I hereby give notice that an Ordinary Meeting of Council will be held on:

Date: Monday, 13 August 2018 Time: 5pm Location: Chambers, Stratheden Street, Kyogle

AGENDA

Ordinary Council Meeting

13 August 2018

Graham Kennett General Manager

ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

Dear Councillor,

In accordance with the provisions of the Local Government (General) Regulation 2005, you are hereby notified of the following Ordinary Council Meeting to be held at the Kyogle Council Chambers, on Monday 13 August 2018, at 5pm.

DECLARATION OF PECUNIARY INTEREST Councillors and Senior Staff are reminded to consider whether a Pecuniary Interest exists in any matter on the Agenda for this Meeting or raised during the course of the Meeting. The term "Pecuniary Interest' should be extended to include possible "conflicts of interest” and immediately declared prior to discussion of the Agenda item. Where a direct or indirect pecuniary interest exists, the member must refrain from commenting on or voting on the subject matter and must leave the Chamber.

BUSINESS Item 1 Apologies Item 2 Opening Prayer Item 3 Traditional Lands Acknowledgement Item 4 Declaration of Interests Item 5 Question Time Item 6 Public Access Item 7 Confirmation of Minutes Item 8 Mayoral Minute Item 9 Notices of Motion Item 10 Questions with Notice from Councillors Item 11 Reports from Delegates Item 12 Information Reports Item 13 Assets and Infrastructure Services Reports Item 14 Environmental and Planning Services Reports Item 15 General Manager’s Reports Item 16 Urgent Business Without Notice Item 17 Questions for Next Ordinary Meeting Item 18 Confidential Business Paper

GRAHAM KENNETT GENERAL MANAGER

Page 3 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

COUNCIL PRAYER

"Almighty God, Ruler of all the Nations, we ask for your blessing upon this Meeting of Council.

Give us your wisdom to work in harmony and direct and prosper all that we do to the advancement of your glory and the true welfare of the People of the Council Area.

AMEN

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Adopted by Council on October 21, 1991. Resolution 91 /G 1159

Note: Council Policy is for the Mayor or Chairperson to lead the Council Meeting in the Prayer at the start of the first Meeting of the day.

Council acknowledges that this meeting is being held on the Traditional Lands of the Bundjalung people and we acknowledge elders, both past and present.

Adopted by Council on 11 December 2006. Resolution 111206/21

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DISCLAIMER The advice or information contained within the Minutes enclosed with this Business Paper is given by the Council without liability or responsibility for its accuracy. Reliance cannot be placed on this advice or information until the Minutes have been duly accepted as an accurate record and confirmed by Resolution of Council.

GRAHAM KENNETT GENERAL MANAGER

Page 4 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

5.7 Question Time (Council Policy) A public Question Time session is scheduled following the Declaration of Interests as part of the Ordinary Meeting. This session allows residents to ask questions of Councillors or Management on any issue without prior notice.

Each speaker has a maximum allowable time of 5 minutes.

If a response to a question is not able to be provided during question time, the speaker should be requested to put their question in writing and a written response will be provided in due course and tabled at the next available Council meeting.

The Chair has the right to refuse any question, to refuse to take any further questions from an individual or to cut short the session.

Speakers are not to debate answers.

Speakers are not to make any insulting or defamatory statements, and to take care when discussing other people’s personal information (without their consent).

The maximum duration of this session is 30 minutes.

5.8 Public Access (Council Policy) That Public Access be scheduled for all Ordinary Meetings of Council.

A maximum of 30 minutes is allowed for the Public Access segment.

Individual residents concerned about a particular issue may make application for public access and are required to register with the General Manager by phone or in writing by the close of business on the working day preceding the meeting day; and include the subject matter of the matter proposed for discussion.

The General Manager, in consultation with the Mayor will consider each application for public access on its merit.

Residents will not be granted more than one public access request each calendar year (except where the subsequent request(s) directly relate to an item on the agenda for the meeting at which public access is requested).

No more than two speakers for a subject will be permitted at any meeting.

If granted Public Access by the General Manager, the individual resident will be allowed five (5) minutes to address Council with an extension of five (5) minutes for Councillors to direct questions to the speaker.

Applicants who submit an application outside the above times will generally be refused, however, where unusual circumstances exist, the Mayor may at his/her discretion, advise the Council that a public access application has been received and Council has the option to grant public access.

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ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

Order Of Business

1 Apologies ...... 9 2 Opening Prayer ...... 9 3 Traditional Lands Acknowledgement ...... 9 4 Declaration of Interests ...... 9 5 Question Time ...... 9 6 Public Access ...... 9 7 Confirmation of Minutes ...... 10 7.1 Council Report - 9 July 2018 ...... 10 8 Mayoral Minute ...... 11 Nil 9 Notices of Motion ...... 12 9.1 Notice of Motion: Cr Janet Wilson - Renew Our Libraries ...... 12 9.2 Notice of Motion: Cr Hayden Doolan - Resources to Deliver Drought Relief ...... 19 10 Questions with Notice from Councillors ...... 21 10.1 Questions From The Last Council Meeting ...... 21 11 Reports from Delegates...... 22 11.1 Delegate's Report: Cr Lindsay Passfield - Legume to Woodenbong Road Upgrade ...... 22 11.2 Delegate's Report: Cr Danielle Mulholland - Country Mayors' Association ...... 25 12 Information Reports ...... 33 12.1 Monthly Finance Report - July 2018 ...... 33 13 Assets and Infrastructure Reports ...... 39 13.1 Purchase of Plant ...... 39 14 Planning and Environment Reports ...... 42 14.1 Kyogle Mountain Bike Trail Development Strategy - Adoption ...... 42 15 General Manager’s Reports ...... 44 15.1 Local Government NSW Annual Conference 2018 ...... 44 15.2 Yowie Country Rally ...... 46 15.3 New Common Seal ...... 48 15.4 June 2018 Quarterly Budget Review ...... 50 15.5 Related Party Disclosure Policy ...... 52 16 Urgent Business Without Notice ...... 53 17 Questions for Next Ordinary Meeting ...... 53 18 Confidential Business Paper ...... 53 Nil

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ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

1 APOLOGIES

Cr John Burley has formally requested a leave of absence for this meeting.

2 OPENING PRAYER

3 TRADITIONAL LANDS ACKNOWLEDGEMENT

4 DECLARATION OF INTERESTS

5 QUESTION TIME

6 PUBLIC ACCESS

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7 CONFIRMATION OF MINUTES

7.1 COUNCIL REPORT - 9 JULY 2018

Author: Executive Assistant Authoriser: General Manager Attachments: 1. Minutes of the 9 July 2018 Ordinary Council Meeting (under separate cover)

SUMMARY / PURPOSE This report presents the minutes of the Ordinary Council meeting held on 9 July 2018 to Council for confirmation.

RECOMMENDATION That Council confirms the minutes of the Council meeting of 9 July 2018.

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8 MAYORAL MINUTE

Nil

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9 NOTICES OF MOTION

9.1 NOTICE OF MOTION: CR JANET WILSON - RENEW OUR LIBRARIES

Attachments: 1. Notice of Motion - Cr Janet Wilson

RATIONALE I am calling on Councillors to support the NSW Public Libraries Association and Local Government NSW in their advocacy to State Government for additional funds for public libraries. Kyogle Council has continued its commitment to, and investment in, library services over the past decade. This financial year alone the Council will contribute $329,818 to the Richmond Upper Clarence Regional Library for the Kyogle library and mobile library service. While councils receive funds from State Government, these have gradually declined. In 2015/16, State funding for public libraries covered only 7.5% of the total costs of operating the 368 libraries across NSW. The level of State Government funding for NSW public libraries has reached crisis point. This is an historic issue that has been ignored by successive NSW governments. The key issues are that: • NSW public libraries receive the lowest per-capita funding from their State Government compared to all other states in • NSW councils are currently paying 92.5% of the costs to operate public libraries, up from 77% in 1980 • In 2015-16, NSW State Government funding for public libraries was only $26.5 million compared to a contribution of $341.1 million from Local Government. NSW councils are paying 12 times more than the State Government to provide library services to their communities. • The total funding available through the NSW Public Library Funding Strategy is not indexed to population growth or consumer price index (CPI), thereby contributing to the ongoing attrition of State Government funding. • The 2018-2019 State Budget delivered a 5% cut to current funding and cut access to all infrastructure funding for metropolitan areas • Physical and virtual visitation, library borrowing and participation in library programs continue to increase year on year. • Libraries play a major part in supporting the achievement of government literacy targets. • Libraries provide collections, programs and spaces for marginalised groups including older people, refugee and multicultural communities, and people who are digitally disadvantaged.

In 2011, the NSW State Government made a pre-election commitment to comprehensively review the level and allocation of funding for NSW public libraries. The Library Council of NSW worked with the NSW Public Libraries Association and the State Library of NSW to develop an evidence- based submission. The resulting submission Reforming Public Library Funding, recommending a fairer, simpler and more transparent method for the distribution of funds, was presented to the State Government in October 2012. Despite the undertaking of the State Government to comprehensively review funding for its public libraries, the recommendations of Reforming Public Library Funding were ignored and the funding model was neither reviewed nor improved. In 2016, the then Minister for the Arts, the Hon. Troy Grant, undertook to review the matter of State Government funding for NSW libraries at the conclusion of the Fit For the Future program. It can be reasonably assumed that Fit For the Future has concluded, yet there has been no review of library funding nor any mention of libraries in the Government’s pre-election undertakings. At the 2016 LGNSW Conference, the Premier Mike Baird committed to reviewing library funding.

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The NSW Public Libraries Association has joined forces with Local Government NSW to establish a library funding advocacy initiative in the lead up to the 2019 NSW State election. The Renew Our Libraries strategy will be rolled out over the next eight months to persuade the Government that its network of 368 public libraries has reached a funding flashpoint that, without significantly increased and sustainable funding, is at risk of imminent service reduction. The success of this approach relies heavily on the support of NSW councils, their libraries and their communities. It should be noted that the following motion (submitted by the Blue Mountains City Council) was unanimously endorsed at the Local Government NSW 2017 Conference:

That Local Government NSW works with the NSW Public Libraries Association (NSWPLA) to develop a strategic partnership to: a) increase public awareness of the multiple roles that Local Government Public Libraries play in supporting the educational, social, cultural and economic outcomes in local communities b) advocate, in the lead up to the March 2019 State election, for improved State Government funding for Local Government Public Libraries in NSW to enable public libraries to meet the growing needs of our local communities.

As previously noted, this is not a party-political issue as every government since 1980 shares the blame for the current funding situation. Nevertheless, it is worth noting that the NSW Opposition released its Library Funding Policy on 26 March 2018 with an undertaking to increase overall funding to all suburban and regional NSW public libraries by $50 million in the first term of government. This is a very significant pledge insofar as it is the first policy from any political party in recent history that undertakes to provide a significant and specified increase in state funding for public libraries.

NSW public libraries are governed by the Library Act 1939, a legislative instrument that was initially introduced to ensure the provision and ongoing sustainability of libraries through State Government and Local Government collaboration, and providing up to 50% of the funding required to establish and operate libraries. Since then, local government has increasingly carried the funding burden with the situation deteriorating significantly since the 1980s. As a result, there are examples of attrition in library staffing, opening hours, collections, services and programs in a number of councils across the state. Disappointingly, the 2018-19 NSW State Budget delivered a 5% cut to current library funding and cut access to all infrastructure funding for metropolitan areas. The State Government has completely ignored the recommendation of its own expert panel, the Library Council of NSW which, in consultation with the State Library of NSW and the NSW Public Libraries Consultative Committee, recommended an increase in public library funding to $30 million in 2018-19. The public library grant funding component, which has been a budget inclusion for many years, has been scrapped entirely. This component financed a competitive grant project which has part- funded countless library infrastructure and service projects over many years. The NSW public library network is at serious risk. Neither this Council nor the broader NSW Local Government sector can continue with the high degree of uncertainty about the level of ongoing State Government funding for public libraries. I am recommending that we support urgent action from the NSW local government sector and NSW Public Libraries Association / Local Government NSW, to reverse the ongoing deterioration of state funding for public libraries to ensure that local councils will not be forced to continue meeting the funding shortfall. Staff comment Further information on the renew our libraries campaign can be found at; http://renewourlibraries.com.au/ The 2018/19 subsidy amount for Kyogle Council libraries was a small increase from what was originally in our Long Term Financial Plan, and a 3% increase from the 2017/18 amount.

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Council was also successful in obtaining a grant of just under $100,000 for the refit of the Kyogle library in 2018, and this project will be completed in the 2018/19 financial year. It is unclear at this stage what impact the changes in library subsidy funding may have in future years.

MOTION That Council; 1. Endorse the NSW Public Libraries Association and Local Government NSW library funding advocacy initiative, Renew Our Libraries. 2. Make representation to the local State Member, Thomas George MP, in relation to the need for additional funding from the NSW State Government for the provision of public library services. 3. Write to the Hon. Don Harwin, Minister for the Arts and the Hon. Walt Secord, Shadow Minister for the Arts, calling for bi-partisan support for the provision of a significant increase in state funding for NSW public libraries, supported by a sustainable future funding model. 4. Take a leading role in activating the campaign locally. 5. Endorse the distribution of the NSW Public Libraries Association and Local Government NSW library funding advocacy initiative information in Council libraries, as well as involvement in any actions arising from the initiative. 6. Formally advise the NSW Public Libraries Association and Local Government NSW that Council has endorsed the library funding advocacy initiative.

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9.2 NOTICE OF MOTION: CR HAYDEN DOOLAN - RESOURCES TO DELIVER DROUGHT RELIEF

Attachments: 1. Notice of Motion - Cr Hayden Doolan

Staff comment The motion provides clear direction on the nature and extent of the resources required to take effect to the resolution and the budget implications. Council staff would work closely with external groups that are operating in this area to ensure that the proposed delivery was directed towards those in the most need.

MOTION That Council authorises the utilisation of Council resources to arrange for the delivery of a truck load of donated hay and a truck load of water to assist drought affected farmers in the central west region of NSW with the cost of approximately $2,000 to be charges to Council's plant operations budget.

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10 QUESTIONS WITH NOTICE FROM COUNCILLORS

10.1 QUESTIONS FROM THE LAST COUNCIL MEETING

Author: General Manager Authoriser: General Manager Attachments: Nil

The following questions on notice were received from Councillors Janet Wilson and Lindsay Passfield.

Question - Cr Janet Wilson There have been several things happen around this agenda that make we wonder about the workshopping process. These things probably would not have happened if Councillors had a better understanding of process around how legal things operate and how planning systems work. I am wondering how we can use our workshop time better to engage councillors in learning about and understanding better the processes that the organisation needs to go through to achieve certain outcomes? Councillors have not been able to access the capability/capacity building survey. Can we have a workshop where we can all go through it together with our IPad?

Response The August Councillor Workshop is to include a session from Local Government NSW around the Local Government Capability Framework and the self-assessment tool provided for elected representatives. This process will provide valuable feedback that will guide the future priorities for the professional development of the elected representatives in their role as Councillors.

Question - Cr Lindsay Passfield In relation to the easement issue that we have previously dealt with in confidential, can we know what progress there has been on this issue?

Response An update on this matter was provided to Councillors under separate cover on 23 July 2018.

RECOMMENDATION That Council receives and notes the report, Questions From The Last Council Meeting.

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11 REPORTS FROM DELEGATES

11.1 DELEGATE'S REPORT: CR LINDSAY PASSFIELD - LEGUME TO WOODENBONG ROAD UPGRADE

Author: Councillor Authoriser: General Manager Attachments: 1. Project Status and General Information Report

SUMMARY / PURPOSE The following Delegate's Report provided by Cr Lindsay Passfield provides an update on the Legume to Woodenbong Road Upgrade project.

REPORT On 27 July 2018, Cr Passfield attended a sod turning ceremony at Yellow Gully to mark the commencement of the next stage of the Mt Lindesay Road (Legume to Woodenbong) upgrade. Federal Member for New England Barnaby Joyce, State Member for Lismore Thomas George, and Council (TSC) Mayor Cr Peter Petty jointly turned the first sod in this $24 million project. After the ceremony, the official and stakeholder guests enjoyed morning tea at the Woodenbong Golf Club and discussed this major project at an informal meeting. Project status and general information is attached vide the report from Andre Kompler, Chief Operations Officer at TSC. Work is well underway at Yellow Gully and completion of the entire project is expected by the end of 2021. This major road upgrade will be of limited benefit to TSC because it just passes through the northern end of the shire. Major beneficiaries will be Southern Downs Regional Council (Qld) and Richmond Valley and Lismore City Councils. Transport of beef, pork, grain and timber between these Council areas will continue to drive economic activity into the future. Neighbouring councils will also benefit, albeit in a less dramatic way. Over the past 20 years, councils throughout north east NSW and south east Queensland worked closely and consistently with individuals and businesses to bring this upgrade to fruition. Notably, prominent community members Jack Hurley, of Kyogle, and Les Watson, of Woodenbong, were very influential in initiating this project in the mid-1990s. Mr David Cooke, a business man from Warwick, became a strong supporter of the campaign including it in his Trans Regional Amalgamated Infrastructure Network (TRAIN) program and lobbying State and Federal Government and Infrastructure Australia. Many other interested individuals and businesses also were strong supporters. Former Mayors, Councillors and executive staff are to be commended for continuing to promote this strategically important project as a high priority to our State and Federal politicians. Another overnight success that took decades to achieve.

RECOMMENDATION That Council receives and notes the report, Delegates Report: Cr Lindsay Passfield - Legume to Woodenbong Road Upgrade.

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11.2 DELEGATE'S REPORT: CR DANIELLE MULHOLLAND - COUNTRY MAYORS' ASSOCIATION

Author: Councillor Authoriser: General Manager Attachments: 1. Draft Minutes CMA 3 August 2018

SUMMARY / PURPOSE The reports provides Councillors with the minutes of the last meeting of the Country Mayors' Association of NSW (CMA) which was held in Sydney on Friday 3 August 2018 and attended by Kyogle Council Mayor Cr Danielle Mulholland.

BACKGROUND INFORMATION The CMA is an organisation of mayors from rural and regional councils who lobby government. The Chair is Mayor of Council Katrina Humphries. The CMA lobby around a range of issues, which include, but are not limited to: transport, community welfare and social capital, unrateable land, infrastructure and broad-based productivity funding as opposed to population funding to assist already productive communities. The CMA meets four times a year and meetings are held in the Parliamentary Annex, Parliament House, Sydney. Meetings with relevant Ministers are coordinated around the CMA’s quarterly meetings.

PREVIOUS COUNCIL CONSIDERATION Council resolved at its 13 May 2018 Ordinary Meeting: That Council join the NSW Country Mayors' Association to grow networks and strengthen our lobbying capacity.

REPORT The draft minutes of the 3 August 2018 CMA meeting are attached.

RECOMMENDATION That Council receives and notes the report, Delegates Report: Cr Danielle Mulholland - Country Mayors' Association.

Item 11.2 Page 25 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018 Country Mayors Association of

Chairperson: Cr Katrina Humphries PO Box 420 Moree NSW 2400 02 6757 3222 ABN 92 803 490 533

MINUTES

GENERAL MEETING

FRIDAY, 3 AUGUST 2018 PRESTON STANLEY ROOM, PARLIAMENT HOUSE, SYDNEY

The meeting opened at 9.00 a.m.

1. ATTENDANCE: City Council, Cr Kevin Mack, Mayor Albury City Council, Ms Tracey Squire, Acting General Manager Armidale Regional Council, Cr Simon Murray, Mayor Armidale Regional Council, Ms Susan Law, CEO Bathurst Regional Council, Cr Graeme Hanger, Mayor Council, Mr Anthony Basford, Acting General Manager Council, Cr Dominic King, Mayor Council, Cr Tony Lord, Mayor Bland Shire Council, Mr Ray Smith, General Manager Council, Cr Scott Ferguson, Mayor Blayney Shire Council, Ms Rebecca Ryan, General Manager Broken Hill City Council, Cr Marion Browne, Deputy Mayor Broken Hill City Council, Mr James Roncon, General Manager Cabonne Shire Council, Cr Kevin Beatty, Mayor Cabonne Shire Council, Mr Stephen Harding, General Manager , Cr Jim Simmonds, Mayor Clarence Valley Council, Mr Ashley Lindsay, General Manager Coffs Harbour City Council, Cr Denise Knight, Mayor Coffs Harbour City Council, Mr Stephen McGrath, General Manager Council, Mr Tony Donoghue, General Manager Council, Cr Michael Webb, Mayor Coonamble Shire Council, Mr Rick Warren, General Manager Council, Cr Bill West, Mayor , Mr Michael McMahon, CEO Council, Cr Tracy Norman, Mayor Dungog Shire Council, Ms Coralie Nichols, General Manager , Cr Norm Brennan, Mayor Edward River Council, Mr Adam McSwain, General Manager Federation Council, Cr Patrick Bourke, Mayor

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Forbes Shire Council, Cr Jenny Webb, Deputy Mayor Council, Mr Steve Loane, General Manager Glen Innes Shire Council, Cr Steve Toms, Mayor Goulburn Mulwaree Council, Cr Bob Kirk, Mayor Griffith City Council, Cr John Dal Broi, Mayor Griffith City Council, Mr Brett Stonestreet, General Manager Council, Cr Jamie Chaffey, Mayor Council, Cr John Coulton, Mayor Gwydir Shire Council, Mr Max Eastcott, General Manager , Cr Brian Ingram, Mayor Hilltops Council, Mr David Aber, Acting General Manager Council, Cr Liz Campbell, Mayor Kiama Municipal Council, Cr Mark Honey, Mayor Kiama Municipal Council, Mr Kerry McMurray, General Manager Kyogle Council, Cr Danielle Mulholland, Mayor Council, Cr Paul Maytom , Mayor Leeton Shire Council, Ms Jackie Kruger, General Manager Lockhart Shire Council, Cr Roger Schirmer, Mayor Lockhart Shire Council, Mr David Webb, Acting General Manager Moree Plains Shire Council, Cr Katrina Humphries, Mayor Moree Plains Shire Council, Ms Alice Colbran, Governance Project Officer , Cr Christopher Bilkey, Mayor Murray River Council, Cr Gen Campbell, Deputy Mayor , Mr Craig Moffitt, General Manager Council, Cr Catherine Redding, Mayor Narrabri Shire Council, Mr Stewart Todd, General Manager Shire Council, Cr Neville Schenka, Mayor Council, Mr George Cowan, General Manager Council, Cr Dawn Collins, Deputy Mayor Narromine Shire Council, Mr Lane Redden, General Manager Oberon Shire Council, Cr Kathy Sajowitz, Mayor Oberon Shire Council, Mr Garry Wallace, General Manager Orange City Council, Cr Reg Kidd, Mayor Council, Cr Ken Keith, Mayor Shoalhaven City Council, Mr Russell Pigg, General Manager , Cr Sue Moore, Mayor , Cr James Hayes, Mayor Tamworth Regional Council, Cr Col Murray, Mayor Tamworth Regional Council, Mr Paul Bennett, General Manager Council, Cr Rick Firman, Mayor Temora Shire Council, Mr Gary Lavelle, General Manager Tenterfield Shire Council, Cr Peter Petty, Mayor Tenterfield Shire Council, Mr Terry Dodds, CEO Upper Council, Cr Brian McCormack, Mayor Council, Mr Gary Woodman, Acting General Manager Council, Cr Michael Pearce, Mayor City Council, Cr Greg Conkey, Mayor Walcha Council, Cr Eric Noakes, Mayor Walcha Council, Mr Jack O’Hara, General Manager Council, Cr Milton Quigley, Deputy Mayor Warren Shire Council, Mr Glen Wilcox, General Manager Council, Cr Peter Shinton, Mayor

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Warrumbungle Shire Council, Mr Roger Bailey, General Manager , Cr Rowena Abbey, Mayor Yass Valley Council, Ms Sharon Hutch, Acting General Manager Regional Infrastructure. Mr Don McMurray Regional Infrastructure, Mr Brue Whitehill Regional Infrastructure, Mr Nick White Freight Taskforce, Mr Michael Kneipp

APOLOGIES:

As submitted

SPECIAL GUESTS: Hon John Barilaro MP, Deputy Premier, Minister for Regional NSW, Minister for Skills and Minister for Small Business Mr Terry Dodds, Chief Executive, Tenterfield Shire Council regarding “Waste to Energy” Hon Gladys Berejiklian MP, Premier Mr Ken Gillespie, Regional Infrastructure Coordinator, NSW Premier and Cabinet

2. Hon John Barilaro MP, Deputy Premier, Minister for Regional NSW, Minister for Skills and Minister for Small Business The Government is supplying significant funding to the regions in conjunction with local Government. The Regional Vision Statement was released this week and funding from the sale of the Snowy Hydro is to go to the regions in total. The government is forging better relationships with local government and has received a number of submissions from Councils in response to the Regional Growth Funds Expression of Interest. Joint Organisations now have the opportunity to change the landscape in NSW. The Deputy Premiers vision for Joint Organisations is that they are the vehicle to undertake the projects in NSW. In the next 20 years there will be an addition 100,000 people living in rural NSW. The State Government does not have all the answers and it depends on input from the community. Communities need certainty in funding and having funding available over a ten year period creates certainty.

3. ADOPTION OF MINUTES OF PREVIOUS MEETING:

RESOLVED that the minutes of the General Meeting held on 1 June 2018 be accepted as a true and accurate record (Tenterfield Shire Council / Council).

4. Matters Arising from the Minutes NIL

5. Membership

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RESOLVED :That be admitted as a member of the Association (/ Parkes Shire Council)

6. CORRESPONDENCE Outward (a) Hon Anthony Roberts MP, Minister for Planning, Minister for Housing and Special Minister of State Re Low Rise Medium Density Code (b) Cr Linda Scott, President, Local Government NSW, requesting a Skilled Based Board be appointed to Local Government Super (c) Mr Tim Hansen, Stakeholder Specialist, Engagement and Partnerships, National Heavy Vehicle Regulator Thanking him for his presentation on 1 June 2018 (d) Mr David Smith, Chief Executive Officer, Local Government Super thanking him for his presentation on 1 June 2018 and forwarding resolutions regarding operation of the Board (e) Mr David Harris, Chief Executive Officer, Water NSW thanking him for his presentation on 1 June 2018 (f) Cr Abb McAlister, Mayor - Regional Council, advising that his Council has been admitted as a member of the Association (g) Cr Danielle Mulholland, Mayor, Kyogle Council advising that her Council has been admitted as a member of the Association (h) Hon Anthony Roberts MP, Minister for Planning, Minister for Housing and Special Minister of State advising that the Association supports the Waste from Energy recommendations (i) Hon Gabrielle Upton MP, Minister for the Environment, Minister for Local Government, and Minister for Heritage advising that the Association supports the Waste from Energy recommendations (j) Mr Michael Marom, Area General Manager, Board Chair Northern Regional NSW, Telstra Customer Sales and Service thanking him for organizing the team that presented on 1 June 2018 (k) Mr Chris Taylor, Area Regional Manager, Telstra Country Wide thanking him for his presentation on 1 June 2018 (l) Hon Gabrielle Upton MP, Minister for the Environment, Minister for Local Government and Minister for Heritage regarding recycling new funding and seeking clarification of definitions “recycle” and “recyclate” (m) NSW EPA regarding recycling new funding and seeking clarification of definitions “recycle” and “recyclate”

Inward (a) Mr David Smith, CEO, Local Government Super, regarding CMA resolutions 1 June 2018 (Copy Attached) (b) Hon John Barilaro MP, Minister for Regional New South Wales, Minister for Skills, and Minister for Small Business regarding streamlining government funding programs (Copy Attached) (c) Hon John Barilaro MP, Minister for Regional New South Wales, Minister for Skills, and Minister for Small Business regarding Royal Far West funding (Copy Attached)

RESOLVED That the response from Local Government Super is unsatisfactory and should be followed up (Yass Valley Council/ Kyogle Council)

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7. FINANCIAL REPORT

RESOLVED That the financial reports for the last quarter were tabled and accepted (Moree Plains Shire Council / Glen Innes Severn Council)

8. Mr Terry Dodds, Chief Executive, Tenterfield Shire Council regarding “Waste to Energy” Tenterfield Shire Council and the New England Joint Organisation is endeavouring to gain financial assistance from the State and or Federal Government to allow completion of a comprehensive feasibility study to convert municipal and other sources of waste into energy at a local scale.

Municipal waste is an ongoing challenge and not likely to improve in the short to medium term. State and Federal Governments have been giving so much encouragement towards the burgeoning new sustainable or (but mainly only renewable) energy industries. The agenda for discussion with the EPA will include the waste to energy opportunities and barriers identified. The cost of conversion of waste to energy was historically high, but any things have changed over the last five (5) years:

• Access to the electricity distribution network has become less burdensome • Technologies have evolved in both Waste to Energy and also the control of the electricity input sources (Microgrids) • The problem of municipal waste management has become widely known • The uptake of domestic power generation is exponentially rising

The feasibility study will determine whether the combination of changed circumstances mentioned above is enough to warrant a pilot plant being built in this point in time. Waste to Energy projects are not new, however, technologies have advanced so much over the past five years, particularly across Europe, we think it is time that they are reviewed in Australia – at a small scale.

RESOLVED That the Country Mayors Association provide a letter of support to Tenterfield Shire Council and the New England Joint Organisation to seek seed funding from governments to undertake a feasibility study and the Premier be advised of this support (Yass Valley Council/Glen Innes Severn Council)

RESOLVED That the Country Mayors Association invite other Joint Organisations to support the initiatives of Tenterfield Shire Council and the New England Joint Organisation to make Waste to Energy a reality (Leeton Shire Council/ Tenterfield Shire Council)

RESOLVED That the Country Mayors Association request Mr Ken Gillespie, Regional Infrastructure Coordinator to facilitate a meeting of State Government leaders including OEH, EPA and DPC with local government representatives to discuss the issues that could be facing making Waste to Energy a reality (Orange City Council/ Yass Valley Council)

9. Unratable Land Sub Committee Report

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RESOLVED That the information be noted (Temora Shire Council/Tenterfield Shire Council)

10 Notice of Motion signed by Cr Cathy Redding, Narrabri Shire Council, Cr Kathy Sajowitz, Oberon Shire Council and Cr Peter Petty, Tenterfield Shire Council “That the current Chairperson, Vice Chairperson and Secretary be allowed to nominate for executive positions of the Country Mayors Association at the 2018 Annual General Meeting, as is permissible under clause 26 of the Association’s Constitution”

The Chairperson Cr Katrina Humphries vacated the Chair. Executive Member Cr Liz Campbell was asked to chair the meeting for the discussion of the item The Chairperson Cr Katrina Humphries and Deputy Chairman Cr Michael Pearce left the meeting room

RESOLVED That the current Chairperson, Vice Chairperson and Secretary be allowed to nominate for executive positions of the Country Mayors Association at the 2018 Annual General Meeting, as is permissible under clause 26 of the Association’s Constitution (Narrabri Shire Council/Tenterfield Shire Council)

The Chairperson Cr Katrina Humphries and Deputy Chairman Cr Michael Pearce returned to the meeting and Cr Katrina Humphries resumed her role as Chairperson

11. Hon Gladys Berejiklian MP, Premier We need to speak up for pour communities and the government will listen to concerns and ideas. Probity is important and announcements need to be delivered as quickly as possible. The Government does not always get everything right. $1 in every $3 is spent in regional areas and all the money received from the sale of the Snowy Hydro will be spent in regional NSW. Money needs to be allocated to social issues as well as economic issues. Drought assistance has been increased by $500 million to $1 billion. The Regional Vision for the next 10 years has been announced. Digital connectivity is important and is part of the vision. Water security is also important and is a work in progress. A strong NSW is a strong Australia.

11. Mr Ken Gillespie, Regional Infrastructure Coordinator, NSW Premier and Cabinet Mr Gillespie introduced his team that is undertaking the review of Regional Infrastructure in NSW. He agrees that Joint Organisations are an important part of the States future and they need to be successful. There are so many council issues that need to fit in with the Joint Organisations priorities. Councils need to prioritise their top 5 issues. A lot of red tape has been reduced. Funds are being made available to Joint Organisations and bureaucrats are not parking the money but distributing it. The Expenditure Review Committee now considers applications monthly instead of half yearly

Item 11.2- Attachment 1 Page 31 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

12. Saleyard Expo Mr Steve Loane provided information on the recent Saleyard Expo at Casino and advised the Country Mayors resolution regarding the Volumetric Livestock Loading Scheme are to be implemented

13. Future Meeting Venues The Chairperson is to hold discussions with Parliament House regarding suitable meeting rooms for future meetings

There being no further business the meeting closed at 12.38pm.

Cr Katrina Humphries Chair – Country Mayor’s Association of NSW

Item 11.2- Attachment 1 Page 32 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

12 INFORMATION REPORTS

12.1 MONTHLY FINANCE REPORT - JULY 2018

Author: Manager Financial Services Authoriser: General Manager Attachments: 1. Monthly Finance Report - July 2018

SUMMARY / PURPOSE This report presents financial reports to Council for information.

BACKGROUND INFORMATION Legislative Requirements Clause 212 of the Local Government (General) Regulation 2005 states that: (1) The responsible accounting officer of a council: (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 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.

REPORT The following information is presented for information only. (A) Finance Reports Summary reports outlining Council's financial position. The reports presented include: • Rates statement and graph • Statement of bank balances • Summary of investments It should be noted that these reports do not include accounting adjustments to be brought to account on an annual basis. The reports also remain unaudited as at the date of presentation to Council. (B) Councillors' Travel Expenses Report Included as an attachment to this report is a schedule showing payments to Councillors for travel claims made during the month. As stated in the notes, some Councillors may have outstanding claims that cover more than one period.

RECOMMENDATION That Council receives and notes the information contained in the report, Monthly Finance Report - July 2018.

Item 12.1 Page 33 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

Kyogle Council

Financial Reports

31 July 2018

Rates Statement

Statement of Bank Balances

Summary of Investments

Councillor Travel

NOTE: All Financial Data presented is unaudited at the date of presentation to Council

Item 12.1- Attachment 1 Page 34 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

KYOGLE COUNCIL RATES STATEMENT AS AT 31 JULY 2018 NET OUTSTANDING % TOTAL % ARREARS ARREARS CHARGES PAYMENTS BALANCE ARREARS COLLECTED COLLECTED 1-Jul-2018 2018/2019 31/7/2018 31/7/2018 incl. ARREARS 2018-2019

RATES, SERVICES AND INTEREST 701,938.57 8,774,770.43 548,078.70 8,928,630.30 608,791.55 5.78% 13.27%

PRESENTED TO COUNCIL AUGUST 2018 Note: Some ratepayers have made arrangements, whilst others are at different stages of legal action.

Rate Collections Collections Analysis Analysis %% Collected Collected Each Each Month Month

30%30%

20%20%

10%10%

0%0% JULJULAUG SEPSEPOCT NOV DEC JANJAN FEB MARMAR APRMAYMAY JUN Month 2014/20152014/20152015-2016

2015-20162015-20162016-2017

2016-20172016-20172017-2018

2017-20182017-20182018-2019

Item 12.1- Attachment 1 Page 35 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

Kyogle Council

STATEMENT OF FUND BALANCES as at 31-Jul-18

Fund Closing Balance General Fund Unrestricted 1,262,322.17 Internally Restricted 4,223,662.00 State Highways 1,322,475.26 Quarries 710,647.45 Plant 1,623,569.44 Externally Restricted 520,474.36 Total General Fund 9,663,150.68

Restricted Water Supplies 626,911.12 Sewerage Systems 570,686.07 Domestic Waste (86,088.57) Trust Fund 41,161.95 Total Restricted 1,152,670.57

Total Consolidated Funds at Bank 10,815,821.25

Item 12.1- Attachment 1 Page 36 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

KYOGLE COUNCIL FINANCIAL ANALYSIS REPORT AS AT 31/07/2018 Investment Investment Maturity Interest Interest Investment % of Institution Type Date Date Interest Type Frequency rate Amount Portfolio CBA On Call At Call At Call Variable Monthly 3,815,821.25 35.28% Total Cash at Call 3,815,821.25 35.28%

NAB Term Deposit 04-Jul-18 09-Aug-18 Fixed Maturity 2.28% 1,000,000.00 9.25% NAB Term Deposit 04-Jul-18 16-Aug-18 Fixed Maturity 2.35% 1,000,000.00 9.25% Bankwest Term Deposit 26-Jul-18 30-Aug-18 Fixed Maturity 2.25% 1,000,000.00 9.25% Bankwest Term Deposit 26-Jul-18 06-Sep-18 Fixed Maturity 2.34% 1,000,000.00 9.25% Bankwest Term Deposit 26-Jun-18 23-Aug-18 Fixed Maturity 2.55% 1,000,000.00 9.25% CBA Term Deposit 29-Jun-18 02-Aug-18 Fixed Maturity 2.30% 2,000,000.00 18.49% Total Cash at Call 7,000,000.00 64.72%

Total Investment Portfolio $10,815,821.25

I hereby certify that the above investments have been made in accordance with section 625 of the Local Government Act, 1993, the Local Government ( General ) Regulation 2005 and Councils Investment Policy.

Glenn Rose Responsible Accounting Officer

Investments Graph

$3,815,821.25 35% On Call Term Deposit

$7,000,000.00 65%

Item 12.1- Attachment 1 Page 37 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

COUNCILLORS TRAVEL EXPENSES Jul-18 . Councillor Kilometres Claimed Current Rate Amount Reimbursed Name Jul-18 YTD per Kilometre Jul-18 YTD K. Thomas 0 0 $0.78 $0.00 $0.00 H. Doolan 0 0 $0.78 $0.00 $0.00 J. Wilson 0 0 $0.78 $0.00 $0.00 J. Burley 446 446 $0.68 $303.28 $303.28 R. Dwyer 0 0 $0.78 $0.00 $0.00 D. Mulholland 1,353 1,353 $0.78 $1,055.34 $1,055.34 L. Passfield 993 993 $0.78/$0.68 $710.86 $710.86 M. May 0 0 $0.78 $0.00 $0.00 E. Grundy 2,170 2,170 $0.78 $1,692.60 $1,692.60

Total 4,962 4,962 $3,762.08 $3,762.08

Notes (1) The above figures represent amounts actually paid. (2) The amounts paid in the current month will relate to claims for travel in prior months (3) Some councillors may have claims outstanding for more than one month.

Item 12.1- Attachment 1 Page 38 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

13 ASSETS AND INFRASTRUCTURE REPORTS

13.1 PURCHASE OF PLANT

Author: Director Assets and Infrastructure Services Authoriser: General Manager Attachments: 1. Financial implications

SUMMARY / PURPOSE This report is to provide Council with information on a proposed change to the plant purchases for 2018/19 to include the following additional plant items; • 1 x IT Wheel Loader • 1 x Self Propelled Vibratory Smooth Drum Roller 17-22T • 1 x Self Propelled Vibratory Padfoot Roller 17-22T

BACKGROUND INFORMATION Currently, Council is hiring the above three machines from private contractors. With the current workload an opportunity has presented itself for Council to purchase these three machines new and have them paid off quickly through additional capital activity, thereby modernising our fleet and acquiring core construction equipment deficient in our current fleet.

REPORT At present, Council has a loader dedicated to waste management based at the Kyogle Landfill site, one loader dedicated to quarry operations, and a third loader for general works. Quarry operations have increased significantly and the current practice of using externally hired loader/s to serve the increased activity is not cost effective. The loader at the Kyogle Landfill site is also not ideal for the nature of that site, whereas it is adequate for the use at quarries. It is proposed to purchase a new loader to suit the needs of the waste facility and to retain the existing loader to utilise for quarry operations into the future. This increases the fleet by one loader. At present, Council does not own any self-propelled rollers. Council currently owns three tractor pulled grid rollers. These rollers were originally purchased for each of the three maintenance grading crews, however one is being used on the road construction crew, and a fourth externally hired grid roller is utilised in one of the maintenance grading crews. In addition to the grid roller, the road construction crew also externally hires padfoot and smooth drum rollers as required for their projects. It is proposed to transition away from the use of grid rollers on road construction, thus allowing the third grid roller to be utilised by the maintenance grading crews. It is then also proposed to purchase one padfoot and one smooth drum roller, both of which will be primarily utilised by the road construction crew. As per the background brief above, this opportunity has the ability to modernise Council's fleet and fill gaps in the operational capacity of Council. These three machines are core capacity plant that it is reasonable to assume Council will need to have at its disposal over the long-term future. Council has had one or all three of these machines dry or wet hired from contractors over successive years, and given the current level of capital works activity, their purchase has the potential to provide a significant return on investment for Council.

BUDGET AND FINANCIAL IMPLICATIONS See the attached spreadsheet for a breakdown on the cost analysis for the proposed purchases. The analysis shows that based on a reasonably conservative level of utilisation (800 hours per machine per year), the purchase rather than external hire of the three machines has the potential to provide a net return over the life of these plant items of around $800,000. The purchase of these additional plant items in the first half of the 2018/19 financial year is recommended, and the current capital and operational budgets will need to be changed to allow for this, as outlined in the

Item 13.1 Page 39 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018 recommendation to this report. There will then be a formal tender process around the purchase of each item.

RECOMMENDATION That Council; 1. Receives and notes the report, Purchase of Plant 2. Authorises the following changes to the 2018/19 Plant Budget to allow for the purchase of two rollers and one loader; a. Increase Plant Capital Purchase budget by $690,000 b. Increase Plant Operating Income by $240,800 c. Increase Plant Operating Expenditure by $75,360

Item 13.1 Page 40 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

Item 13.1- Attachment 1 Page 41 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

14 PLANNING AND ENVIRONMENT REPORTS

14.1 KYOGLE MOUNTAIN BIKE TRAIL DEVELOPMENT STRATEGY - ADOPTION

Author: Director Planning & Environmental Services Authoriser: General Manager Attachments: 1. Kyogle Mountain Bike Trail Development Strategy (under separate cover)

SUMMARY / PURPOSE The purpose of this report is to seek Council’s approval to adopt the Kyogle Mountain Bike Trail Development Strategy 2018.

BACKGROUND INFORMATION Council was successful in securing funding to commission Destination Trails to produce a Mountain Bike Trail Development Strategy, in recognition of the significant opportunity that exists to encourage increased visitation to the region through leisure-based recreational activities. The Kyogle hinterland has the capacity to accommodate a world class trail network that can be developed and promoted to support healthy lifestyles for residents and also generate economic benefits for local businesses.

REPORT The Kyogle Mountain Bike Trail Development Strategy has been designed to maximise opportunities that exist to create a legible and accessible trail network in the hinterland of the town. The natural and topographical attributes of the Kyogle area make it an attractive option for cycling and other leisure pursuits. To date, the Kyogle Mountain Bike Club has been active and successful in establishing and maintaining a growing network of trails in the forests to the south and east of the town, and the Strategy illustrates the opportunities to build upon this work to develop an extensive network that will cater to a wide range of abilities. In developing the Strategy, consultation has taken place with key stakeholders to ensure that implementation will not impact upon competing and neighbouring land uses. In this regard, the Strategy is cognisant of the relationship of the emerging trail network with the Kyogle Rifle Range Danger Area and other private land interests, including the potential for securing public access to the summit of Fairymount subject to negotiations with the owners of the adjoining land. An indicative network is proposed that will not conflict with these uses, whilst still linking the trails to key entry points around the town (for example, the Kyogle Lookout) thereby maximising opportunities for local economic benefit and improved access for residents. The Strategy also includes ideas for the further development of existing facilities, such as improvements to the Lookout and current BMX Park, to complement the development of the trails network and support the growth of the sport in the area. Improving access to natural and landscape assets is an important precursor to realising the tourism potential of the Kyogle area. The development of the Mountain Bike Trail network will build upon established natural assets and will assist Council, community and the Mountain Bike Club to promote the area to a wider audience. Following adoption of the Strategy, the document will be formatted and produced to a high standard to ensure that it strengthens future advocacy and grant raising activity.

BUDGET AND FINANCIAL IMPLICATIONS Nil.

Item 14.1 Page 42 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

RECOMMENDATION That Council; 1. Receives and notes the report, Kyogle Mountain Bike Trail Development Strategy - Adoption 2. Adopt the Kyogle Mountain Bike Trail Development Strategy 2018 subject to formatting and graphic design for final presentation.

Item 14.1 Page 43 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

15 GENERAL MANAGER’S REPORTS

15.1 LOCAL GOVERNMENT NSW ANNUAL CONFERENCE 2018

Author: General Manager Authoriser: General Manager Attachments: Nil

SUMMARY / PURPOSE To adopt motions for the upcoming Local Government NSW Annual Conference, for inclusion in the conference business papers.

BACKGROUND INFORMATION The Local Government NSW Annual Conference is being held from 21 to 23 October at the Entertainment Centre, Albury. The conference is the annual policy-making event for NSW general- purpose councils, associate members and the NSW Aboriginal Land Council. Councillors and senior staff are able to attend the conference, with registrations accepted up until 9 October 2018. All members (for clarity Councils are defined as members) can put forward motions to be considered at the Conference. Members will be invited to submit motions online from mid-year using the “LGNSW Conference Business Sessions Submissions Form” on the Annual Conference page of the LGNSW website.

Proposed motions should be strategic, affect members state-wide and introduce new or emerging policy issues and actions. The deadline for submitting motions in line with LGNSW rules is 12 midnight, Sunday 23 September 2018. However, LGNSW has requested that to allow for printing and distribution of the Business Paper before the Conference, members submit their motions by 12 midnight, 26 August 2018.

All proposed motions from Councillors need to be adopted by Council.

PREVIOUS COUNCIL CONSIDERATION Council resolved at its 9 July 2018 Ordinary Meeting: That Council: 1. Receives motions from Councillors by close of business on Tuesday 31 July 2018 to allow inclusion in Council’s August meeting agenda and that the motions fall under the following principles: • Are consistent with the objects of the Association; • Relate to Local Government in NSW and/or across Australia; • Concern or are likely to concern Local Government as a sector; • Seek to advance the Local Government policy agenda of the Association and/or improve governance of the Association; • Have a lawful purpose (a motion does not have a lawful purpose if its implementation would require or encourage non-compliance with prevailing laws); • Are clearly worded and unambiguous in nature; and • Do not express preference for one or several members over one or several other members. 2. Adopts the motions proposed to be included in the 2018 Local Government NSW Annual Conference Business Papers at the August Council Meeting. 3. Nominate Councillor Cr Danielle Mulholland as Council's voting delegate on policy motions and Councillor Cr Earle Grundy as Council's reserve voting delegate on policy motions.

Item 15.1 Page 44 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

4. Nominate Councillor Cr Danielle Mulholland as Council's voting delegate for the election of LGNSW office bearers and Board members and Councillor Earle Grundy as Council's reserve voting delegate for the election of LGNSW office bearers and Board members.

REPORT Only one proposed motion was put forward to be submitted for inclusion in the 2018 Local Government NSW Annual Conference business papers:

Proposed motion submitted by Councillor Lindsay Passfield:

That LGNSW lobby the State Government to require Forests NSW to pay rates on native forest and plantation timber production land.

RECOMMENDATION That Council; 1. Receives and notes the report, Local Government NSW Annual Conference 2018. 2. Adopts the following motion to be submitted to the Local Government NSW Annual Conference for inclusion in the conference business papers: That LGNSW lobby the State Government to require Forests NSW to pay rates on native forest and plantation timber production land.

Item 15.1 Page 45 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

15.2 YOWIE COUNTRY RALLY

Author: General Manager Authoriser: General Manager Attachments: 1. Tweed Gold Coast Motorsporting Club cover letter (under separate cover) 2. Yowie Country Rally event overview (under separate cover) 3. Yowie Country Rally Traffic Management Plan (under separate cover)

SUMMARY / PURPOSE The report presents a submission from the Gold Coast Tweed Motorsporting Club (GCTMC) seeking to change the date of the already Council-endorsed Yowie Country Rally from 13 October 2018 to 1 December 2018.

BACKGROUND INFORMATION The GCTMC successfully ran the Border Ranges Rally in the Woodenbong area between 2006 and 2011 before expanding the event in 2013 and 2014 to include stages around Kyogle. The 2015 event was again based around Woodenbong, and two events were held in 2016; the Border Ranges Rally based around Kyogle, and the Yowie Country Rally based around Woodenbong. In 2017 only the Yowie Country Rally based around Woodenbong ran. This year, the TGCMC ran the Border Ranges Rally in the Kyogle area over a three day period from 12-15 July and had received Council's endorsement to hold the Yowie Country Rally in the Woodenbong area on 13 October 2018. However, a major bike event is planned for the same weekend in Woodenbong and the TGCMC is now seeking approval to shift the event to 1 December 2018 to avoid a clash.

PREVIOUS COUNCIL CONSIDERATION At the 13 February 2017 Ordinary meeting of Council it was resolved: "That Council; 1. Receives and notes the report, Border Ranges Rally Survey. 2. Invites the Gold Coast Tweed Motorsporting Club to submit a proposal for a future event to allow for consultation with affected property owners prior to consideration of an approval for the event to proceed." The Gold Coast Tweed Motorsporting Club submitted a proposal for a series of future events in February 2018. The proposal put forward was; • Three events in 2018;

o Urbenville Sprint 19, 2018 (Tenterfield Shire Council area) o Border Ranges Rally 13 - 15 July, 2018 o Yowie Country Rally 13 October, 2018 Their intention moving forward is to undertake the Woodenbong and Urbenville events each year and the Kyogle event every second year. The proposals were discussed at the Councillor Workshop held 26 February 2018, and following this workshop the General Manager advised the Gold Coast Tweed Motorsporting Club that they could commence the consultation with affected residents for the proposed Border Ranges Rally event, and that a separate report would be presented to Council upon completion of this consultation and prior to any approval for the proposed event being granted. At the 14 May 2018 Ordinary meeting of Council it was resolved: "That Council;

Item 15.2 Page 46 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

1. Receives and notes the report, Proposed 2018 Border Ranges Rally. 2. Endorse the holding of the 2018 Yowie Country Rally on 13 October 2018 subject to compliance with conditions of approvals issued by the NSW Police and Council staff."

REPORT Council endorsed the holding of the Yowie Country Rally on 13 October 2018 at its 14 May 2018 meeting. This request from the TGCMC seeks to change the date of the rally from 13 October 2018 to 1 December 2018 to avoid a clash with another major event planned for Woodenbong on 13 October. 1 December is the only date available on the motorsport calendar for the remainder of 2018. The GCTMC Inc. and the event organisers are aware of a possible fire risk on that date and plan to have talks with the Rural Fire Service (RFS) about crew availability for the event. The GCTMC has advised that it will take guidance from the RFS and if summer rains fail to materialise and the RFS deem the fire risk is too great, the event will be cancelled. The submission also includes an event overview which is attached.

BUDGET AND FINANCIAL IMPLICATIONS As advised to the 14 May 2018 Ordinary Council meeting, all requests for support can be accommodated within existing budget allocations.

RECOMMENDATION That Council; 1. Receives and notes the report, Yowie Country Rally. 2. Endorse the holding of the 2018 Yowie Country Rally on 1 December 2018 subject to compliance with conditions of approvals issued by the NSW Police and Council staff.

Item 15.2 Page 47 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

15.3 NEW COMMON SEAL

Author: General Manager Authoriser: General Manager Attachments: 1. Kyogle Shire Council seal

SUMMARY / PURPOSE The purpose of this report is to seek approval from Council to commission a new Common Seal of Council.

REPORT Kyogle Shire Council became Kyogle Council on 1 July 1993 as a result of changes to the NSW Local Government Act. Council did not change its seal at that time and continued to use the Kyogle Shire Council seal without recourse until very recently. However, Council has now been advised by John Gibson Solicitors that the seal has been rejected in recent dealings because it refers to Kyogle "Shire" Council and does not contain Council’s Australian Business Number. Council is still required to have a seal and as a result this report proposes updating the seal to reflect the Council's correct title and incorporate the Council's Gateway to the Rainforest emblem. The current seal features a bush turkey (see attachment).

BUDGET AND FINANCIAL IMPLICATIONS Council has received a quote for $1,475.00 (plus GST) to produce a new seal incorporating the corporate gateway to the rainforests emblem. Funds are available in Council's legal budget to cover the costs.

RECOMMENDATION That Council; 1. Receives and notes the report, New Common Seal 2. Commission a new Common Seal incorporating the Council's corporate emblem and replacing the words “Gateway to the Rainforest” with “Common Seal ABN 15726771237”.

Item 15.3 Page 48 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

Item 15.3- Attachment 1 Page 49 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

15.4 JUNE 2018 QUARTERLY BUDGET REVIEW

Author: Manager Financial Services Authoriser: General Manager Attachments: 1. June 2018 Quarterly Budget Review (under separate cover)

SUMMARY / PURPOSE This report arises out of the statutory requirement to conduct a review of budget performance and a review against targets identified in the Operational Plan following the close of each quarter.

BACKGROUND INFORMATION Legislative Requirements; Clause 203 of the Local Government (General) Regulation 2005 requires that: (1) Not later than two months after the end of each 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 operational plan that the council has adopted 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. Section 407 of the Local Government Act 1993 requires the General Manager to report to Council on the extent which performance targets set by the Management Plan have been achieved during that quarter.

REPORT This quarter sees the continuation of the revised reporting format, the Quarterly Budget Review Statement for NSW Local Government issued by the Division of Local Government NSW Department of Premier and Cabinet. A quarterly budget review should act as a barometer of council’s financial health during the year. It needs to adequately disclose council’s overall financial position, provide sufficient information to enable informed decision making while ensuring transparency in decision making. 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 management plan/operational plan. The Division has developed a set of minimum requirements and sample templates to assist councils in meeting their obligations as set out in legislation. The templates will facilitate progress reporting against the original and revised annual budgets at the end of a quarter. The budget review documentation provided to Council will consist of a combination of the new Quarterly Budget Review Statement (QBRS) as issued by the DLG as well as other additional information. This will include; • A statement by the responsible accounting officer on council’s financial position at the end of the year based on the information in the QBRS; • Budget Review Income and Expenses Statement • Budget Review Capital Budget • Budget Review Cash and Investments position

Item 15.4 Page 50 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

• Budget Review Key Performance Indicators; and, • Budget Review Contracts and Other Expenses

A summary of bank account balances is attached to the Budget review report. The following table provides a summary of the level of revotes and capital expenditure over recent years; Period Initial Capital Capital Capital Works Works Revotes Completed Budget 2012/2013 3,458,875 2013/2014 6,130,124 2,822,776 7,504,778 2014/2015 10,643,012 5,828,387 5,889,879 2015/2016 18,007,576 6,494,517 14,197,934 2016/2017 18,354,450 9,394,029 18,297,649 2017/2018 20,904,306 9,054,415 22,675,580 2018/2019 16,350,983

Whilst the capital revotes of around $9m is higher than desired, the figures above provide further context when compared to the initial capital works budget and the value of capital works completed in recent years. The data shows the trend of increased capacity to complete the capital works program, and also that the initial capital works budget has been relatively high over the last three years in particular. With the proposed revotes the capital works program for the 2018/2019 financial year will total just over $25m. The value of capital works completed in 2017/18 is valued at almost $23m. This period also included completion of around $4m worth of flood damage restoration works which are not included in the value of capital works completed, with around $2m remaining to be completed in 2018/19. It is considered that the level of capital works, post the proposed revotes, is achievable within the 2018/19 financial year. Conclusion: The revised financial position of Council is considered to be satisfactory.

RECOMMENDATION That Council: 1. Receives and notes the report, June 2018 Quarterly Budget Review. 2. Incorporate the funds identified as revotes in the June 2018 budget review into the 2018/2019 budget.

Item 15.4 Page 51 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

15.5 RELATED PARTY DISCLOSURE POLICY

Author: Manager Corporate Services Authoriser: General Manager Attachments: 1. Related Party Disclosure Policy (under separate cover)

SUMMARY / PURPOSE To update the Related Party Disclosure Policy to annual reporting.

BACKGROUND INFORMATION

Related parties are entities related to council, key management personnel and close family members of key management personnel of Kyogle Council.

A related party transaction is a transfer of resources, services or obligations between a reporting entity and a related party, regardless of whether a price is charged.

Related party relationships are a normal feature of business. Related parties may enter into transactions that unrelated parties would not. Therefore a related party relationship has potential to have an effect on the profit or loss and financial position of council.

In addition, the profit or loss and financial position of an entity may be affected by a related party relationship even if related party transactions do not occur. The mere existence of the relationship may be sufficient to affect the transactions of the entity with other parties.

Council will exercise compliance with the disclosure requirements of AASB 124 by executing the following steps; a) identifying related party relationships and transactions; b) identifying outstanding balances, including commitments, between an entity and its related parties; c) identifying the circumstances in which disclosure of the items in (a) and (b) is required; and d) determining the disclosures to be made about those items.

REPORT The current policy requires 6 monthly reporting. The proposed change reflects compliance requirements for annual reporting only.

RECOMMENDATION That Council: 1. Receives and notes the report, Related Party Disclosure Policy 2. Adopts the attached Related Party Disclosure Policy.

Item 15.5 Page 52 ORDINARY COUNCIL MEETING AGENDA 13 AUGUST 2018

16 URGENT BUSINESS WITHOUT NOTICE

17 QUESTIONS FOR NEXT ORDINARY MEETING

18 CONFIDENTIAL BUSINESS PAPER

Nil

Page 53