSE

The purpose of this report is to provide an update regarding the status of Councillor enquiries.

BACKGROUND

Following the adoption of the Councillor Access to Staff and Premises Policy in October 2018, Councillors are required to lodge their enquiries with the General Manager on the Councillors’ Enquiry Form.

(a) Relevance to Integrated Planning and Reporting Framework

Council’s Operational Plan sets out the capital projects and maintenance works to be undertaken during the financial year.

(b) Financial Considerations

Financial considerations for each enquiry will be taken into consideration during the assessment/investigation process.

COMMENTARY

Shown below is the list of outstanding Councillors’ enquiries that have been received since the implementation of this procedure up until the end of April 2020:

Date Councillor Enquiry Comments / Status Received Site visit organised on Wednesday 5/3/20 Cr D Newman Request to visit Owen 22 April for those Councillors wishing Pedlow’s feedlot to undertake a site visit. Completed.

29/4/20 Cr C Sparks Entrance Signs – why were Details of the upgraded entrance Councillors not notified? signs will be included in the May Why has Glen Innes Severn 2020 monthly report from been negated? Costs Development, Planning and Regulatory Services. Progressing.

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Note: Once matters have been reported to Council as being completed, they will be removed from this list.

(a) Governance/Policy Implications

Item 9.1 Item In line with the Councillor Access to Staff and Premises Policy, Councillors are required to lodge enquiries on the Councillors’ Enquiry Form or the Councillors’ Request for Maintenance Form.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic and/or asset implications arising from this report.

CONCLUSION

The current status of the Councillors’ enquiries is documented above.

RECOMMENDATION

That Council notes the information contained in this report.

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9.2 Correspondence and Press Releases

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Records Supervisor

9.2 Item

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The following reports, publications and press releases have been received and are available on request:

Correspondence • Big River Group – Fire Affected Communities; • Glen Innes Health Service – COVID-19 update; • Federal Member for New England, The Hon. Barnaby Joyce – media alert; • Local Government NSW – newsletters and updates; • Local Government Professionals – newsletter; • Local Land Services Northern Tablelands – COVID-19 update; • Member for Northern Tablelands, Minister for Agriculture and Western New South Wales, The Hon. Adam Marshall - newsletters and media alerts; • Office of Local Government – Minister’s messages, circulars and COVID-19 updates; • Talking Aged Care – COVID-19 update; • Tennis NSW – COVID-19 update; • The Salvation Army – Drought Community Support Initiative. Press Releases • Arts North West; • Department of Communities and Justice; • Essential Energy; • Federal Member for New England, The Hon. Barnaby Joyce; • Local Government NSW; • McLean Care Inverell; • Member for Northern Tablelands, Minister for Agriculture and Western New South Wales, The Hon. Adam Marshall. Publications • LG Focus – April 2020.

All the above reports and press releases were sent by email to each Councillor for their information as they were received.

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RECOMMENDATION

That Council notes the information contained in this report. Item 9.2 Item

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9.3 Minutes of Council Community Committee Meetings for Information

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Records Supervisor 9.3 Item

ANNEXURES Annexure A Glen Elgin Federation Sports Committee 1/3/2020 Annexure B Youth Advisory Committee 24/2/2020

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council

PURPOSE

The minutes listed as annexures above have been received from committees of Council for the information of Council.

RECOMMENDATION

That Council notes the information contained in this report.

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10 REPORTS FROM DELEGATES

10.1 Reports from Delegates

REPORT FROM: GENERAL MANAGER’S OFFICE Item 10.1 Item Author: Debbie Duffell - Executive Assistant

ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council

PURPOSE

As a result of the COVID-19 restrictions, Section 355 Community Committees of Council were requested to cancel their meetings during April 2020.

Name of Committee Councillor Delegate(s) Date Australian Standing Stones Management Cr Price, Cr Toms 15/4/20 Board meeting (replaced with email report and exchange).

The following is a list of meetings and functions attended by Councillors during April 2020:

Date Name of Councillor Name of Meeting / Function attended Cr Sparks (Mayor) Webinar – The Hon. Brad Hazzard 1/4/20 Phone call – McArthur NSW 6/4/20 LEOCON 7/4/20 Phone call – Governor General re Bushfire 9/4/20 Recovery LEOCON 14/4/20 Teleconference – Bushfire Recovery – Ross 21/4/20 O’Shea Meeting with Owen Pedlow 21/4/20 Webinar – COVID-19 22/4/20 Online test for Ordinary Council meeting 22/4/20 Pre-meeting Briefing Session 23/4/20 Ordinary Council Meeting 23/4/20 Media event with The Hon. Adam Marshall 28/4/20 regarding Recovery Pods, Saleyards, Truck Wash and Mead Park

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Date Name of Councillor Name of Meeting / Function attended General Manager’s office 29/4/20 Webinar – LGNSW Planning 30/4/20

Cr Frendon Online test for Ordinary Council meeting 22/4/20 Item 10.1 Item Pre-meeting Briefing Session 23/4/20 Ordinary Council Meeting 23/4/20 Cr Price Online test for Ordinary Council meeting 22/4/20 Ordinary Council Meeting 23/4/20 Cr Smith Meeting with Council staff to set up laptop for 17/4/20 Teams meetings Pre-meeting Briefing Session 23/4/20 Ordinary Council Meeting 23/4/20 Ongoing representation and dialogue with the Ongoing General Manager and Directors on behalf of concerned ratepayers with issues within the Local Government Area Cr Toms Australian Standing Stones Management Board 15/4/20 meeting (replaced with email report and exchange) Online test for Ordinary Council meeting 22/4/20 Ordinary Council meeting (online) 23/4/20

RECOMMENDATION

That Council notes the information contained in this report.

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11 MATTERS OF AN URGENT NATURE

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12 CONFIDENTIAL MATTERS

CLOSED COUNCIL To consider Confidential Reports (Section 10A(2) of The Local Government Act 1993) Where it is proposed to close part of the Meeting, the Chairperson will allow members of the public to make representations to or at the meeting, before any part of the meeting is closed to the public, as to whether or not that part of the meeting should be closed to the public. The Chairperson will check with the General Manager whether any written public submissions or representations have been received as to whether or not that part of the meeting should be closed to the public. The grounds on which part of the Council or Committee meeting may be closed to the public are listed in Section 10A(2) of the Local Government Act 1993 and are as follows: (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) during the receipt of information or discussion of information concerning the nature and location of a place or an item of Aboriginal significance on community land, (i) alleged contraventions of any code of conduct requirements applicable under section 440. Section 10A(3) of the Act provides that 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. Section 10B(3) of the Act provides that if a meeting is closed during discussion of a motion to close another part of the meeting to the public (as referred to in section 10A(3) of the Act), the consideration of the motion must not include any consideration of the matter or information to be discussed in that other part of the meeting (other than consideration of whether the matter concerned is a matter referred to in section 10A(2) of the Act). Section 10B(1) of the Act provides that a meeting is not to remain closed to the public during the receipt of information or the discussion of matters referred to in section 10A(2): (a) except for so much of the discussion as is necessary to preserve the relevant confidentiality, privilege or security, and (b) 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 - unless the Council or committee concerned is satisfied that discussion of the matter in an open meeting would, on balance, be contrary to the public interest. For the purpose of determining whether the discussion of a matter in an open meeting would be contrary to the public interest section 10B(4) of the Act states it is irrelevant that: (a) a person may interpret or misunderstand the discussion, or (b) the discussion of the matter may: (i) cause embarrassment to the Council or committee concerned, or to councillors or to employees of the council, or (ii) cause a loss of confidence in the Council or committee.

Page 179 Glen Innes Severn Council – Open Ordinary Meeting – 28 May 2020 RECOMMENDATION That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 10A(2) of the Local Government Act 1993: Item Report Reason 12.1 Possible Purchase of 205 (c) information that would, if disclosed, Hunter Street, Glen Innes confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

12.2 Proposed Water Supply (c) information that would, if disclosed, Upgrade - Expansion of confer a commercial advantage on a Eerindii Ponds Project person with whom the Council is conducting (or proposes to conduct) business.

12.3 Code of Conduct Matters (i) alleged contraventions of any code of referred back to Council conduct requirements applicable under from the Office of Local Section 440. Government (OLG) for Consideration and Determination

The following two recommendations will also be put to the Closed Council:

RECOMMENDATION That Council moves out of Closed Council into Open Council.

RECOMMENDATION That the Confidential Closed Council Resolutions be recommended for adoption to the Ordinary Meeting of Council.

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