Ordinary Council Meeting 27 June 2016

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 27 JUNE 2016 IN THE COUNCIL CHAMBERS, SCONE COMMENCING AT 5.00pm

PRESENT:

Cr Wayne Bedggood (Mayor), Cr Maurice Collison (Deputy Mayor), Cr Peter Bishop, Cr Ron Campbell, Cr Lorna Driscoll, Cr Kiwa Fisher, Cr Michael Johnsen, Cr Deirdre Peebles and Cr Lee Watts.

APOLOGIES:

RESOLVED that the apology received from Cr Michael Johnsen be accepted.

Moved: Cr L Driscoll Seconded: Cr D Peebles CARRIED

IN ATTENDANCE:

Mr Waid Crockett (General Manager), Mr Steve Pryor (Director Corporate & Community Services), Mr Mathew Pringle (Director Environmental & Customer Services), Mr Alan Fletcher (Director Infrastructure Services), Ms Daele Healy (Communications Officer), Mr Wayne Phelps (Manager Finance) and Mrs Robyn Cox (Executive Assistant).

ADOPTION OF MINUTES:

RESOLVED that the minutes of the ordinary Council meeting held on 23 May 2016 be adopted. Moved: Cr D Peebles Seconded: Cr R Campbell CARRIED

DECLARATIONS OF INTEREST:

F.06.1 Draft Delivery Program & Operational Plan Cr Lee Watts declared a non-pecuniary interest, insignificant conflict for the reason that she is the Chairperson of the Scone & Upper Hunter Horse Festival who has made a submission to the Delivery Program & Operational Plan. Cr Watts advised that she would remain in Chamber however take part in discussion and voting.

PUBLIC PARTICIPATION:

F.06.1 Draft Delivery Program & Operational Plan Adoption Mr L J (John) Hind

Page 1 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

UPPER HUNTER SHIRE COUNCIL

Ordinary Meeting - 27 June 2016

TABLE OF CONTENTS

MAYORAL MINUTES...... 4 REQUEST FOR REIMBURSEMENT OF TRAVEL EXPENSES ...... 4

STANDING COMMITTEE REPORTS ...... 12 SCR.06.1 FINANCE COMMITTEE ...... 12 SCR.06.2 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE ...... 13 DESC.06.1 DEVELOPMENT APPLICATION NO. 149/2015 SUBDIVISION OF ONE LOT INTO TWO LOTS ...... 17 DESC.06.2 DEVELOPMENT APPLICATION NO. 20/2016 - STORAGE SHED - 96B BARTON STREET SCONE ...... 20 DESC.06.3 PLANNING PROPOSAL 2/2015 - ADDITIONAL PERMITTED USES - HUNTER VALLEY EQUINE RESEARCH PRECINCT, SCONE ...... 23 SCR.06.3 WORKS & TECHNICAL SERVICES COMMITTEE ...... 36

COMMITTEE/DELEGATES REPORTS ...... 43 C.06.1 AIRPORT MANAGEMENT COMMITTEE ...... 43 C.06.2 SALEYARDS COMMITTEE ...... 49 C.06.3 ARTS UPPER HUNTER ...... 53 C.06.4 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE ...... 66 C.06.5 COMMUNITY SERVICES COMMITTEE ...... 93 C.06.6 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE ...... 98 C.06.7 UPPER HUNTER CBD REDEVELOPMENT COMMITTEE ...... 108

ENVIRONMENT/HEALTH REPORTS...... 112 E.06.1 SUSTAINABILITY SUNSET COMMITTEE ...... 112 E.06.2 NSW BIODIVERSITY REFORMS ...... 120

FINANCE REPORTS...... 125 F.06.1 DRAFT DELIVERY PROGRAM & OPERATIONAL PLAN ADOPTION ...... 125 F.06.2 MAKING THE RATES 2016/17 ...... 140

GENERAL ADMINISTRATION REPORTS ...... 154 G.06.1 REQUEST TO WAIVE FEES - MERRIWA CAMPDRAFT ...... 154 G.06.2 RURAL HALLS REJUVENATION GRANTS 2016 ...... 157 G.06.3 REQUEST TO WAIVE FEES - MERRIWA CENTRAL SCHOOL ...... 168 G.06.4 REQUEST FOR FINANCIAL ASSISTANCE - MURRURUNDI & DISTRICT HISTORICAL SOCIETY INC ...... 171

POLICY MATTERS ...... 173 H.06.1 APPLICATION FOR CONFERENCE - MAYOR...... 173

WORKS/TECHNICAL REPORTS ...... 182 J.06.1 LICENSE AGREEMENT - RFS USE OF AUSGRID RADIO TOWER AT BLACK MOUNTAIN, WINGEN...... 182

RESPONSES TO PREVIOUS QUESTIONS ...... 184

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General Manager's Unit

MAYORAL MINUTES

A.06.1 REQUEST FOR REIMBURSEMENT OF TRAVEL EXPENSES RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Robyn Cox - Executive Assistant

RECOMMENDATION

That Council not reimburse travel expenses for attendance at the Upper Hunter CBD Redevelopment Committee meeting held in Scone on Monday, 20 June 2016.

REPORT/PROPOSAL

Council has received a request for the reimbursement of expenses for attendance at the CBD Redevelopment Committee meeting on Monday 20 June 2016. The request was for payment of a travel allowance (150kms round trip Merriwa – Scone) and that it be reimbursed at the ATO Tax Rate of 0.66 cents per kilometre.

The applicant has been advised that Council’s policy does not cover the payment of such expenses to community members (volunteers) for travel or any other expenses to attend Council committee meetings.

The applicant has asked that Council consider the request. A copy of the written request is provided to Councillors under separate cover.

Council has an Administrative Principle for Volunteers, which highlights the important role volunteers play in assisting Council with its decision making (Attachment ). This principle does however state that volunteers, which members of committees are classified, are not reimbursed for any expenses incurred.

The Office of Local Government has been contacted and has indicated that the Local Government Act 1993 is silent on any reimbursement of expenses to volunteers for attending council committee meetings. They also stated that they are not aware of any council that would reimburse volunteers for any type of expenses.

Officers have conducted some additional research through a number of other NSW councils on what policies they have. It appears that there are no other Councils that would reimburse travel or any other expenses to attend a Council committee of which they are a member.

This has however raised an interesting point in that Council should consider making its Administrative Principle clearer. The principle states:

“Council defines a volunteer as a person who undertakes defined activities of their own free will, without payment (not to be confused with reimbursement for out of pocket expenses), which will be of benefit to Council and the wider community.”

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General Manager's Unit

It is considered appropriate that some additional guidance and policy on committees and volunteering is presented to the incoming Council for their consideration.

OPTIONS

 To not reimburse travel expenses to the applicant for attending the UH CBD Redevelopment Committee meeting.  To reimburse travel expenses to the applicant for attending the UH CBD Redevelopment Committee meeting.

ATTACHMENTS

1 Administrative Principle - Volunteers

RESOLVED that Council not reimburse travel expenses for attendance at the Upper Hunter CBD Redevelopment Committee meeting held in Scone on Monday, 20 June 2016.

Moved: Cr M Collison Seconded: Cr K Fisher CARRIED

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General Manager's Unit

STANDING COMMITTEE REPORTS

SCR.06.1 FINANCE COMMITTEE RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Shinead Taylor - Governance & Executive Support Officer

RECOMMENDATION That Council:

1. Endorse the minutes of the Finance Committee meeting held on 24 June 2016. 2. FCR.06.5 - Amend the draft Delivery Program and Operational Plan, in response to internal and public submissions. 3. FCR.06.6 – Source its 50% contribution towards the Satur Road cycleway from adjacent landowners’ contributions ($20,000), Bridge Administration ($22,500), and Kerb Ramp Upgrade ($7,500). 4. CR.06.1 – Write-off the unrecoverable debts and adjust Council’s records accordingly, as outlined in the confidential report to the Finance Committee.

BACKGROUND

The Finance Committee meets prior to each monthly Council Meeting to consider the Financial Summary Reports, the Cash and Investment Report, and the Responsible Accounting Officer’s Statement.

REPORT/PROPOSAL

The next meeting of the Finance Committee has been called for Friday, 24 June 2016 and recommendations from that meeting will be presented to Council.

ATTACHMENTS

Nil.

RESOLVED that Council: 1. Endorse the minutes of the Finance Committee meeting held on 24 June 2016. 2. FCR.06.5 - Amend the draft Delivery Program and Operational Plan, in response to internal and public submissions. 3. FCR.06.6 – Source its 50% contribution towards the Satur Road cycleway from adjacent landowners’ contributions ($20,000), Bridge Administration ($22,500), and Kerb Ramp Upgrade ($7,500). 4. CR.06.1 – Write-off the unrecoverable debts and adjust Council’s records accordingly, as outlined in the confidential report to the Finance Committee.

Moved: Cr R Campbell Seconded: Cr L Driscoll CARRIED

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Environmental & Customer Services

SCR.06.2 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Mathew Pringle - Director Environmental & Customer Services

RECOMMENDATION That Council: 1. Endorse the minutes of the Development & Environmental Services Committee meeting held on 14 June 2016. 2. DESC.06.1 - Delegate authority to the General Manager to approve Development Application No 149/2015 for the subdivision of one lot into two lots at Lot 24 DP 1158509, New England Highway Murrurundi subject to the following: (i) The receipt of a satisfactory onsite sewage management assessment report from the applicant demonstrating that the site is suitable for onsite effluent disposal in accordance with the Upper Hunter DCP 2015. (ii) The conditions of consent in Attachment 2, as amended. 3. DESC.06.2 - Approve Development Application No. 20/2016 for a shed at Lot 142 of DP 1055556, 96B Barton St, Scone, subject to the conditions of consent in Attachment 3, as amended. 4. DESC.06.3 – (i) Continue to support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013 by permitting with consent animal boarding or training establishments and veterinary hospitals at the Hunter Valley Equine Research Centre Precinct, Scone as additional permitted uses under Schedule 1. (ii) Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning.

BACKGROUND

The Development and Environmental Services Committee is a Standing Committee of Council which considers reports, advice and recommendations of management regarding strategic land use planning, development applications, environmental, health and building related matters. The Committee subsequently makes recommendations to Council in relation to such matters.

A meeting of the Development and Environmental Services Committee was held on Tuesday, 14 June 2016.

REPORT/PROPOSAL

In relation to Item DESC.06.1, the Committee resolved to delegate authority to the General Manager to approve the application subject to the receipt of a satisfactory onsite sewage management assessment report demonstrating that the site is suitable for onsite effluent disposal. In addition, the Committee resolved to amend Condition Nos. 4 and 12 as noted in the attached minutes.

Various other recommended conditions of consent have been amended on the basis that the proposed allotments will be serviced by onsite sewage management systems rather than a reticulated sewerage system. Condition No. 3 has been added to ensure that appropriate

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Environmental & Customer Services

testing and inspections are undertaken of required civil works that are to be dedicated to Council.

The amended conditions of consent are provided in Attachment 2.

In the event that the applicant fails to demonstrate that the proposed allotments are suitable for onsite effluent disposal, the application will be reported back to the Committee for reconsideration.

In relation to Item DESC.06.2, the Committee resolved to amend Condition No. 18 by allowing security lighting to be installed on the proposed shed which is directed away from neighbouring properties to prevent light spill and intrusion. Condition No. 18 has been amended accordingly.

ATTACHMENTS

1 Minutes of the Development & Environmental Services Committee - 14 June 2016 2 DA 149/2015 - Recommended Conditions of Consent 3 DA 20/2016 - Recommended Conditions of Consent

RESOLVED that Council: 1. Endorse the minutes of the Development & Environmental Services Committee meeting held on 14 June 2016. 2. DESC.06.1 - Delegate authority to the General Manager to approve Development Application No 149/2015 for the subdivision of one lot into two lots at Lot 24 DP 1158509, New England Highway Murrurundi subject to the following: (i) The receipt of a satisfactory onsite sewage management assessment report from the applicant demonstrating that the site is suitable for onsite effluent disposal in accordance with the Upper Hunter DCP 2015. (ii) The conditions of consent in Attachment 2, as amended. 3. DESC.06.2 - Approve Development Application No. 20/2016 for a shed at Lot 142 of DP 1055556, 96B Barton St, Scone, subject to the conditions of consent in Attachment 3, as amended, including the amendment of Deferred Commencement Conditions 1 and 2 as follows: (i) Reduce the required minimum setback of the development from the southern boundary to 3 metres and, (ii) Reduce the required minimum residual width of the easements between the building and the southern boundary to 3 metres. 4. DESC.06.3 – (i) Continue to support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013 by permitting with consent animal boarding or training establishments and veterinary hospitals at the Hunter Valley Equine Research Centre Precinct, Scone as additional permitted uses under Schedule 1. (ii) Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning.

Moved: Cr L Watts Seconded: Cr K Fisher CARRIED

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MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 14 JUNE 2016 IN THE BARRY ROSE COMMITTEE ROOM COMMENCING AT 10.00am

PRESENT:

Cr Kiwa Fisher (Chair), Cr Peter Bishop and Cr Lee Watts.

APOLOGIES:

Cr Deirdre Peebles

IN ATTENDANCE:

Cr Maurice Collison, Mr Mathew Pringle (Director Environmental & Customer Services), Mr Paul Smith (Senior Environmental Planner), Miss Shinead Taylor (Governance & Executive Support Officer), Mr David Casson and Mr Bill Greer. Cr Campbell was present for part of the meeting.

DECLARATIONS OF INTEREST:

Nil.

PUBLIC PARTICIPATION:

DESC.06.1 Development Application No. 149/2015 Subdivision of One Lot into Two Lots Mr David Casson on behalf of the applicant Mr Colmer

DESC.06.2 Development Application No. 20/2016 Storage Shed 96B Barton Street Scone Mr Bill Greer

AGENDA ITEMS:

DESC.06.1 Development Application No. 149/2015 Subdivision of One Lot into Two Lots

Mr Pringle provided the Committee with an overview of the proposed development including details of previous development applications for subdivision of the land. Mr Pringle advised the Committee that conditions of consent have been recommended requiring Proposed Lot 2 to be connected to Council’s reticulated sewerage system (at the applicant’s request) and the existing Right of Carriageway servicing the property (Karralee ROW) to be upgraded and dedicated to Council as a public road.

Mr David Casson spoke on behalf of the applicant and requested that the requirement for Lot 2 to be connected to the sewerage system be deleted as wastewater generated by a future dwelling on the lot could be managed and disposed of on site. Mr Casson also suggested that any requirement for an on-site sewage management assessment report should be waived as the proposed allotments have suitable areas for effluent disposal which meet the minimum setback requirements prescribed by the Upper Hunter DCP.

In response, Mr Pringle agreed that Council could consider allowing on-site effluent disposal given the lot areas, however, he asserted that an onsite sewage management assessment report was necessary to demonstrate that Lot 2 in particular is suitable for onsite sewage management.

Committee members agreed with Mr Pringle’s comments.

Mr Casson acknowledged the Committee’s position and requested that the Committee resolve to recommend approval of the application subject to a satisfactory onsite sewage management assessment rather than deferring the application.

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Mr Casson also requested the amendment of Condition No. 12a by deleting the requirement for a restriction on Lot 2 prohibiting the erection of a future dwelling within 25 metres of the eastern property boundary. Mr Casson submitted that the adjoining land use and zoning is unlikely to result in any landuse conflict and therefore a buffer from the adjoining property to the east was unnecessary. In response, the Committee agreed to delete this requirement from Condition No. 12.

Mr Casson made a further request to the Committee to amend Condition No. 4 by requiring street lighting only at the intersection of the proposed public road and Henry Street rather than the entire road. Mr Pringle and a number of Committee members agreed that street lighting may not be appropriate given the semi-rural nature of the area. Accordingly, the Committee agreed to amend Condition No. 4 as requested by Mr Casson.

DESC.06.2 Development Application No. 20/2016 – Storage Shed – 96B Barton Street Scone

Mr Pringle provided the Committee with a detailed explanation of the proposed development and the issues concerning an encroachment of the proposed shed into a number of existing easements and a right of carriageway.

Mr Pringle advised that Infrastructure Services had been consulted in the assessment of the application and had raised no objections.

Mr Pringle advised the Committee that it was recommended that the application be approved subject to deferred commencement conditions requiring variation of the easements and right of carriageway and the submission of a revised site plan demonstrating that the development and associated earthworks would not encroach into an adjoining easement for stormwater drainage and detention.

In response to the issues raised in the submission from a neighbouring property owner, Mr Pringle advised that Condition No. 18 had been recommended prohibiting the installation of any external lighting on the building. While Mr Greer acknowledged the reason for this recommended condition he did request an exemption for security lighting to which the Committee agreed. Condition No. 18 was amended accordingly.

DESC.06.3 Planning Proposal 2/2015 – Additional Permitted Uses Hunter Valley Equine Research Precinct, Scone

After receiving a summary of the background to the proposal from Mr Pringle, the Committee supported the recommendation unanimously.

COUNCILLOR QUESTIONS:

Nil

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DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS

DESC.06.1 DEVELOPMENT APPLICATION NO. 149/2015 SUBDIVISION OF ONE LOT INTO TWO LOTS RESPONSIBLE OFFICER: Mathew Pringle - Director Environmental & Customer Services AUTHOR: Paul Smith - Senior Environmental Planner

PURPOSE

On 2 December 2015, Council received Development Application No. 149/2015 for a subdivision of one lot into two lots at Lot 24 DP 1158509, New England Highway Murrurundi.

The application is being reported to Council due to a non-compliance with the Upper Hunter Development Control Plan 2015

RECOMMENDATION

That Council approve Development Application No 149/2015 subdivision of one lot into two lots at Lot 24 DP 1158509, New England Highway Murrurundi, subject to the conditions of consent in Attachment 1.

BACKGROUND

Applicant: A & L.R. Colmer Owner: A & L.R. Colmer Location: Lot 24 DP 1158509, New England Highway Murrurundi Zone: R5 Large Lot Residential

Development Application No. 149/2015 was lodged with Council on 2 December 2015 for the subdivision of one lot into two lots at Lot 24 DP 1158509, New England Highway Murrurundi. The development application does not comply with the Upper Hunter Development Control Plan 2015 in regard to access and reticulated water supply, stormwater management and street lighting.

REPORT/PROPOSAL

The development site comprises an 18ha rural residential lot with direct frontage to a right of carriageway. The development proposes to subdivide the land to create two lots with areas of 17.96ha (proposed Lot 1) and 10,038m2 (proposed Lot 2). Access to the proposed lots is via an existing right of carriageway that services at least six other lots. Proposed Lot 2 will be serviced by the Council’s reticulated sewerage system.

The development proposal does not comply with the Upper Hunter Development Control Plan 2015 (Part 3) as the proposed lots do not have direct access from a public road, reticulated water, reticulated stormwater drainage and street lighting (refer to Attachment 2 for discussion of issues).

In relation to the non-compliance with the lots having direct access from a public road it is recommended that the applicant be required to upgrade the existing private road from its intersection with Henry Street for the full frontage of proposed Lots 1 and 2 to a local road standard and then dedicate the road to Council.

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OPTIONS

1. That Council approve Development Application No 149/2015 subdivision of one lot into two lots at Lot 24 DP 1158509, New England Highway Murrurundi, subject to the conditions of consent in Attachment 1. 2. That Council refuse Development Application No 149/2015 subdivision of one lot into two lots at Lot 24 DP 1158509, New England Highway Murrurundi, stating the reasons for refusal.

CONSULTATION

Surrounding properties were notified of the development proposal between 10 December 2015 and 7 January 2016. An advertisement was placed in the Scone Advocate on 10 December 2015. No submissions were received.

STRATEGIC LINKS a. Community Strategic Plan 2013+

The proposed development is consistent with the Key Focus Areas and Aspiration Goals 3 and 5 of the Community Strategic Plan: “(3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet; (5) Enhance economic and employment opportunities and promote development”. b. Delivery Program

Assessment of the application is in accordance with the Community Strategic Objectives for town planning: “Facilitate and provide for a growing population, including for example, affordable housing, community amenities, health and welfare services”. c. Other Plans

Nil

IMPLICATIONS a. Policy and Procedural Implications

Nil b. Financial Implications

Development Application and other relevant fees totalling $503 have been paid by the applicant. c. Legislative Implications

An assessment of the development application has been undertaken pursuant to Section 79C of the Environmental Planning and Assessment Act 1979 (see Attachment 2). d. Risk Implications

Council determinations of development applications in relation to local development can be appealed by a third party in the Land and Environment Court in circumstances where incorrect legal process has been applied. In the case of this development application the relevant considerations under the Environmental Planning and Assessment Act 1979 have been made. There is a low risk of any third party legal appeal in relation to this development application.

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e. Other Implications

Nil

CONCLUSION

The application has been assessed as satisfactory against Section 79C of the Environmental Planning and Assessment Act 1979, Upper Hunter Local Environmental Plan 2013 and the Upper Hunter Shire Development Control Plan 2015 (subject to variations).

The proposal is in keeping with the site context, is an appropriate form of development for the site and is unlikely to result in any significant adverse impacts.

Accordingly, it is recommended that the application be approved subject to appropriate conditions of consent.

RESOLVED that Council: 1. Delegate authority to the General Manager to approve Development Application No 149/2015 for the subdivision of one lot into two lots at Lot 24 DP 1158509, New England Highway Murrurundi subject to the following: (i) The receipt of a satisfactory onsite sewage management assessment report from the applicant demonstrating that the site is suitable for onsite effluent disposal in accordance with the Upper Hunter DCP 2015. (ii) The conditions of consent in Attachment 1 as amended.

Moved: P Bishop Seconded: L Watts CARRIED

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DESC.06.2 DEVELOPMENT APPLICATION NO. 20/2016 - STORAGE SHED - 96B BARTON STREET SCONE RESPONSIBLE OFFICER: Mathew Pringle - Director Environmental & Customer Services AUTHOR: Lachlan Melichar - Health & Building Surveyor

PURPOSE

On 24 March 2016, Council received Development Application No. 20/2016 for a storage shed at Lot 142 of DP 1055556, 96B Barton St, Scone.

The application is being reported to the Development and Environmental Services Committee as one (1) submission has been received following notification of the application.

RECOMMENDATION

That Council approve Development Application No. 20/2016 for a shed at Lot 142 of DP 1055556, 96B Barton St, Scone, subject to the conditions of consent in Attachment 1.

BACKGROUND

Application No: DA 20/2016 Applicant: Mr W M Greer & Mrs P L Greer Owner: Mr W M Greer & Mrs P L Greer Proposal: Storage Shed Location: Lot 142 of DP 1055556, 96B Barton St, Scone Lodged: 24 March 2016 Zone: R1 General Residential

The subject allotment was created as part of a subdivision approved under DA 21/2001.

Subsequently, consent was granted for the erection of a new dwelling house under DA 283/2007.

REPORT/PROPOSAL

The subject Development Application proposes the construction of a 12x10m colorbond shed ancillary to an existing dwelling house at 96B Barton St Scone.

The subject land is a battle-axe allotment zoned R1 – General Residential, with an area of 1.634 Hectares and is directly connected to Barton St via an access handle that forms part of the allotment. This access handle also provides access to two adjacent allotments and is burdened by easements 10m in width, to facilitate the provision of services and for legal access to these properties. The shed is proposed to be constructed at the end of this access handle to facilitate direct vehicular access to and from the development.

The proposed location of the shed encroaches 4 easements and as such, any consent will require the variation of these easements to remove any potential encroachment, prior to the consent commencing operation (refer to the conditions proposed in Attachment 1).

These easements were registered to ensure lawful access to adjacent properties, protect infrastructure and to allow for future subdivision opportunities. Upon completion of development of surrounding lands, these provisions have been made redundant and are no longer required.

Councils Infrastructure Services Department has advised that the variation of these easement will not impact on the purposes for which they were created and there are no objections to the

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The proposal will be located 4m from the southern boundary (whilst the plans indicate 3m, the 4m setback will be a requirement of a condition of consent to facilitate the sufficient residual width of any modified easements) and located adjacent to a 10m wide easement that serves as overland stormwater drainage, flowing from the north-easternmost boundary to the south. A condition of consent will be required to ensure that this easement is not encroached by any fill or other earthworks, as this will reduce the capacity of the swale and alter the flow of water.

The building will be provided with two roller doors to the western façade, one roller door and a personal access door to the northern façade, one window to the eastern façade and no fenestration will be provided to the southern façade as this faces the adjacent southern boundary.

The submission received in relation to the development does not object to the proposal in principle, but requests that external lighting be restricted given the open nature of the subject allotment and the potential for light spill to the adjoining allotments.

This matter has been discussed with the applicant, who has advised that no external lighting is intended to be provided to the shed and it is agreed that it is reasonable that a condition be imposed on any consent prohibiting the installation of external lighting.

OPTIONS

1. That Council approve Development Application No. 20/2016 for a shed at Lot 142 of DP 1055556, 96B Barton St, Scone subject to the conditions of consent in Attachment 1.

2. That Council refuse Development Application No. 20/2016 for a shed at Lot 142 of DP 1055556, 96B Barton St, Scone and state the reasons for refusal.

3. That Council defer Development Application No. 20/2016 for a shed at Lot 142 of DP 1055556, 96B Barton St, Scone, pending the receipt of further information.

CONSULTATION

Surrounding properties were notified of the development between 7 April 2016 and 21 April 2016.

One (1) submission was received by Council from an adjoining land owner. The issues raised in the submission are addressed in the attached report.

A copy of the submission is provided in Attachment 4 of this report.

Council Manager of Civil Assets and Manager of Water and Waste were consulted in relation to the proposed development and the encroachment over existing easements.

STRATEGIC LINKS a. Community Strategic Plan 2013+

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NIL

IMPLICATIONS a. Policy and Procedural Implications

A detailed assessment of the application against relevant Council policies is provided in the attached report. b. Financial Implications

Development application and other relevant fees totalling $808 have been paid by the applicant. c. Legislative Implications

An assessment of the development application has been undertaken pursuant to Section 79C of the Environmental Planning and Assessment Act 1979 (see attached report). The proposed development is permissible with consent within the R1 General Residential zone. d. Risk Implications

There are no other implications of granting approval to the application.

CONCLUSION

The proposal is in keeping with the site context, is an appropriate form of development for the site and is unlikely to result in any significant adverse impacts.

RESOLVED that Council approve Development Application No. 20/2016 for a shed at Lot 142 of DP 1055556, 96B Barton St, Scone, subject to the conditions of consent in Attachment 1, as amended.

Moved: L Watts Seconded: P Bishop CARRIED

Page 21 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL ITEM NO: SCR.06.2 SERVICES COMMITTEE - 14 JUNE 2016

DESC.06.3 PLANNING PROPOSAL 2/2015 - ADDITIONAL PERMITTED USES - HUNTER VALLEY EQUINE RESEARCH PRECINCT, SCONE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Mathew Pringle - Director Environmental & Customer Services

PURPOSE

The purpose of this report is to consider the outcomes of community and agency consultation undertaken in relation to Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013.

RECOMMENDATION

That Council:

2. Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning.

BACKGROUND

The Scone Racecourse and surrounding land was originally developed with the intention of establishing an equine precinct to service the local thoroughbred breeding and racing industry. The masterplan for the site outlines the development of thoroughbred stables, training facilities and associated businesses. The precinct is currently zoned RE2 Private Recreation and contains the Scone Racecourse, Hunter Valley Equine Research Centre, Scone TAFE campus and privately owned horse stables.

The development of horse stables, training facilities, veterinary hospitals and other associated activities that are not ancillary to the racecourse are currently not permitted uses within the RE2 Private Recreation zone under the Upper Hunter Local Environmental Plan 2013. However, these uses were previously permitted with consent when the land was zoned 6(b) Open Space – Private Recreation under the former Scone Local Environmental Plan 1986.

The Hunter Valley Equine Research Centre Limited has requested that Council reinstate animal boarding or training establishments and veterinary hospitals as permissible land uses within the equine precinct as a matter of urgency as a number of land sales are pending the resolution of this issue.

Council, at its meeting held on 23 November 2015, resolved as follows:

1. Support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013 by permitting with consent animal boarding or training establishments and veterinary hospitals within Zone RE2 Private Recreation.

2. Forward the planning proposal to the NSW Minister for Planning for a gateway determination pursuant to Section 56 of the Environmental Planning and Assessment Act 1979.

Page 22 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL ITEM NO: SCR.06.2 SERVICES COMMITTEE - 14 JUNE 2016

On 19 January 2016 a gateway determination was made by the Department of Planning and Environment under the delegation of the Minister for Planning that the planning proposal should proceed subject to a number of conditions. A copy of the gateway determination is provided in Attachment 2.

Condition No. 1 of the gateway determination required Council to exhibit two options for achieving the intent of the Planning Proposal and update the proposal accordingly:

(a) To permit the uses with development consent in the RE2 Private Recreation zone: and (b) To permit the uses with development consent at the Hunter Valley Equine Research Centre site as an additional permitted use.

In accordance with the requirements of the gateway determination, the revised planning proposal was placed on public exhibition for a minimum period of 14 days (25 days from 11 March 2016 to 5 April 2016). No submissions were received in response to the public exhibition.

All other consultation requirements of the gateway determination have been satisfied.

REPORT/PROPOSAL

The objective of the planning proposal is to amend the Upper Hunter Local Environmental Plan 2013 to:

a) reinstate two permissible land uses (animal boarding or training establishments and veterinary hospitals) that were previously permitted with consent within the Hunter Valley Equine Research Precinct under the former Scone Local Environmental Plan 1986. b) provide greater opportunity for equine business growth and development.

As noted in the planning proposal, there are two (2) options available to Council for achieving the intent of the planning proposal as follows:

1) to permit the land uses with development consent in the RE2 Private Recreation zone; and 2) to permit the uses with development consent at the Hunter Valley Equine Research Centre Precinct as additional permitted uses.

Option No. 2 is the preferred option as it would limit the permissibility of the additional uses to the Hunter Valley Equine Research Centre Precinct and eliminate any likelihood of development for the purposes of animal boarding or training establishments and veterinary hospitals on other RE2 zoned land throughout the Upper Hunter Shire LGA.

The use of land within the equine precinct for the purpose of an animal boarding or training establishment or veterinary hospital is complementary to other uses within the precinct including the Scone Racecourse and is not inconsistent with the objectives of the RE2 Private Recreation zone.

The proposal will have a net community benefit by providing greater flexibility and opportunity for the establishment of equine related businesses and other associated development, consistent with the original masterplan for the site. This in turn will generate additional employment opportunities and attract investment to the region whilst reinforcing the role and significance of the precinct as a centre for equine related business.

Page 23 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL ITEM NO: SCR.06.2 SERVICES COMMITTEE - 14 JUNE 2016

The planning proposal is consistent with the Upper Hunter Land Use Strategy 2008, the Upper Hunter Strategic Regional Land Use Plan 2012, applicable State Environmental Planning Policies and the relevant Ministerial Directions under Section 117 of the Environmental Planning and Assessment Act 1979.

A copy of the revised planning proposal report is provided in Attachment 1.

OPTIONS

1. Accept the recommendation that Council: (i) Continue to support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013 by permitting with consent animal boarding or training establishments and veterinary hospitals at the Hunter Valley Equine Research Centre Precinct, Scone as additional permitted uses under Schedule 1. (ii) Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning. 2. (i) Continue to support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013 by permitting with consent animal boarding or training establishments and veterinary hospitals within Zone RE2 Private Recreation. (ii) Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning. 3. Not support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013 for valid reasons.

CONSULTATION

The planning proposal was placed on public exhibition from 11 March 2016 to 5 April 2015.

As part of the exhibition process, notices were placed in local newspapers and notification letters were sent to the owners of all properties surrounding the Hunter Valley Equine Research Precinct that may be potentially affected by the proposed rezoning. The planning proposal was displayed at the Scone, Merriwa and Murrurundi Council administration offices during the exhibition period and on Council’s website and Facebook page.

No submissions were received from the public.

The planning proposal was referred to the NSW Rural Fire Service and the Commonwealth Air Safety Authority (CASA) in accordance with the requirements of the Gateway Determination.

In response, the RFS advised that it had no objection to, or requirements for, the planning proposal while CASA had no objection to the proposal proceeding subject to a number of requirements regarding future development of the land.

Copies of the responses provided by each authority are in included in Attachment 1.

The operator of Scone Airport has also been consulted in relation to the planning proposal and has raised no objection subject to a number of requirements as outlined in the revised planning proposal in Attachment 1.

STRATEGIC LINKS a. Community Strategic Plan 2013+ The planning proposal is relevant to Key Focus Areas and Aspiration Goals 3 and 5 of the Community Strategic Plan: “(3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet; (5) Enhance economic and employment opportunities and promote development”.

Page 24 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL ITEM NO: SCR.06.2 SERVICES COMMITTEE - 14 JUNE 2016 b. Delivery Program

The review of land use zones is consistent with the objectives of town planning: “To provide an ongoing review of local planning instruments to ensure that they are appropriate for current local and regional circumstances”. c. Other Plans

The Upper Hunter Land Use Strategy 2008 highlights the importance of the equine industry to the Upper Hunter region. The planning proposal will support the equine industry by providing greater opportunities for equine related business growth and development.

The proposal is consistent with the strategic objective of progressing development in an orderly and economic manner.

IMPLICATIONS a. Policy and Procedural Implications

NIL b. Financial Implications

NIL c. Legislative Implications

The planning proposal has been prepared in accordance with Section 55 of the Environmental Planning and Assessment Act 1979. d. Risk Implications

NIL e. Other Implications

There are no other implications of proceeding with the planning proposal.

CONCLUSION

The planning proposal has been assessed as satisfactory against the Upper Hunter Land Use Strategy 2008, the Upper Hunter Strategic Regional Land Use Plan 2012, applicable State Environmental Planning Policies and the relevant Ministerial Directions under Section 117 of the Environmental Planning and Assessment Act 1979.

The proposal is considered appropriate having regard to the site context and suitability, the likely social, economic and environmental impacts and the interests of the broader community.

For the above reasons, the planning proposal should proceed.

RESOLVED that Council:

1. Continue to support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013 by permitting with consent animal boarding or training establishments and veterinary hospitals at the Hunter Valley Equine Research Centre Precinct, Scone as additional permitted uses under Schedule 1. 2. Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning.

Moved: P Bishop Seconded: L Watts CARRIED THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 10.55AM

Page 25 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - DA 149/2015 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.06.2

DA 149/2015 Recommended Conditions of Consent

Identification of approved plans:

1. The development being carried out in accordance with the development application and the drawings referenced below and Statement of Environmental Effects dated July 2011, except where amended by the following conditions.

JOB REFERENCE NO SHEET NO REVISION DRAWN BY DATE NO Detailed Application Plan 1 of 1 - Allan Colmer 08.12.2015

(Reason: To ensure that the form of the development undertaken is in accordance with the determination of Council)

Ancillary matters to be completed prior to the issue of the construction certificate:

2. The existing right of carriageway (known as Karralee Row) and associated drainage structures shall be upgraded and/or constructed from the intersection with Henry Street for the full frontage of the development site (to the eastern boundary of Lot 23 DP 1158509) to an appropriate rural residential local road standard in compliance with the Council’s Engineering Guidelines for Subdivisions and Developments.

Detailed drawings and plans prepared by an appropriately qualified and practising Civil Engineer, shall be submitted to, and approved by the Certifying Authority prior to the issue of the Construction Certificate.

(Reason: To facilitate suitable vehicular access to private sites, without disruption to pedestrian and vehicular traffic and to ensure appropriate access and infrastructure protection that is integral with infrastructure on surrounding sites.) to be completed prior to the issue of the construction certificate: Conditions that must be addressed prior to commencement:

3. The current NAT-SPEC Construction Specifications (which must be complied with during all civil constructions works as in force or amended at the time of design/construction) contain a number of Witness Points (WPs), Test Points (TPs) and Inspection Points (IPs) throughout the construction period which require reference to or the attention of a Council engineering officer.

All such points relevant to the scope of works for all civil infrastructures shall be assembled in a series of Inspection and Test Procedures (ITPs) and provided to Council for approval prior to the commencement of work.

The ITPs and test results (subgrade compaction, road materials, road and lot fill compactions, water commissioning, Benkelman beam tests, concrete compressive tests) shall be held onsite and copies of test results provided to the Principal Certifying Authority as soon as they become available throughout the course of the construction. Defective materials and test results are to be rectified and tests repeated such that the material/test results comply with relevant standards, prior to the issue of any subdivision certificate.

(Reason: To ensure that civil infrastructure is constructed to an acceptable standard and enable review at critical stages of construction.)

Page 26 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - DA 149/2015 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.06.2

Conditions that must be complied with during construction work:

4. Any person acting on this consent shall ensure that:-

(a) construction activities are only carried out during the following hours: i. between Monday to Friday (inclusive)—7.00am to 5.00pm, ii. on a Saturday—8.00am to 5.00pm.

(b) construction activities must not be carried out on a Sunday or a public holiday unless prior approval has been obtained

(Reason: To ensure that works do not interfere with reasonable amenity expectations of residents and the community)

5. Any necessary extensions, alterations to, or relocations of utility services must be carried out at no cost to the council or the relevant public authority.

(Reason: To ensure costs associated with the development are not transferred to the public)

6. No works shall commence on site until such time as a Construction Certificate has been issued for either part or all of the works. If a certificate is issued for part of the works it must cover the works being undertaken onsite.

(Reason: Prescribed – Statutory)

Conditions that must be complied with prior to the issue of any strata subdivision or subdivision certificate:

7. Street lighting shall be provided at the intersection of Henry Street and the proposed public road (Karralee Row) in accordance with the requirements of AS/NZS 1158.0 ‘Lighting for roads and public spaces’ to ensure an acceptable level of lighting for traffic.

(Reason: To ensure the subdivision is supported by appropriate infrastructure.)

8. Certified Works-as-Executed (WAE) drawings demonstrating that all subdivision works including road construction works have been completed in accordance with the approved engineering drawings shall be submitted to, and approved by the Certifying Authority prior to the issue of a Subdivision Certificate.

(Reason: To ensure subdivision works have been completed in accordance with the approved drawings)

9. Prior to the issue of a Subdivision Certificate, the applicant shall submit to Council one set of electronic files in both Portable Document Format (.pdf) and in CAD Drawing (.dwg) format (MGA co-ordinates), with each of the services on a separate layer and one set of paper copies of the works as executed plans for the road infrastructure.

Each sheet is to include a bar scale or scales adjacent to the title block showing the scale (the works as executed plan is to be scaled at 1:500) and each sheet is to be properly signed and dated by the person responsible for the carrying out of those works. Further, the works are to

Page 27 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - DA 149/2015 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.06.2

comply with Upper Hunter Shire Council’s Engineering Guidelines for Subdivision and Development.

(Reason: So that Council may ensure that the construction is in accordance with Council's requirements, and so that a permanent record of the design as constructed may be held by Council, to assist in future maintenance)

10. Prior to issuing a Subdivision Certificate the person acting upon this consent must apply to Upper Hunter Shire Council and receive written confirmation of the allocated street names and addresses (house number) and unit numbers for the building and any approved allotments within the completed project. These are the street names and numbers that will be recorded in Council records and must be displayed at the property in accordance with the provisions of AS/NZS 4819:2003 – Geographic information – Rural and urban addressing.

To assist Council when applying for street name and number allocations, a draft proposal for street naming and numbering within development should be submitted for concurrence to Council at an early stage of construction, as these numbers will be used to maintain Council’s property and mapping database, and the proposed street names must be formally agreed and adopted by Council.

(Reason: To ensure that Council records are accurate, and that building and unit numbering complies with the requirements of Council’s House Numbering Policy. Proper building and unit numbering also assists emergency services in readily locating properties.)

11. An 18 metre wide road reserve shall be created over Karralee ROW from the intersection with Henry Street up to and including the full frontage of proposed Lot 2. The road shall be dedicated to Council at no cost to Council. Details shall be provided on the plan of subdivision.

(Reason: To ensure legal access is provided to roads and drainage reserves)

12. All easements, rights-of-way, right- of-carriageway, and restrictions-as-to-user as indicated on the plans submitted with the application for a Subdivision Certificate for each stage of the subdivision are to be registered on the title of the relevant Lots.

(Reason: To ensure proper management of land and minimise land use conflict with adjoining agricultural land uses.)

13. Notification of arrangements to connect services and utilities to each LOT shall be provided to the Certifying Authority with the Subdivision Certificate:-

(a) telecommunication services (b) electrical reticulation

All adjustments to existing utility services made necessary by the development are to be undertaken by the developer at no cost to Council.

(Reason: To ensure adequate servicing of the development.)

14. A contribution pursuant to the provisions of Section 94 of the EP&A Act 1979 and section 64 of the Local Government Act, 1993 as specified hereunder for the services detailed in column A and, for the amount detailed in column B shall be made to Council.

Page 28 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - DA 149/2015 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.06.2

Contribution type (a) amount per lot (B) Total (C) ($)

Open space $ 369 $ 369

Waste disposal $ 69 $ 69

Bush Fire $433 $433 total contribution $871

Documentary evidence shall be submitted to the Certifying Authority confirming that the contribution has been paid prior to determination of the application for Subdivision Certificate for each stage of the subdivision, where applicable.

The level of contributions shall be in accordance with Council’s Fees and Charges at the time of payment.

(Reason: To retain a level of service for the existing population and to provide the same level of service to the population resulting from new development)

Page 29 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - DA 20/2016 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.06.2

SCHEDULE A

Deferred commencement conditions:

In accordance with section 80(3) of the Act the consent will not operate until the applicant has provided information to the satisfaction of the Council that the following conditions can be complied with. Upon receipt of written information from the applicant in relation to the condition in this schedule the Council will advise in writing whether the information is satisfactory and, if so, will nominate the effective date for the commencement of the consent.

1. Prior to the operation of this consent, a revised site plan shall be submitted to Council that demonstrates that the development, inclusive of any earthworks, will not encroach Easement (E) of Deposited Plan 1055556; and will have a minimum setback from the southern boundary of 4m, measured to the fascia, gutter or other most external extent of the building.

(Reason: To ensure that encroachments of any residual easements do not occur and; to ensure that sufficient width is provided between the development and the property boundary to allow for the alteration of existing easements)

2. Prior to the operation of this consent, evidence shall be submitted to Council that the easements identified in Deposited Plan 1055556 as (B), (T), (U) and (W), have been varied, to provide a minimum residual width of 4m between the southern property boundary and the most external extent of the building, so as to remove any encroachment that the development would otherwise impose on such easements.

(Reason: To ensure that development does not encroach any registered easement)

In accordance with Clause 95(3) of the regulation, a twenty four (24) month period is given from the date of the “deferred commencement” notice to lodge plans and evidence that satisfactorily address the required details. If not, then the “deferred commencement” will lapse and a new development application will be required.

SCHEDULE B

Identification of approved plans:

1. The development being carried out in accordance with the development application and the drawings referenced below and Statement of Environmental Effects dated 23 March 2016, except where amended by the following conditions.

JOB REFERENCE NO SHEET NO REVISION DRAWN BY DATE NO Site Plan – W M Greer 24/03/2016 EZY01_255153:8 DWG 6 of 21 – Upright Engineering 18/03/2016

(Reason: To ensure that the form of the development undertaken is in accordance with the determination of Council)

2. A copy of all stamped approved plans, specifications and documents (including the Construction Certificate if required for the work incorporating certification of conditions of approval) must be kept on site at all times so as to be readily available for perusal by any officer of Council or the Principal Certifying Authority.

(Reason: To ensure that the form of the development undertaken is in accordance with the determination of Council)

Page 30 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - DA 20/2016 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.06.2

Operational conditions imposed under the environmental planning and assessment act and regulations and other relevant legislation:

3. All building work must be carried out in accordance with the provisions of the National Construction Code Series.

(Reason: Prescribed by legislation)

4. Home Building Act Requirements (1) Building work that involves residential building work (within the meaning and exemptions provided in the Home Building Act) must not be carried out unless the Principal Certifying Authority for the development to which the work relates:

(a) in the case of work to be done by a licensee under that Act: i. has been informed in writing of the licensee’s name and contractor licence number, and ii. is satisfied that the licensee has complied with the requirements of the Home Building Act, or

(b) in the case of work to be done by any other person: i. has been informed in writing of the person’s name and owner‐builder permit number, or ii. has been given a declaration, signed by the owner of the land, that states that the reasonable market cost of the labour and materials involved in the work is less than the amount prescribed for the purposes of the definition of owner‐builder work in section 29 of that Act, and is given appropriate information and declarations under paragraphs (a) and (b) whenever arrangements for the doing of the work are changed in such a manner as to render out of date any information or declaration previously given under either of those paragraphs.

Note: The amount referred to in paragraph (b)(ii) is prescribed by regulations under the Home Building Act 1989. As at the date on which this Regulation was Gazetted, that amount was $10,000. As those regulations are amended from time to time, that amount may vary.

(2) A certificate purporting to be issued by an approved insurer under Part 6 of the Home Building Act 1989 that states that a person is the holder of an insurance policy issued for the purposes of that Part is, for the purposes of this clause, sufficient evidence that the person has complied with the requirements of that Part.

(3) If arrangements for doing residential building work are changed while the work is in progress so that the information submitted to Council is out of date, further work must not be carried out unless the Principal Certifying Authority for the development to which the work relates (not being the Council), has given the Council written notice of the updated information.

(Reason: Prescribed by legislation)

Conditions that must be addressed prior to commencement:

5. Where construction or excavation activity requires the disturbance of the soil surface and existing vegetation, adequate measures for erosion and sediment control shall be provided. As a minimum, control techniques are to be in accordance with The Blue Book published by Landcom provisions on Erosion and Sediment Control, or a suitable and effective alternative method.

All required erosion and sedimentation techniques are to be properly installed prior to the

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commencement of any site works and maintained in a functional and effective condition throughout the construction activities until the site is stabilised.

The installation is to be approved by the Principal Certifying Authority prior to further commencement of site works.

(Reason: To protect the environment from the effects of sedimentation and erosion from development sites)

6. A sign must be erected in a prominent position on any work site on which work involved in the erection or demolition of a building is being carried out:

(a) stating that unauthorised entry to the work site is prohibited;

(b) showing the name of the principal contractor (or person in charge of the work site), and a telephone number at which that person may be contacted at any time for business purposes and outside working hours; and

Any such sign must be maintained while to building work or demolition work is being carried out, but must be removed when the work has been completed.

The installation is to be approved by the Principal Certifying Authority prior to further commencement of site works.

(Reason: Statutory requirement)

7. No works shall commence on site until such time as a Construction Certificate has been issued for either part or all of the works. If a certificate is issued for part of the works it must cover the works being undertaken onsite.

(Reason: Prescribed – Statutory)

Conditions that must be complied with during demolition and building work:

8. The windows, doors and fenestration shall be in accordance with the approved plans and shall not be enlarged or relocated on any elevation of the development. No such openings shall be installed to the southern facade.

(Reason: To ensure compliance with the terms of this development consent and to maintain the amenity and privacy of the adjoining property)

9. Any person acting on this consent must ensure that:-

(a) materials must not be burnt on the site.

(b) vehicles entering and leaving the site with soil or fill material must be covered.

(c) dust suppression measures must be carried out to minimise wind-borne emissions in addition odour suppression measures must also be carried out where appropriate so as to prevent nuisance occurring at adjoining properties.

(Reason: To protect the environment and the amenity of the surrounding area)

10. The applicant shall not enter or undertake any work within adjoining public lands (i.e. Parks, Reserves, Roads etc) without the prior written consent of Council. In this regard the applicant is to liaise with Council prior to the commencement of any design works or preparation of a Construction Management Plan.

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(Reason: Protection of existing public infrastructure and land and to ensure public safety and proper management of public land)

11. Any person acting on this consent shall ensure that:-

(a) building construction activities are only carried out during the following hours: i. between Monday to Friday (inclusive)—7.00am to 5.00pm, ii. on a Saturday—8.00am to 5.00pm.

(b) building construction activities must not be carried out on a Sunday or a public holiday unless prior approval has been obtained

(c) demolition and excavation works must only be carried out between Monday to Friday (inclusive) between 8.00am and 5.00pm.

(Reason: To ensure that works do not interfere with reasonable amenity expectations of residents and the community)

12. Building materials and equipment must be stored wholly within the work site, unless prior written approval has been obtained from Council. Equipment must not be operated on the footpath or roadway, unless prior written approval has been obtained from council.

(Reason: To ensure public safety and amenity on public land)

13. No earthworks associated with establishing the building pad for the building shall encroach the easement identified as (E) in Deposited Plan 1055556.

(Reason: To ensure the safety and amenity of the site and adjoining properties.)

14. Any necessary alterations to, or relocations of, utility services must be carried out at no cost to the council or the relevant public authority.

(Reason: To ensure costs associated with the development are not transferred to the public)

15. The applicant shall bear the cost of all restoration works to Council’s property damaged during the course of this development.

(Reason: To ensure the protection of existing public infrastructure)

Conditions which must be complied with prior to the issue of any occupation certificate:

16. The building is not to be used or occupied until a final inspection has been carried out and an Occupation Certificate has been obtained from the Principal Certifying Authority.

(Reason: Prescribed - Statutory)

17. Prior to the issue of any Occupation Certificate, certification shall be received from a registered surveyor that the building does not encroach any of the registered easements on the property, inclusive of any earthworks with respect to easement E in Deposited Plan 1055556 as per condition 13 of this consent.

(Reason: To ensure that the development does not encroach registered easements)

Conditions that must be complied with at all times:

18. At all times, no external lighting is to be installed to the building with the exception of security lighting which is directed away from neighbouring properties.

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(Reason: To maintain the amenity of the adjoining properties)

19. At all times nothing in this consent shall authorise the use of the development for commercial or industrial activities.

(Reason: To ensure use is compatible with the classification of the building and the land use zone of the property)

20. At all times all stormwater from the development including all hardstandings and overflows from rainwater tanks shall be collected and disposed of by way of properly constructed stormwater lines to a minimum distance of 6m clear of the proposed and any adjoining buildings, towards the drainage gully for collection. Such outlets must be provided with a rock mattress or other mechanical means to prevent the erosion of adjacent soils.

(Reason: To ensure the suitable disposal of stormwater.)

Page 34 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

Infrastructure Services

SCR.06.3 WORKS & TECHNICAL SERVICES COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Alan Fletcher - Director Infrastructure Services

RECOMMENDATION

That Council endorse the minutes of the Works & Technical Services Committee meeting held on 14 June 2016.

BACKGROUND

The Works & Technical Services Committee provides policy and direction, along with an update on the planned program for roads, bridges, water and sewerage work, parks, building and waste management

REPORT/PROPOSAL

WTS.06.1 Works Program - Infrastructure Services - Water & Sewer

Key projects currently underway include:  Replacement of old water meters in Merriwa. Murrurundi, Aberdeen and Scone meter replacements are up to date.  Scone to Murrurundi Pipeline – Work is continuing on the communication plan. The concept report is completed. A peer review of the concept report is completed.  Sewer infiltration (Smoke testing) and sewer pipe cleaning and Closed Circuit Television (CCTV) in selected areas of Scone.  Linking dead end water mains in Bernard St, Murrurundi.  A serious issue has been found by CCTV footage in a sewer pipe upstream of Aberdeen St pump station – requests for quotations are being sought.

WTS.06.2 Works Program – Infrastructure Services

The projects currently underway include:

 Moonan Cutting - Roadworks have been completed and dust seal. The road is now open. RCA Geotech Consultants have been engaged to assess the condition of the new cut batters and propose a stabilisation treatment.  Rehabilitation works on the Golden Highway have now commenced.

WTS.06.3 Capital Works Update – Infrastructure Services

The purpose of the report is to provide an update on works undertaken over the previous month and those planned for the upcoming month. The information showed that YTD the Actual spend is 90% of the YTD Budget.

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Report To Ordinary Council Meeting 27 June 2016

Infrastructure Services

Some of the major projects currently under construction are:

 Scone waste depot works (sheds, weighbridge) are being finalised.  Rehabilitation works on the Golden Highway have now commenced  Moonan Cutting road dust seal (temporary seal) completed and open to traffic, awaiting geotech and design to progress embankment stabilisation work.  Segenhoe St Aberdeen drainage, kerb & gutter and roadworks commenced.

WTS.06.4 Update on Moonan Cutting

The Hunter Road at the Moonan Cutting site is now open to traffic. The earthworks are complete and a dust seal has been laid. The only remaining works required are  On the uphill cutting to stabilise the rock batters and the bank,  Stabilise the embankment below the road above the Hunter River, and  Then the remaining roadworks will be carried out.

There have been a number of unforeseen issues involving the rock composition of the cutting which have delayed site works, however to date all issues have been resolved. The major challenge on the downhill side of the cutting is the location of the rock, and how the proposed retaining wall will connect to it. Council’s contractor designers have a proposed solution for this issue.

The biggest challenge of the uphill side was the solidity of the rock, and the removal of material. Earthmoving equipment has removed 80% of material with the remainder having to be blasted out. The excavated material has been stockpiled nearby and crushed for reuse on local roads.

Council staff and contractors will continue to work through all the options to get the best outcome possible for this project.

WTS.06.5 Proposed Joint Water Treatment Plant

Council’s current DPOP includes funds for a Water Augmentation Treatment Plan Works for the Glenbawn - Brushy Hill - Scone Pipeline.

Council DPOP identifies a future water treatment plant for construction commencing 2019/20, at an estimated cost of $11.63million which is currently unfunded, and given government funding strategies is unlikely to attract funding.

Stemming from this, Council has proposed to explore a collaborative approach with neighbouring Muswellbrook Council, who are also seeking water treatment improvements, to achieve the following:

“Improve funding attraction through regional collaboration, with the submission of a joint grant application providing improved economies of scale.”

There is significant financial advantage to pursue a joint Water Treatment Plant with Muswellbrook Shire Council. A joint Water Treatment Plant with Muswellbrook will be a more attractive proposition to funding providers as it has a regional context, and collaboration between Councils would meet the funding criteria.

Page 36 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

Infrastructure Services

ATTACHMENTS

1 Works And Technical Services Committee - 14 June 2016 - Summary Minutes - attachments excluded

RESOLVED that Council endorse the minutes of the Works & Technical Services Committee meeting held on 14 June 2016.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

Page 37 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - WORKS AND TECHNICAL SERVICES COMMITTEE - 14 JUNE 2016 - ITEM NO: SCR.06.3 SUMMARY MINUTES - ATTACHMENTS EXCLUDED

MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE TUESDAY 14 JUNE 2016 - 1.00pm

PRESENT:

Cr Maurice Collison (Chairman), Cr Ron Campbell, Cr Lorna Driscoll.

APOLOGIES:

Cr Deirdre Peebles (Overseas)

IN ATTENDANCE:

Mayor Wayne Bedggood, Mr Alan Fletcher (Director Infrastructure Services), Mr Nick Havyatt (Manager Works Delivery), Mr Jeff Bush (Manager Strategic Assets) and Mr Paul Turri (Manager Water Waste), Mr Geoff Radcliffe (Works Engineer Scone and Murrurundi), Mrs Belinda Olteanu (Infrastructure Support Officer), Mr Ron Martin, Mr John Hind and Mrs Elizabeth Flaherty.

DECLARATIONS OF INTEREST:

Nil

PUBLIC PARTICIPATION:

Two members of the public asked to speak at the meeting without notice. The Chairperson approved their requests:

Mr Ron Martin of 90 Waverley St Scone addressed the Committee of behalf of the residents of Scone between Liverpool and Short Streets regarding the poor state of the road.

Mr Martin said he had been agitating for 9 years since building his home in 2005 for this stretch of road to fixed, the existing bitumen is barely wide enough for a vehicle to drive on, and the gravel either side creates clouds of dust when driven on. This is one of if not the busiest sections of road travelled upon by buses and cars alike.

Mr Martin suggested that the optimum time for maintenance works would be over the Christmas break.

Mr Martin would like his request considered and responded to with Council’s intentions.

Mr John Hind of 15 Towarri St Scone addressed the Committee with regard to Middlebrook Bridge Project. Mr Hind is an avid walker and used to reside at Stewarts Brook for a period of time when the Garlands Bridge was rebuilt for a cost of less than $1 million (actual cost).

Mr Hind believes that the estimated project cost for Middlebrook Bridge of $2.3million is excessive, and the bridge should not be dual carriageway. Mr Hind has made submissions to Council, providing what he believes to be a reasonable and cost effective alternative.

Mr Hind was advised that the Middlebrook Bridge replacement will be discussed at the next Council meeting to be held on 27 June 2016, which he is welcome to attend, and if he wishes to address the meeting. The Chairman Cr Collison advised for Mr Hind to book in at Council reception if he wishes to address the Council Meeting.

Page 38 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - WORKS AND TECHNICAL SERVICES COMMITTEE - 14 JUNE 2016 - ITEM NO: SCR.06.3 SUMMARY MINUTES - ATTACHMENTS EXCLUDED

WTS.06.1 WORKS PROGRAM - INFRASTRUCTURE SERVICES - WATER & SEWER RESPONSIBLE OFFICER: Alan Fletcher - Director Infrastructure Services AUTHOR: Paul Turri - Manager Water and Waste

RESOLVED that the Committee receive the report and note the information.

Moved: R Campbell Seconded: M Collison CARRIED

WTS.06.2 WORKS PROGRAM - INFRASTRUCTURE SERVICES RESPONSIBLE OFFICER: Alan Fletcher - Director Infrastructure Services AUTHOR: Nicholas Havyatt - Manager Works Delivery

RESOLVED that the Committee receive the report and note the information.

Moved: R Campbell Seconded: M Collison CARRIED

WTS.06.3 CAPITAL WORKS UPDATE RESPONSIBLE OFFICER: Alan Fletcher - Director Infrastructure Services AUTHOR: Belinda Olteanu - Infrastructure Services Admin Officer

RESOLVED that the Committee receive the report and note the information.

Moved: L Driscoll Seconded: R Campbell CARRIED

WTS.06.4 UPDATE ON MOONAN CUTTING RESPONSIBLE OFFICER: Alan Fletcher - Director Infrastructure Services AUTHOR: Nicholas Havyatt - Manager Works Delivery

RESOLVED that Council receive the report and note the information.

Moved: L Driscoll Seconded: R Campbell CARRIED

WTS.06.5 PROPOSED JOINT WATER TREATMENT PLANT RESPONSIBLE OFFICER: Alan Fletcher - Director Infrastructure Services AUTHOR: Paul Turri - Manager Water and Waste

The Mayor questioned why such a Water Treatment Plant would not attract State Funding? Further investigation will be made into grant funding. The Director of Infrastructure suggested that funding may be attracted under the Resources for Regions Grants. Collaboration between Councils would meet the Regional criteria.

RESOLVED that Council receive the report and note the information.

Moved: M Collison Seconded: R Campbell CARRIED

Page 39 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - WORKS AND TECHNICAL SERVICES COMMITTEE - 14 JUNE 2016 - ITEM NO: SCR.06.3 SUMMARY MINUTES - ATTACHMENTS EXCLUDED

COUNCILLOR QUESTIONS

Wayne Bedggood (Mayor)

1. Asked the question why the WTS Agenda was not available on Google Drive?

Response: The Agenda was uploaded on Friday 10 June 2016, however the entire document did not upload correctly. This file was removed and replaced on Tuesday 14 June when the problem was reported.

Cr Lorna Driscoll

1. Cr Driscoll advised that the signs on the learn to ride cycleway at the Aberdeen Sports Hub have been bent over.

Response: A CRM will be raised to check and repair if necessary.

2. What is happening with the stockpile of dirt near Men’s Shed at Jefferson Park?

Response: The stockpile is recycled concrete to be used in the construction of the carpark.

Cr Maurice Collison

1. Hunter Road scrub clearing and spraying?

Response: Will be resprayed when shoots appear.

2. Hunter Road at Barry Station – When will it be graded, class 4 road?

Response: Will be graded as per the adopted level of service.

3. Can we have better communication with residents on Waverley Road regarding the timing of roadworks, and an explanation of the process.

Response: Yes residents will be informed.

4. New section of tar at Gundy – gravel coming through between new and old sections – can it be fixed?

Response: Yes should be rectified within the month.

Cr Ron Campbell

1. Tree planting at Cassilis – when is it going to happen?

Response: A meeting is planned with the parties involved including Cr Campbell to arrange.

2. Concern about the design of the intersection of Golden Hwy and Vennacher Street, can it be checked?

Response: The design has been checked by Council and RMS and is suitable for B-Double truck movements.

3. Mt Erin Road gravelling – has it been done?

Response: To be done when resources become available.

4. Halls Creek Bridge abutment needs some maintenance, particularly the western side, can it be fixed?

Response: This has been programmed for repair.

5. No smoking signs needed outside the Hut in Merriwa – can they be installed?

Response: Will be followed up with Merriwa staff.

Page 40 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - WORKS AND TECHNICAL SERVICES COMMITTEE - 14 JUNE 2016 - ITEM NO: SCR.06.3 SUMMARY MINUTES - ATTACHMENTS EXCLUDED

6. Road naming at Merriwa – 37 Muswellbrook Rd/Bettington St/Golden Highway – can road naming be simplified?

Response: To be followed up.

7. Has the extra bin been installed at Merriwa Bakery?

Response: A temporary bin was supplied for long weekends and events.

8. Cr Campbell commended the work of the Merriwa showground toilet block. Can the people involved be thanked.

Response: Thanks will be passed on to volunteers and staff involved.

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 2.05pm

Page 41 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

General Manager's Unit

COMMITTEE/DELEGATES REPORTS

C.06.1 AIRPORT MANAGEMENT COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Joanne McLoughlin - Property & Business Coordinator

RECOMMENDATION

That Council: 1. Endorse the minutes of the extraordinary meeting of the Airport Management Committee held on 19 May 2016 2. Adopt the Scone Airport Master Plan 3. Endorse the minutes of the meeting of the Airport Management Committee held on 8 June 2016.

BACKGROUND

Committee provides recommendations to Council in relation to the management and performance of the Scone & Upper Hunter Regional Airport.

REPORT/PROPOSAL

Extraordinary Meeting The Committee reviewed Options G & H from the Airport Master Plan and made recommendation that Option H is adopted as the preferred option.

Option H provides Council with:

 Code 2C runway infrastructure (currently Code 3C);  43 Code A aircraft parking positions;  Helicopter parking positions;  2 Code B jet aircraft parking positions that can be used as a single Code C aircraft parking position;  New Avgas refueling facility;  Relocated Terminal building;  Expanded public car parking lot;  Rural Fire Service Facility;  SES Facility;  Location for a new Aviation Museum;  New Council Shed;  Full length parallel taxiway  Airport that is Compliant to MOS 139

Committee Meeting The Committee went through a number of operational matters for the airport. There were no significant issues reported or raised at this meeting.

It was reported to the committee that there would be some proposed changes for Council’s consideration to the next year’s fees and charges based on submissions received from airport operators, which included the proposed non-inclusion of airport parking fees.

Page 42 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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General Manager's Unit

ATTACHMENTS

1 Airport Management Committee - Extra Ordinary Meeting - 19 May 2016 - Minutes 2 Scone Regional Airport - Three Consulting - Scone Airport Master Plan - Final Excluded Document 3 Airport Management Committee - 8 June 2016 - Minutes

RESOLVED that Council: 1. Endorse the minutes of the extraordinary meeting of the Airport Management Committee held on 19 May 2016 2. Adopt the Scone Airport Master Plan 3. Endorse the minutes of the meeting of the Airport Management Committee held on 8 June 2016.

Moved: Cr M Collison Seconded: Cr L Driscoll CARRIED

Page 43 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - AIRPORT MANAGEMENT COMMITTEE - EXTRA ORDINARY MEETING - ITEM NO: C.06.1 19 MAY 2016 - MINUTES

MINUTES OF THE EXTRAORDINARY MEETING OF THE AIRPORT MANAGEMENT COMMITTEE – THURSDAY, 19 MAY 2016 - 4.00PM

PRESENT: Cr M Collison; Cr W Bedggood; Mr G Shopland; Mr N Partridge; Mr B Wyndham; Mr R Pay

IN ATTENDANCE: Mrs J McLoughlin; Mr S Constable; Mr W Crockett; Mr R Brayley

1. APOLOGIES There were no apologies.

2. DISCLOSURE OF INTEREST Nil

3. AGENDA ITEMS AM.03.1 Airport Master Plan PURPOSE

The purpose of this report is to present the options for the final Three Consulting airport master plans and recommend a preferred option to Council.

The following items were discussed in relation to Option 2 (Drawing H) of the Master Plan:

 Could Council consider grassed taxiway over a gravel base instead of straight gravel for the purpose of dust control; reduced taxiway maintenance and reduce damage to aircraft.  Council should include a buffer zone around the airport to prevent development along the fence lines of the private properties to ensure the airport can expand in the future.  Can a access point from Pays Aviation direct to the main apron be included.  Can Drawing H be updated to include access points to the parallel taxiway for the development in the western end.  Confirmation is required that the fuel bowsers have adequate clearance to Pays Aviation hangars.  Investigate with CASA if Pays can have one direct taxiway to the runway for the fire bombers.  The Committee agreed that Option 2 (drawing H) was the only feasible option as it will be extremely difficult to reclaim land to achieve Option 1 (drawing G).

RECOMMENDATION That the Committee recommend that Council adopt the Airport Master Plan (Option 2 - Drawing H).

Moved: Mr B Wyndham Seconded: Cr W Bedggood Carried

Note: The Masterplan will be updated to reflect this recommendation before it is presented to Council.

The meeting was declared closed at 4.45pm.

Page 44 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - AIRPORT MANAGEMENT COMMITTEE - 8 JUNE 2016 - MINUTES ITEM NO: C.06.1

MINUTES OF THE AIRPORT MANAGEMENT COMMITTEE MEETING – WEDNESDAY, 8 JUNE 2016 – 4.00PM

PRESENT: Cr M Collison, Mr G Shopland, Mr N Partridge, Mr B Wyndham, Mr R Pay

IN ATTENDANCE: Mr W Crockett, Mrs J McLoughlin

1. APOLOGIES RECOMMENDATION That the apologies received from Cr W Bedggood be accepted.

Moved: Mr N Partridge Seconded: Mr R Pay Carried

2. DISCLOSURE OF INTEREST Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Airport Management Committee Meeting held on 15 March 2016 and the Extra Ordinary Meeting held on the 19 May 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Mr B Wyndham Seconded: Mr G Shopland Carried

4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil

5. AGENDA ITEMS AM.06.1 Airport Managers Report PURPOSE

This report provides details relating to the operational management of the airport, including WHS, current projects, financial and performance management.

Airport Lighting

Discussion held on the condition of the airport lighting and the cost to maintain and electricity cost. Mr Crockett suggested that a business case should be prepared on the options of upgrade with a cost benefit analysis on each option.

Pavement Condition

Mr Pay advised that the pavement is starting to have waves appear and suggested that this needs to be investigated to determine if any maintenance can be done to enhance the life of the runway seal.

Page 45 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - AIRPORT MANAGEMENT COMMITTEE - 8 JUNE 2016 - MINUTES ITEM NO: C.06.1

Fees & Charges

Mr Crockett advised that there were some recommendations to change the proposed fees and charges. Council has considered the submissions and some minor adjustments have been made, The revised fees and charges will be distributed to the committee for review.

RECOMMENDATION That the Committee note the report and receives the information.

Moved: Mr B Wyndham Seconded: Mr R Pay Carried ACTION FOR COMMITTEE: Nil

6. ACTION SHEET

Expected Outstanding Responsible Item Details Completion Status Since Officer/s Date May 14-05-2014 Airport Drainage Study Property & 30-09-2016 In progress – 4.2 Business  Consideration of report prepared by Coordinator RMH.  To be reviewed as part of the Master Plan RHM are to provide quote to revise the drainage plan based on the Master Plan

3 01-01-2015 Airport Master Plan Property & 30-06-2016 In progress Business  Tender for the consultation for the Coordinator Master Plan awarded to Enstruct Group.  Initial consultation workshop conducted in February 2015  Safety inspection completed in February 2015  Master Plan works on hold until the PCN review is completed  Master Plan recommenced June 2015  Due to team changes with Enstruct which impacted on the airport knowledge and expertise the contract with Enstruct was terminated and Three Consulting appointed.

5 15-03-2016 Investigate options to resolve compliance Property & 30-06-2016 In progress issues for private taxiways Business Coordinator

7 08-06-2016 Airport Lighting Review – complete a options Property & 31-12-2016 Not started study and prepare business case for preferred Business upgrade option Coordinator

8 08-06-2016 Investigate the pavement waves and Property & 31-10-2016 Not started determine if this can be resolved Business Coordinator

9 08-06-2016 Distribute the revised fees and charges Property & 10-06-2016 Completed Business

Page 46 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - AIRPORT MANAGEMENT COMMITTEE - 8 JUNE 2016 - MINUTES ITEM NO: C.06.1

Coordinator

7. CORRESPONDENCE Nil

8. GENERAL BUSINESS Nil

9. NEXT MEETING

Wednesday 24 August 2016 at 4.00pm in the Barry Rose Room.

The meeting was declared closed at 4.50pm.

Page 47 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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General Manager's Unit

C.06.2 SALEYARDS COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Joanne McLoughlin - Property & Business Coordinator

RECOMMENDATION

That Council endorse the minutes of the Scone & Upper Hunter Regional Saleyards Committee meeting held on 5 May 2016.

BACKGROUND

Committee provides recommendations to Council in relation to the management and performance of the Scone Regional Livestock Selling Centre.

REPORT/PROPOSAL

An operational report was presented to the committee. There were no significant issues reported to or coming from the committee at this meeting. WH&S activities are continuing along with inductions as required.

ATTACHMENTS

1 Scone & Upper Hunter Regional Saleyards - 5 May 2016 - Minutes

RESOLVED that Council endorse the minutes of the Scone & Upper Hunter Regional Saleyards Committee meeting held on 5 May 2016.

Moved: Cr D Peebles Seconded: Cr M Collison CARRIED

Page 48 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - SCONE & UPPER HUNTER REGIONAL SALEYARDS - 5 MAY 2016 - ITEM NO: C.06.2 MINUTES

MINUTES OF THE SCONE & UPPER HUNTER REGIONAL SALEYARDS MEETING - THURSDAY 5 MAY 2016 – 3.00PM

PRESENT: Cr M Collison, Cr W Bedggood, Mr P Townsend, Mr E Bates, Mr A Watts, Mr K Knight.

IN ATTENDANCE: Mr S Constable, Mr L Wall, Mrs J McLoughlin.

1. APOLOGIES RECOMMENDATION That the apologies received from Cr R Campbell and Mr D Taylor be accepted.

Moved: Mr E Bates Seconded: Mr K Knight Carried

2. DISCLOSURE OF INTEREST Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Scone & Upper Hunter Regional Saleyards Meeting held on 4 February 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Mr E Bates Seconded: Cr W Bedggood Carried

4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil

5. AGENDA ITEMS SUHRS.05.1 Saleyards Business Report PURPOSE

The purpose of this report is to provide the committee with details relating to the operational management of the Saleyards, including WHS, current projects, financial and performance management.

Environmental Impact Statement required to obtain Environmental Protection License

Mr E Bates raised concerns on how many non-complying items that may be in existence at the Saleyards and that this could create major rectification issues.

Old Debtors

Committee advised that the old debts with the agents needs to be completed before the end of financial year.

Page 49 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - SCONE & UPPER HUNTER REGIONAL SALEYARDS - 5 MAY 2016 - ITEM NO: C.06.2 MINUTES

Inductions

Mrs McLoughlin advised that Safe Work Australia were on site on Tuesday 3 May 2016 to review the working at heights issue when washing trucks and unloading cattle. There is no immediate fix to this, however, Council needs to ensure that no one is working at heights without fall protection in place.

Low Stress Handling

Council should report back to Safe Work Australia that the Agents are responsible for the training and development of their employees and to ensure that suitably trained people are on site.

Council will also include a statement in the Agents User Agreement outlining that it is the Agents responsibility to ensure their employees are suitably trained in animal handling.

Council will send relevant Saleyards employees to the Low Stress Handling Course.

RECOMMENDATION That the Committee receives the information and notes the report.

Moved: Cr W Bedggood Seconded: Mr K Knight Carried

ACTION FOR COMMITTEE: Nil

6. ACTION SHEET

Expected Outstanding Responsible Item Details Completion Status Since Officer/s Date 36 05-08-2015 Obtain National Saleyards J McLoughlin 30-06-2016 In progress Assurance Accreditation

41 06-11-2015 Develop process and fee J McLoughlin 30-06-2016 Not started rules for the Overnight Usage fee. (Consider changing words from Overnight to Usage fee). Need to include tracking and traceability issues for disease management, throughput tracking for EPA and ALMA and feeding records

47 05-05-2016 Update Safe Work Australia J McLoughlin 31-07-2016 on Low Stress Handling Course 48 05-05-2016 Saleyard employees to J McLoughlin 31-12-2016 attend Low Stress Handling Course

49 05-05-2016 Finalise the old debt W Phelps 30-06-2016 investigation and settle payment

Page 50 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - SCONE & UPPER HUNTER REGIONAL SALEYARDS - 5 MAY 2016 - ITEM NO: C.06.2 MINUTES

7. CORRESPONDENCE

 Advised of the ALMA conference. Committee members to advise if they would like to attend.

8. GENERAL BUSINESS

 Reviewed the announcement of the proposed Meat Works at Denman. The general feeling was that this could be extremely positive for the saleyards

9. NEXT MEETING

Thursday 4 August at 3pm.

The meeting was declared closed at 4.15pm.

Page 51 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

Corporate & Community Services

C.06.3 ARTS UPPER HUNTER RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Kerri Cone - Manager Community Services

RECOMMENDATION

That Council note the minutes of the Arts Upper Hunter Board meetings held 3 December, 3 September and 4 June 2015.

BACKGROUND

Council contributes financial support, along with other councils in the region, to support Arts Upper Hunter. Member councils were Singleton, Muswellbrook, Gloucester, Dungog and Upper Hunter. Due to recent amalgamations Gloucester will no longer be in our area and a decision on Dungog is pending.

Council is represented by Cr Peter Bishop on this Board. The Upper Hunter Shire Community Representative is Pamela Saunderson-McLeay and she has been appointed as Deputy Chair.

Regional Arts Boards will now be called Regional Arts Development Organisations (RADOs) and the lead employment role will become the Executive Director.

The next meeting of the Arts Upper Hunter Board will be in June 2016.

REPORT/PROPOSAL

Apologies from the Executive Director are tendered for the late provision of Board Minutes from June, September and December 2015 as attached. The March 2016 Minutes are still to be ratified at the June Meeting 2016.

Discussions and issues are noted in the Board minutes and AGM minutes attached.

ATTACHMENTS

1 Covering Letter 2 Arts UH Board Meeting - Minutes - 3 December 2015 3 Arts UH Board Meeting - Minutes - 3 September 2015 4 Arts UH Board Meeting - Minutes - 4 June 2015

RESOLVED that Council note the minutes of the Arts Upper Hunter Board meetings held 3 December, 3 September and 4 June 2015.

Moved: Cr L Driscoll Seconded: Cr D Peebles CARRIED

Page 52 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - COVERING LETTER ITEM NO: C.06.3

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General Manager's Unit

C.06.4 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Jan Sinclair - Tourism & Events Coordinator

RECOMMENDATION That Council endorse the minutes of the Merriwa Festival of the Fleeces Committee meetings held on 4 April, 4, 11, 18 & 30 May and 7 June 2016.

BACKGROUND The Festival of the Fleeces Committee plans and manages the annual festival in Merriwa in June. The committee makes recommendations in relation to the expenditure and income generation for the festival.

Council provides assistance to the S355 Committee through provision of secretarial support, budgeting and event planning and event management.

The number of Committee minutes presented to Council this month is due to the frequency of meetings held leading up to the Festival.

REPORT/PROPOSAL The committee have successfully completed the 2016 Festival and has received some great feedback from the community and the many visitors from around Australia who attended the event. It is estimated that over 4000 people attended the Saturday Festival activities and the events on Friday 10 June and Sunday 12 June attracted over 100 attendees each.

Total income received to date is $21,413 and the major raffle raised approximately $1800. Expenses are expected to be around $15,000.

The social media campaign for the Festival was very successful. The statistics show:  Festival facebook page ‘likes’ increased from 750 (March 2016) to 1006 (as at 17 June 2016)  Total of number of individuals reached over the 3 month period leading up to the FOTF was 35,151.

Naming Rights sponsor, Rosto have confirmed that they will support the festival again for an additional 3 years.

ATTACHMENTS 1 Merriwa Festival of the Fleeces Committee - 7 June 2016 - Minutes 2 Merriwa Festival of the Fleeces Committee - 30 May 2016 - Minutes 3 Merriwa Festival of the Fleeces Committee - 18 May 2016 - Minutes 4 Merriwa Festival of the Fleeces Committee - 11 May 2016 - Minutes 5 Merriwa Festival of the Fleeces Committee - 4 May 2016 - Minutes 6 Merriwa Festival of the Fleeces Committee - 4 April 2016 - Minutes

RESOLVED that Council endorse the minutes of the Merriwa Festival of the Fleeces Committee meetings held on 4 April, 4, 11, 18 & 30 May and 7 June 2016.

Moved: Cr R Campbell Seconded: Cr D Peebles CARRIED

Page 65 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 7 JUNE ITEM NO: C.06.4 2016 - MINUTES

MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING - TUESDAY 7 JUNE 2016 – 5.00PM

PRESENT: Cr Ron Campbell, Kim Clydesdale, Shirley Hunt, Maree Wright, Alan Wright, Barbara Campbell, Lenore Taylor, Courtney McMullen

IN ATTENDANCE: Kristi Green (phone link), Jan Sinclair (phone link), Shay Hancock (phone link), Tash Taaffe

Jan Cronin arrived 5.36pm Darren Wicks arrived 6.06pm James Constable 6.09pm James Rawlinson arrived at 7.10pm

APOLOGIES: Deidre Peebles, Richard Magner, Alicia Clydsdale, Tori McNaught, Sue Cronin

1. RECOMMENDATION That the apologies received be accepted.

Moved: Narelle Davis Seconded: Maree Wright CARRIED

2. DISCLOSURE OF INTEREST – Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 30 May 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Maree Wright Seconded: Shirley Hunt CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES - Nil

5. ACTION SHEET- Nil

6. CORRESPONDENCE –Nil

7. AGENDA ITEMS

7.1 Financial Report – Nothing to report. Only money going out this week was for the banners.

7.2 Sponsorship – Tash collected prizes during the week for showground entertainment/childrens games and opening night from Merriwa Bakery, Merriwa IGA and Merriwa Auto Electrical.

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Prizes for CHILDRENS GAMES at Showground: 6 notebooks 1 mittens (childs) 1 pens/pencils 2 childrens watches 3 stuffed toys Lollies/chocolate 6 childrens fold up chairs

OPENING NIGHT PRIZES: 2 lucky door prizes – 2 x $25 bakery voucher plus 2 oil Best dressed -1 x $20 vouchers for Carolines Café plus 1 oil

RAFFLE PRIZES: First prize - Mantra Second prize - Stratheran Park Lodge Third Prize - 1 lamb pack -donated by Campbell family/Maxs Butchers (can be collected at Maxs by winner following week if local or on Saturday of Festival if not) Fourth prize – Hunter Belle voucher Fifth – Cheese platter and wine voucher Hollydene

POETS BREAKFAST: $500 in 6 cash prizes for placegetters 1 lucky door prize – 1 x $20 Caroline’s Cafe voucher 1 bottle wine (Jan Sinclair to bring over) for Robyn Sykes 1 bottle oil (Kim to give to Barbara) for Robyn Sykes

7.3 Marketing – Jan said interview with Power FM with bush poet went well. Will go to air this week. Ron was on the front page of Hunter Valley News this week, so good publicity in lead up to event. This week Jan will do radio on 2NM and ABC on Thursday. Shay is doing a lot of social media with 40 new likes on the FOF Facebook page, 5000 views on the FOF post - good to know reach is spreading to coast and beyond. The new pull up banner will be available at opening night. Tash to ask Royal Hotel if we can put the new large vinyl banner up tomorrow. This weeks Ringer will feature more FOF details. TV ad will be on this week. Barbara missed Macca interview last week due to mix up with station. Dunedoo radio is currently promoting FOF and quilting through the week.

7.4 Tickets – 56 tickets have been sold to date or will be picked up on night. A few VIP apologies received. 8 to a table. Still plenty available. Shay/Jan to prepare a few copies of the list as at Friday afternoon of who has paid online and have that available to mark off on the door at Opening Night.

7.5 Fashion of the Fleeces – Shirley said they had a run through on Saturday. The models will be there at 5.45 to 6pm. Ron will go through script with Jan and Sally already has her script about the clothes from Shirley.

7.6 Parade and Judging –There are now 50 entries in the parade. Courtney McMullan will follow up with Merriwa Central School primary campus re their parade entry. Should take about an hour. Jan has provided Mike Pritchard with some notes on each entry. Mike needs to be available at 11am, to talk to individuals pre-parade. Mike to meet with Ron and Jake McIntyre outside Merriwa Tyre Service. Michael Nutt will be at the VRC at 9.30 to judge the cars (one

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winner) and then the parade (one winner). Winner of colouring competition will be announced at fireworks.

7.7 Bush Poets Breakfast – Ron spoke to Robyn, all in hand. The correct time has now been promoted widely. Barbara thought it was a gold coin donation which goes to the Festival and the breakfast funds goes to CWA. Jan said it has already been advertised in the program and media as $5 for breakfast which covers entry. Committee agreed to charge $5 for the entry (to FOF) with $5 for breakfast (for CWA). CWA to put a sign at front door.

7.8 Stalls – No stall holders can be accepted on the day due to insurance and added costs.

7.9 Program Update – All distributed with 600 left (2 boxes) for on the day at CTC.

7.10 Traffic – Ron said all in order.

7.11 Showground Activities and Camping Amber said only one non powered site left for the camping. All other sites are full. Jan Cronin has contacted Kaboom, and all is in order. Gold coin donation for entry to fireworks. Need two people to sit at the showground from 3pm to collect donations. Buckets are in the VIC. They will need to wear a hi vis vest. Kim to organise buckets with FOF logo. Maree and Alan Wright to man gate from 3pm. Other committee members will assist after finished down main street.

7.12 Team Penning – Ron has discussed with Mark Judge and Darren Wicks all is in order re marking out where horses/stalls/campers are. Four stall positions worked out between James Constable and Darren Wicks after meeting.

7.13 Quilting –Leonore has received two stall entries at the quilting in the hall – Elizabeth Birch and Busy Needles (Singleton),she will drop stall money to Council next week.

7.14 Window Display – Jan Cronin will liaise with Nutt family, re judging to take place at 10am Thursday morning to judge the windows. Shay to provide list of which windows are entered.

7.15 Colouring competition – Entries judged with winners noted at end of minutes.

7.16 Yarn Bombing- organised by Narelle Davis, to go up Friday afternoon.

Lenore Taylor left meeting 6.10pm

7.17 VRA Letter – organised

7.18 Buskers – organised

7.19 Fire brigade display – no further update.

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8.0 GENERAL BUSINESS

Raffle – Kim will collect all raffle tickets on Wednesday 8 June. Shay collected wine from Small Forest, and has other prizes to come across Friday afternoon with Jan.

Walkie Talkies – Jan C will collect from Michael Hagley on Wednesday.

James Bettington – Need to decide on a date for wrap up meeting (usually August), then follow up with James Bettington/Deirdre. Carry over to next meeting.

Shearing Display – Ron has spoken to Sleepy and James Wightman. Ron has found the wool table and steps. Blade shearing will unfortunately not go ahead this year as unable to secure shearier.

Merriwa Show –Show agreed they will help with set up of bollards in exchange for manning the gate at the Merriwa Show.

Showground entertainment –. Prizes to be stored at CTC. Kim to run down to showground Saturday at 3pm. Jan to bring over sheep poo jellybeans on Friday.

Big Dog – Jan Cronin to talk to Bill Reynolds tonight re car for Big Dog. Jan has confirmed Big Dog.

IGA – will provide one gazebo for Sparkles. Tash to collect and leave at CTC.

Alan Fletcher - needs a list of where the bollards are to go – Ron and James to go through this after meeting and forward to Jan Sinclair.

OHS - Still need to ensure stall holders cables/leads aren’t trip hazards. May need rubber mats/cord covers to prevent trips. Ron said it has always been responsibility of stall holders. James suggested cords to be overhead not on the ground where possible. There are 3 stall holders that will be using power from local business owners. Jan to discuss this further with Liz Towns. Eg. Use wide duct tape or mats if on ground.

Mounted Police – Not available this year, next year need to get information to them earlier.

Winners – Jan to do certificates for winners of colouring competition. Shay will send list of window competition entries tomorrow to VIC.

Jan Sinclair, Shay Hancock and Kristi Green left meeting/phone hookup at 6.31pm

Shearing – James Rawlinson joined meeting at 7.10pm – he will pick up shearing gear from Cam Leggetts on Saturday morning. 7.30am sheep to be collected from James R (Clydsdales truck).

Parade line up – James would prefer old machinery to go before the cars. Jan C to amend line up.

Extra helpers - Darren Wicks to talk to Alan Davidson/ Scone VRA to see if any volunteers available to come across to help.

Radios – channel 11 for festival UHF and VRA is channel 9

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HELP ROSTER FRIDAY:

Opening Night – 6 volunteers needed for three entrances to take entries, hand out lucky door tickets and sell raffle tickets: Alicia Clydsdale, Jade and Tara Cox on one door (and will be available after school to help set up), Jan Cronin and Narelle Davis on one door, Courtney McMullan and Maree Wright one door and will also help with raffle tickets throughout evening.

Ticket drawer/bucket – Jan C to see if RSL tumbler available to use for opening night

Fashion parade – Shirley Hunt, Jan Sinclair, Sally Hagley to coordinate

Tables - Narelle Davis has organised Matt Morgan at RSL to put paper on the tables, do a wool display and prepare decorations beforehand. Kim Clydsdale to do table centres.

Volunteer packs - hi Vis Vests – plenty available, and will be in volunteer bags available from VIC Friday or Saturday morning. VIC will be open from 5am Saturday morning with tea/coffee etc.

Pam Power award – will be announced on Friday at the Opening Night this year. Certificate to be prepared by Jan Sinclair so ready to present on Friday.

Bunting, bollards - Nicko and Jodie (from Council) will do bollards, signs and bunting with James/truck/trailer

Sponsorship signs – used last year, but not able to be used this year as different logos.

HELP ROSTER Saturday:

5am – Shirley Hunt, Kim Clydsdale, James Constable, Richard Magner to mark out stalls, set up gazebos, open VIC etc. Ron Campbell and Alan Wright will be setting up as well and will liaise with stall holders.

12 noon – volunteers to meet on Bow Street corner to assist Jan C with parade - Shirley Hunt, Kim Clydsdale, Barbara Campbell, Maree Wright. Helpers need to slow the walkers etc down. Need one policeman or two to assist.

1pm – James Constable needs to get down main street to remove barricades etc with the Merriwa Show volunteers (Jan Cronin to ring Pat Ryan to find out how many helpers) before activities start straight after parade.

1 - 2pm - Darren Wicks to help Ron Campbell to take sheep socks off near showground.

3pm - Darren Wicks/team penners will pick up hay after 3pm (for cattle) – Darren to talk to Richard Magner to confirm.

3pm – Maree and Alan Wright on gate at showground to take donations

3 pm – Kim Clydsdale to take childrens prizes, hobby horses and lollies to showground to Ron.

3.30pm – Kaboom Fireworks want to set up at showground - Darren Wicks to assist as needed.

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4pm – Showground childrens games – Barbara and Ron Campbell and Richard Magner

4.30pm- Darren Wicks will help Ron Campbell announce team penning winners

Meeting closed at 8.10 pm

Colouring Competition JUDGED:

Preschool: Darcy Clark, Merriwa Central School

K to yr 2: Annabelle Hunt, St Josephs Primary School

Yr 3 to Yr 6: Kaitlyn Smith, Merriwa Central School

NEXT MEETING - TO BE ADVISED POST FESTIVAL

Page 71 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 30 MAY 2016 - ITEM NO: C.06.4 MINUTES

MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING - TUESDAY 21 JUNE 2016 - 5pm

PRESENT: Cr Ron Campbell, Kim Clydesdale, Shirley Hunt, Maree Wright, Alan Wright, Lenore Taylor, Barbara Campbell, Narelle Davis, Richard Magner, Courtney McMullen.

IN ATTENDANCE: Kristi Green (phone link), Jan Sinclair (phone link), Shay Hancock (phone link), Tash Taaffe, Patrick and John Magner

Richard, John and Patrick: Left meeting at 5.24pm

Darren Wicks entered meeting at 5.35pm Jan Cronin entered meeting at 5.37pm

Lenore Taylor left meeting at 5.54pm

APOLOGIES: Deidre Peebles, Sue Cronin, Alicia Clydsdale and Tori McNaught

1. RECOMMENDATION That the apologies received be accepted.

Moved: Narelle Davis Seconded: Maree Wright CARRIED

2. DISCLOSURE OF INTEREST – Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 7 June 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Shirley Hunt Seconded: Maree Wright CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES - Nil

5. ACTION SHEET- Nil

6. CORRESPONDENCE –Nil

7. AGENDA ITEMS - Debrief

7.1 Sponsorship and fundraising – Jan thanked Tash for help with sponsorship, noted by Ron Campbell. Over $2000 raised from money on the door at opening night and on the day in gold coin donations.

7.2 Budget – Jan expects to net around $6000 surplus although formal budget is yet to be collated. Jan to finalise by end of June and circulate to committee.

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7.3 Marketing/Media – Jan will prepare a report on media reach for this years event ie. how many ads, press releases, social media, tv and radio ads. Shay reported 7243 have visited the website since February, averaging 57 people looking at the website per day while 35,000 people have viewed content that has gone on Facebook. Ron noted, positive support from all local papers.

7.4 Hanging of the Quilts– Lenore reported everything went well, with more in attendance that in previous years (approximately 300). Requested the winners (Moya Ryan winner of large quilt and Sally Gilbey winner of small quilt) be pubnlished in the Ringer. May need to improve signage to direct people to quilts next year, as feedback received during event was that it was hard to find.

7.5 Fashion of the Fleeces – Jan Cronin received feedback from group sitting on back table that ticketing should be sold locally at a shop (not online); line up at the door was too long (as writing out receipts); need more tables and seating; view of people on back wall was blocked because of queue for dinner, partition and the people standing watching. There was also feedback received that for $15, needed more fashions. Shirley reported that the AWI only sent 12 outfits and Di supplied one hat as she felt her other garments didn’t have enough wool content.

Jan Sinclair noted that Steve Prior and Waid Crockett requested all moneys be receipted this year to avoid accounting discrepancies of previous year, although Jan agreed this did cause a significant bottle neck at the door. Jan suggested next year we exclusively book the venues, but committee agreed would be easier to direct traffic through TAB entrance and partition off kitchen window. Some pre-booked ticket holders weren’t seated as many paid on the night early and got first available seats.

Jan suggested Committee may need to look at other retailers to supply woollen garments to add to the parade in future. Everyone agreed, music from duo Évery Day People’ was excellent. Ron asked them to come along next year, may need to offer them accommodation.

7.6 Parade – Barbara wants parade forms to stipulate marshals word is final. Several parade entries did not follow directions. Courtney McMullen said the Merriwa Central School provided parade details, but as there was an incorrect email address on the bottom of the form, it inadvertently went to the wrong address. Darren Wicks was at showground end marshalling without a parade order list. Needs to be clearer in future. Michael Hagley very frustrated on the day, and to control traffic, this procedure needs to be tightened up. Darren said horses need to go after pedestrians (not cars) as horses and young riders can’t be waiting that long and that the Lighthorse should be leading the parade with the Australian Flag. Need more parade entry lists, that are easier to read. Need to have an earlier cut off of parade entries so the parade can be coordinated and finalised in advance. VRA Peta Luke requested no lollies be thrown from vehicles, as children come in front of barriers while cars going past. This needs to be on the parade form. Also feedback received that too many cars in the parade.

7.7 Stalls – Some issues with mark out. Need a CAD map drawn to scale so more accurate depiction of space. Number of vendors (two to four) at the showground was good - Banger Brothers didn’t come, coffee cart was there in the afternoon and another vendor selling hotdogs and chips. No need for vendors to arrive/sell before 3pm. Food feedback received in general was that there wasn’t enough variety. On the northern side of street there is a significant slope to the gutter, prompting stall holders to move closer to the centre of the street. Stall holders need to be advised in advance to set up stalls to allow for this. Jan Prouse had a large vehicle that blocked off view and access in street, Ron addressed with vendor on the day. Need to ask vendors that need their vehicles to move away from main street to one of the side streets. Committee agreed there should be no vehicles down main street. David Rey needs to go back where he was this year as a good space for him. Kim said there was nothing on the stall holder form that said vehicles had to be removed, need to add this to the form. Ron suggested final authority of the stalls should be with committee on site on the day. Shay responsible for stall bookings in the lead up, with marking out/stall holder liaison on the day to go to Committee.

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Stallholders thought they could stay longer than after parade, need to specify on form they need to vacate at 3pm as road re-opens at around 4pm.

7.8 Competitions – Best float etc prizes were not present or had left at showground/fireworks. Ron suggested another time to announce winners. Committee agreed at the end of the parade rather than at fireworks.

Moved: Shirley Hunt Seconded: Kim Clydsdale

Trophies - Kim to send through to Jan what engraving is required and on which trophies.

Colouring in - Newsagents said they would prefer all the entries to hang up around the shop after judging (week before), with winners displayed on the window on the day. Jan will forward note to Merriwa Central School to republish winners in Ringer, as prizes still at newsagents.

7.9 Team penning – camping sites were an issue. The campers didn’t know where to go as marking out was unclear. There were many set up by the canteen – an area they weren’t supposed to use. Need laminated sheets with numbers in the correct place for each site. James Constable will assist with planning this next year, ie. 2 weeks before event.

7.10 Tug of War & showground games – Very popular again. Need to cut off at 5.45pm sharp so the fireworks can go on time. Lots of positive feedback regarding fireworks this year by Kaboom. Jan Sinclair said need to consider other (cheaper) quotes next year. Jan Cronin concerned if another fireworks provider used, Kaboom may not come back. Ron suggested Committee delay decision until next year as decision dependent on funds available. Jan Sinclair to source a sample video from the other fireworks providers. General consensus from committee is if we have funds, keep with Kaboom but happy to look at other options next year. Nutts lolly shooter - Darren Wicks suggested need to keep children further away from shooter for safety.

7.11 Bush Poets Breakfast – went very well. Improvements, need more tables moved out to the back. Barbara and others preferred last years poet to Robyn Sykes. The quality of entries overall was excellent. CWA Room was ideal venue, room filled up, cosy atmosphere and positive vibe.

7.12 Issues: - Missing IGA pergola and trestle table. Sean and James Constable moved the pergola up near the fountain at 4pm. Brian Nicholls said it was gone by 5pm when he came to collect everything in Council truck. Ron discussed with Keith Richards whether the cost could be covered on insurance or what the cost of replacement would be. Keith to get back to Ron. Jan Sinclair put note in Ringer and Diary asking for it to be returned to VIC. - Need a better bump out procedure. After parade, 3pm crowd and committee dispersed. Need to allocate pack up tasks and responsibilities. - Radios were returned, batteries taken out and back in storage at VIC. - High Vis vests were returned to VIC. - Need more signage and arrows to toilets and quilting display. - Need to put notice in paper/Ringer to advise residents when fireworks are on so they can lock up pets etc. - Magazine/program was a great promotional success. Jan Sinclair said needs to be proofed by the committee prior to print as a few things omitted. - First Aid –St Johns Ambulance officers on duty during the event. Someone fainted and someone tripped. Committee didn’t know how to contact St Johns directly. Need that information on info pack next year. - Shay reported Chris and Gayle Batch of Pleasant View Fibres received refund as paid for two sites, only received one and another stall holder that had shrubs obscuring site.

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- Bagpipes requested the horses go first, so they don’t have to walk in the manure. The problem with this is the bagpipes upset the horses, and the Light horse need to lead the parade with the Australian Flag. Bagpipes to remain last on parade entry list. - Jan Sinclair suggested need better table displays at the Fashions of the Fleeces - Alan Wright said still missing 2 chairs from the RSL, 21 borrowed, 19 returned. Marie will follow up. - Need a chair and better signage on collection buckets on gate at showground in the afternoon. - Silver sponsorship of Upper Hunter Team Penning was not included in the program. Darren advised Team Penning will donate $550 to Festival this year. Ron thanked Darren and club for their support. - Need a briefing session with the marshals of the parade a few days before so all know whats going on. Darren suggested include Michael Hagley in meeting, so all muster point managers know what is going on. Muster point manager needed for pedestrians, at showground (horses and other) plus vintage machinery/Bow St. Darren suggested vintage cars muster at showground , as easier for Michael to coordinate traffic and will avoid them jumping in front of vintage machinery. - Police were happy with the way parade was run. Need better barricades near crosswalk as some thought open during parade. - Street stalls on Vennacher Street to be on one side of the street not both so more room for sheep. - Cars parked in Bow Street, James suggested set up stalls here so people know its not parking area. - Need more space to marshall the classic cars. Darren/Tash suggested at showground along Dutton Street with the horses etc to enter from showground. Michael/Darrren could then have more control over cars, horses and late coming parade entries. - Home Hardware want two bays in front of the shop again for older residents. - James asked if stall booking form could note in case of windy conditions, stall holders to bring their own weights and if running power from a business, bring e extension cords to run overhead rather than on ground/trip hazard.

8.1 CORROSPONDENCE– Upper Hunter Shire Council Young Endeavour sponsorship request received. Committee to consider at next meeting.

Next meeting – Tuesday 9th August, 6pm 2016 to discuss sponsorship and donations.

Meeting closed at 7.30pm

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MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING - WEDNESDAY 18 MAY 2016 – 6.00PM

PRESENT: Deidre Peebles, Jan Cronin, Kim Clydesdale, Shirley Hunt, Barbara Campbell

IN ATTENDANCE: Kristi Green (phone link), Jan Sinclair (phone link), Tash Taaffe

Ron Campbell arrived 6.07pm Marie Wright arrived 6.11pm James Constable arrived 6.55pm

APOLOGIES: Lenore Taylor, Courtney Mullen, Mark Judge, Alicia Clydsdale, Tori McNaught.

1. RECOMMENDATION That the apologies received be accepted.

Moved: Shirley Hunt Seconded: Kim Clydsdale CARRIED

2. DISCLOSURE OF INTEREST – Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 11 May 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Jan Cronin Seconded: Shirley Hunt CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES - Nil

5. ACTION SHEET- Nil

6. CORRESPONDENCE –Nil

7. AGENDA ITEMS

7.1 Financial Report – More raffle tickets were sold (approx. $300) over weekend at Horse Festival. Budget is looking good –income currently at $25,184. Deirdre has more raffle money to bank next week. Last years total income (after the festival), including grant money for yarn bombing (approx. $7000), was $28,000.

7.2 Sponsorship – NIL

7.3 Marketing – Shirley questioned why Lenore wasn’t mentioned in any of the TV ads so far for the quilting. Jan explained it was a time constraint for the TV ad (30 seconds) and only the gold sponsors were included. Scone Advocate is interested in doing a feature, but they have only sold one ad to date. The paper will go ahead if we pay $250 for an ad and the feature will go ahead. It’s a special feature that will have editorial as well. Deirdre will sponsor the cost of the article.

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Week before event preferred. Jan on radio tomorrow so will start plugging the Festival. Mike Pritchard/ABC has agreed to be the festivals ‘MC on the street’.

7.4 Tickets – 23 tickets have been sold to date. Some were sponsored tickets for Rosto and UHS. Need to start promoting ticket purchases online, at VIC or via website.

7.5 Fashion of the Fleeces – Shirley concerned rehearsals on Friday afternoon may be a bit rushed. Ron confirmed the AWI clothes will be in Merriwa 4 days before. Clothes are coming by TNT to Dis Clothing with most sizes10 to 12. Shirley would prefer dress rehearsal was on the Wednesday. A script still needs to be written. Shirley will coordinate Di’s clothes as well.

7.6 Parade – Jake is keen to have a running sheet of the parade before the event. Jan C will coordinate this. Only received 8 entries at the moment. Need to put in the Ringer that more parade entries are required. Received to date include – Twin Lakes, Falon Dong, St Josephs Primary, Robert Gunning military vehicles, Clowns/ ‘ship of fools’ show with a recycling focus, Warren Constable x 2 vehicles, Upper Hunter Team Penning, Upper Hunter Motoring, Merriwa Preschool, Pipes and Drums. Still need to contact Cassillis Public School (Tash), Scone Grammar and St Joseph’s Aberdeen (Jan), Mounted police, Jim Alker/Mens Shed, sporting groups. (Tash) to ask Merriwa Show still happy to help as per last years and whether they will have a float in parade and spiel.

7.7 Bush Poets Breakfast – Organised.

7.8 Stalls -Sold out but still receiving requests.

7.9 Program Update – Being printed today at HV Print. The main street map is done.

7.10 Traffic – Ron advised extra bollards have been organised. Risk management plan and traffic management plan still needs to be done. (Michael Hagley/ VRA usually assists). The police l require a letter from Council asking VRA to coordinate traffic. Ron said under control.

7.11 Showground Activities and Camping Map still to be done of showground. 7 food/snack stalls registered for down at showground. Shirleys nephew will provide some of the music as a busker outside the Council building. Jan has had another request from busker/professional singer to be involved. Committee agreed, if musician sings for low or no cost (and sell her CDs in lieu of payment) that would be best. To date there are two coffee vans booked at showground and four food vans.

7.12 Team Penning –organised

7.13 Quilting - organised

7.14 Window Display – three entries received from St Josephs, Merriwa Central School and Thompson and Wright. Kim to promote to local businesses again.

7.15 Colouring competition – Entries distributed to all local schools. Kids can deliver back to school by the Wednesday, Kim will collect from the schools or teachers will deliver to VIC.

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7.16 Yarn Bombing- organised

7.17 VRA Letter – Ron/Michael Hagley to coordinate.

7.18 Buskers – organised (Shirley Hunts nephew/Jan S contact )

7.19 Fire brigade display – Narelle to update at next meeting. Jan said there was a great interactive display at Scone Horse Festival.

8.0 GENERAL BUSINESS

Walkie Talkies – still one missing. Deirdre took to Michael Hagley to check/replace batteries. He advised best to leave (after Festival) without batteries inside them.

Toilets – Trudy (caravan park) is unable to clean toilets during festival this year. Jan put a request to Alan Fletcher and Trevor to roster staff on to keep toilets clean, no cost to Festival.

Skip bins – we have 6 skips booked. Ron showed James where they will be placed on the main street and showground.

Merriwa Market Stalls will be near RSL on the footpath during Festival.

Trophies – Kim said the Pam Power award has three shields available, but hasn’t got 2013,14,15 and a new trophy still needs to be organised.

Pam Power Award –Deirdre keen to see it continue/open to suggestions. James said previously voting was done on paper and results collected. Deirdre will send an email to committee to bring their nominations to the 30th May meeting for voting for the award.

James Bettington – Deirdre asked to invite James Bettington to the wrap up meeting after the Festival to acknowledge his work in the community (he is now based in Tamworth), and to prepare another press release thanking him for his contribution.

Shearing Display – ‘Sleepy’ hasn’t confirmed his availability but Jan/Ron thinks he will coordinate the display. James Wightman also needs to be contacted for the truck.

Parade, cars and window judging – Deirdre has arranged for Michael and Marie Nutt to judge parade etc. Deirdre to ask if they can view parade from the Royal Hotel verandah.

Home Hardware - need an invoice for the 3 stalls they are donating for seating outside their shop. Kim to email Shay tomorrow.

Damper – Tac will supply his own wood and utensils, is self-contained.

Banners – the FOF banners are up on the Royal Hotel. Large painted wool shed banner needs to be located (may be at Welcoming Centre?).

Pipes and Drums – Emailed Jan to ask if they can go to RSL. Jan Cronin said they will organise themselves.

Page 78 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 18 MAY ITEM NO: C.06.4 2016 - MINUTES

Bill Reynolds – Big Dog, need to book Bills Cadillac. Ron will organise with Bill. Jan will send parade form to Ron.

9. NEXT MEETING Monday 30th May at Merriwa Council Chambers from 6pm (NOTE: This is the second last meeting before Festival, your attendance appreciated)

The meeting was declared closed at 7.30pm

Page 79 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 4 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 11 MAY ITEM NO: C.06.4 2016 - MINUTES

MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - WEDNESDAY 11 MAY 2016 – 6.00PM

PRESENT: Deidre Peebles, Ron Campbell, Jan Cronin, Kim Clydesdale, Shirley Hunt, Richard Magner, Barbara Campbell

IN ATTENDANCE: Kristi Green, Jan Sinclair, Narelle Davis

James Constable arrived 7.40pm

1. APOLOGIES: Mark Judge, Tash Taaffe, Courntey Mullen, Tori Mc Naught, Maree Wright, Allen Wright, Alicia Clydesdale

RECOMMENDATION That the apologies received be accepted.

Moved: Shirley Hunt Seconded: Jan Cronin CARRIED

2. DISCLOSURE OF INTEREST - Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 4 May 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Jan Cronin Seconded: Shirley Hunt CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES - Nil

5. ACTION SHEET- Nil

6. CORRESPONDENCE –Nil

7. AGENDA ITEMS

7.1 Financial Report –NO real change except Race Day receipts - $1077 – Acknowledged Richards boys for their commitment on the day.

7.2 Sponsorship – NIL

7.3 7.2 Marketing – TVC to be played on NBN and Gem from 23 May; Newcastle weekly half page ad booked; Hunter valley news feature (if there are enough advertisers) to go ahead;

Colouring in comp to be included in the Ringer this week and next week; Plus press releases have gone out to all media outlets with a release focusing on ticket sales for Fashion show, volunteers; Tickets – Hunter valley news, advocate. Ticket sales are starting to pick up.

Page 80 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 4 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 11 MAY ITEM NO: C.06.4 2016 - MINUTES

7.4 Tickets - will be sold at the picnic at the Lake by Jan and Deidre on Sunday 15th at Horse Festival finale

7.5 Fashion of the Fleeces - Jan has organised music for the fashion show parade to be professionally mixed for a fee of $150. This will then be sent to the choreographer to work out chore/stage management prior to rehearsals on Friday 10th afternoon. Narelle suggested 6 tables down each side of the room with partition to allow people to get to the bistro. Two tables for the wool display. Narelle has table decorations are under control.

7.6 Parade - Jan has cancelled amusements as agreed with committee Ron has organised Cadillac for Big Dog Have had a few parade entries at present but not huge amount Jan emailed Alan Fletcher and Sean about chairs for outside the hardware store. Home hardware has decided to provide chairs for their stall area. Deidre has spoken to Ros she will be right for the welcome. Ron has the blessing in hand. Marge to be on Bow street Barricades at Dutton street Ron - has spoken to the police about crowd control James will need the police at 11am Jan to email Elders re using their yard to drive through, Ron to send information to Jan Jan has emailed Alan Fletcher about high Vis vests however Kim and Jan C let her know that there are jackets for the committee to wear in storage at VIC/CTC. All committee to have lanyards to be organised by Shay/ Jan with mobile numbers on the back. Tac Towns organised with public liability so damper and billie tea to go ahead as planned

7.7 Bush Poets Breakfast - All organised Jan will send Robyn Sykes a program

7.8 Stalls -Sold out

7.9 Program Update- Ready to be distributed Jan will bring to next meeting.Ian McNamara Jan to try to get in touch for promotion;Mounted Police – Jan to contact and extend official request for them to attend

7.10 Traffic - Under control

7.11 Showground Activities and Camping Jan to get a map plotted out that considers team penning requirements and all stalls and camping. Richard has some tug a war teams from Sydney interested in participating at the showground; Richard to have a spiel written for Jake to help him MC the parade; Deidre to talk to Jake about has availability at the festival; Jan to talk to Mike Pritchard if Jake is unavailable.

7.12 Team Penning -Organised

7.13 Quilting - Organised

7.14 Window Display - nil

7.15 Colouring competition - nil

Page 81 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 4 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 11 MAY ITEM NO: C.06.4 2016 - MINUTES

7.16 Yarn Bombing- Barbara has under control

7.17 VRA Letter -Organised

7.18 Buskers - Jan to see if any documentation is needed. Jan to find out the areas available to the buskers.A couple of people interested in Busking

7.19 Fire brigade display -Narelle still trying to follow up

8.0 GENERAL BUSINESS

Jan showed the new TV ad for the festival to be shown on NBN from 23 May.

Stalls - Still receiving calls about stalls. May be some issues on the day of people just showing up. Jan has organised for Shay to be at Merriwa from 7am on the morning with the site plan to manage the stall set up. We will also ask any stall holders requiring power to bring own generator. Shay will email out instructions and site map to stall holders and reiterate fact that any stall holders not positioned in the correct location as per the map will be asked to move by committee/council and/or police. Shirley, Richard and Ron will be in the street at 6am with site map until Shay arrives at 8am. A site map will be provided by Jan. Shay will have booking forms for next year with her on the day. Discussed making market stalls larger next year and extending down towards showgrounds. Stall fee to be discussed at AGM but it is felt by all that a slight increase should be applied.

Stall Holders – Site plan and generators (silent Ones) email to be sent out to inform all stall holders of their responsibility.

Radio - One 2 way radio still missing.

Bollards - Need 3 for outside the CWA to blockade off the seating area for elderly etc James will mark the street during the week prior including marks for the Bollards.

Deidre to check all festival equipment at the VIC storeroom

Toilets – Signs needed for public. Jan asked do we need more toilets. More people needed for cleaning and Jan will check with Trudy from the caravan park about being paid to keep toilets clean and tidy.

Skip Bins –James has 12 bins he will have brought down the street, Hoping to maybe have 18 .6 Skip bins from No Bull Jan to Email site plan to Kim for James to look at.

Photography – Suzie Kirk is booked in

Barricades – Jan has sent email to Alan

Trophies – Kim checked trophies they have been engraved Wooden trophies still need to be checked.

Pam Power Award – to be discussed next meeting.

8. NEXT MEETING

Wednesday 18th May at RSL Fletcher Room from 6pm The meeting was declared closed at 7.36pm

Page 82 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 5 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 MAY ITEM NO: C.06.4 2016 - MINUTES

MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING - WEDNESDAY 4 MAY 2016 – 6.00PM

PRESENT: Deirdre Peebles, Ron Campbell, Kim Clydsdale, Shirley Hunt, Maree Wright, Alan Wright, Narelle Davis, Jan Cronin

IN ATTENDANCE: Jan Sinclair, Kristi Green, Tash Taaffe, Courtney Mullen (Merriwa Central School), Alicia Clydsdale, Tori McNaught

Richard Magner arrived at 6.15pm Mark Judge arrived at 6.25pm James Constable arrived 7.40pm

1. APOLOGIES: Sean Constable, Barbara Campbell, Lenore Taylor RECOMMENDATION That the apologies received be accepted.

Moved: Shirley Hunt Seconded: Narelle Davis CARRIED

2. DISCLOSURE OF INTEREST - Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 4 April 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Ron Campbell Seconded: Shirley Hunt CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES - Nil

5. ACTION SHEET- Nil

6. CORRESPONDENCE

- St Johns Ambulance application completed - $580 quoted this year - Mark Judge, Narelle Davis, Kristie Green, Kim Clydsdale, Jan Sinclair, Tash Taaffe all have current First Aid certificates 7. AGENDA ITEMS

7.1 Financial Report

Revenue: Total to date: $23,900. We are on track to reach approximately $21,000 with existing fund raising and sponsorship. $545 received from Street Stall including 100 raffle. Sold all stalls - $3000 in revenue received to date. Race Day total also still to come (Barbara Campbell to advise this month). Raffle ticket revenue also to come. Ticket sales from Fashion of the Fleeces still to come in the last week.

Expenditure: Approximately $20,452 anticipated expenditure to date.

Page 83 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 5 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 MAY ITEM NO: C.06.4 2016 - MINUTES

7.2 Sponsorship update

Tash advised sponsorship of $300 from Kalolane, $150 from Dis Clothing, $100 from Merriwa Cross Country confirmed today.

7.3 7.2 Marketing and Advertising/PR

Jan circulated post cards that will be on sale at VIC’s. This month, in Imag, there is a feature on FOF and an ad which will go throughout Newcastle and lower Hunter. Hunter Valley News (HVN) will be doing the special feature on 8th June (3 days before FOF). Half page going into The Newcastle Weekly (37k distribution). Press releases happening weekly and appearing in Merriwa Diary, Merriwa Ringer, HVN and Scone Advocate. Script has gone to NBN with new logos, pics and drone footage. Denman RSL to put posters up.

7.4 Fundraising Update

From Race Day catering still to be advised, but likely to be around $1000.

7.5 Fashions of the Fleeces  Shirley has 2 male models confirmed and several girls. Shirley to approach others once garments arrive and know what sizes are required.  Jan Cronin advised Eli and Will Taylor, Miranda Bolman are keen to participate.  Clothes racks and partitions, mirrors all organised and stage ok  Kristie and Jan prepared a running sheet for Fashions choreography; with a practice either on the day at around 3pm or another day eg week before (depending on when AWI garments arrive.)  Band to play for first 45 minutes with raffle tickets on the door to be sold at 3 entrances to RSL (need volunteers), intro by Ron Campbell 6.45, allow 15 minutes for Robin Sykes recital, Sally Hagley introduced at 7.15 to MC with parade to start at 7.20pm  Narelle Davis will decorate tables with wool theme  VIP seating plan to be coordinated by Jan Sinclair/Shay

7.6 7.5 Parade & Entertainment  $2690 is cost for Bungee for 4 hours. Jan asked whether this is still needed as risk we won’t cover cost through ticket sales and a lot of activities in the Kids Korner already/space is also limited. Committee agreed not to run it this year.  Big Dog is confirmed - Ron Campbell to contact Bill Reynolds about using his Cadillac  Andrew Luke confirmed VRA will help with marshalling – Jan Cronin to ask him to next meeting to brief committee  Need to put a reminder in Ringer a request for more marshalling volunteers on the day  Entry forms trickling in for the parade. Need more. Due on the 9th available on the FOF website and at the centre.  Ron to ask AWI if they will consider donating garments back to festival for auction.

7.7 Bush Poets Breakfast  Bush Poet breakfast organised

Page 84 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 5 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 MAY ITEM NO: C.06.4 2016 - MINUTES

7.8 Stalls  Sold out – ie101 x individual stalls with $3030 banked to date

7.9 Program Update

 16pp program has been drafted and ready to print next week (x 3000 copies)  Advertisers will receive some copies as part of their ad package  Need to distribute to Muswellbrook, Denman, Dubbo, Sydney etc  Rostos will take some to Sydney and Farmers Market on Central Coast  Next FOF newsletter will advertise program and ask if people want copies  Jan to sign off program after communications team have checked it, no need to be circulated to committee  Carlita and Ray McConnell have agreed to pay for x3 sites in front of their shop, giving it to the Committee for aged care seating etc. McConnell’s will not supply the chairs/tables’- we need to do it. Jan to approach Alan Fletcher whether James/Sean can barricade off area and put chairs in area at 6am set up time. Can also put chairs up on raised verandah in front of library/Council at the same time. CWA area will need to be barricaded as well.  Mounted Police interested in attending parade, we need to formally request they attend. Jan to arrange letter/email. (needs to include why we want the Mounties to attend, a brief history to date of the parade, confirm they are entered in the parade itself (as well as available on traffic/crowd control duty), they will also be available to talk to the public during the festival and direct traffic as required. Email: [email protected]

7.10 Roads and Traffic Management

 Jan to advise Gaynor/Council of Road Closure times, including for fireworks and number of volunteers required so she can draft letter of request to VRA.

7.11 Showground Activities and Camping  Food stalls – 4 or 5 booked for showground plus Team Penning canteen  Kids activities - Tug of War – Richard Magner has two teams interested in attending that are preparing for World Championships; Richard to follow up  Hobby horse races, lolly scramble, gumboot throw to be run by Ron and Barbara

7.12 Team Penning  Team Penning –to run from 8am to 11am (then parade) then start up again after parade Battle of Sexes competition all day; presentation at 4pm.  Sunday - top 10 shootout in program.  Mark gave committee map of where team penners want to camp (near their horses) behind arena holding yards on the southern side.  Jan to give map to Tech Services to specify where electricity outlets are.

7.13 Quilting  Lenore has it all coordinated – will be in School of Arts.

7.14 Window Display  Kim has distributed posters to promote main street participation with Australia Day winners to be asked to judge – Deirdre to coordinate

7.15 Colouring Competition  Preschool and under, kindergarten to yr 2, year 3 to year 5 = 3 prizes confirmed Merriwa Newsagency have confirmed

Page 85 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 5 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 MAY ITEM NO: C.06.4 2016 - MINUTES

 Colouring forms sent to MCS, St Josephs, Preschool, Cassilis and Tash dropped off to Newsagency on 3.5.16. Kim to print some off for the VIC.  Max’s, Newsagency, Clare Martin, IGA windows usually available to put up entries

7.16 Yarn Bombing

 Barbara to coordinate, Narelle to assist and will collect last years from Kim Clydsdale (in storage at VIC)

7.17 VRA Letter  Jan to liaise with Gaynor Blackadder to draft once times are confirmed

7.18 Buskers  Jan Cronin to approach Daniel Hogan

7.19 Fire brigade Display  Narelle to follow up

7.20 Cockies Billy tea and damper  Ron Campbell – Tac Towns to follow up make golden syrup (Cockies Joy) and damper

8.0 GENERAL BUSINESS

Need radios to be checked with Michael Hagley – Deirdre to coordinate

Marie passed on Barbara’s thanks to the volunteers that helped with the Race Day catering

Alan Wright noted need adequate number of toilets available

Marking out positions of stalls -James will do the week before with paint/measure wheel

All stallholders to bring their own generators (not expect shop keepers to lend power outlets)

Box of sheep socks in Rons shed. Shirley washed all the socks last year – thanks Shirley.

Photography – Tina Taylor said she can’t do it this year. Suzie Kirk can do Saturday and Sunday for $800 – and would get someone else to Friday. Mandy Kennedy can also do it for same price but is from Scone. Committee agreed to book Suzie as local.

Video - IXL film will be doing some video footage at the festival for $1000 for a 1 – 2 minute video to provide to NBN, Destination NSW and the website.

Barricades – need to confirm if the Merriwa Show Committee will put out the barricades again this year. Tash to follow up.

Deirdre had a request for a reduction in stall prices at the top end from Sylvias café (booked 3 spots in front of their shop). No discount applicable, Council has accepted café proposal to put tables/chairs in front of the shop.

Deirdre would like to revisit the perpetual trophies for window displays etc. Last year they weren’t engraved so need to be done for this year and last year (if winners were awarded). Jan to get a quote from Muswellbrook and Scone for the engraving.

Page 86 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 5 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 MAY ITEM NO: C.06.4 2016 - MINUTES

Deirdre sincerely thanked Jan Sinclair and Shay for their hard work to date.

8. NEXT MEETING

Wednesday 11th May at RSL Fletcher Room from 6pm

The meeting was declared closed at 8.18pm.

Page 87 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 6 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 APRIL 2016 - ITEM NO: C.06.4 MINUTES

MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING - THURSDAY 4 APRIL 2016 - 6.00PM

PRESENT: Cassandra McLaren, Jan Cronin, Kim Clydsdale, Shirley Hunt, Ron Campbell, Deirdre Peebles, Barbara Campbell, Maree Wright, Jan Cronin, Richard Magner, Barbara Campbell.

IN ATTENDANCE: Jan Sinclair, Shay, Kristie, Tash Taaffe, Courtney Mullen (Merriwa Central School), Darryn Wicks and Mark Judge (Upper Hunter Team Penning President), Alicia Clydsdale

James Constable arrived at 6.50pm

1. APOLOGIES: Sean Constable, Lenore Taylor, Sue Cronin.

RECOMMENDATION That the apologies received from be accepted.

Moved: Shirley Hunt Seconded: Jan Cronin CARRIED

2. DISCLOSURE OF INTEREST - Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 4 February 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Ron Campbell Seconded: Shirley Hunt CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES - Nil

5. AGENDA ITEMS - Nil

6. ACTION SHEET- Nil

7. CORRESPONDENCE

‐ Cancer Council asked if they could do some fund raising at next year’s festival – to be discussed at AGM ‐ NBN – MOU regarding costs for 2016 for $750

8. GENERAL BUSINESS

8.1 Budget

Revenue: Total to date: $18,367. We are on track to reach approximately $21,000 with existing fund raising and sponsorship.

Expenditure: Approximately $19,000 estimated anticipated expenditure to date. Shay advised stall bookings are up to 50 ($2099) with 18 stalls still available. Income: Last year’s income from stalls was $1800, so we are on the right track.

Page 88 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 6 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 APRIL 2016 - ITEM NO: C.06.4 MINUTES

8.2 Sponsorship and fundraising

Raffle tickets still to be sold. All members to take home a raffle book to sell and pass on to Kim Clydsdale. Eva Towler is prepared to sit on the street with the tickets. Barbara will follow up with her. 16 April there is a Market Day stall to sell raffle tickets with Deirdre. The next street stall is 29 April. The raffle draw date was extended to Friday 10th June the opening night of the Festival, due to low raffle sales. Return raffle money and tickets to Kim at CTC.

8.3 Fashions of the Fleeces

 Entertainment locked in (Everyday People Band form Sydney) at Merriwa RSL, Jan to follow up with Matt Morgan  Bush Poet Robyn Sykes will do a recital at the opening night  Poster designed and put up around Central School. Courtney Mullen from MCS will assist Shirley Hunt to source models as needed  Still need sizes from AWI and Di – Ron to follow up with AWI – confirmed 2 mens garments and 10 for women. Need a week before hand.  Shirley Hunt in charge of model selection and will work alongside Di Inder and Courtney  Jan Sinclair will assist with choreography and manage the band, music and set up  Some of the garments and models to be in the Festival grand parade on a float

8.4 Parade & Entertainment

 Upper Hunter car club will go in parade, other car clubs will be static displays  Upper Hunter Team Penning Mark Judge said they would like to be part of the parade – around 25 -30 riders. Declarations given to Darryn Wicks.  Parade order – announcer needs a running sheet with order of appearance, with a para on each float. Jan Cronin to coordinate, Shay to forward entry details through to Jan Cronin.  The float winner (meditation float) will lead the parade as they won last year.  Best Float, Cars and Window will be organised by Deirdre Peebles, eg this years Australa Day winner Michael Nutt

8.5 Bush Poets Breakfast

 Bush Poet breakfast sponsored by CWA, Barbara to follow up with sponsorship form  Promotion has started at RSL in Scone and Denman, at Scone Horse Festival

8.6 Stalls

 Opportunity for major sponsors to have a stall, eg UHS and Rosto. Shay will follow up with Rosto  Narelle Davis suggested we need more seats for elderly at the CWA so they can view the parade. Shay confirmed there will be no stalls to block the view. Home Hardware have also requested no stalls in front of their shop so elderly people could sit and view there. Ron suggested the area outside Council also a possibility. 8.7 Activities

 Hunter Valley Printing doing a program for FOF this year.  Blade Shears – still to be confirmed Ron Campbell will follow up with Trevor Pike  CWA morning tea, wool display Narelle Davis to coordinate  Pipes and drums are confirmed  Merriwa buskers needed – Courtney to encourage students, Jan C to ask Dan Hogan  Modern Day Shearing Truck – still to be confirmed  Hanging of the Quilts – confirmed  Billy Tea and Damper – confirmed  Holy Trinity morning tea – confirmed Page 89 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 6 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 APRIL 2016 - ITEM NO: C.06.4 MINUTES

 Fire Brigade Display – Narelle to follow up  Welcome to Country – Mark Judge to speak to Roslyn  Working Sheep dog display – still to be confirmed  St Johns Ambulance – Jan Cronin to follow up

8.8 Roads and Traffic Mangament

 James Constable needs confirmation from the Shire that he can drive Council vehicles during the festival. Jan Sinclair will email Alan Fletcher to confirm.  RMS won’t let VRA do the street closures – Ron Campbell will follow up with Alan Fletcher and Michael Hagley (VRA) to work out way forward.

8.9 Showground Activities and Camping

 3.30 to 5.45 not much happening other than Team Penning  Team Penning – confirmed and they will extend their program so there is something for people to look at  Kids activities - Tug of War – (Richard Magner), Gumboot throw (Barbara and Ron Campbell) lolly scramble (Michael Nutt)

8.10 Team Penning

 No whip crack this year  Holding a Cut Out competition this year  4.30 to 5pm Team Penning will be completed  Limit number of stalls at Showground to 4 food stalls  Team Penners need space set aside for team penners camping on the southern side (past sheep yards) and grass/cattle yards

8.11 Quilting

 Lenore has it under control

8.12 Window Display

 Kim has distributed posters for comp

8.13 Colouring Competiton

 Preschool and under, kindergarten to yr 2, year 3 to year 6 (boy/girl) = 6 prizes Tash to advise Merriwa Newsagency  Colouring forms x 3 to go to the schools – MCS, St Josephs, Preschool, Cassilis – via Kim Clydsdale

8.14 Yarn Bombing

 Narelle Davis to coordinate yarn bombing  Narelle Davis to coordinate a wool display at the Opening Night

9.0 GENERAL BUSINESS

Mark Judge suggested Jan S talk to NBN about a few ads on Imparja as well as NBN, many residents in district on satellite only get this channel

Deirdre advised she had been approached for advertising by Scone.com.au but was agreed to just send them press releases like other media outlets

Page 90 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 6 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 4 APRIL 2016 - ITEM NO: C.06.4 MINUTES

Darryn Wicks said 2NM and PowerFM are offering free air time for not-for-profit organisations

Shay to see if any media opportunities for Central Coast, Maitland area as PR or ad.

Upper Hunter Wine and Food Festival – Jan S to have brochures or program available to hand out

Next fundraiser is catering for the Merriwa Races 23 April– Jan Cronin, Chris Mitchell, Ron Campbell, Deirdre Peebles, Narelle Davis, Maree Wright, Richard Magner – Richard and Ron to load vehicles at CWA at 8.30am

Street stall is on Friday 29 – Barbara, Deirdre, Maree to help – need donations of cooking and someone to sell raffle tickets

Richard Magner to coordinate with Merriwa Show to help with set up

Opening Night – tickets available at Council or CTC or online

Mayor Wayne Bedggood, Waid Crockett will be at the opening night and for the Fireworks will MC at the fireworks, and introduces the Mayor.

Fashion of the Fleeces – Jan S and Shirley H to do a dry run to work out choreography the Sunday before the Festival.

Narelle Davis will arrange table decorations for opening night and table cloth paper

9. NEXT MEETING

Wednesday 4th May at RSL Fletcher Room from 6pm

The meeting was declared closed at 8.23pm

Page 91 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

Corporate & Community Services

C.06.5 COMMUNITY SERVICES COMMITTEE RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Kerri Cone - Manager Community Services

RECOMMENDATION

That Council 1. Endorse the minutes of the Community Services meeting held on 14 June 2016. 2. Consult with the Upper Hunter Shire Youth Council, or other organisations representing Shire Youth, on the development of Council’s youth policies. 3. Accept the recommendation that an Inclusion and Access Subcommittee be formed, as noted in the Disability Inclusion Action Planning Report. 4. Appoint Rebecca Eveleigh and Deborah Camps to join the Committee.

BACKGROUND

The Community Services Committee is a Section 355 Committee or Council responsible for the development and implementation of a suite of plans and strategies.

REPORT/PROPOSAL

Youth Council Consultation Following the Youth Services Report presented by Mary Spora, and the verbal report by Charlotte Heaton representing the Upper Hunter Shire Youth Council, members discussed the importance of hearing the views of young people in our Shire, and actively consulting with them when Council is formulating policies that are relevant to youth. The Upper Hunter Youth Council has existed for a number of years and is directly supported by Upper Hunter Shire Council through its community Services staff. The Council consists of representatives from school students throughout the Shire and is established as a leadership group with active views about issues affecting youth. Regular consultation with the Youth Council would enhance UHS Council’s decision making about youth and youth related issues. The recommendation also acknowledges that Council may wish to also consult with other peak organisations representing youth from time to time, and depending on the issue.

Disability Inclusion Action Planning (DIAP) The Community Services Committee considered a report by Community Services Manager, Kerri Cone in relation to a process and timeframe for developing it’s DIAP due by July 2017. A requirement of the Act is consultation with people who have a disability. Disability planning also impacts on a variety of Council responsibilities with representatives from a range of Council areas needed to develop and document plans for their services and to support the subcommittee with information and direction. The proposed subcommittee would therefore seek representatives from Council and community.

The formation of a sub-committee to work together in developing this plan would build on the knowledge of those involved and enrich the process of disability awareness and needs. The Subcommittee would report through the Community Services Committee. A Charter and tasks timeframe was included in the report.

Page 92 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

Corporate & Community Services

ATTACHMENTS

1 Minutes of Community Services Committee - 14 June 2016

RESOLVED that Council: 1. Endorse the minutes of the Community Services meeting held on 14 June 2016. 2. Consult with the Upper Hunter Shire Youth Council, or other organisations representing Shire Youth, on the development of Council’s youth policies. 3. Accept the recommendation that an Inclusion and Access Subcommittee be formed, as noted in the Disability Inclusion Action Planning Report. 4. Appoint Rebecca Eveleigh and Deborah Camps to join the Committee.

Moved: Cr L Watts Seconded: Cr K Fisher CARRIED

Page 93 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MINUTES OF COMMUNITY SERVICES COMMITTEE - 14 JUNE 2016 ITEM NO: C.06.5

MINUTES OF THE COMMUNITY SERVICES COMMITTEE MEETING - TUESDAY 14 JUNE 2016

PRESENT: Cr Lee Watts, Cr Lorna Driscoll, Ms Susan McClure, Mrs Carol Ray, Ms Helen Hope, Mrs Marie Laurie, Miss Charlotte Heaton

IN ATTENDANCE: Mrs Kerri Cone, Mrs Amanda Catzikiris, Mrs Heather Ranclaud, Mrs Tash Taaffe, Ms Mary Spora, Mrs Debbie Camps, Mrs Rebecca Eveleigh,

1. SPECIAL PRESENTATIONS:  Jenny Brown, Cultural Plan Consultant – discussed her role in development of the Council’s Cultural Plan. She is keen to engage with community members who have an interest in arts and culture. Consultations will be held in Murrurundi, Merriwa and Scone on 26 and 27 July. An on-line survey will also be available.  Karen Stace, National Disability Service - key stakeholders from Children’s Services, Scone Public School, Scone Grammar School, Scone High School and TransCare were invited to the presentation. Karen presented details of the National Disability Insurance Scheme and the roll-out in this area beginning 1 July.

2. APOLOGIES

RECOMMENDATION That the apologies received from Beryl Bates, Carolyn Hayes, Rodney Swansborough, John Driscoll and Cr Peter Bishop be accepted. Moved: S. McClure Seconded: M. Laurie CARRIED

3. DISCLOSURE OF INTEREST Nil

4. PREVIOUS MINUTES 5. RECOMMENDATION That the minutes of the Community Services Committee Meeting held on 12 April 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: S. McClure Seconded: M. Laurie CARRIED

6. BUSINESS ARISING FROM PREVIOUS MINUTES

5.1 Disability Inclusion Action Plan (DIAP) – Preliminary consultations took place in Murrurundi, Merriwa and Scone lead by guest speaker, Nick Gleeson. Notes from the meeting will inform the initial planning process.

5.2 Crime Prevention Plan – Council has agreed to include Target 5: Domestic Violence, as noted in the Minutes to the existing plan.

5.3 Blue Star Nominations – One nomination has been completed in Murrurundi to date. Further nominations are being sought from interested groups.

5.4 NAIDOC Week Update – Council was successful in gaining funding for a range of activities including a cultural dancers at the Flag Raising event, a youth cultural evening and additional activities for the schools and community.

Page 94 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MINUTES OF COMMUNITY SERVICES COMMITTEE - 14 JUNE 2016 ITEM NO: C.06.5

5.5 Rail Service – At the Council meeting held on 26 April Council agreed to write to the State Member and Transport NSW to seek City Rail to extend the service that terminates at 10am in Muswellbrook through to Aberdeen, Scone and Murrurundi.

7. AGENDA ITEMS CSC.06.1 Youth Services Report - June 2016 PURPOSE

This report is a summary of activities from UHSC Youth Services. It covers:  Youth Centres – Merriwa, Scone, Murrurundi  EIPP (Early Intervention Prevention into Placement) activities – Skills groups, Advice and Referral and Casework. These are Shire wide activities on an outreach basis from a Scone base.  Shire youth programs including Young Endeavour and Youth Week  Upper Hunter Youth Council

The Youth Council with the support of Youth Services have planned a range of activities in the area;  Members will attend the July Council meeting and give a short presentation.  A concert / social will be held for students from all the high schools in the Shire on Friday August, 6.30-9.30pm. Entry fee will be $5.  To celebrate NAIDOC Week, there will be a youth hip hop concert at the Youth Centre Hall to showcase three Indigenous acts on Friday 9 July 4-8pm and this event is free.  Play in a Day for high school students year 7-10 is scheduled for Tuesday 12 July, 10am – 4pm at Scone High Scholl MPU. The cost is $20 to cover the workshop and lunch.  A Fun Day of Sport will be held on Wednesday 6 July, 10am-1.45pm at the Bill Rose Sports Complex. Young people from year 3-12 are invited to come dressed as their favourite sports person and join in the games.

RECOMMENDATION 1. That Council Consult with the Upper Hunter Shire Youth Council, or other organisations representing Shire Youth, on the development of Council’s youth policies.

2. The Community Services Committee adopt the report. Moved: M. Laurie Seconded: Cr L.Driscoll CARRIED

CSC.06.2 Understanding Hoarding Disorder PURPOSE

Lifeline held training in Muswellbrook on 31 May 2016, for organisations who manage rental property or have clients with the disorder, to raise awareness about Hoarding Disorder and provide information to assist in helping clients receive assistance if required.

RECOMMENDATION That the report is noted. Moved: M. Laurie Seconded: Cr L.Driscoll CARRIED

CSC.06.3 Disability Inclusion Action Planning PURPOSE

The purpose of this report is to provide information about the Disability Inclusion Action Planning requirements, and recommend the formation of an Inclusion and Access Subcommittee to assist and guide the process of developing a DIAP by 1st July 2017.

Page 95 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MINUTES OF COMMUNITY SERVICES COMMITTEE - 14 JUNE 2016 ITEM NO: C.06.5

RECOMMENDATION 1. It is recommended that Council accept the recommendation that an Inclusion and Access Subcommittee be formed, as noted in the Disability Inclusion Action Planning Report, to assist the development of Council’s Disability Inclusion Action Plan for the four year period to July 2021. Moved: M. Laurie Seconded: S. McClure CARRIED

6.4 Safety Precinct Report – deferred.

8. ACTION SHEET Nil

9. CORRESPONDENCE Nil

10. GENERAL BUSINESS

9.1 National campaign to Reduce Violence against Women and their Children – Department of Social Services have released a communication kit to enable conversations with young people about the importance of respectful relationships. The resource can be used by parents, family members, support workers etc. This information will be available through the Council Facebook and other services to raise awareness of the issues of domestic violence.

9.2 Liverpool Lodge – Kerri provided an update on the role of a 355 Committee at the Merriwa Aged Hostel (Gummun Place) compared to the staff support that is provided to the Independent Living Units in both Merriwa and Murrurundi. In this case, the residents are encouraged to contact Council staff with issues and action requests. Community Services staff also invite residents to regular communication meetings.

9.3 Green Waste – Cr Watts provided an updated on the possibility pf a green waste collection. Further details will be available at the next meeting.

9.4 Odour at the Meatworks – concern has been raised about the odour in the vicinity of the Meatworks. Council and the EPA are aware of the issue.

9.5 Cancer Council Smoke Free Areas – Heather provided feedback from the Cancer Council Support Network including details of the smoke free street area in the Tamworth city centre. NSW Health provides free signage to display in ‘Smoke Free Areas’. Members are also invited to the biggest morning tea at Murrurundi Public School on 23 June.

9.6 Committee Membership – Members welcomed Rebecca Eveleigh and Deborah Camps and invited them to join the Committee.

RECOMMENDATION That Rebecca Eveleigh and Deborah Camps be appointed to the Community Services Committee. Moved: M. Laurie Seconded: Cr L. Driscoll CARRIED

11. NEXT MEETING

To be announced.

The meeting was declared closed at 6.10pm.

Page 96 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

General Manager's Unit

C.06.6 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Jan Sinclair - Tourism & Events Coordinator

RECOMMENDATION

That Council:

1. Endorse the minutes of the Economic Development & Tourism Committee meeting held on 7 June 2016; 2. Note the minutes of the Merriwa Tourism and Promotion Committee held on 16 May 2016.

BACKGROUND

The Economic Development & Tourism Committee provides recommendations to Council in relation to matters impacting the delivery of the ED&T Strategic Plan.

REPORT/PROPOSAL

Upper Hunter Rail Trail

Mike Halliburton Associates with Transplan have been engaged to undertake and prepare the Upper Hunter Country Rail Trail Development Plan. This work is to commence in July and the draft plan should be available for review by September 2016.

Muswellbrook Council has committed matching funds to meet the $35,000 (plus GST) cost of this phase of the project.

Scone Bicycle Hire

Scone Bike Hire project is almost ready to launch. An official launch event will occur at the Scone Country Markets, ‘Christmas in July’ themed twilight markets on Saturday 9 July.

The bike hire operation will be operated through the Scone Visitor Information and Horse Centre.

Lake Glenbawn State Park

A meeting was held at the Glenbawn Museum to determine the future of the collection and buildings. It would appear the Crown is now more supportive of relocating part of the collection to the foreshore area so that it is more accessible, and the balance of the collection can be split up amongst owners and other museums in the region.

Page 97 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

General Manager's Unit

UHSC Filming of major festivals IXL at Film, a local Quirindi based professional filming production company were engaged by the UHSC to film all 4 major Festivals in 2016. So far KOTR, FOTF and the S&UHHF events have been filmed. Highland Games to be filmed in July. A professionally edited and produced short promo video will be produced at the close of 2016 and will be combined with footage provided by Muswellbrook Shire major festivals to create one high definition broadcast quality promotional video to promote the region.

Christmas ‘Light up!” proposal The ED&T committee are investigating the idea of holding major Christmas ‘Light up!” events in each of our 4 towns during Christmas that will see street fair/markets, festive entertainment and a tree lighting ceremony. This would mean collaborating with existing Christmas events like the Lions Carols in Murrurundi, SNC Christmas Markets etc. It is hoped this proposal will be considered by organizers of the existing events to allow ‘Light up!” themed events across the Shire. Scone Chamber of Commerce are keen to collaborate.

Big Blue Big Blue Sculpture remains at Council for the present. The artwork is for sale for $22,000. The idea of selling ‘shares’ in the artwork to the community has been floated by the ED&T committee.

ATTACHMENTS

1 Upper Hunter Economic Development & Tourism Committee - 7 June 2016 - Minutes 2 Merriwa Tourism & Promotion Committee - 16 May 2016 - Minutes

RESOLVED that Council:

1. Endorse the minutes of the Economic Development & Tourism Committee meeting held on 7 June 2016; 2. Note the minutes of the Merriwa Tourism and Promotion Committee held on 16 May 2016.

Moved: Cr R Campbell Seconded: Cr L Driscoll CARRIED

Page 98 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE - ITEM NO: C.06.6 7 JUNE 2016 - MINUTES

MINUTES OF THE UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE MEETING - TUESDAY 7 JUNE 2016 - 10AM

PRESENT: Cr K Fisher (Chair), R Swansborough, J Christopher, T Harris,

IN ATTENDANCE: J Sinclair

1. APOLOGIES RECOMMENDATION That the apologies received from P Norris, S. Constable, Cr Peebles, P Hale, Cr Campbell, Cr Beddgood, K Magner be accepted.

Moved: C Fisher Seconded: T Harris CARRIED

2. DISCLOSURE OF INTEREST

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Upper Hunter Economic Development & Tourism Committee Meeting held on 17 March 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: T Harris Seconded: Cr Fisher CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES

5. AGENDA ITEMS

5.1 Merriwa Tourism & Promotion Committee

RECOMMENDATION That the minutes of the Merriwa Tourism & Promotions Committee Meeting held on 16 May 2016, as circulated, be noted only as no representative from the Committee were present at the ED&T Committee Meeting on 7 June to endorse.

Moved: Cr Fisher Seconded: T Harris CARRIED

5.2 Upper Hunter Country Rail Trail

It was noted that Mike Halliburton Associates with Transplan have been engaged to undertake and prepare the Upper Hunter Country Rail Trail Development Plan. This work is to commence in July and the draft plan should be available for review by September 2016.

Muswellbrook Council has committed matching funds to meet the $35,000 (plus GST) cost of this phase of the project.

Letters will shortly go out to property owners notifying them of the intention for the consultant to access the rail reserve that passes through their property. A copy of the letter will be provided at the meeting.

Page 99 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE - ITEM NO: C.06.6 7 JUNE 2016 - MINUTES

Noted by the committee that a copy of the letter sent out to property owners is to be retrieved by JS and circulated to the committee.

5.3 Town Centre Revitalisation Project

Public exhibition period has closed and feedback has been provided to Studio GL who are analysing the submissions and making amendments where necessary.

The final plans will be presented to the June Council meeting and it is proposed that a meeting of the Town Revitalisation Committee will be called prior to this occurring.

5.4 Visitor Centre Bicycle Hire

JS informed the committee that a second hand shipping container has been purchased and is now located on site, it has been painted with a mural. Bike rack has been ordered and awaiting installation. Awaiting purchase of the bikes so that can commence promoting and hiring of bikes at the Scone VIC.

JS also confirmed to the Committee that a launch of the new bike hire service was planned for the afternoon of Saturday 9 July at the Scone Country Markets special ‘Christmas in July Twilight Markets’.

5.5 Kelpies Maquettes and Big Blue Horse Sculpture

 There is still an opportunity to purchase Big Blue. The Artist has reduced the price from $30k to $22k. JC suggested that an option would be to offer ‘shares’ in the sculpture like you would a racehorse and those who take up the offer could have the sculpture at their business or event for a period. JS also suggested organising a crowd funding campaign for the purchase. These ideas will be put to UHSC Council for consideration.

 Holoport of Kelpies project – JS has been working together with UHSC Grants Officer on the concept of holoporting the life sized Kelpies to Scone for Horse Festival in 2017 using new technology being developed by Microsoft. JS and Johanne the grants officer at UHSC have been in touch with Microsoft, the sculptor of the Kelpies and the LGA that the original Kelpies are located in (Falkirk Council Scotland) and have also had initial discussions with the Australian Department of Communications & Art (Federal) in relation to the concept being submitted for a ‘Catalyst’ grant. The initial response has been very positive as it fits the bill with this grant and ADOCA are very enthusiastic. The next round of grant submissions for this grant open in September. If successful and the Kelpie sculptures can successfully be holoported to Scone for Horse Festival then the next stage would be to develop a standalone festival in Scone using this technology to holoport other international artworks etc annually and create a regional ‘Vivid’ style event that could really grow tourism and interest in this region and position the Upper Hunter as being a centre for innovation, technology and the arts.

5.6 Lake Glenbawn State Park

JS also informed the committee that the current managers of the Kiosk at Lake Glenbawn would soon be leaving as their contract ends. JS has discussed this with the manager of the Inland State Water Parks and he has hinted that Inland State Water parks could be interested in taking over the Kiosk management and introducing watercraft hire etc on the shores of the lake.

Page 100 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE - ITEM NO: C.06.6 7 JUNE 2016 - MINUTES

JS also added that there have been initial discussions with the organisers of an outdoor event called ‘Horror Movie Campout’ and that she has approached the organisers to host a Upper Hunter Horror Movie Campout at Lake Glenbawn. Inland Waterparks are very keen on the idea. Looking at Friday 13 October 2017 and there is potential to have this over the same weekend as either the Bottoms Up Festival in Muswellbrook or the Airlie House Oktoberfest as the events attract the same age bracket.

5.7 RV Parking Areas

No update

5.8 Public Amenities

No update

5.9 UHCT promotional video

IXL at Film, a local Quirindi production company were engaged by UHSC to video all major festivals and events in 2016 (currently to end of financial year with budget earmarked for 1 July 2016 – end of 2016). They have filmed KOTR and SUHHF so far and will be filming the FOTF this weekend (10-12 June) in Merriwa. Each committee has already been offered the option of using the raw footage to produce a promotional video for their own festivals with the editing and post production costs being met by each festival committee. Merriwa Festival of the Fleeces and King of the Ranges have already expressed interest in this. If all festivals agree to this then by the end of the year then UHSC will have less to pay in editing/post production costs to create our own promo video as the bulk of the editing will have already been done through the festival committees. Once we have this edited promo video we can use this footage to assist in securing grant funding, plus also to provide to Destination NSW to help in promoting the region.

Jan Sinclair and the Tourism Officer from Muswellbrook Council have also requested assistance in funding from Destination NSW to assist in costs associated with this production and are awaiting confirmation of whether there is any funding available.

It is hoped that Muswellbrook Shire will also film all major events. Upper Hunter Food and Wine was professionally filmed and St Heliers Heavy Horse was featured recently on Better Homes & Gardens so footage will be able to be sourced for this. The intention is to put a UHCT branded Come on up! promo video together by December 2016.

Simon Bishop who shot the drone footage of the UHSC events in 2015 has also been approached to shoot drone footage from Murrurundi over the ranges down the valley over all our main UHC townships and sights to use this footage as locational setting footage to make the video more appealing. The quote came in around $10K.

5.10 Wine sales at Scone VIC ceased JS let the Committee know that due to increase in cost of licenses and RSA training for VIC staff that wine sales at the Scone VIC have ceased effective 15 June 2016

5.11 Christmas in July Scone VIC Country Markets The July monthly markets in Scone will be themed ‘Christmas in July’ and will be held at the park outside the VIC form 2pm to 5.30pm on Saturday 9 July. JS hopes that the Chamber and community will get behind this initiative. The bike hire will also be launched at the markets at 4pm by the Mayor.

5.12 Christmas 2016 Christmas lights and Light Up events There was a lengthy discussion by the attendees about Christmas and the desire to do a Shire and Community wide ‘Light up!” themed event in each town center (Aberdeen, Scone, Murrurundi and Merriwa). There are many community groups and organizations like the Neighborhood Centre, Lions etc who do their own Christmas markets (in each town) and the

Page 101 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE - ITEM NO: C.06.6 7 JUNE 2016 - MINUTES

Committee would like to put a proposal to each of these groups to combine and theme the event as ‘Light up!” which will also see a large tree ‘lit up’ at a community ceremony. T Harris confirmed that Scone Chamber have been discussing something similar and that a proposal should be put together by JS to that end. J Christopher has been involved in a similar Light up event in Camden and agreed that this kind of event would have great potential to grow over the years. T Harris is to contact the Chamber and Neighborhood Centre in regard to the idea of a major Light Up event in Scone

5.13 Merriwa VIC Expression of interest

JS reported that this was underway but nothing yet to report

6. ACTION SHEET

7. CORRESPONDENCE

8. GENERAL BUSINESS

9. NEXT MEETING

The meeting was declared closed at <> .

Page 102 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - MERRIWA TOURISM & PROMOTION COMMITTEE - 16 MAY 2016 - ITEM NO: C.06.6 MINUTES

MINUTES OF THE MERRIWA TOURISM & PROMOTION COMMITTEE MEETING - MONDAY 16 MAY 2016 - 6:00PM

PRESENT: Cr R Campbell (Chair), Cr D Peebles, B Campbell, K Fenley, G Bates, L Gill, D Hunt, D Inder, C McConnell.

IN ATTENDANCE: S Constable

1. APOLOGIES RECOMMENDATION That the apologies received from Glen Hunt be accepted.

Moved: D Peebles Seconded: K Fenley CARRIED There were no apologies. 2. DISCLOSURE OF INTEREST

Nil

3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Tourism & Promotion Committee Meeting held on 15 February 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: G Bates Seconded: K Fenley CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES

 Fountain is working again  Gardens near the Bottle Museum are being cleaned up, however they won’t be returned to lawn  Street planter boxes were installed and planted out by Council, with an arrangement that local businesses would maintain them from then on.

ACTION FOR COMMITTEE To contact local businesses and advise them of the previous arrangement with Council, determine who is keen to retain the planter boxes and maintain them, then have them replanted with appropriate plants by Council.

5. AGENDA ITEMS

5.1 Merriwa Entrance Statements

The quote from Metalscape has been received, $3250.00 plus GST, with a request for a 50% payment to commence design and construction. S Constable has requested that the design work be undertaken by Metalscape and paid for first. Once the design is provided, it can be presented to the committee for comment/endorsement and then can be displayed for the public to comment.

Once the design is confirmed, Council can then commit to the fabrication of the three signs and make the payment. Page 103 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - MERRIWA TOURISM & PROMOTION COMMITTEE - 16 MAY 2016 - ITEM NO: C.06.6 MINUTES

Fabrication of the frame and posts will be undertaken locally once the final design is confirmed. Approval will also need to be sought from RMS.

The Merriwa Portal Committee has committed up to $3,000 towards the project.

5.2 Upper Hunter Country Rail Trail

As an update, Council is seeking a suitably qualified consultant to undertake the Trail Development Plan phase. A firm will be engaged before the end of May and consultation will commence shortly after that. It is expected that the draft report will be available by the end of September 2016 for review.

Cr Campbell advised that NSW Farmers has adopted a position where if the majority of affected landholders support the trail then the association will support it. If the reverse is the case then the association will not support the project.

Ongoing maintenance is a major concern for the committee and the plan will need to identify the quantum of cost associated with trail maintenance and who may be responsible for this.

The Great Eastern Ranges Stepping Stones Project is already doing some tree planting within the rail corridor and this group should be included in any stakeholder engagement undertaken.

5.3 Merriwa Town Revitalisation Plan

The community feedback period for the draft plan is now closed. Any submissions will be provided to Studio GL for consideration in the final plan.

A major point of contention has been the proposed relocation of the Driver Reviver in Merriwa. The committee was also split on this subject, however youth of the town have provided anecdotal comments that it is a dangerous location at present. Given the only feedback received on this has been through survey responses and social media the recommendation will be to remove this project from the final master plan.

6. ACTION SHEET

See attached Action Sheet

7. CORRESPONDENCE

Nil

8. GENERAL BUSINESS

8.1 Planetary Trail The Pluto Sign is not promoted well at present. Given there is a trail of these signs across the state, it may be worthwhile to look at what other towns are doing to promote theirs and the trail in general.

8.2 Christmas Lights The lights provided by Council are of cheap quality and therefore have not had the desired effect in town. If lights are to be placed in the trees there needs to be more of them to make it more visual.

The committee agreed that need better quality lights, they need to be up in town by 1 December and the council lights will be only placed in the street trees. Local businesses will be responsible for lighting their own buildings.

Page 104 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - MERRIWA TOURISM & PROMOTION COMMITTEE - 16 MAY 2016 - ITEM NO: C.06.6 MINUTES

ACTION FOR COMMITTEE

1. That a letter be provided to local businesses encouraging them to participate in lighting the main street for Christmas. 2. Request Council to invest in more solar lights that can be utilised within the street trees.

Moved: G Bates Seconded: L Gill CARRIED

Merriwa Hardware will provide some pricing for lights. Check if the current lights still work or not and ensure the batteries are charged prior to being placed in the trees.

9. NEXT MEETING

The next meeting of the Merriwa Tourism & Promotion Committee will be held on Monday 19 September from 6.00pm.

The meeting was declared closed at 7.00pm.

Page 105 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - MERRIWA TOURISM & PROMOTION COMMITTEE - 16 MAY 2016 - MINUTES ITEM NO: C.06.6

MERRIWA TOURISM & PROMOTION COMMITTEE

MAY 2016 ACTION SHEET

Item No Action Responsible Progress Completion due by Officer Seek confirmation from businesses to continue with street 1 S Constable planter boxes and maintain them if Council provides the plants

2 Finalise design of entrance statements and provide to committee S Constable

Determine what other councils are doing to promote the 3 S Hancock Planetary Trail

Send a letter to businesses encouraging them to participate in 4 the Christmas lights project. Request further Council investment S Constable in solar lights for the main street trees

Page 106 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

General Manager's Unit

C.06.7 UPPER HUNTER CBD REDEVELOPMENT COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Shinead Taylor - Governance & Executive Support Officer

RECOMMENDATION

That Council:

1. Endorse the minutes of the Upper Hunter CBD Redevelopment Committee meeting held on 20 June 2016. 2. Endorse the Town Centre Masterplans for Aberdeen, Merriwa, Murrurundi and Scone. 3. Establish separate S355 Town Revitalisation Committees for each of the four townships upon the commencement of the new Council term. 4. Conclude the Upper Hunter CBD Redevelopment Committee. 5. Send a letter of thanks to the Upper Hunter CBD Redevelopment Committee members.

BACKGROUND

The purpose of the Upper Hunter CBD Redevelopment Committee charter is to provide advice and recommendations to Council on the planning and design of the CBDs in Scone, Aberdeen, Merriwa and Murrurundi.

All four major towns of the Upper Hunter Shire are represented through membership on the committee. The committee members have been responsible for the communication of project milestones and ensuring broad community engagement with the contractor is achieved.

Studio GL was engaged in September 2015 as the preferred consultant for the development of draft masterplans. After a significant amount of community consultation and engagement, Studio GL presented the draft master plans to the CBD Redevelopment committee and Councillors on 9 February 2016.

REPORT/PROPOSAL

The final draft masterplans were presented to the CBD Redevelopment Committee at a meeting on 20 June 2016. Representatives from Council’s consultants, Studio GL, made a presentation to the Committee, recapping the process for the development of the plans and their findings along the way.

The final draft plans are the culmination of work and community engagement primarily undertaken by Studio GL and now include various changes which consider a number of submissions received through the community consultation and public exhibition process.

The Committee supported the final plans and they are now presented to Council for endorsement.

The plans have been circulated to Councillors under separate cover and have also been displayed on Council’s website.

Page 107 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

Report To Ordinary Council Meeting 27 June 2016

General Manager's Unit

ATTACHMENTS

1 Upper Hunter CBD Redevelopment Committee - 20 June 2016 - Minutes

RESOLVED that Council: 1. Endorse the minutes of the Upper Hunter CBD Redevelopment Committee meeting held on 20 June 2016. 2. Endorse the Town Centre Masterplans for Aberdeen, Merriwa, Murrurundi and Scone. 3. Establish separate S355 Town Revitalisation Committees for each of the four townships upon the commencement of the new Council term. 4. Conclude the Upper Hunter CBD Redevelopment Committee. 5. Send a letter of thanks to the Upper Hunter CBD Redevelopment Committee members.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

Page 108 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - UPPER HUNTER CBD REDEVELOPMENT COMMITTEE - 20 JUNE 2016 - ITEM NO: C.06.7 MINUTES

MINUTES OF THE UPPER HUNTER CBD REDEVELOPMENT COMMITTEE MEETING - MONDAY 20 JUNE 2016 - 5.30pm

PRESENT: Cr Wayne Bedggood (Mayor), Cr Ron Campbell, Ray Hynes, Steve Guihot, Sue Stone, Carol Ray, Tony Berry, Kim Fenley, and Sarah Howey.

IN ATTENDANCE: Diana Griffiths (Studio GL), Felicity Lewis (Studio GL), Waid Crockett, Alan Fletcher, Shinead Taylor (minutes).

1. APOLOGIES RESOLVED that the apology received from Megan Moore be accepted.

Moved: Cr R Campbell Seconded: R Hynes CARRIED

2. DISCLOSURE OF INTEREST

3. PREVIOUS MINUTES RESOLVED that the minutes of the Upper Hunter CBD Redevelopment Committee Meeting held on 9 February 2016, as circulated, be taken as read and confirmed as a correct record.

Moved: Cr R Campbell Seconded: R Hynes CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES

Nil

5. AGENDA ITEMS UHCBD.06.1 Town Revitilisation Masterplans PURPOSE

The purpose of this report is to provide the committee with a presentation on the final (draft) Town Revitalisation Masterplans before presenting them to Council.

Diana Griffiths and Felicity Lewis from Studio GL provided a presentation to the Committee recapping the overall community engagement and development process of the plans, including statistics on submissions to the plans for each town and the level of community support. They highlighted the key priorities the community nominated in town, and how these submissions have been built into the final plans.

The Committee members present relayed their overall satisfaction of the final plans, and the general positive feedback they have received from the community. They emphasised the importance now of implementing small and continual changes from the plans to confirm to the community that Council and the Committee are dedicated to the overall vision of the plans for each town.

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It was suggested now the masterplans have been finalised, that this be the last meeting of the Upper Hunter CBD Redevelopment Committee and that Council look to establish individual committees for each of the towns to continue with the implementation of the plans. These separate Committees could look to meet on occasion or investigate a means of communicating with each other about what projects have progressed, or what is working well within their towns.

It was discussed that although the plans are final, their means of implementation is flexible and in many cases will require referral to guidelines from other stakeholders such as the RMS, especially in regards to intersection and pedestrian safety or possible changes to speed limits. In other areas such as landscaping and street art, the masterplans are to be used as a guide and could be enhanced by consultation with community members with local horticultural experience or art knowledge.

In this respect, it was proposed that the new individual CBD redevelopment committees for each town seek members from a range of backgrounds to increase the variety of expertise and input they could provide.

The Studio GL representatives mentioned they have seen significant success in towns such as Nowra and Port Macquarie where committees involving community members have been strong drivers of the implementation of the masterplans. They encourage the establishment of the individual committees, with a focus on implementing the recommended “Quick Wins” from the plans which will boost community satisfaction.

The Committee requested that Council continue to engage with the community and possible release regular updates or predicted timelines for projects within the masterplans, so that the community can see action is being taken.

The Committee supported the final draft Masterplans and the recommendation for their presentation to Council for endorsement.

RECOMMENDATION TO COUNCIL: That Council:

1. Endorse the Town Centre Masterplans for Aberdeen, Merriwa, Murrurundi and Scone. 2. Establish separate S355 Town Revitalisation Committees for each of the 4 townships upon the commencement of the new Council term.

Moved: Cr R Campbell Seconded: K Fenley CARRIED

6. CORRESPONDENCE

Nil

7. GENERAL BUSINESS

Nil

The final meeting of the Upper Hunter CBD Redevelopment Committee was declared closed at 6.45pm.

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Environmental & Customer Services

ENVIRONMENT/HEALTH REPORTS

E.06.1 SUSTAINABILITY SUNSET COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Mathew Pringle - Director Environmental & Customer Services

PURPOSE

The purpose of this report is to update Council on the invitation to join the Muswellbrook Shire Council Sustainability Sunset Review Committee.

RECOMMENDATION

That Council receive the report and note the information.

BACKGROUND

Council received an invitation from Muswellbrook Shire Council (MSC) to appoint a representative of Upper Hunter Shire Council to join the Muswellbrook Shire Sustainability Sunset Review (MSSSR) Committee.

A copy of the invitation letter is provided in Attachment 1.

Council’s Senior Environmental Planner attended the 29 March 2016 meeting as an interim representative.

At its meeting on 26 April 2016, Council deferred making a decision on nominating a representative pending further information being provided on the terms of reference of the committee. The Mayor agreed to attend the next meeting of the MSSSR Committee as an observer before Council would make a final decision.

REPORT/PROPOSAL

The MSC Sustainability Sunset Review Committee was established to review the Council’s Integrated Planning Documents with respect to issues of sustainability in the lead up to the adoption of the their 2016/17 Operational Plan. Given the regional nature of many sustainability issues, MSC is keen to work together with Upper Hunter Shire Council to align strategic priorities in this specific area.

The Committee considered a range of issues including the revision and development of policies and guidelines for the sustainable development of Council functions, promotion of the use of the Revolving Energy Fund and the efficient use of resources. MSC is committed to sustainability, and as such, action in this area has been identified as a high priority.

MSC have concluded any further work through the MSSSR Committee and plan to consider the establishment of a new committee with the incoming Council. It is understood that Council may well receive a further invitation to be part of any new committee in future.

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The Mayor attended the last meeting of this committee and concluded the following:

It is understood that any new committee established would be involved in the development and monitoring of a sustainability action plan (SAP) that is likely to cross local government boundaries. The focus would be in supporting land and river conservation, native vegetation connectivity, renewable energy generation and use, waste minimisation and re-use, water minimisation and re-use and air quality.

It is considered that any invitation would provide a good opportunity to strengthen the partnership between the two councils and to allow resource sharing and the exchange of information and ideas. This would ensure a more consistent approach to dealing with sustainability issues at a regional level. It is also considered a good platform for the UHSC to consider supporting diversification and meet our own objectives around having a resilient Shire and protecting the natural and built environment and plan for a sustainable future for our Shire and our planet.

The committee would advise on:  Revision and development of policies and guidelines for the sustainable development of Council functions;  Promotion of the use of the Revolving Energy Fund;  The efficient use of resources

Taking into account the above and that UHSC may be invited to participate, it is recommended that UHSC set aside $50,000 in the 2016/17 budget to develop our own Sustainable Action Plan. We already share many resources and needs, and this plan will bring together many more of our similar needs that can be planned, funded and actioned under the one umbrella. It will also allow us to apply for State and Federal funding as a collective, strengthening our applications.

The draft MSC SAP (Attachment 2) contains many ideas that will be equally as appealing to UHSC and it is suggested that Council investigate both the development of its own SAP and how we might resource these activities in the future.

OPTIONS

Nil.

CONSULTATION

 Mayor  General Manager  Director Environmental & Customer Services

STRATEGIC LINKS a. Community Strategic Plan 2013+

The recommendation is consistent with the Key Focus Areas and Aspiration Goals 3, 5 and 7 of the Community Strategic Plan: “(3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet; (5) Enhance economic and employment opportunities and promote development; (7) Provide community leadership through open, accountable and efficient governance”.

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b. Delivery Program

The recommendation relates to the Community Strategic Objectives for town planning and governance: “Promote a sense of responsibility within our community to care for our environment and provide for a sustainable future; to participate in and encourage regional and local alliances with other Councils, government or non-government partners; encourage and implement systems for minimisation of the environmental footprint of the Shire, including energy efficiency, and consumption of natural resources”.

c. Other Plans

Nil.

IMPLICATIONS

a. Policy and Procedural Implications

Nil.

b. Financial Implications

Nil.

c. Legislative Implications

Nil.

d. Risk Implications

Nil.

e. Other Implications

Nil.

CONCLUSION

It is concluded that Council note the information in the report and consider how it might develop its own sustainability action plans and better resource issues in this area in future.

ATTACHMENTS

1 Invitation to join Muswellbrook Shire Sustainability Sunset Review Committee 2 MSC Draft Sustainability Action Plan

RESOLVED that Council receive the report and note the information.

Moved: Cr L Driscoll Seconded: Cr D Peebles CARRIED

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Environmental & Customer Services

E.06.2 NSW BIODIVERSITY REFORMS RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Mathew Pringle - Director Environmental & Customer Services

PURPOSE

The purpose of this report is to seek Council’s endorsement of a submission to the NSW Government in respect of the NSW Biodiversity Reforms.

RECOMMENDATION

That Council approve the submission to the NSW Government on the NSW Biodiversity Reforms.

BACKGROUND

On 3 May 2016, the NSW Government released a consultation package of reforms to land management and biodiversity conservation in NSW.

The reforms include a proposed Biodiversity Conservation Act, amended Local Land Services Act and various supporting tools including Local Land Services Codes of Practice, Biodiversity Assessment Method and Native Vegetation Regulatory Map.

The reforms are in response to the recommendations of the Independent Biodiversity Legislation Review Panel to government.

The three (3) core objectives of the reforms are to cut red tape, to facilitate ecologically sustainable development and to conserve biodiversity.

A Councillor briefing in relation to the reforms was held on Tuesday 14 June 2016 following the Development and Environmental Services Committee meeting.

The reforms are on public exhibition until 28 June 2016.

REPORT/PROPOSAL

A submission to the NSW Government’s Biodiversity Reforms Package has been prepared and is attached for Council’s consideration (refer Attachment 1).

The submission identifies a number of issues with the proposed reforms, particularly in relation to the biodiversity offsets scheme and the complexity of the new legislative structure for land clearing approvals.

Of particular relevance to the Upper Hunter is the loss of productive agricultural land to biodiversity offsets and the subsequent environmental, social and economic impacts including the loss of employment and income in local communities and the proliferation of weed species, feral animals and bushfire hazards resulting from offset properties essentially being ‘locked-up’.

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Concerns have also been raised in the submission in relation to the following matters:

1. Inadequate consultation process. 2. Complex and convoluted administrative systems. 3. Conflicting legislative instruments. 4. Lack of detail and clarity with some aspects of the reforms. 5. Increased resourcing needs and responsibilities for local government. 6. Too much flexibility for developers. 7. Too much discretion for planning authorities 8. Monitoring the cumulative impacts of land clearing

OPTIONS

1. Approve the submission to the NSW Biodiversity Reforms with any amendments and forward to the NSW Government. 2. Not provide a submission to the NSW Biodiversity Reforms.

CONSULTATION

 Councillors  General Manager  Director Environmental & Customer Services

STRATEGIC LINKS a. Community Strategic Plan 2013+

ENVIRONMENTAL 3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet.

CIVIC LEADERSHIP 8) Advocate for the community to other levels of Government and non-government organisations. b. Delivery Program

TOWN PLANNING:  Encourage and implement systems for minimisation of the environmental footprint of the Shire, including energy efficiency, and consumption of natural resources.  Support and develop a thriving and growing business community with increased employment and available employment land.  Promote a sense of responsibility within our community to care for our environment and provide for a sustainable future. c. Other Plans

Nil

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IMPLICATIONS

a. Policy and Procedural Implications

It is evident that the proposed legislation will place increased resourcing needs and responsibilities on local government, yet there is inadequate detail provided in the form of Regulations, SEPPs and Guidelines to quantify the extent of increased responsibilities and the impacts on Council planning and compliance functions and service delivery.

b. Financial Implications

The reforms will have financial implications for Council as a result of increased responsibilities under the proposed legislation, however, the extent of these implications is yet to be quantified.

c. Legislative Implications

The reforms involve the introduction of new legislation in the form of a new Biodiversity Conservation Act and amendments to the Local Land Services Act. The new legislation will repeal the Threatened Species Conservation Act 1995, the Native Vegetation Act 2003 and the animal and plant provisions of the National Parks and Wildlife Act 1974. It is proposed under the new legislation that Council will be responsible for issuing approvals for clearing of native vegetation (below a threshold) in urban areas and possibly E3 Environmental Management zones and R5 Large Lot Residential zones.

d. Risk Implications

Nil

e. Other Implications

Nil

CONCLUSION

That Council consider the details and implications of the reforms and forward Council’s submission to the NSW Government.

ATTACHMENTS

1 Submission to NSW Government - Biodiversity Reforms

RESOLVED that Council approve the submission to the NSW Government on the NSW Biodiversity Reforms.

Moved: Cr L Driscoll Seconded: Cr K Fisher CARRIED

Page 121 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - SUBMISSION TO NSW GOVERNMENT - BIODIVERSITY ITEM NO: E.06.2 REFORMS

Contact Name: Mathew Pringle Contact No: (02) 6540 1139 Our Reference: OUT-7424/16

20 June 2016

Biodiversity Reforms - Have Your Say PO Box A290 SYDNEY SOUTH NSW 1232

Dear Sir/Madam

NSW BIODIVERSITY REFORM LEGISLATION PACKAGE

Thank you for the opportunity to provide a submission on the proposed Biodiversity Legislation reforms released on 3 May 2016.

Upper Hunter Shire Council supports the NSW Government’s intention of cutting red tape, facilitating ecological sustainable development and conserving biodiversity. However, Council has a number of concerns with the proposed reforms, particularly in relation to the biodiversity offsets scheme and the complexity of the new legislative structure for land clearing approvals.

The Upper Hunter Local Government Area (LGA) provides large areas of biodiversity with the vast majority of the LGA comprising rural land, national parks and nature reserves.

An increasing proportion of the region is under the ownership (and control) of large mining interests and is used as offsets for mining operations in neighboring districts. As a result, some of the region’s prime agricultural land is being ‘locked-up’ for the purpose of providing offsets, resulting in adverse environmental and socio-economic impacts on local communities. Council is concerned that these issues will become more widespread under the proposed reforms as more and more land is acquired or set aside for offsets under a new biodiversity offsets scheme. The continued loss of productive agricultural land will have a significant detrimental impact on the local, regional and State economies in the longer term.

Further consideration needs to be given to the cumulative impacts of biodiversity offsetting on areas such as the Upper Hunter, particularly in relation to the loss of agricultural land and the subsequent impacts of poor land management practices. Some of the direct impacts of offsetting experienced in the Upper Hunter include the loss of agricultural production, loss of employment, reduced spending in local communities and various environmental impacts such as the proliferation of weed species, feral animals and bushfire hazards on offset properties.

Council urges the NSW Government to implement measures through the proposed reforms which limit the ability of productive agricultural land to be used as offsets and ensure that all offset land is managed appropriately to minimise the various social, economic and environmental impacts described above.

In addition to the above, Council has a number of other concerns with the proposed reforms as outlined below.

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 Inadequate consultation process Given the scale, significance and complexity of the proposed changes, it is considered that greater consultation needs to be undertaken with the wider community so that people can fully appreciate the impacts of the proposed reforms on land use and land management across NSW. The time given for people to consider the proposed reforms and provide feedback to the Government is insufficient.

 Complex and convoluted administrative systems The legislative structure proposed for land clearing is considered to be overly complex and confusing, making administration difficult. The uncertainty created by the complex framework is likely to result in instances of unlawful land clearing due to land owners misunderstanding the approval processes.

 Conflicting legislative instruments The Local Land Services Bill is essentially deregulating land clearing which effectively reduces the effectiveness and intent of the Biodiversity Conservation Bill.

 Lack of detail and clarity There is insufficient detail and a lack of clarity regarding some aspects of the proposed reforms including the roles and responsibilities of local government and Local Land Services; compliance management and enforcement; and the interaction of the proposed legislation with the Mining Act, Environmental Planning and Assessment Act, State Environmental Planning Policies, Local Environmental Plans and Development Control Plans.

 Increased resourcing needs and responsibilities It is evident that the legislation will place increased resourcing needs and responsibilities on local government, yet there is inadequate detail provided in the form of Regulations, SEPPs and Guidelines to quantify the extent of increased responsibilities and the impacts on Council planning and compliance functions and service delivery.

 Too much flexibility The introduction of the Biodiversity Conservation Fund will enable developers to offset their obligations through a payment, and commence works without any guarantee that suitable offsets will be available.

 Too much discretion As planning authorities will have the ability and discretion to discount offsets required for developments, politics or short sighted economic benefits could ultimately determine offset requirements rather than science and biodiversity conservation requirements. There is a clear need for mandatory processes to be put in place to ensure a consistent approach for all planning authorities statewide.

 Monitoring of cumulative impacts It is unclear how the cumulative impacts of land clearing, resulting from the proposed reforms, will be monitored and managed. There will be numerous pathways under the proposed native vegetation management framework to allow land clearing to be lawfully carried out (exempt land, allowable activities, LLS Codes, development consent). This will make it difficult to monitor and manage the cumulative impact of land clearing activities across the State.

We thank you for your consideration of this submission and look forward to receiving any future updates and information regarding the proposed reforms.

Yours faithfully

Waid Crockett GENERAL MANAGER

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FINANCE REPORTS

F.06.1 DRAFT DELIVERY PROGRAM & OPERATIONAL PLAN ADOPTION RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Shinead Taylor - Governance & Executive Support Officer

PURPOSE

The purpose of this report is to adopt the final version of the 2016/17 – 2019/20 Delivery Program and Operational Plan (DPOP) after the exhibition period.

RECOMMENDATION

That Council:

1. Make the Miscellaneous Fees and Charges in accordance with Part 3 Section 3.2.7 of the Statement of Revenue Policy and as exhibited as Attachment 1 in the draft Delivery Program and Operational Plan with minor amendments; 2. Adopt the Delivery Program and Operational Plan 2016/17 – 2019/20 following consideration of submissions; 3. Vote the budget allocations for the 2016/17 year; and 4. Advise all persons of the outcome of their submissions in the draft process and thank them for their contribution.

BACKGROUND

The Local Government Act 1993 requires a council to prepare a draft Delivery Program and Operational Plan (formerly Management Plan) with regard to its activities for the next three years (s402(a)) and its policy with regard to revenue for the next year (s402(b)). It is necessary for Council to put the draft Delivery Program and Operational Plan on public notice for a period of at least 28 days (s405) and seek submissions from the public in regard to the activities and the proposed revenue plan. Council must take into consideration any submissions made before it adopts a Delivery Program and Operational Plan for the following year (s406).

REPORT/PROPOSAL

On 26 April 2016 Council adopted the draft Delivery Program and Operational Plan for exhibition. Public notice was made in the Hunter Valley News, Scone Advocate, Murrurundi Links, Aberdeen Whisper, Merriwa Ringer and by a leaflet drop to all addresses in the Shire. The draft Plan was placed on exhibition to 27 May 2016 (>28 days).

Council held public meetings at Scone, Aberdeen, Murrurundi and Merriwa during this period to discuss issues with the Community in regard to the draft Delivery Program and Operational Plan.

The amended Delivery Program and Operational Plan will be forwarded to Councillors after adoption by Council.

28 submissions were received and have been circulated to Councillors under separate cover with staff comments.

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A summary of the submissions with staff comments is attached (Attachment 1).

A summary of amendments to the budget in the draft Delivery Program and Operational Plan is attached (Attachment 2).

Changes to the financial aspects of the draft Delivery Program and Operational Plan will be considered by the Finance Committee at its meeting on 24 June 2016 and a recommendation made to Council.

OPTIONS

1. Accept the recommendation and modifications to the draft Delivery Program and Operational Plan. 2. Amend the recommendation and modifications to the draft Delivery Program and Operational Plan. 3. Include other modifications to the draft Delivery Program and Operational Plan.

CONSULTATION

Annual consultation with the community in regard to the draft Delivery Program & Operational Plan in the following ways:

 Householder letter  Community meetings  Media Releases  Documents available for public comment

STRATEGIC LINKS a. Community Strategic Plan 2013+

The Finance Report has direct links to all aspects of the Community Strategic Plan 2013+. b. Delivery Program

Adoption will be the basis of financial reporting for the following year. c. Other Plans

This Plan will also be the basis for or have links to the following Plans:

 Long Term Financial Plan  Workforce Plan  Asset Management Plans

IMPLICATIONS a. Policy and Procedural Implications

The Delivery Program & Operational Plan is an essential document for planning works for the period.

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b. Financial Implications

The draft Delivery Program and Operational Plan sets out full budgetary revenues, expenses and capital expenditure details for the 2016/17 – 2019/20 period. Fees, charges and rates related information is also provided in detail.

c. Legislative Implications

There are requirements under Sections 402, 405 and 406 of the Local Government Act which need to be complied with in regard to Council’s Delivery Program and Operational Plan.

d. Risk Implications

There are financial risks to Council if income cannot be raised.

e. Other Implications

Nil.

CONCLUSION

Council is required to adopt a draft Delivery Program & Operational Plan each year to be placed on public exhibition for 28 days prior to considering submissions and adopting the final document.

ATTACHMENTS

1 Delivery Program & Operational Plan - DPOP - 2016-17 - Summary of Submissions 2 Changes to Delivery Operational Plan 2016-17 to 2019-20

DECLARATION OF INTEREST:

Cr Lee Watts declared a non-pecuniary interest, insignificant conflict for the reason that she is the Chairperson of the Scone & Upper Hunter Horse Festival who has made a submission to the Delivery Program & Operational Plan. Cr Watts remained in Chamber and took part in discussion and voting.

RESOLVED that Council:

Moved: Cr L Watts Seconded: Cr K Fisher CARRIED

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Delivery Program & Operational Plan 2016/17 Summary of Submissions

External Submissions No. Submission Activity Issue Cost of Officers response from submission 1 Flynn Carter Scone Skate Bringing forward from proposed timeframe of Subject to The upgrade of Scone Skate Park is subject to grant Park 2017/18 successful funding. Council will seek opportunities for funding grant earlier than 2017/18 and if successful, the project can be fast tracked at that point in time. Recommendation: No change. 2 Merriwa Upgrade of Upgrade of Facility Unknown Council will negotiate directly with the Doctor, as the Progress Merriwa appropriate person leasing the premises, on any Association Surgery proposed or required works to be undertaken on the surgery. Proper plans to be drawn up and costed. Funding for the works would then need to be determined. Work could possibly be included in a future year, however it is noted that Council would not support any duplication of services that are already available at the Merriwa Hospital (MPS).

Security of Building $2,000 This could be done under Council’s Maintenance Budget for 2016/17.

Recommendation: Upgrade of security to be done under 2016/17 Maintenance Budget.

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3 Geoff Pinfold Commercial Landing charges are a normal operations The annual landing fee for commercial aircraft is users expense and should be charged according to an offered to all businesses that operate from the aircraft’s MTOW class. Commercial aircraft Scone Airport. Historically this has been a flat fee for should be defined as including all aircraft used all Commercial aircraft. for the purpose of generating commercial revenue, as well as all twin-engine aircraft and Commercial is defined as any aircraft that is used to those with a MTOW greater than 1600kg. A generate an income or to support a business. This landing fee should be charged for each landing. includes any business or association that provides A parking charge should also be levied on those training services. commercial aircraft not owned by bona fide UH shire residents and which are parked on the The commercial operator has the option to pay the airport for longer than one week. annual landing fee or the relevant casual charge.

Fees can be pro-rata through the year, however, a refund will not be provided on any casual fees paid prior to changing to annual basis.

A review of the MTOW classifications and the operators that opt for the annual fee does support a more flexible fee structure. Recreational This group has two components. Those aircraft The annual landing fee for residential aircraft is Users owned by bona fide UHSC residents (as offered to all rate payers or people that lease opposed to simply ratepayers), and all other property in the Upper Hunter Shire. Council does recreational aircraft of less than 1600kg MTOW not have information to be able to determine if it is the user’s principal place of residence. If the person a) UHSC residents is a rate payer to UHSC they are entitled to pay the annual user fee. Owners of Scone based recreational aircraft, whose principal place of residence is within the As per the UHSC private access rules for lots UHSC, should pay an annual airport access adjoining airport development controls, access to the charge (MTOW categories of less than 601kg airport shall be by an annual license agreement with and 600kg to 1600kg) but not a landing fee. UHSC and the payment of the annual landing fee. Council has permitted payment of casual landing There are 18 privately owned hangar units within fees for users that prefer to pay for each landing the Scone Airport boundaries. The owners of instead of an annual landing fee. these hangars each pay land rates of about $800 pa to Council in return for aircraft access to The annual license agreement is under review and the airport facilities and should not also be will be presented to the Airport Committee for their charged an Airport Access Charge. This consideration. This review will include a

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situation is grossly unfair as, firstly, other aircraft consideration of the local user charges. owners who hangar their aircraft on private land adjacent to the airport are charged nothing for At this point in time no one with private access is their access to the airside facilities. Secondly, being charged an access fee. The rates are part of other aircraft owners / operators are free to park the standard rates charged to all landowners and their aeroplanes on the airport property at no are not utilised specifically for the airport budget charge. although the General Fund Rates portion does go towards the $200k plus that the General Rates Why does the rate revenue received from the contribute to the operating costs of the Airport. various hangar owners not show as revenue in the annual airport budget. Recreational aviation (RA) is regulated by Recreational Aviation Australia (RAA) on behalf of b) Recreational aviation tourists (or casual, CASA. Under the current charging contract, RAA non-resident airport users) registered aircraft are exempt from paying fees and charges. It is up to the individual of each RAA Focussing on simply maximising user fee aircraft to opt into paying fees and charges or for the collection across all user classes will gradually airport to invoice the RA operator directly. This drive away this important airport user group – contract is currently under review and it is expected recreational aviation tourists. These are the that the exemption will be lifted. many light aircraft owners who use their aircraft to tour around Australia, stopping over at various Many airports, like Scone, have started to implement country airports and spending their money in the fees for the RA aircraft for those individuals that adjacent towns. have opted to pay. If an individual agrees to pay landing fees they advise RAA to pass on their billing As an example, I, together with two others, details to the airport managers. Also, a number of recently toured around southern NSW in our 3 RA users have opted to land at the airport as they ultralight aircraft. We landed at 8 airports and understand the importance of user pays to stayed overnight in 4 country towns where we contribute to the upkeep of the airport. spent, between the 3 of us, a total of some $4,500 in fuel, accommodation, food, taxis and At this point in time there are only a few RA users tourist attractions. Needless to say, we were that we have agreements in place with and who are made very welcome by the business people we paying their user fees. met in those towns. At Euchua we attended a major 3 day fly in event at their airport. More The fees that are being suggested are in line with than 120 light aircraft flew in from all over other airports that have implemented RA fees. Australia for the event, generating well over 200 aviation tourists to be accommodated and fed in Essentially, unless each of the casual users have Euchua over those 3 days. Aviation tourism will provided us with approval to invoice them we will not prove to be the sector most affected by UHSC be able to invoice for the landing anyway.

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drive to simply maximise user fees. By the way, no landing fees were charged at Euchua and, These fees have been in existence since 1 July apart from Scone, our group of 3 aeroplanes 2015 and the RA landings have increased by 38% was not charged a landing fee at any of the 8 on the previous year’s landings and 40% on the airports where we landed. previous 3 years’ average landings. The increase in landings by RA aircraft does not appear to be I recommend that no charges be levied on non- affected by the introduction of the fees. resident causal aviation visitors in recreational aircraft (less than 1600kg MTOW). However, council might consider installing an honesty box for voluntary donations from visiting pilots – say $5-10 per aircraft to assist with airfield maintenance. I understand this idea has been well received and used by visiting pilots elsewhere. It should be worth a trial.

Recreational aviation tourism is something Council should be encouraging. Council supports and encourages equine tourism and various other forms of tourism which attract visitors to our shire. I recommend that councils tourism committee start to take an active interest in the aviation tourism sector with a view towards actually attracting aviation tourists to come and stay in our shire, rather than seeing them driven away to other shires, as I believe is starting to happen, by Councils current obsessive focus on collecting landing fees.

Recommendation: 1. To change the commercial annual landing fee from $1,300 to the following weight based fee structure:  0-1599 kg $700 pa  1600 kg – 5699 kg $1,300 pa  5700 kg – 14999 kg $1,700 pa  15000 kg plus $2,100 pa To include a definition of commercial aircraft as:  Any aircraft that is used in operating a business (including businesses that fly to see clients/customers); and,  All aircraft used for pilot training. 2. To change the Warbirds annual fee from $500 per plane to $500 for all warbirds operated by Pays Aviation. This includes the warbirds owned by Pays

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and Peter Willard. 3. That the aircraft parking fees are not applied in the 2016/17 DPOP as the parking infrastructure is not available to support the charge. This will be reviewed in the 2017/18 DPOP. 4 Scone & Upper Annual Request to increase contribution from $5,000 to $5,000 Annual contribution has remained unchanged for Hunter Horse Contribution $10,000 several years, recommend increasing to $8,000. Festival by Council Consideration should be given to the other major events Council supports also. Recommendation: Increase in contribution from $5,000 to $8,000. 5 Mr G MacKay Waste Requests to waive fees to stop illegal dumping Unknown Council already provides free access one (1) day facilities and and cost of fees per year at each of its sites. As Council is now part charges of Regional Regulated Area for Waste, Council is still required to pay a levy on waste entering the landfills. This equates to approximately 50% of income received. Recommendation: No change. 6 Carol & Doug Traffic Request to reintroduce speed Camera at $0 This is not a Council issue and will be referred to the McIntosh camera and northern end of Murrurundi Roads & Maritime Services for consideration. A Speed letter has been sent to the McIntoshes. Recommendation: Refer matter to Roads & Maritime Services. 7 Richard Ferris Kerb and Request for inclusion in budget for works at $55,000 These works should have been included in 2016/17 Gutter works corner of Campbell and St Andrews Streets budget to complete the precinct infrastructure. Total Campbell & Aberdeen costs would be $65k with landowner contributions of St Andrews $10k. Recommend inclusion in budget. St Aberdeen Recommendation: Include project in 2016/17 budget funded from carryover funds from 2015/16. 8 P & K Clydsdale, Extension of Request that an additional 1km of sealing from $450,000 Hierarchy of this section of road is rural 3. Cullingral M Clydsdale, bitumen seal end of current sealed section. Road is not listed as priority in the Initial Seal G Coulton, Cullingral Rd program and is generally only funded through T James, Merriwa Developer contributions, Dust Seal policy or by G & S Duggan, additional grant funding. G Duggan, W Egan, C & J Cox, L & M Grace, L & M Coluccio,

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J Culuccio, Joseph Culuccio, Jacban P/L, S Gilbey Recommendation: No change. 9 Keith Thompson Upgrade and Request for upgrade of Stafford St including 90 $200,000 This is not on the priority list in the Community levelling of degree parking on both sides for better traffic Strategic Plan 2013+. Additional parking has been north side of management near hospital. implemented previously with angle parking Stafford St, introduced on the eastern side adjacent to Scone Strathearn Village. Not recommended for inclusion however funding for future years to be sourced. This matter could be referred to the Traffic Committee for further consideration. Designs and cost estimates to be prepared in 2016/17. Recommendation: Design and survey to be undertaken in 2016/17. 10 Aberdeen Junior Installation of Request for users of facility for spectators when $10,000 Proposed to include items in 2017/18 budget. Cricket 2 picnic watching junior cricket matches. tables and shade at Jefferson Park at Jack Walker 3 Oval besides Gordon Oval Recommendation: Include in the 2017/18 budget. 11 Graham Brown Sealing Improved safety, bypass when highway closed, $5.0 million This is Number 6 on the initial seal priority list behind Waverley school bus route a number of higher usage roads such as MR358 and Road Hunter Road, Ellerston. Funding is not currently set aside other than property owners considering utilising dust seal policy or developer contributions. Recommendation: No change. 12 Gillian Hayes Yarrandi General condition and upgrading $2.5 million Maintenance works were undertaken in May/June Road 2016. Ongoing maintenance will be undertaken as part of maintenance budget. Sealing of road is number 8 on the initial seal program and is subject

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to future land acquisition and developer contributions. Sealing costs are in the vicinity of $2.5million plus acquisition costs.

Recommendation: No change. 13 Daph Tanner Leash free Provide an area for dogs to be able to run leash- Unknown There is an off–leash area in Abercairney Terrace, area in free in Aberdeen Aberdeen however it is not widely used and is not a Aberdeen very good location. A site in or around Jefferson Park would be better and can be investigated and then appropriate discussion held with the community. Recommendation: No change. Staff to investigate alternate locations and discuss with the Community. 14 Aberdeen Toilet / Additional facilities for Highland Games Event $2,000 Additional funding of $2,000 through increased Highland Showering contribution proposed to fund additional toilet hire or Games Facilities at increase contribution made by Council. See #4. Jefferson Park Recommendation: Increase annual contribution by from $5,000 to $7,000. 15 Fiona & Kevin 1) Tullong / Conditions of Tullong and Middlebrook Roads $800,000 Heavy patching to be undertaken as part of Bailey Middlebrook maintenance program over a number of years. Long Road term sections of road identified in Community Strategic Plan 2013+. Full cost of total rehabilitation of 1.90kms would be $800k. 2) Water Extension of water supply to Middlebrook area Council considered the extension of the water supply supply to Middlebrook area in 2009. Resolved to Middlebrook defer at that stage until after new consolidated Local Environment Plan. At that stage the majority of residents effected voted against the proposal. 3) Old Army Development of old barracks The concerns raised in relation to the development Barracks of the old army barracks on Tullong Road, Scone and the increase in vermin are currently being investigated by Council’s Environmental & Customer Services Department. Recommendation: 1) Maintenance works to be undertaken as required with long term reconstruction of roads required. 2) Council to again look at the Middlebrook Water Supply extension in the new term of Council.

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3) 16 Aberdeen Upgrade of Request to allocate $10k in budget and assist in $10,000 Proposed to include items in 2017/18 budget Senior & Junior Long Jump obtaining grant Athletics Club Facilities Recommendation: Include in 2017/18 budget however, Council will continue to look for sporting grants frequently. 17 Merriwa Merriwa Supply of a brush cutter $480 Proposed to consider as a community grant in Historical Rosemary October. Society Group Recommendation: Refer to Council’s Community Grants Program. 18 Greg Reilly Roma Road Concerns about the conditions of the road. Road classified as rural 3. Gravel resheeting and drainage works to be undertaken with Maintenance Program during 2016/17. Maintenance of grids is the responsibility of individual property owners. Recommendation: Gravel resheeting and drainage works to be undertaken under 2016/17 maintenance budget. 19 Hunter Annual Request to increase annual contribution from $2,500 Proposed to leave contribution at the level indicated Research contributions $2,500 to $5,000 in the draft DPOP at $2,500. Foundation Recommendation: No change. 20 L J Hind Middlebrook Request to not spend money on upgrade to the Nil Council utilises other tools for local economic Bridge road and bridge as it is not necessary. analysis. Proposed no change. Works are 50% approaches funded from grants; awaiting outcome of second grant application otherwise balance will be loan funded. Recommendation: No change 21 Rouchel Rouchel area 1) Various maintenance issues Issues to be addressed under maintenance budget Progress 2) Replacement of damaged causeways $156,000 Replacement of causeways to be programmed in 5 - Association 10 year budget timeframe 3) Protruding rocks in cuttings Unknown Options to be investigated, costed and future report to Works and Technical Services Committee. Recommendation: 1) Include in maintenance works in Council’s 2016/17 Maintenance Budget. 2) Replacement of causeways to be included in Council’s budgets for 2023/24 and 2025/26. 3) Options for removing protruding rocks within cuttings to be investigated with a future report to the Works & Technical Services Committee.

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Delivery Program & Operational Plan 2016/17 Summary of Submissions

Internal Submissions Submission Submission Activity Issue Cost of Officers response No. from submission 22 Mayor Wayne Joint Muswellbrook Shire Council has $50,000 A report has been provided to the June Council Bedggood sustainability requested UHSC consider assisting meeting for further consideration of this matter. It was unit with with the establishment of a joint deferred at the April meeting. Muswellbrook sustainability unit across both This would be funded from a reduction in Roads Council shires. The requested contribution Administration and for 2016/17 a contribution from is $50,000. Water. Recommendation: Include in 2016/17 Budget. 23 Cr Campbell Settlement Hall Installation of interior ceiling to the $20,000 Allocation for works now included in the 2018/19 upgrade hall Financial Year. Council will look to fast track if possible through grant funding. Recommendation: Include in the 2018/19 Budget however consider grant funding opportunities. 24 Council staff Susan St Request drainage works near $138,200 Proposed staged upgrade with initial stormwater Stormwater Council Depot works to join stormwater system lower in the street. Stage 1 totalling $48,600. Staff recommendation to include Stage 1 in the 2016/17 budget. Issues around WH&S has caused this item to be included as a submission. Recommendation: Include Stage 1 in the 2016/17 budget. 25 Joanne Aerodrome 1) Warbirds Nil This is for all Warbirds, not $500 per plane. Remove McLoughlin Fees & Charges 2) Parking Fees wording ‘per aircraft’ from Fees & Charges. Remove proposed parking fees from Fees & Charges as the infrastructure is not yet available to support the charge. Recommendation: 1) Amend Fees & Charges wording for Warbirds. 2) Parking fees for the aerodrome are not applied for 2016/17 26 Mat Pringle Pet Amnesty Subsidy from Council to reduce $6,000 Funds have been allowed for in the 2016/17 budget;

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costs of desexing, vaccinating and offset by additional registration fees. registering cats and dogs. Recommendation: Include in 2016/17 budget. 27 Alan Fletcher Additional water Design and documentation needs $50,000 Council needs to undertake preliminary works and reservoir at to be in place to support any designs for additional water reservoir at Murrurundi. Murrurundi opportunity for funding. Currently insufficient storage facilities available. Needs to be part of overall works in conjunction with pipeline. Recommendation: Include in 2016/17 budget. 28 Paul Turri Joint Treatment Concept and preliminary design $80,000 Treatment Plants are not normally eligible for funds Plant water and documentation for Water from NSW State Government however a joint proposal options with Treatment Plant to cover both across two LGAs would have greater potential for Muswellbrook Muswellbrook and Scone/Aberdeen funding. water supplies. Both councils are sharing preliminary costs. Recommendation: Include Upper Hunter Shire’s share in 2016/17 budget.

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F.06.2 MAKING THE RATES 2016/17 RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Steve Pryor - Director Corporate & Community Services

PURPOSE

The Delivery Program & Operational Plan for 2016/17 incorporated the rates and charges proposed to be levied for the year commencing 1 July 2016. Council is statutorily required to separately make the rate following the adoption of the Delivery Program & Operational Plan.

RECOMMENDATION

That Council make the following rates and charges for the year commencing 1 July 2016 to 30 June 2017:

1. Rates

The following Ordinary Rates be now made for the year commencing 1 July 2016.

Category Sub Category Ad-valorem Minimum Rate Amount $ Cents in $ Farmland 0.44180 500.00 Residential Aberdeen 0.54740 500.00 Cassilis 0.54740 482.00 Merriwa 0.54740 500.00 Murrurundi 0.54740 500.00 Scone 0.71399 500.00 Ordinary 0.53330 482.00 Business Aberdeen 0.77774 500.00 Merriwa 0.77774 500.00 Murrurundi 0.77774 500.00 Scone 0.87692 500.00 Ordinary 0.53330 482.00 Mining 44.91780 43.00

2. Water Charges

i) A Water Service Availability Charge is charged for each service to the property in respect of land that is supplied with water from a water pipe of the Council and land that is situated within 225 metres of a water pipe of the Council (whether or not actually supplied with water from any water pipe of the Council). The Water Service Availability Charge is based on the service size of the connection to the water supply line. The Water Service Availability Charges for the 2016/17 Financial Year are:

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Service Aberdeen/ Cassilis/ Murrurundi Size Scone $ Merriwa $ $ Availability Charge (Not Connected) 160.00 160.00 205.00 Availability Charge 20mm 206.00 206.00 276.00 (Connected) 25mm 322.00 322.00 431.00 32mm 528.00 528.00 706.00 40mm 825.00 825.00 1,103.00 50mm 1,289.00 1,289.00 1,723.00 80mm 3,300.00 3,300.00 4,411.00 100mm 5,156.00 5,156.00 6,892.00 150mm 11,601.00 11,601.00 15,507.00 200mm 20,624.00 20,624.00 27,568.00

ii) A Consumption Tariff is to be charged per kilolitre for all water supplied. The water consumption tariffs for the 2016/17 Financial Year are:

Consumption ($/Kl) Aberdeen/ Cassilis/ Murrurundi Tariff Scone $ Merriwa $ $ Residential First 75Kl/Qtr 2.05 2.05 2.42 Over 75Kl/Qtr 3.28 3.28 3.28 Kidney Dialysis Users 1.05 1.05 1.05 Non-Residential Scone Saleyards 1.43 NA NA Primo Scone Abattoir 1.43 NA NA Council parks and gardens, cemeteries, pools, etc 0.89 0.89 0.89 Other 2.16 2.16 3.18

3. Sewer

That Council hereby prescribes and orders under Section 501 of the Local Government Act 1993, the following sewer charges be now made for the 2016/17 Financial Year.

An annual charge for sewer is applicable to each rateable assessment except:

a) land which is more than 75 metres from a sewer of the Council and is not connected to the sewer; and b) land from which sewage could not be discharged into any sewer of the Council.

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i) Residential Sewer Charges

A Sewer Service Availability Charge is charged in respect of each Residential assessment for which the service is provided or is proposed to be provided. The Sewer Service Availability Charges for the 2016/17 Financial Year are:

Residential Sewer Availability Charge (Vacant) $394.00 Residential Sewer Charge (Occupied) $526.00

ii) Non-Residential Sewerage Charges

Non-Residential Sewer Charges will be based on the following formula:

SC = SDF x (AC + (C x UC)) SC = Sewerage Charge SDF = Sewerage Discharge Factor AC = Availability Charge C = Total water consumption for meter UC = Sewer Usage Charge

The Sewer Service Availability Charges for the year commencing 1 July 2016 are:

Service Size Charge $ Availability Charge (Not Connected) Availability Charge (Connected) 20mm 633.00 25mm 780.00 32mm 951.00 40mm 1,274.00 50mm 1,592.00 80mm 2,545.00 100mm 3,182.00 150mm 4,772.00 200mm 6,363.00

The Sewer Usage Charge for the 2016/17 Financial Year is:

Sewer Usage Charge ($/Kl) Non-Residential $1.01 per Kl x discharge factor

Discharge Factors required for non-residential properties will be determined on an individual property basis.

iii) Capital Contributions

Contributions to Morse Street Sewer - $1,160 per annum.

Capital contributions for the extension of the Sewer System to Morse Street Scone area to be raised annually for seven properties for a 20 year period. Final payment is due 2025/26 and there are no CPI increases.

iv) Trade Waste Charges

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2016/17 Charge $ Annual Charges 418.00 Multi installation (per equivalent 418.00 tenement) Application Fee Class 1 +2 87.00 Class 3 904.00 Re-inspection fee 120.00 Non Compliance fee (per Kl) 18.00 Excess Mass charge for Class 3 Please refer to Attachment 1 discharges ($/kg) Fees & Charges Schedule

4. Waste Charges

Council do hereby prescribe and order under Section 496 of the Local Government Act 1993 for rateable land categorised for rating purposes as residential or farmland and situated within the area in which a Domestic Waste Management Service is able to be provided, that the following waste charges be now made for the year commencing 1 July 2016.

Domestic Waste Management Charges Per Annum Category $ Domestic Aberdeen, Scone, villages *1 342.00 Cassilis, Merriwa 367.00 Blandford, Murrurundi 336.00 State Government Levy *2 77.70 Vacant Land Aberdeen, Gundy, Parkville, Scone, Wingen 85.00 Bunnan, Moonan Flat (fortnightly service) 43.00 Cassilis, Merriwa 85.00 Blandford, Murrurundi 85.00 Recycling Aberdeen, Blandford, Bunnan, Cassilis, Gundy, Merriwa, 103.00 Moonan, Murrurundi, Parkville, Scone and Wingen

Domestic charges include rateable and non-rateable assessments. Pro-rata charges are applied.

*1 Villages serviced by domestic waste management kerbside collection – Bunnan, Gundy, Moonan Flat, Moonan Brook, Parkville, Wingen *2 State waste levy increases by the CPI each year from 2016/17

1. Charge applies to vacant rateable land situated within the area in which a Domestic Waste Management Service is able to be provided 2. Each premise is entitled to one approved mobile waste bin mixed waste service per week and one fortnightly collection of recyclable material for each Domestic Waste Management Service Charge. 3. Each premise is entitled to one approved mobile waste bin mixed waste service per week for each Additional Domestic Waste Management Service Charge.

Council do hereby prescribe and order under Section 501 of the Local Government Act

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1993, for land not categorised for rating purposes as residential or farmland and situated within the area in which a Waste Management Service is able to be provided, that the following waste charges be now made for the year commencing 1 July 2016.

Waste Management Service Charge Per Annum Category $ Commercial Aberdeen, Scone, villages 389.00 Cassilis, Merriwa 386.00 Blandford, Murrurundi 354.00 State Government Levy 77.70

 Each premise is entitled to one approved mobile waste bin mixed waste service per week and one fortnightly collection of recyclable material for each Waste Management Service Charge.  Each premise is entitled to one approved mobile waste bin mixed waste service per week for each Additional Waste Management Service Charge.

Council do hereby order under Section 501 of the Local Government Act 1993 that land that is categorised for rating purposes as Farmland or Residential Other or Business Other will incur a charge to fund activities that are not part of normal waste collection and disposal and that the following charge be now made for the year commencing 1 July 2016:

Environmental Waste Control All rural areas $44.00

5. Stormwater Management Services Charges

Council do hereby prescribe and order under Section 496A of the Local Government Act 1993, for land situated within the designated stormwater area, that the following stormwater charges be now made for the year commencing 1 July 2016.

Stormwater Charge $25.00 Stormwater Charge – Strata Lots $12.50

6. Onsite Sewerage Management System – Approval to Operate Fee

Council do hereby determine a charge for all ratepayers who have an onsite sewerage system on their property and hereby make the charge for 2016/17 as follows:

Onsite Sewerage Management Charge per assessment $55.00

7. Interest on Overdue rates and Charges

Council do hereby determine and order, in accordance with Section 566 of the Local Government Act 1993, that if rates and charges are unpaid at the due date, the amount shall be increased by a sum calculated at eight per cent (8.0%) per annum, simple interest, calculated daily for the year commencing 1 July 2016.

8. Hunter Local Land Services

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Council in accordance with Clauses 36 and 40, Part 4, of the Local Land Services Regulation 2014, as advised by Hunter Local Land Services, levy a Hunter Catchment Contribution in 2016/17 a rate of 0.0118 (zero point zero one one eight) of a cent in the dollar on the current land value of the land within the Council area. By virtue of these provisions the Council is authorised, empowered and required to levy the said Catchment contribution on the land.

BACKGROUND

The Delivery Program & Operational Plan for the period 1 July 2016 to 30 June 2017 incorporates the revenue policies for rates and charges proposed to be levied for 2016-17. Council is required to separately make the rates and charges for the financial year commencing 1 July 2016 in accordance with Sections 534, 535, 538 & 548 of the Local Government Act 1993.

REPORT/PROPOSAL

Council’s Delivery Program & Operational Plan for 2016/17, inclusive of the budget and revenue statements with respect to each Ordinary and Special Rates and Charges proposed to be levied, was resolved to be placed on public exhibition by Council at its Ordinary Meeting of 26 April 2016. Council’s Delivery Program & Operational Plan 2016/17 is being considered for adoption at this meeting of Council.

In accordance with Sections 534, 535, 538 & 548 of the Local Government Act 1993, Council is required to make the rates and charges for the financial year commencing 1 July 2016.

Extracts of the relevant sections of the Act are reproduced below for Councils information.

Section 534 Rate or charge to be made for a specified year

Each rate or charge is to be made for a specified year, being the year in which the rate or charge is made or the next year.

Section 535 Rate or charge to be made by resolution

A rate or charge is made by resolution of the Council.

Section 538 Form of resolution for special rate

(1) In the resolution that makes a special rate, the council must state whether the special rate is to be levied on all rateable land in the council’s area or on only a part of that land.

(2) If the special rate is to be levied on only a part of that land, the council must specify in the resolution the part on which it is to be levied.

Section 548 Minimum amounts

(1) A council, in a resolution making a rate consisting of an ad valorem amount:

(a) may specify a minimum amount of the rate which must be levied in respect of each separate parcel, or

(b) may specify:

(i) a minimum amount of the rate which must be levied in respect of each separate parcel, other than a separate parcel consisting of vacant land, and

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(ii) a minimum amount of the rate, being less than the minimum amount of rate specified under subparagraph (i), which must be levied in respect of each separate parcel consisting of vacant land, or

(2) If a council makes an ordinary rate for different categories or sub-categories of land, it may specify a different minimum amount for each category or sub-category of land.

(3) Except as provided by subsection (4), the minimum amount of a rate is to be:

(a) in respect of an ordinary rate, such amount as is determined by the council, not exceeding $259 or such greater amount as may be prescribed y the regulations or, in the case of a rate for which a particular council may, under subsection (1) or (2), specify a minimum amount, such greater amount as the Minister may determine by instrument in writing, or

(b) in respect of any other rate (not being a water supply special rate or a sewerage special rate), such amount as is determined b the council, not exceeding $2 or such greater amount as the Minister may determine by instrument in writing given to the council.

(4) If the minimum amount of an ordinary rate for the previous year exceeded the amount prescribed or determined in respect of such a rate under subsection (3) (a), the council may determine the minimum amount of the ordinary rate in accordance with subsection (5).

(5) The minimum amount of the ordinary rate must be of such amount as is determined by the council, not exceeding the amount of the minimum ordinary rate for the previous year increased by the percentage (if any) specified in respect of the council under this Act.

(6) A minimum amount of a rate is not invalid because:

(a) the minimum amount is levied on the whole or any part of the land subject to the rate, or

(b) of the size of the minimum amount.

(7) A council may not specify a minimum amount of a rate consisting of a base amount to which an ad valorem amount is added.

(8) A minimum amount of a rate specified for a parcel of land may not differ from a minimum amount specified for any other parcel of land within the same category or sub- category unless:

(a) the land values of the parcels were last determined by reference to different base dates, and

(b) the Minister approves the different minimum amounts.

OPTIONS

Provided that no changes have been made by Council with respect to each Ordinary and Special Rates and Charges proposed to be levied as advertised within the Revenue Statement of the Delivery Program & Operational Plan, Council will need to make the rate as detailed in the recommendation to this report.

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If Council has resolved to alter any of the advertised Ordinary and Special Rates and Charges, then the appropriate change to the rate or charge will need to be made prior to making the rate.

CONSULTATION

 Councillors  General Manager  Directors  Managers  Community

STRATEGIC LINKS a. Community Strategic Plan 2013+

CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance. 24. Effectively and efficiently manage the business of the Council within its Charter. b. Delivery Program

The Rates and Charges are incorporated within the Delivery Program & Operational Plan and provide the majority of the funding for the operations of Council for the following years. c. Other Plans

Nil.

IMPLICATIONS a. Policy and Procedural Implications

N/A b. Financial Implications

The draft Delivery Program & Operational Plan includes budgetary allocations for 2016/17 and the levying of rates and charges provides a significant portion of the required funds for Councils operations. c. Legislative Implications

The making of the rates and charges for the year commencing 1 July 2016 satisfies legislative obligations under Sections 534, 535, 538 & 548 of the Local Government Act 1993.

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Corporate & Community Services d. Risk Implications

If Council does not make the rates and charges as required under the Local Government Act 1993, Council may be exposing itself to the possibility of a legal challenge on the validity of any rates and charges levied in 2016/17. e. Other Implications

Nil

CONCLUSION

The making of the rates and charges for the year commencing 1 July 2016 satisfies legislative obligations under Sections 534, 535, 538 & 548 of the Local Government Act 1993 and ensures Council’s rates levied in 2016/17 are legally raised.

ATTACHMENTS

There are no enclosures for this report

RESOLVED that Council make the following rates and charges for the year commencing 1 July 2016 to 30 June 2017:

1. Rates

The following Ordinary Rates be now made for the year commencing 1 July 2016.

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2. Water Charges

ii) A Consumption Tariff is to be charged per kilolitre for all water supplied. The water consumption tariffs for the 2016/17 Financial Year are:

Consumption Tariff ($/Kl) Aberdeen/ Cassilis/ Murrurundi Scone $ Merriwa $ $ Residential First 75Kl/Qtr 2.05 2.05 2.42 Over 75Kl/Qtr 3.28 3.28 3.28 Kidney Dialysis Users 1.05 1.05 1.05 Non-Residential Scone Saleyards 1.43 NA NA Primo Scone Abattoir 1.43 NA NA Council parks and gardens, cemeteries, pools, etc 0.89 0.89 0.89 Other 2.16 2.16 3.18

3. Sewer

That Council hereby prescribes and orders under Section 501 of the Local Government Act 1993, the following sewer charges be now made for the 2016/17 Financial Year.

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An annual charge for sewer is applicable to each rateable assessment except:

a) land which is more than 75 metres from a sewer of the Council and is not connected to the sewer; and b) land from which sewage could not be discharged into any sewer of the Council.

i) Residential Sewer Charges

Residential Sewer Availability Charge (Vacant) $394.00 Residential Sewer Charge (Occupied) $526.00

ii) Non-Residential Sewerage Charges

Non-Residential Sewer Charges will be based on the following formula:

SC = SDF x (AC + (C x UC)) SC = Sewerage Charge SDF = Sewerage Discharge Factor AC = Availability Charge C = Total water consumption for meter UC = Sewer Usage Charge

The Sewer Service Availability Charges for the year commencing 1 July 2016 are:

The Sewer Usage Charge for the 2016/17 Financial Year is:

Sewer Usage Charge ($/Kl) Non-Residential $1.01 per Kl x discharge factor

Discharge Factors required for non-residential properties will be determined on an individual property basis.

Page 149 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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Corporate & Community Services

iii) Capital Contributions

Contributions to Morse Street Sewer - $1,160 per annum.

iv) Trade Waste Charges

4. Waste Charges

Domestic Waste Management Charges Per Annum Category $ Domestic Aberdeen, Scone, villages *1 342.00 Cassilis, Merriwa 367.00 Blandford, Murrurundi 336.00 State Government Levy *2 78.20 Vacant Land Aberdeen, Gundy, Parkville, Scone, Wingen 85.00 Bunnan, Moonan Flat (fortnightly service) 43.00 Cassilis, Merriwa 85.00 Blandford, Murrurundi 85.00 Recycling Aberdeen, Blandford, Bunnan, Cassilis, Gundy, Merriwa, 103.00 Moonan, Murrurundi, Parkville, Scone and Wingen

Domestic charges include rateable and non-rateable assessments. Pro-rata charges are applied.

*1 Villages serviced by domestic waste management kerbside collection – Bunnan, Gundy, Moonan Flat, Moonan Brook, Parkville, Wingen *2 State waste levy increases by the CPI each year from 2016/17

Page 150 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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Corporate & Community Services

Council do hereby prescribe and order under Section 501 of the Local Government Act 1993, for land not categorised for rating purposes as residential or farmland and situated within the area in which a Waste Management Service is able to be provided, that the following waste charges be now made for the year commencing 1 July 2016.

Waste Management Service Charge Per Annum Category $ Commercial Aberdeen, Scone, villages 389.00 Cassilis, Merriwa 386.00 Blandford, Murrurundi 354.00 State Government Levy 78.20

 Each premise is entitled to one approved mobile waste bin mixed waste service per week and one fortnightly collection of recyclable material for each Waste Management Service Charge.  Each premise is entitled to one approved mobile waste bin mixed waste service per week for each Additional Waste Management Service Charge.

Environmental Waste Control All rural areas $44.00

5. Stormwater Management Services Charges

Stormwater Charge $25.00 Stormwater Charge – Strata Lots $12.50

Page 151 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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Corporate & Community Services

6. Onsite Sewerage Management System – Approval to Operate Fee

Council do hereby determine a charge for all ratepayers who have an onsite sewerage system on their property and hereby make the charge for 2016/17 as follows:

Onsite Sewerage Management Charge per assessment $55.00

7. Interest on Overdue rates and Charges

8. Hunter Local Land Services

Moved: Cr D Peebles Seconded: Cr K Fisher CARRIED

Page 152 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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General Manager's Unit

GENERAL ADMINISTRATION REPORTS

G.06.1 REQUEST TO WAIVE FEES - MERRIWA CAMPDRAFT RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Shinead Taylor - Governance & Executive Support Officer

PURPOSE

Council has provided assistance in the past to Merriwa Campdraft by providing the use of Council’s facilities at no charge. A request has been made for the waiving of fees for the event to be held 1-2 October 2016.

RECOMMENDATION

That Council provide a donation to the Merriwa Campdraft to the value of the ground fees applicable, totaling $185, for use of the Merriwa Showground between 1-2 October 2016.

BACKGROUND

Council has provided use of the Merriwa Showground at no cost for past annual campdrafts. All funds raised support local charities.

REPORT/PROPOSAL

An event will be held on Merriwa Showground between 1-2 October 2016. The event attracts a large number of participants over the two days and the majority camp on the facilities. The event adds to the local economy.

OPTIONS

1. Provide a donation to the value of the fees chargeable. 2. Decline the request and charge the event as per the adopted fees and charges.

CONSULTATION

 Director Corporate and Community Services

STRATEGIC LINKS a. Community Strategic Plan 2013+

SOCIAL 1) Support families, the disadvantaged, young people and the aged for an equitable and caring society.

2) Promote wellbeing through health, education, recreation and culture for a healthy, vibrant and fulfilling life for our community.

ECONOMIC 6) Maintain and enhance civil infrastructure and community assets to meet the needs of current and future generations.

Page 153 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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General Manager's Unit

b. Delivery Program

 Facilitate partnerships which create and support a caring community.  Facilitate healthy lifestyles through participation by and in partnership with the community in sports and cultural activities.

c. Other Plans

Nil

IMPLICATIONS

a. Policy and Procedural Implications

Nil

b. Financial Implications

The current DPOP has a donations/sponsorship budget with available funds of $4306 for the rest of the 2015/16 financial year.

Under the preferred option, the financial implications will be $185 which is available within the budget.

c. Legislative Implications

Nil

d. Risk Implications

All events require a risk evaluation to be undertaken prior to the event.

e. Other Implications

Nil

CONCLUSION

The recommendation is to provide a donation to the Merriwa Campdraft to the value of the fees payable for the use of the Merriwa Showground between 1-2 October 2016.

ATTACHMENTS

1 Merriwa Bushmens Campdraft & Rodeo Association - Requesting Sponsorship for 2016 Campdraft

RESOLVED that Council provide a donation to the Merriwa Campdraft to the value of the ground fees applicable, totaling $185, for use of the Merriwa Showground between 1-2 October 2016.

Moved: Cr R Campbell Seconded: Cr L Driscoll CARRIED

Page 154 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MERRIWA BUSHMENS CAMPDRAFT & RODEO ASSOCIATION - ITEM NO: G.06.1 REQUESTING SPONSORSHIP FOR 2016 CAMPDRAFT

Page 155 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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Corporate & Community Services

G.06.2 RURAL HALLS REJUVENATION GRANTS 2016 RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Kerri Cone - Manager Community Services

PURPOSE The purpose of this report is to outline applications for the Rural Halls Rejuvenation grants offered each year by Upper Hunter Shire Council, and recommend grant provision.

RECOMMENDATION

That Council provide: 1. A grant of $847 to the Gundy Crown Reserves Trust for the replacement of exit and external lights at Gundy Soldiers Memorial Hall. 2. A grant of $347.50 to Parkville Tennis Club for the purchase of a refrigerator for the Parkville Tennis Clubhouse.

BACKGROUND

This Upper Hunter Shire Council Grant Program provides assistance to rural communities to maintain their halls and community facilities to ensure safety, efficiency and promote maximum usage of their facilities. Funds are provided on an up to 50/50 basis, with a total pool of $10,000 allocated. Non Council owned and operated facilities are eligible only to apply including Bunnan Memorial Hall, Gundy Soldiers Memorial Hall, Moonan Flat Soldiers Memorial Hall, Parkville Social Club Tennis Clubhouse, Rouchel School of Arts, Timor Community Hall and Wingen School of Arts.

Applications opened in early May 2016 with information sent to the Management of the Halls listed.

Applications closed Friday, 10th June 2016.

REPORT/PROPOSAL

Gundy Crown Reserve Trust has applied for $847 to replace 4 exit lights and replace external lights above door exits to improve compliance with safety standards at Gundy Soldiers Memorial Hall. Labour and any ancillary costs will be covered as the Trusts’ contribution.

Parkville Tennis Social Club has applied for $347.50 towards the purchase of a refrigerator for the Parkville Tennis Clubhouse to enhance hygiene and food safety, and will contribute half the cost.

The applications meet eligibility guidelines.

OPTIONS

1. To award a grant of $847 to the Gundy Crown Reserve Trust to replace exit and exterior lights at the Gundy Soldiers Memorial Hall, and $347.50 to Parkville Tennis Social Club towards a refrigerator for the Parkville Tennis Clubhouse. 2. To award a grant or grants of another amount to one or both organisations. 3. To award no grants in 2016.

Page 156 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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Corporate & Community Services

CONSULTATION

Discussions were held with the grant applicants by Manager Community Services, following initial contact with other possible Hall applicants by phone and/ or letter.

STRATEGIC LINKS

a. Community Strategic Plan 2013+ SOCIAL: Facilitate partnerships which create and support a caring community ECONOMIC: Provide for replacement and improvement of community infrastructure through best practice and risk management

b. Delivery Program To provide and maintain public halls for the use of the community for social, recreational, educational and cultural activities

c. Other Plans N/A

IMPLICATIONS

a. Policy and Procedural Implications N/A

b. Financial Implications $10,000 is set aside in the budget for Rural Halls Rejuvenation Grants each year.

c. Legislative Implications N/A

d. Risk Implications N/A

e. Other Implications N/A

CONCLUSION

The applicants meet eligibility requirements for Rural Halls Rejuvenation Grants 2016.

ATTACHMENTS

1 Rural Hall Rejuvenation Grants 2016 - Gundy Hall Application Form 2 Profit & Loss Report 3 Rural Halls Rejuvenation Grants 2016 - Parkville Tennis Social Club 4 Rural Halls Rejuvenation Grants 2016 - Parkville Tennis Club - Bank Statement

Page 157 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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Corporate & Community Services

RESOLVED that Council provide: 1. A grant of $847 to the Gundy Crown Reserves Trust for the replacement of exit and external lights at Gundy Soldiers Memorial Hall. 2. A grant of $347.50 to Parkville Tennis Club for the purchase of a refrigerator for the Parkville Tennis Clubhouse.

Moved: Cr K Fisher Seconded: Cr L Driscoll CARRIED

Page 158 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - RURAL HALL REJUVENATION GRANTS 2016 - GUNDY HALL ITEM NO: G.06.2 APPLICATION FORM

Page 159 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - RURAL HALL REJUVENATION GRANTS 2016 - GUNDY HALL ITEM NO: G.06.2 APPLICATION FORM

Page 160 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - RURAL HALL REJUVENATION GRANTS 2016 - GUNDY HALL ITEM NO: G.06.2 APPLICATION FORM

Page 161 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 2 - PROFIT & LOSS REPORT ITEM NO: G.06.2

Page 162 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - RURAL HALLS REJUVENATION GRANTS 2016 - PARKVILLE TENNIS ITEM NO: G.06.2 SOCIAL CLUB

Page 163 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - RURAL HALLS REJUVENATION GRANTS 2016 - PARKVILLE TENNIS ITEM NO: G.06.2 SOCIAL CLUB

Page 164 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 3 - RURAL HALLS REJUVENATION GRANTS 2016 - PARKVILLE TENNIS ITEM NO: G.06.2 SOCIAL CLUB

Page 165 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 4 - RURAL HALLS REJUVENATION GRANTS 2016 - PARKVILLE TENNIS ITEM NO: G.06.2 CLUB - BANK STATEMENT

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General Manager's Unit

G.06.3 REQUEST TO WAIVE FEES - MERRIWA CENTRAL SCHOOL RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Shinead Taylor - Governance & Executive Support Officer

PURPOSE The purpose of this report is to consider a request from Merriwa Central School to waive the fees associated with hiring the Merriwa School of Arts for a ‘Variety Night’.

RECOMMENDATION

That Council provide a donation to the value of the fees of $184.00 being the fees applicable for the hire of the Merriwa School of Arts on 2 & 3 August 2016.

BACKGROUND

Merriwa Central School has written to Council requesting that the fees applicable for hiring the Merriwa School of Arts on 2 & 3 August 2016 be waived for the school to hold a ‘Variety Night’.

REPORT/PROPOSAL

Council has previously supported this annual event. The school is happy to provide acknowledgment of Council’s assistance at the event.

OPTIONS

1. Accept the recommendation and provide a donation of $184.00. 2. Amend the recommendation and provide an alternative amount. 3. Reject the recommendation and not provide a donation.

CONSULTATION

 Director Corporate & Community Services

STRATEGIC LINKS a. Community Strategic Plan 2013+

SOCIAL 2) Promote wellbeing through health, education, recreation and culture for a healthy, vibrant and fulfilling life for our community, 7. Facilitate healthy lifestyles through participation by and in partnership with the community in sports and cultural activities. b. Delivery Program

To promote and financially support cultural activities in the Shire and encourage civic pride.

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General Manager's Unit

c. Other Plans

Nil

IMPLICATIONS

a. Policy and Procedural Implications

The request falls within sections 4(b) and (c) of the Grants and Subsidies Policy as it both promotes an event for a local town and the Shire as a whole.

It falls outside of the policy however, due to the value and is accordingly referred to Council for determination.

b. Financial Implications

This request is applicable to the 2016/17 Budget. The proposed donation of $184.00 is available under that budget.

c. Legislative Implications

Nil

d. Risk Implications

All events require a risk evaluation to the undertaken prior to the event.

e. Other Implications

Nil

CONCLUSION

It is recommended that Council provide assistance to the Merriwa Central School for the ‘Variety Night’ to be held on 2 & 3 August 2016.

ATTACHMENTS

1 Merriwa Central School - Booking Merriwa School of Arts - Tuesday 2 August Rehearsal & Wednesday 3 August 2016 - request to lower or waive fees

RESOLVED that Council provide a donation to the value of the fees of $184.00 being the fees applicable for the hire of the Merriwa School of Arts on 2 & 3 August 2016.

Moved: Cr D Peebles Seconded: Cr R Campbell CARRIED

Page 168 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - MERRIWA CENTRAL SCHOOL - BOOKING MERRIWA SCHOOL OF ARTS ITEM NO: G.06.3 - TUESDAY 2 AUGUST REHEARSAL & WEDNESDAY 3 AUGUST 2016 - REQUEST TO LOWER OR WAIVE FEES

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General Manager's Unit

G.06.4 REQUEST FOR FINANCIAL ASSISTANCE - MURRURUNDI & DISTRICT HISTORICAL SOCIETY INC RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Robyn Cox - Executive Assistant

PURPOSE

The purpose of this report is to consider waiving the Development Application fee lodged by Murrurundi & District Historical Society Inc for extensions to its Museum.

RECOMMENDATION

That Council waive the Development Application fee of $319 lodged by Murrurundi & District Historical Society Inc for extensions to their museum.

BACKGROUND

In an email dated 16 June 2016 the Murrurundi & District Historical Society has requested that Council waive the fees associated with the Development Application for extensions to the Society’s museum.

The Murrurundi & District Historical Society was a Section 355 Committee of Council from 2005 until April 2014 when it was resolved that it become an incorporated body at the Society’s request following membership numbers increasing. It was also resolved that Council enter into an agreement with the Society for the management and care of Council owned assets used by the Society.

REPORT/PROPOSAL

The Murrurundi & District Historical Society manages the operation of the Museum, Church Hall and Pioneer Cottage. The Society has lodged a Development Application for extensions to the Museum.

OPTIONS

1. To waive the DA fee of $319. 2. To not waive the DA fee of $319. 3. To waive a portion of the DA fee.

CONSULTATION

 General Manager  Director Environmental & Customer Services

STRATEGIC LINKS a. Community Strategic Plan 2013+

SOCIAL 1) Promote wellbeing, through health, education, recreation and culture for a healthy, vibrant and fulfilling life for our community.

Page 170 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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General Manager's Unit b. Delivery Program

 Facilitate partnerships which create and support a caring community.  Facilitate healthy lifestyles through participation by and in partnership with the community in sports and cultural activities. c. Other Plans

Nil

IMPLICATIONS a. Policy and Procedural Implications

The request fits within Council’s Donations policy. b. Financial Implications

Funds are available within Council’s Donations budget. c. Legislative Implications

Nil. d. Risk Implications

Nil. e. Other Implications

Nil.

CONCLUSION

It is recommended to waive the DA fee lodged by Murrurundi & District Historical Society.

ATTACHMENTS

There are no enclosures for this report

RESOLVED that Council waive the Development Application fee of $319 lodged by Murrurundi & District Historical Society Inc for extensions to their museum.

Moved: Cr L Driscoll Seconded: Cr K Fisher CARRIED

Page 171 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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General Manager's Unit

POLICY MATTERS

H.06.1 APPLICATION FOR CONFERENCE - MAYOR RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Robyn Cox - Executive Assistant

PURPOSE

The purpose of this report is to consider approval for the Mayor to attend the 2016 National Saleyards Expo in July 2016.

RECOMMENDATION

That Council approve the Mayor’s application to attend the 2016 National Saleyards Expo in Bendigo, Victoria on 27 & 28 July 2016.

BACKGROUND

The National Saleyards Expo 2016 is an annual event and this year it is being held in Bendigo, Victoria from Wednesday, 27 July to Thursday, 28 July 2016. The program for the Expo is attached.

REPORT/PROPOSAL

Mayor Wayne Bedggood has expressed an interest in attending the 2016 National Saleyards Expo in July 2016. Cr Bedggood is a member of the Scone & Upper Hunter Regional Saleyards Committee. Where possible it is advantageous to have Councillors and/or committee members attend events such as this.

Cr Bedggood has advised that he will not require accommodation or flight expenses as he will already be in the area on other personal business. Registration fees for the Expo is $550.

OPTIONS

1. To approve the Mayor’s application to attend the Expo. 2. To not approve the Mayor’s application to attend the Expo.

CONSULTATION

 General Manager  Mayor

STRATEGIC LINKS a. Community Strategic Plan 2013+

This requests meets the following Community Strategic Plan 2013+ key focus areas:

ECONOMIC 5) Enhance economic and employment opportunities and promote growth for a sustainable, vibrant future.

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General Manager's Unit

6) Maintain and enhance civil infrastructure and community assets to meet the needs of current and future generations.

CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance. b. Delivery Program

The report meets the following objectives as outlined in the Delivery Program and Operational plan:  To provide community leadership and ensure efficient, effective local government within Council’s Vision/Mission/Charter and Community Strategic Objectives.  To operate a quality livestock selling facility that observes all regulations, legislation, codes of practice governing the handling, movement, welfare, disposal and sale of livestock which operates at no cost to ratepayers and generates income to undertake improvements. c. Other Plans

Nil

IMPLICATIONS a. Policy and Procedural Implications

GOVERNANCE— POLICY −COUNCILLORS − Professional Development

The Policy states: Approval for attendance at conferences etc where possible should be approved at a Council meeting. If this is not possible then approval should be given jointly by the Mayor and the General Manager. If the Mayor requires approval, it should be given jointly by the Deputy Mayor and the General Manager. b. Financial Implications

Registration fee for the Expo is $550. c. Legislative Implications

Nil. d. Risk Implications

Nil. e. Other Implications

Nil.

CONCLUSION

It is recommended that the Mayor attend the 2016 National Saleyards Expo in July 2016.

Page 173 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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General Manager's Unit

ATTACHMENTS

1 2016 National Saleyards Expo ALMA Conference - Program

RESOLVED that Council approve the Mayor’s application to attend the 2016 National Saleyards Expo in Bendigo, Victoria on 27 & 28 July 2016.

Moved: Cr L Driscoll Seconded: Cr M Collison CARRIED

Page 174 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016 ATTACHMENT NO: 1 - 2016 NATIONAL SALEYARDS EXPO ALMA CONFERENCE - PROGRAM ITEM NO: H.06.1

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Infrastructure Services

WORKS/TECHNICAL REPORTS

J.06.1 LICENSE AGREEMENT - RFS USE OF AUSGRID RADIO TOWER AT BLACK MOUNTAIN, WINGEN. RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Alan Fletcher - Director Infrastructure Services

PURPOSE

The purpose of this report is to inform Council of the proposed license agreement for the RFS use of the Ausgrid radio tower on Black Mountain, Wingen and gain Council consent to sign and seal the agreement.

RECOMMENDATION

That Council provide delegated authority to the Mayor and General Manager to affix the seal and sign documents relating to the creation of an agreement for the RFS use of the Ausgrid radio tower at Black Mountain, Wingen.

BACKGROUND

Ausgrid have a radio transmission tower on Lot 102 DP831537 at Black Mountain, Wingen with a right of carriage way over Lot 4 DP861074. The land is owned by Mr & Mrs Casban. Ausgrid have an agreement with Mr & Mrs Casban.

RFS has had communications equipment on the tower for over twenty years. The proposed agreement is a sub lease/license agreement between Council (on behalf of RFS) and Ausgrid. Under Council’s responsibilities with the RFS is to provide or organise sites for control centres, fire sheds and radio tower facilities.

REPORT/PROPOSAL

The proposed license agreement is for a 5 year term and has a license fee of $5000pa.

OPTIONS

1. Enter into the agreement 2. Decline to enter into the agreement.

CONSULTATION

 Rural Fire Service  Ausgrid  Ausgrid’ Solicitor

STRATEGIC LINKS a. Community Strategic Plan 2013+

 Facilitate partnerships which create and support a caring community.  Advocate to State and Federal Governments for a fair and equitable share of fiscal resources and provision of Government services for the community.

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Infrastructure Services

 Provide for the replacement and improvement of community infrastructure through best practice and risk management. b. Delivery Program

 To protect life, property and the environment from the effects of bushfire disasters within the Shire.  Maintain local representation and autonomy of volunteer brigades. Ensure Council’s WHS responsibilities are met. c. Other Plans

Nil

IMPLICATIONS a. Policy and Procedural Implications

Nil b. Financial Implications

The $5000 pa license agreement fee will be included in Councils Fire Service Levy and Fire Protection (RFS) budget. c. Legislative Implications

Nil d. Risk Implications

Having a well documented license agreement will help mange Council’s risk. e. Other Implications

Nil

CONCLUSION

The Radio tower at Black Mountain has been used for RFS use for many years. Having a current well documented agreement is important and prudent.

ATTACHMENTS There are no enclosures for this report

RESOLVED that Council provide delegated authority to the Mayor and General Manager to affix the seal and sign documents relating to the creation of an agreement for the RFS use of the Ausgrid radio tower at Black Mountain, Wingen.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

Page 182 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

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General Manager's Unit

RESPONSES TO PREVIOUS QUESTIONS

RPQ.06.1 RESPONSES TO PREVIOUS COUNCILLORS' QUESTIONS RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Robyn Cox - Executive Assistant

RECOMMENDATION

For notation only.

BACKGROUND

At the ordinary meeting of Council on 23 May 2016 the following questions were asked:

Cr Deirdre Peebles

1. Requested leave of absence for the next month.

Response: Leave was approved.

Cr Ron Campbell

1. Asked about the accuracy of last week’s Works Schedule with regard to the maintenance grading and re-sheeting of the following roads:  Maintenance grading and re-sheeting areas Hunter Road  Maintenance grading and re-sheeting areas Waverley Road  Maintenance grading and re-sheeting areas Yarrandi Road then Turanville Road

Cr Campbell queried whether other roads in the Shire should have been included.

Response: Council staff have been undertaking maintenance grading works across the whole Shire and these works are ongoing. The majority of the Merriwa Depot are currently working on the Golden Highway with the exception of one Council grader crew and one contractor grader crew who are working on unsealed road maintenance in the Merriwa area.

2. Asked if staff have looked at the chevron signs on Bunnan Road near the Webimble Road turn off. The signs have recently been installed at wide spacings. Can additional chevrons be installed?

Response: Staff are reviewing the spacing of the signs against the standards and will adjust the signs in the field if required.

ATTACHMENTS

There are no enclosures for this report

Page 183 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016

COUNCILLOR QUESTIONS

Cr Lee Watts

1. Asked is there an option to provide recycling of cardboard at the tip.

Response: The Director Infrastructure Services advised that this will be investigated.

2. Can Council look at options to provide a Christmas tree in the forecourt of the Scone Admin Centre where school children can do activities and sing carols, etc?

Response: The Mayor agreed that this was a good idea and that it will be looked into.

Cr Maurice Collison

1. Asked where Council were up to with the pedestrian crossing lights in Liverpool Street.

Response: The Director Infrastructure Services advised that staff have contacted Ausgrid are waiting to hear back from them.

Cr Deirdre Peebles

1. Asked when the next Council meeting will be held in Merriwa now that the work there is complete.

Response: Advised that this will be taken on notice.

Cr Ron Campbell

1. Asked could the works on Waverley Street Scone be brought forward due to broken edges and road narrowing. The kerb and guttering is also in a bad shape.

Response: The Director Infrastructure Services (DIS) advised that the Asset Management Policy and Asset Management Plans set out how to assess and prioritise work. Others have a higher priority than Waverley Street and are included in next year’s budget. The DIS advised that he could not recommend moving Waverley Street to a higher priority than others due to the condition of the streets.

Cr Campbell then asked could something be done about the broken edges and road narrowing of Waverley Street.

Response: The Director Infrastructure Services replied that if the work is maintenance then it would be done however if it was rehabilitation work then it would not be done immediately.

1. Asked could Council make a submission to RMS to have a designated turning lane at Turanville Road Scone due to the amount of traffic travelling at high speed and reports that it is quite common to have near misses there.

Response: The Director Infrastructure Services advised that this will be taken on notice.

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 5.32PM.

Page 184 of 184 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 27 June 2016