Ordinary Meeting of Council AGENDA 16 December 2020

Commencing at 5.30pm

In light of the COVID-19, this meeting will be held remotely. Presentations can either be made in writing or by attending a Zoom meeting: see Public Involvement at Meetings on Council’s

website.

QUEANBEYAN-PALERANG REGIONAL COUNCIL BUSINESS PAPER AGENDA – 16 December 2020 Page i

On-site Inspections - Nil Queanbeyan-Palerang Regional Council advises that this meeting will be webcast to Council’s website. Images and voices of those attending will be captured and published. A recording of the meeting will be archived on the website. To view webcasts or archived recordings, please go to webcast.qprc.nsw.gov.au Webcasts of Council meetings cannot be reused or reproduced in any way and are subject to copyright under the Copyright Act 1968.

1 OPENING

2 ACKNOWLEDGEMENT OF COUNTRY

3 APOLOGIES AND APPLICATIONS FOR A LEAVE OF ABSENCE BY COUNCILLORS

4 CONFIRMATION OF MINUTES 4.1 Minutes of the Ordinary Meeting of Council held on 25 November 2020

5 DISCLOSURES OF INTERESTS

6 ADJOURNMENT FOR PUBLIC FORUM

7 MAYORAL MINUTE

8 NOTICES OF MOTIONS OF RESCISSION

9 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong ...... 3 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood ...... 13 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan...... 33 9.4 Development Application - DA.2020.1083 - Request for Extension of Time to Lodge Amended Application - 33 Widgiewa Road, Carwoola ...... 45 9.5 Amendment to Big Island Planning Agreement ...... 47 9.6 Review of Expressions of Interest for Community Member of Braidwood and Curtilage Heritage Advisory Committee ...... 49 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex ...... 53 9.8 Proposal to Name Part of Public Reserve Along Turallo Creek, Bungendore - John Walter Park ...... 61 9.9 Request for Tender 2020-44 - Supply & Installation of Sportsground Floodlighting at Bungendore Sports Hub ...... 65 9.10 Queanbeyan Floodplain Risk Management Study & Plan ...... 67 9.11 Tender Recommendation for Queanbeyan Sewage Treatment Plant Upgrade Equipment Packages Contract No. 54, 55, 56, 57, 61 and 62 ...... 73

i QUEANBEYAN-PALERANG REGIONAL COUNCIL ORDINARY MEETING OF COUNCIL BUSINESS PAPER AGENDA – 16 December 2020 Page ii

9.12 Contract 10034411 - Captains Flat Dam Load Testing of Post Tensioned Anchors ...... 77 9.13 Contract 10035111 - Construction of New Retaining Wall at Turallo Reservoir Site (Bungendore) ...... 79 9.14 Contract 10023811 Design and construction of effluent recycling plant at the Bungendore STP ...... 81 9.15 Transacting with Council ...... 83 9.16 Braidwood Customer Centre and Library ...... 91 9.17 Amendment to 2020-21 Operational Plan - Property Addendum ...... 95 9.18 Draft Cat Containment Policy - Googong and Jumping Creek ...... 99 9.19 2021 National Folk Festival ...... 105 9.20 Cultural Arts Assistance Scheme Application - Queanbeyan Art Society ...... 111 9.21 Procurement Policy ...... 113 9.22 Boundary Adjustment with Goulburn Mulwaree Council ...... 115 9.23 Investment Report - November 2020 ...... 117 9.24 Mayoral and Councillor Payments ...... 119

10 REPORTS TO COUNCIL - ITEMS FOR INFORMATION 10.1 Land-Use Planning Projects/ Activities - Status Report - December 2020 ...... 121 10.2 Surface Heat Mapping Report ...... 123 10.3 Summary of Road Renewal and Maintenance Activities - Quarter 2 2020/21 ... 125 10.4 Merger - Costs and Benefits ...... 127

11 REPORTS OF COMMITTEES 11.1 Minutes of the QPRC Heritage Advisory Committee Meeting held 19 November 2020 ...... 129 11.2 Bungendore Town Centre and Environs Advisory Committee ...... 131

12 NOTICES OF MOTIONS

13 REPORTS TO COUNCIL - DELEGATES REPORTS 13.1 Delegates Report ...... 133

14 QUESTIONS WITH NOTICE 14.1 Responses to Councillors' Questions ...... 137

15 NOTICE OF INTENTION TO DEAL WITH MATTERS IN CLOSED SESSION 138

16 REPORTS FOR CLOSED SESSION

17 CONCLUSION OF THE MEETING

SUPPLEMENTARY REPORT: MONARO RAIL TRAIL

ii QUEANBEYAN-PALERANG REGIONAL COUNCIL ORDINARY MEETING OF COUNCIL BUSINESS PAPER AGENDA – 16 December 2020 Page iii

LIST OF ATTACHMENTS – (Copies available from General Manager’s Office on request)

Open Attachments Item 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong Attachment 1 DA.2020.1170 - 4.15 Assessment Report Matters for Consideration - 67 Mary Street, Googong (Under Separate Cover) Attachment 2 DA.2020.1170 - Plans - 67 Mary Street, Googong (Under Separate Cover) Attachment 3 DA.2020.1170 - Draft Conditions of Consent - 67 Mary Street Googong (Under Separate Cover) Item 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood Attachment 1 DA.2020.1172 - 4.15 Assessment Report - 121 Wallace Street, Braidwood (Under Separate Cover) Attachment 2 DA.2020.1172 - Plans - 121 Wallace Street, Braidwood (Under Separate Cover) Attachment 3 DA.2020.1172 - Redacted Submissions - 121 Wallace Street, Braidwood (Under Separate Cover) Attachment 4 DA.2020.1172 - Draft Conditions - 121 Wallace Street, Braidwood (Under Separate Cover) Item 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. Attachment 1 DA 1-2018.A - Section 4.55(2) Assessment Report (Under Separate Cover) Attachment 2 DA 1-2018.A - Plans - 30 Morisset Street Queanbeyan (Under Separate Cover) Attachment 3 DA 1-2018.A - Detailed Car Park Plan - 30 Morisset Street Queanbeyan (Under Separate Cover) Attachment 4 DA 1-2018.A - Traffic Impact Assessment Report - 30 Morisset Street Queanbeyan (Under Separate Cover) Item 9.5 Amendment to Big Island Planning Agreement Attachment 1 Deed of Amendment (Under Separate Cover) Attachment 2 Annexure A Amended Planning Agreement (Under Separate Cover) Attachment 3 Annexure B Explanatory Memorandum (Under Separate Cover) Item 9.10 Queanbeyan Floodplain Risk Management Study & Plan Attachment 1 Queanbeyan FRMS&P Report (Under Separate Cover) Attachment 2 Queanbeyan FRMS&P Figures (Under Separate Cover) Attachment 3 QFRMS&P - Submissions Report (Under Separate Cover) Attachment 4 Email correspondence after Public Exhibition period (Under Separate Cover) Item 9.15 Transacting with Council Attachment 1 Executive Summary of engagement report - Transacting with Council (Under Separate Cover)

iii QUEANBEYAN-PALERANG REGIONAL COUNCIL ORDINARY MEETING OF COUNCIL BUSINESS PAPER AGENDA – 16 December 2020 Page iv

Item 9.16 Braidwood Customer Centre and Library Attachment 1 Community engagement report - Braidwood customer service and library (Under Separate Cover) Attachment 2 Draft Plans - 144 Wallace St, Ground Floor (Under Separate Cover) Attachment 3 Original plans (2019) Braidwood customer service centre (Under Separate Cover) Item 9.17 Amendment to 2020-21 Operational Plan - Property Addendum Attachment 1 Amended Property Addendum (Under Separate Cover) Item 9.18 Draft Cat Containment Policy - Googong and Jumping Creek Attachment 1 \Draft Cat Containment Policy (Under Separate Cover) Item 9.21 Procurement Policy Attachment 1 Draft Procurement Policy (Under Separate Cover) Item 9.22 Boundary Adjustment with Goulburn Mulwaree Council Attachment 1 Map QPRC Lot 2 DP 1236465 (Under Separate Cover) Attachment 2 Map GMC Pt Lot 1 DP 1230792 (Under Separate Cover) Item 9.23 Investment Report - November 2020 Attachment 1 Investment Report Pack - November 2020 (Under Separate Cover) Item 10.1 Land-Use Planning Projects/ Activities - Status Report - December 2020 Attachment 1 Land-Use Planning Update Report - December 2020 (Under Separate Cover) Item 10.2 Surface Heat Mapping Report Attachment 1 Surface Heat Mapping Report - November 2020 (Under Separate Cover) Item 10.4 Merger - Costs and Benefits Attachment 1 LSI Chart - Productivity Index (Under Separate Cover) Attachment 2 Merger Costs Benefits Summary (Under Separate Cover) Attachment 3 Merger Nett Benefits (Under Separate Cover) Attachment 4 Pre-Post Merger Financials (Under Separate Cover) Item 11.1 Minutes of the QPRC Heritage Advisory Committee Meeting held 19 November 2020 Attachment 1 QPRC Heritage Advisory Committee Meeting Minutes of 19 November 2020 (Under Separate Cover) Item 11.2 Bungendore Town Centre and Environs Advisory Committee Attachment 1 Bungendore Town Centre and Environs Advisory Committee minutes 26 October 2020 (Under Separate Cover) Attachment 2 Draft Terms of Reference (Under Separate Cover) Item 14.1 Responses to Councillors' Questions Attachment 1 Responses to Councillors Questions (Under Separate Cover)

Closed Attachments Item 9.6 Review of Expressions of Interest for Community Member of Braidwood and Curtilage Heritage Advisory Committee Attachment 1 Committee's Terms of Reference and EOIs - Braidwood and Curtilage Heritage Advisory Committee (Under Separate Cover) Attachment 2 Review - Expressions of Interest (Under Separate Cover)

iv QUEANBEYAN-PALERANG REGIONAL COUNCIL ORDINARY MEETING OF COUNCIL BUSINESS PAPER AGENDA – 16 December 2020 Page v

Item 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex Attachment 1 Tender Evaluation Report - RFT 2020-29 (Under Separate Cover) Item 9.9 Request for Tender 2020-44 - Supply & Installation of Sportsground Floodlighting at Bungendore Sports Hub Attachment 1 Tender Evaluation Report Bungendore Sports Hub Floodlighting (Under Separate Cover) Item 9.11 Tender Recommendation for Queanbeyan Sewage Treatment Plant Upgrade Equipment Packages Contract No. 54, 55, 56, 57, 61 and 62 Attachment 1 Contract No. 2020-54 Tender Evaluation Report (Under Separate Cover) Attachment 2 Contract No. 2020-55 Tender Evaluation Report (Under Separate Cover) Attachment 3 Contract No. 2020-56 Tender Evaluation Report (Under Separate Cover) Attachment 4 Contract No. 2020-57 Tender Evaluaiton Report (Under Separate Cover) Attachment 5 Contract No. 2020-61 Tender Evaluation Report (Under Separate Cover) Attachment 6 Contract No. 2020-62 Tender Evaluation Report (Under Separate Cover) Item 9.12 Contract 10034411 - Captains Flat Dam Load Testing of Post Tensioned Anchors Attachment 1 RFT 10034411 Tender Recommendation Report (Under Separate Cover) Item 9.13 Contract 10035111 - Construction of New Retaining Wall at Turallo Reservoir Site (Bungendore) Attachment 1 RFT 10035111 Tender Recommendation Report (Under Separate Cover) Item 9.14 Contract 10023811 Design and construction of effluent recycling plant at the Bungendore STP Attachment 1 RFT 10023811 Tender Recommendation Report (Under Separate Cover) Item 9.20 Cultural Arts Assistance Scheme Application - Queanbeyan Art Society Attachment 1 Atachment 1 - Queanbeyan Art Society CAAS application (Under Separate Cover) Item 14.1 Responses to Councillors' Questions Attachment 2 Responses to Councillors Questions with confidential details (Under Separate Cover)

v MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

MINUTES OF THE ORDINARY MEETING OF THE QUEANBEYAN-PALERANG REGIONAL COUNCIL held at the Queanbeyan Council Chambers on Wednesday, 25 November 2020 commencing at 5.30pm.

ATTENDANCE

Councillors: Cr Overall (Chair), Crs Biscotti, Harrison, Hicks, Noveska, Schweikert, Taylor and Winchester (from 5.45pm). Staff: A Knight, A/CEO; M Thompson, Portfolio General Manager Natural and Built Character; P Hansen, Portfolio General Manager Community Connections, and J Richards, Portfolio General Manager Community Choice. Also Present: L Ison (Minute Secretary).

1. OPENING The meeting commenced at 5.30pm.

2. ACKNOWLEDGEMENT OF COUNTRY The Mayor acknowledged the traditional custodians of the land upon which the meeting was held.

3. APOLOGIES AND APPLICATIONS FOR A LEAVE OF ABSENCE BY COUNCILLORS 255/20 RESOLVED (Taylor/Noveska) That apologies for non-attendance from Crs Brown and Marshall be received and that leave of absence be granted, and the late arrival of Cr Winchester be noted.

The resolution was carried unanimously.

4. CONFIRMATION OF MINUTES 4.1 Minutes of the Ordinary Meeting of Council held on 28 October 2020 256/20 RESOLVED (Taylor/Biscotti) That the Minutes of the Ordinary Meeting of Council held in the Queanbeyan Council Chambers on Wednesday 28 October 2020 be confirmed.

The resolution was carried unanimously.

This is Page 1 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

4.2 Minutes of the Planning and Strategy Committee of the Whole held on 11 November 2020 257/20 RESOLVED (Taylor/Biscotti) That the Minutes of the Planning and Strategy Committee of the Whole held in the Queanbeyan Council Chambers on Wednesday 11 November 2020 be confirmed.

The resolution was carried unanimously.

4.3 Minutes of the Extraordinary Meeting of Council held on 11 November 2020 258/20 RESOLVED (Taylor/Hicks) That the Minutes of the Extraordinary Meeting of Council held in the Queanbeyan Council Chambers on Wednesday 11 November 2020 be confirmed.

The resolution was carried unanimously.

5. DISCLOSURES OF INTERESTS 259/20 RESOLVED (Taylor/Biscotti) That Councillors and staff now disclose any interests and reasons for declaring such interest in the matters under consideration by Council at this meeting.

The resolution was carried unanimously.

Mr Michael Thompson lodged a less than significant non-pecuniary interest disclosure for Item 9.1: DA.2020.1363 - 181 Cooma Street Karabar - Alterations and Additions to Existing Child Care Centre, stating that his spouse is employed by the specified company.

6. ADJOURNMENT FOR PUBLIC FORUM At this stage of the proceedings, the time being 5.37pm, Cr Overall advised that the meeting should now adjourn for the Public Forum.

260/20 RESOLVED (Overall/Taylor) That the meeting be adjourned to conduct the Public Forum.

The resolution was carried unanimously.

ADJOURNMENT: The meeting adjourned for the Public Forum at 5.37pm and resumed at 5.57pm.

During the Public Forum, Cr Winchester joined the meeting at 5.45pm.

7. MAYORAL MINUTE There was no Mayoral Minute.

This is Page 2 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

8. NOTICES OF MOTIONS OF RESCISSION There were no Notices of Motions of Rescission.

Mr Thompson declared an interest in the following item and left the meeting at 5.57pm.

9. REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.1 DA.2020.1363 - 181 Cooma Street Karabar - Alterations and Additions to Existing Child Care Centre 261/20 RESOLVED (Schweikert/Winchester) That: 1. Development application DA.2020.1363 for alterations and additions to existing centre-based child care facility, demolition, change of use from community facility to centre-based child care facility, use of part of a public car park at 11 Queenbar Road under license with Queanbeyan-Palerang Regional Council, landscaping, fencing, retaining walls and associated earthworks, and erection of three business identification signs on Lot 1 DP 865848, Lot 309 DP 240185 and Lot 408 DP 241203, 181 Cooma Street and 11 Queenbar Road, Karabar be granted conditional approval. 2. Those persons who lodged a submission(s) on the application be advised in writing of the determination of the application.

The resolution was carried unanimously.

Mr Thompson returned to the meeting at 5.58pm.

9.2 DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood 262/20 RESOLVED (Harrison/Taylor) That consideration of DA.2020.1172 be deferred to the next Ordinary meeting on 16 December 2020.

The resolution was carried unanimously.

9.3 Sassafras Crescent Reserve MOVED (Winchester/Biscotti) That: 1. Council prepare high level concept options for potential upgrades to Sassafras Reserve and engage with the community on preferred options, noting that those options will not include subdivision of the land for subsequent sale. 2. Following the completion of the community engagement process, a report on submissions and recommendations come back to Council for consideration.

This is Page 3 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

AMENDMENT (Hicks/Biscotti) That: 1. Council prepare high level concept options for potential upgrades to Sassafras Reserve and engage with the community on preferred options. 2. Following the completion of the community engagement process, a report on submissions and recommendations come back to Council for consideration.

The amendment (of Crs Hicks and Biscotti) was PUT and CARRIED, and became the motion.

For: Crs Biscotti, Harrison, Hicks, Overall, Schweikert, Taylor and Winchester Against: Cr Noveska

The motion (of Crs Hicks and Biscotti) was PUT and CARRIED.

263/20 RESOLVED (Hicks/Biscotti) That: 1. Council prepare high level concept options for potential upgrades to Sassafras Reserve and engage with the community on preferred options. 2. Following the completion of the community engagement process, a report on submissions and recommendations come back to Council for consideration.

The resolution was carried unanimously.

9.4 Queanbeyan Sister City - Botanical Gardens 264/20 RESOLVED (Biscotti/Winchester) That Council: 1. Endorse the concept of the Botanical – Sister City Gardens project on the eastern bank of the Queanbeyan River, as Stage 8 of the CBD Masterplan. 2. Form a small working group to further develop the concept designs. 3. Nominate a Councillor to sit on the working group. 4. Consider inclusion of the initial stages of the project, as defined by the working group, in the Draft 2021-2024 Delivery Program.

The resolution was carried unanimously.

Following the call for nominations, Cr Overall was appointed to the Botanical – Sister City Gardens project working group.

This is Page 4 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

9.5 Naming of Freebody Oval Pavilion 265/20 RESOLVED (Biscotti/Winchester) That: 1. Council endorse the naming of the Ian McNamee Pavilion and the Peter Solway Scoreboard at Freebody Oval for public exhibition. 2. In the event that no adverse submissions are received, Council proceed with the renaming proposal.

The resolution was carried unanimously.

9.6 Queanbeyan Sewage Treatment Plant Upgrade 266/20 RESOLVED (Harrison/Taylor) That Council: 1. Endorse the concept design for the Queanbeyan Sewage Treatment Plant. 2. Endorse the exhibition of the EIS. 3. Endorse early vendor engagement on components of the treatment plant.

The resolution was carried unanimously.

9.7 Majors Creek Road Pavement Rehabilitation 267/20 RESOLVED (Biscotti/Winchester) That Council: 1. Allocate $600,000 of the 2020/21 Roads to Recovery funding for the immediate repair of 1.52km of Majors Creek Road. 2. Submit an application under Round 2 of the Fixing Local Roads grant funding for the rehabilitation of the remaining sections of Majors Creek Road between Araluen Road and Dargues Reef mine site. 3. Continue to work with Dargues Reef Mine management on options to mitigate damage and coordinate repairs to pavement. 4. Consider application for funding for Honeysuckle Bridge in future round of Fixing Country Bridges grants.

The resolution was carried unanimously.

This is Page 5 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

9.8 Bushfire Local Economic Recovery Fund Program 268/20 RESOLVED (Overall/Hicks) That Council nominate In order of priority the following projects to the BLERF Program: 1. Completion of Stage 4 of the Nerriga Road upgrade project - $3,000,000. 2. Rehabilitation of the Nerriga Road from Endrick River to Oallen Road (8.2km including Nerriga village improvements) - $12,000,000. The application for this work to be itemised as follows: a. Replace 2 low level causeways with flood free crossings - $2,500,000. b. Improve the Nerriga Road through the Nerriga Village - $1,000,000. c. Rehabilitate the Nerriga Road from Endrick River to Oallen Road - $8,500,000. 3. Rehabilitation of Majors Creek Road (6.5 km) from Araluen Road to Dargues Reef Mine site entrance - $2,650,000. 4. Upgrading of community halls (5) in fire affected areas - $500,000 5. Installation of public amenities at the Araluen campgrounds - $250,000. 6. Rehabilitation of the Nerriga Road from Euradux Lane to Tates Lane (7.2 km) - $9,500,000.

The resolution was carried unanimously.

9.9 Bungendore Stormwater Trunk Infrastructure - Voluntary Planning Agreement 269/20 RESOLVED (Taylor/Harrison) That Council authorise the Chief Executive Officer to enter into the Voluntary Planning Agreement after the minor amendments described in the report are completed.

The resolution was carried unanimously.

9.10 Annual Report 2019-20 270/20 RESOLVED (Harrison/Biscotti) That Council: 1. Endorse the Annual Report 2019-20 as amended. 2. Provide a copy of the Annual Report to the Minister for Local Government.

The resolution was carried unanimously.

This is Page 6 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

9.11 Presentation of 2019-20 Audited Financial Statements 271/20 RESOLVED (Hicks/Biscotti) That Council: 1. Adopt the General Purpose Financial Statements, Special Purpose Financial Statements and Special Schedules for the year ended 30 June 2020. 2. Accept the Auditor’s Reports, as submitted by the NSW Audit Office.

The resolution was carried unanimously.

9.12 Quarterly Budget Review Statement for Quarter Ending 30 September 2020 272/20 RESOLVED (Biscotti/Schweikert) That Council: 1. Accept the September 2020 Quarterly Budget Review Statement and adopt the recommended budget variations as outlined in the report. 2. Note the estimated consolidated surplus of $1,575,000, consisting of a deficit of $1,160,000 in the General Fund and a surplus of $2,735,000 in the combined Water and Sewer Funds.

The resolution was carried unanimously.

9.13 Investment Report - October 2020 273/20 RESOLVED (Schweikert/Hicks) That Council: 1. Note the investment return for October 2020 was $194,811. 2. Note the investment portfolio has been made in accordance with the Local Government Act 1993, the Local Government (General) Regulation 2005 and Queanbeyan-Palerang Regional Council’s Investment Policy. 3. Receive the Investment Report for the month of October 2020.

The resolution was carried unanimously.

10. REPORTS TO COUNCIL - ITEMS FOR INFORMATION 10.1 Reduction of Parking Fines 274/20 RESOLVED (Schweikert/Taylor) That the report be received for information.

The resolution was carried unanimously.

This is Page 7 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

10.2 Local Government Elections 2021 275/20 RESOLVED (Taylor/Harrison) That the report be received for information.

The resolution was carried unanimously.

10.3 Organisation Structure - Modified 276/20 RESOLVED (Hicks/Harrison) That the report be received for information.

The resolution was carried unanimously.

11. REPORTS OF COMMITTEES 11.1 Minutes of the Braidwood and Curtilage Heritage Advisory Committee held 12 November 2020 277/20 RESOLVED (Hicks/Taylor) That Council note the Minutes of Braidwood and Curtilage Heritage Advisory Committee held on 12 November 2020.

The resolution was carried unanimously.

11.2 Minutes of the Environment and Sustainability Advisory Committee Meeting held on 4 November 2020 278/20 RESOLVED (Hicks/Biscotti) That Council note the minutes of the Environment and Sustainability Advisory Committee held on 4 November 2020.

The resolution was carried unanimously.

11.3 Queanbeyan-Palerang Sports Council - Minutes of Meeting held 9 November 2020 279/20 RESOLVED (Biscotti/Winchester) That Council note the minutes of Queanbeyan-Palerang Sports Council held on 9 November 2020.

The resolution was carried unanimously.

This is Page 8 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

11.4 Local Traffic Committee 20 October 2020 280/20 RESOLVED (Schweikert/Winchester) That Council: 1. Note the minutes of Local Traffic Committee Meeting held via correspondence held 20 October 2020. 2. Adopt recommendations LTC 38/2020 to LTC 44/2020 from the meeting held on 20 October 2020. LTC 38/2020: Under Road Transport Act 2013 install centre line- marking on Hellmund Street between Glennie Place and Oldfield Road as per design. LTC 39/2020: Under Road Transport Act 2013 install additional 'Keep Clear' wording for the Keep Clear Zone on Lowe Street as per design. LTC 40/2020: Under Road Transport Act 2013 upgrade signage and line-marking on Mount Fairy Road and SandhiIls Road to support an Active Level Crossing as per design. LTC 41/2020: Under Road Transport Act 2013 install centre line- marking, signage and yellow kerb lines as per design on Early St, Agnes St and Surveyor Street, pending final consultation with residents. LTC 42/2020: Under Road Transport Act 2013 install centre line- marking, signage and yellow kerb lines as per design on Isabella St and Symonds St, pending final consultation with School and P&C. LTC 43/2020: Under Road Transport Act 2013 upgrade signage for the Uriarra Pedestrian Crossing as per design. LTC 44/2020: Under Road Transport Act 2013, implement changes on Lascelles Street, Braidwood between Wallace Street and Ryrie Street as per design.

The resolution was carried unanimously.

11.5 Fernleigh Park s.355 Committee Minutes 281/20 RESOLVED (Harrison/Hicks) That Council note the minutes of Fernleigh Park s.355 Committee meetings held on 10 September and 15 October 2020.

The resolution was carried unanimously.

11.6 Bungendore War Memorial s.355 Committee minutes 282/20 RESOLVED (Schweikert/Winchester) That Council note the minutes of Bungendore War Memorial s.355 Committee’s Annual General Meeting held on 1 August 2019, and its Committee meetings held on 2 July, 6 August, 3 September and 1 October 2020.

The resolution was carried unanimously.

This is Page 9 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

11.7 Wamboin Locality Committee Minutes 283/20 RESOLVED (Harrison/Winchester) That Council note the minutes of the Wamboin Locality Committee meeting held on 26 October 2020.

The resolution was carried unanimously.

12. NOTICES OF MOTIONS 12.1 Naming of the Lake Jerrabomberra Pathway 284/20 RESOLVED (Overall/Taylor) That Council: 1. Recognise Peter Bray’s service and contribution to Australia, the former Queanbeyan City Council, the Queanbeyan-Palerang Regional Council and the communities of Queanbeyan- Palerang and Canberra with a plaque in the Queanbeyan Honour Walk, Crawford Street; and name the Lake Jerrabomberra pathway, and the planned pathway extension connecting to South Jerrabomberra/Environa Drive, the ‘Peter Bray Walk’. 2. Accept the offer and contribution from Mr Paul Boschert, Weldcraft Engineering Queanbeyan, to work with Council staff to help create signage and an image or images depicting the late Peter Bray and his contribution. 3. Defer the naming of the proposed Community Park at 16 Agnes Avenue, Queanbeyan to a future Council.

The resolution was carried unanimously.

12.2 Frogs Hollow Village Green - Bungendore 285/20 RESOLVED (Schweikert/Biscotti) That Council: 1. Commence an online survey on transforming Frogs Hollow into a Village Green for Bungendore using the previous landscape concept designs provided to Palerang Council as a baseline. 2. Seek proposals to rename Frogs Hollow to represent its recreational and environmental nature as a Village Green. 3. Approve the NSW Department of Education’s plan to move the existing Balladeer’s Place from Mick Sherd Oval to Frogs Hollow. 4. Prepare a costed report on ‘options’ for the Frogs Hollow Village Green to be considered in the next budget/operational plan. 5. Provide a results and options briefing to a workshop, with an Ordinary meeting by 24 March 2021 for a decision on a way ahead.

The resolution was carried unanimously.

This is Page 10 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

12.3 Post-Merger Operational Expenditure 286/20 RESOLVED (Taylor/Harrison) That Council receive a report on merger savings on operational expenditure since amalgamation.

The resolution was carried unanimously.

13. REPORTS TO COUNCIL - DELEGATES REPORTS 13.1 Delegates Reports 287/20 RESOLVED (Harrison/Hicks) That Council note the Delegates’ Report.

The resolution was carried unanimously.

14. QUESTIONS WITH NOTICE 14.1 Responses to Councillors' Questions 288/20 RESOLVED (Schweikert/Taylor) That the report be received for information.

The resolution was carried unanimously.

15. NOTICE OF INTENTION TO DEAL WITH MATTERS IN CLOSED SESSION At this stage of the proceedings Cr Overall advised that there were items on the Agenda that should be dealt with in Closed Session.

16. REPORTS FOR CLOSED SESSION 289/20 RESOLVED (Overall/Taylor) That pursuant to Section 10A of the Local Government Act, 1993 the following items on the agenda for the Ordinary Council meeting be dealt with in Closed Session for the reasons specified below: Item 16.1 Property Sale - 10 Aurora Place Queanbeyan Item 16.1 is confidential in accordance with s10(A) (di) of the Local Government Act 1993 because it contains commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it and discussion of the matter in an open meeting would be, on balance, contrary to the public interest.

The resolution was carried unanimously.

The meeting then moved into Closed Session at 7.00pm to discuss the matters listed above.

This is Page 11 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson MINUTES - ORDINARY MEETING OF COUNCIL 25 NOVEMBER 2020

16.1 Property Sale - 10 Aurora Place Queanbeyan 290/20 RESOLVED (Biscotti/Winchester) That Council progress to settlement of the contract for the sale of 10 Aurora Place, Queanbeyan and finalise this matter, as outlined in the report.

For: Crs Biscotti, Harrison, Noveska, Overall, Taylor and Winchester Against: Crs Hicks and Schweikert

291/20 RESOLVED (Overall/Taylor) That the meeting now return to Open Session.

The resolution was carried unanimously.

The meeting returned to Open Session at 7.16pm.

In accordance with Clause 253 of the Local Government (General) Regulations 2005, the Mayor then read out the decisions of Council made in Closed Session.

17. CONCLUSION OF THE MEETING The time being 7.16pm, the Mayor announced that the Agenda for the meeting had now been completed.

CR TIM OVERALL MAYOR CHAIRPERSON

This is Page 12 of the Minutes of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 25 November 2020. Cr Tim Overall - Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020

ITEM 5 DECLARATION OF CONFLICTS/PECUNIARY INTERESTS

The provisions of Chapter 14 of the Local Government Act, 1993 regulate the way in which Councillors and nominated staff of Council conduct themselves to ensure that there is no conflict between their private interests and their public trust.

The Act prescribes that where a member of Council (or a Committee of Council) has a direct or indirect financial (pecuniary) interest in a matter to be considered at a meeting of the Council (or Committee), that interest must be disclosed as soon as practicable after the start of the meeting and the reasons for declaring such interest.

As members are aware, the provisions of the Local Government Act restrict any member who has declared a pecuniary interest in any matter from participating in the discussions, voting on that matter, and require that member to vacate the Chamber.

Council’s Code of Conduct provides that if members have a non-pecuniary conflict of interest, the nature of the conflict must be disclosed. The Code also provides for a number of ways in which a member may manage non pecuniary conflicts of interest Recommendation

That Councillors and staff disclose any interests and reasons for declaring such interest in the matters under consideration by Council at this meeting.

Page 1 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus)

File Reference: DA.2020.1170

Summary This application has been referred to Council because it is for a major development exceeding $5 million in value and the application involves variations to requirements in a Development Control Plan.

Proposal: 43 multi unit dwellings, one studio dwelling, and strata subdivision Applicant/Owner: Mr Tomi Milin/Googong Township Pty Limited Subject Property: Lot 339 DP 1259563, No.67 Mary Street Googong Zoning and Permissibility: R1 – General Residential under Queanbeyan Local Environmental Plan 2012 Public Submissions: None Issues Discussed: Planning requirements and variations to Development Controls contained within the Googong Development Control Plan. Disclosure of Political Applicant declared no Donations or Gifts to any Councillor Donations and Gifts: or Staff have been made

Recommendation That: 1. Approval be granted to variations to Part 7 of the Googong Development Control Plan 2015 for controls relating to the setback of the studio dwelling, location of principal private open space and front and side setbacks, for the following reasons: a. The location of the studio dwelling maintains a suitable distance and sufficient articulation and landscaping will minimise any impact created by the encroachment; b. The location of the principal private open space will not have a significant impact on the streetscape and character of the area; c. Front and side encroachments are not anticipated to have an impact on the desired streetscape or create any significant impact to adjoining lots. 2. Development application DA.2020.1170 for 43 multi dwellings, one studio dwelling, and strata subdivision on Lot 339 DP 1259563, No.67 Mary Street, Googong be granted conditional approval.

Page 3 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

Background

Proposed Development The application seeks Council approval for construction of 43 multi dwelling units with garages, one studio dwelling, and strata subdivision. The specific elements of the proposal are: • Construction of 43 multi dwelling units located within four buildings as follows: o Block A: 10 units o Block B: 12 units o Block C: 9 units o Block D: 12 units. o Units within Block A will contain 4 bedrooms, units within Block B will contain 3 bedrooms, units within Block C will contain 3 bedrooms and units within Block D will contain a mixture of 2, 3 and 4 bedrooms. Each unit will have a garage and associated private open space; • Construction of one x one bedroom studio dwelling (located above the garage for proposed unit 1) with a terrace balcony; • Three private laneways; • Kerb side visitor parking spaces; • Strata subdivision to create a total of 44 allotments and associated common area; • Landscaping and waste enclosures areas.

Figure 1: Site plan (Prepared by Tomi Milin)

Page 4 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

Figure 2: Artist Impression of Block A (Prepared by DC3 Creative Imagery)

Figure 3: Artist Impression of Block B (Prepared by DC3 Creative Imagery)

Page 5 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

Figure 4: Artist Impression of Block C (Prepared by DC3 Creative Imagery)

Figure 5: Artist Impression of Block D (Prepared by DC3 Creative Imagery)

Page 6 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

Subject Property The subject site is legally described as Lot 339 DP 1259563 and commonly known as 67 Mary Street, Googong. The site has an area of 8240m2 with each boundary having frontage to a different street (Albion Street to the north, Mary Street to the east, Gorman Drive to the south and Wellsvale Drive to the West). The site is currently vacant and was created as a super lot in Neighbourhood 2 (DA 123-2017). The site is adjacent to the public domain and town centre for Neighbourhood 2 which the subdivision works are currently under construction. Existing development within the locality consists of a range of uses including multi-dwelling housing, single dwelling houses and outbuildings.

Figure 6: Locality plan

Planning Requirements Assessment of the application has been undertaken in accordance with Section 4.15 of the Environmental Planning and Assessment Act (EPAA) 1979, as amended. The matters that are of relevance under Section 4.15 are summarised in the attached Section 4.15 Table – Matters for Consideration.

Page 7 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

The following planning instruments have been considered in the planning assessment of the subject development application: 1. State Environmental Planning Policy No. 55 – Remediation of Land 2. State Environmental Planning Policy (Building Sustainability Index: BASIX) 2004 3. Queanbeyan Local Environmental Plan 2012 (LEP). 4. Queanbeyan Development Control Plan 2012 (QDCP 2012) 5. Googong Development Control Plan (GDCP) The development generally satisfies the requirements and achieves the objectives of these planning instruments. The issues relating to the proposal for the Council’s consideration are related to the proposed variations to the Googong Development Control Plan.

(a) Compliance with LEP The proposed development is consistent with the aims of the QLEP 2012 and satisfies the relevant development standards (refer to Section 4.15 Table – Matters for Consideration for a detailed assessment.

(b) Compliance with DCP The Googong Development Control Plan (GDCP) is applicable to the proposal. The proposed development is generally consistent with the objectives and controls of the GDCP with the exception of the following matters for which the applicant has sought variations. Each of these variations is discussed below.

Studio Dwelling Location Variation (Part 7.4. Building Form and Design) The proposal includes a variation to the setback of the studio dwelling. The relevant controls are: e) Where a studio dwelling is built over a rear garage and separated from the upper levels of the principal dwelling, there must be a minimum separation of 5m between the upper floor rear façade of the principal dwelling and studio dwelling. The studio dwelling is proposed to be located above the garage for proposed Unit 1. The studio dwelling is proposed to be located 4.58m from the Unit 1. The minor variation is considered acceptable as studio dwelling maintains a suitable distance from Unit 1 and sufficient articulation and landscaping will minimise any impact created by the encroachment.

Principal Private Open Space Location Variation (Part 7.10. Principal Private Open Space and Landscape Design) The proposal includes a variation to the location of the principal private open space for Block A (Wellsvale Drive), a section of Block C (Mary Street) and Block D (Gorman Drive). The relevant controls are: b) The principal private open space is to be:

• Located behind the building line to the main street frontage, unless specifically permitted otherwise by a Neighbourhood Structure Plan. • Directly accessible from, and adjacent to, a habitable room, other than a bedroom; • Located to have a northerly aspect, where possible;

Page 8 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

Block A (Wellsvale Drive) is proposed to have two courtyards, one located at the front of the unit and one at the rear between the dwelling and the garage. The front courtyards are located on the east/west side of the development and the rear courtyard will be directly accessible from the living room of the unit. The Neighbourhood Structure Plan for the subject lot has a special provision for North Facing Private Open Space for the courtyards forward of the building line (see Figure 7). The section of lot where Block A is located is however not mapped for the special provision. However, the variation to the control is generally acceptable as the front courtyard is unlikely to be used as the principal private open (due to the larger secondary courtyard at the rear) and the design of the front courtyard (including fencing and future landscaping) will create additional open space and amenity for the future occupants and embellish the streetscape of development.

Figure 7: NH 2 Structure Plan – North Facing Private Open Space map

Block C (Mary Street) is proposed to have one courtyard located at the front of the unit which will be the principal private open (PPOS) space for the units. The courtyards are located on the north/east side of the development and will be directly accessible from the living room of the unit. The section of the site that Block C is to be located on is only partially within the mapped area for the special provision for North Facing Private Open Space. A variation to the control is however acceptable as the courtyards will obtain their primary solar access from this aspect. Furthermore, by continuing the courtyards along the block it also has less impact to the streetscape than requiring a redesign or removal of them. Block D (Gorman Drive) is a similar proposal to Block A and B in that the units are proposed to have two courtyards, one located at the front of the unit and one at the rear between the dwelling and the garage. The front courtyards are located on the south/east side of the development and the rear courtyard will be directly accessible from the living room of the unit. The location of Block D is also not mapped within the special provision area. As with Block A the variation to the control is generally acceptable as the front courtyard is unlikely to be used as the principal private open space due to the larger secondary courtyard at the rear. Additionally, as discussed earlier the design of the front courtyard (including fencing and future landscaping) will create additional open space and amenity for the future occupants and embellish the streetscape of development.

Page 9 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

Council has previously accepted variations to this control for Multi Dwelling Housing within the Googong township. Front and Side Setbacks (Table 2: Multi Dwelling Housing and Dual Occupancy) The proposal includes a variation to the front and side setbacks. The relevant controls from Table 2 are:

The proposals seek a variation for encroachments to the front and side setbacks. A request for variation to these controls has been made by the applicant who has listed the following: • Encroachment 1- Just a 600mm pop out to single storey 3.1m long - This encroachment breaks up the 2 storey wall facing Albion Street so an articulation element which also provides a possible day bed / bench to add amenity internally (plus north Facing). • Encroachment 2- An angled single storey encroachment into the front setback of an angled front boundary line - Given the setbacks are varied along this frontage addressing the main road would provide some visual interest in the form of a slightly angled presence as viewed from the busy street. • Encroachment 3 - Just a 600mm upper floor cantilevered element to add articulation to the street frontage - Could be removed however believe this only adds to the current street presence. • Encroachment 4 - Just a 600mm upper floor cantilevered element to add articulation to the street frontage - Could be removed however believe this only adds to the current street presence. • Encroachment 5 - 1000mm upper floor Stair and Studio over encroachment 6.3m wide on a 126m frontage. Developer has requested a Studio be added to reinforce corner and ideally offer increased mix and opportunity. • Encroachment 6 - 60mm single storey encroachment. • Encroachment 7 - Just a 450mm upper floor cantilevered element to add articulation to the street frontage - This setback needs to be 6m for POS which is achieved on the Ground floor - The overhang provides an eave over the window and adds articulation. • Encroachment 8 - Just a 250mm upper floor cantilevered element to add articulation to the street frontage - This setback needs to be 6m for POS which is achieved on the Ground floor - The overhang provides an eave over the window and adds articulation. The 3D images indicate the buildings are well articulated and they have no adverse streetscape impact - Many of the encroachments are small and add or are articulation elements. Although multiple variations have been requested, the encroachment on the setbacks are considered to be minor (see Figure 8).

Page 10 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

Figure 8: Encroachments NH 2 Structure Plan – North Facing Private Open Space

Each Block of units has been designed with a different façade and materials and the development has been designed with sufficient articulation and landscaping that would minimise any impact created by the encroachments. The proposal will not have an impact on the desired streetscape and character.

(c) Building Surveyor’s Comments Council’s Building Officer offered no objections to the proposal, subject to the imposition of recommended conditions of consent.

(d) Development Engineer’s Comments Council’s Development Engineer has provided comment for water, sewer, stormwater, access and parking and roads. Amended plans were received providing appropriate driveway widths, turning paths and garage widths. Council’s Development Engineer offered no objections to the proposal, subject to the imposition of recommended conditions of consent.

(e) Waste Officer Council’s Waste Officer provided information for waste requirements and amended plans were received providing appropriate waste enclosures. Council’s Waste Officer offered no objections to the proposal, subject to the imposition of recommended conditions of consent.

Page 11 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.1 Development Application DA.2020.1170 - 43 Multi Unit Dwellings, Onone Studio Dwelling and Strata Subdivision - Lot 339 DP1259563 - 67 Mary Street, Googong (Ref: ; Author: Thompson/McManus) (Continued)

Engagement The proposal required notification under the Community Engagement and Participation Plan from 25 May 2020 to 8 June 2020 with no submissions received.

Conclusion The submitted proposal for the construction of 43 multi dwelling units with garages, one studio dwelling, and strata subdivision on Lot 339 DP 1259563, No.67 Mary Street, Googong is supported by a Statement of Environmental Effects. The proposal was notified to adjoining owner/occupiers and no submissions were received. The proposal has been assessed under Section 4.15 of the Environmental Planning & Assessment Act 1979 including the relevant provisions of Queanbeyan Local Environmental Plan 2012, Queanbeyan Development Control Plan 2012 and Googong Development Control Plan 2015. The development satisfies the requirements and achieves the objectives of these instruments except for the following where the applicant has sought variations to the DCP requirements: • Variation to location of studio dwelling, • Variation to location of principal private open spaces, • Variations to front and side setbacks. The variations sought are supported. The proposed development is considered suitable for the site, is compatible with the neighbourhood and can be conditioned to mitigate any potential impacts. As such the application is recommended for conditional approval.

Attachments

Attachment 1 DA.2020.1170 - 4.15 Assessment Report Matters for Consideration - 67 Mary Street, Googong (Under Separate Cover) Attachment 2 DA.2020.1170 - Plans - 67 Mary Street, Googong (Under Separate Cover) Attachment 3 DA.2020.1170 - Draft Conditions of Consent - 67 Mary Street Googong (Under Separate Cover)

Page 12 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins)

File Reference: DA.2020.1172

Summary Reason for Referral to Council This application has been referred to Council because more than six written submissions have been made to Council resulting from the exhibition/notification process.

Proposal: Additions and Alterations to a Rural Supplies Premises Applicant/Owner: Coe Planning Services / Scapefall Pty Ltd & Wallace Street Pty Ltd Subject Property: Lots 1 & 2 DP 596527, Lot 1 DP 995410 & Lot 2 DP 1208847, No.121 Wallace Street, Braidwood Zoning and Part B2 Local Centre zone, Part B4 Mixed Use zone under Permissibility: Palerang Local Environmental Plan 2014 Public Submissions: Initial Notification: 20 submissions including two in support Secondary Notification: 15 submissions Issues Discussed: Planning Requirements Heritage Impacts Access Disclosure of Political Applicant Declared no Donations or Gifts to any Councillor or Donations and Gifts: Staff have been made

Recommendation That: 1. Development application DA.2020.1172 for Alterations and Additions to a rural supplies premises on Lots 1 & 2 DP 596527, Lot 1 DP 995410 & Lot 2 DP 1208847, No.121 Wallace Street, Braidwood be granted conditional approval. 2. Those persons who lodged a submission(s) on the application be advised in writing of the determination of the application.

Page 13 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Matters Resulting from Deferring Consideration of the Application At its meeting of 25 November 2020, Council resolved to defer this matter to allow consideration of a submissions received from the NSW Heritage Office. It is important to note that Heritage NSW (HNSW) has no statutory role in the subject application and has provided comments in response to a general enquiry by a resident. Nonetheless, the matters raised within this submission are discussed below:

Issue 1 - In reviewing the documentation, HNSW has become aware of a subdivision to form Lot 1 and Lot 2, DP 1208847. This has modified the Georgian subdivision pattern, which is a significant value of the Braidwood and its setting SHR listing. It is noted by HNSW this subdivision was not referred to HNSW for assessment/comment. Further, HNSW is concerned about the continued amalgamation of this area through the proposed concreting and landscaping, which is further exacerbating the modification of the Georgian subdivision pattern. Comment - The previous application for the purposes of subdivision (a boundary adjustment approved in 2014) is not relevant to the subject development application and is not considered to require further commentary for the purposes of the subject application. In considering the potential impacts of the development upon that the Georgian subdivision pattern as shown in Figure 1A below as compared to the present configuration shown in Figure 1B, it is noted that the Georgian lot configuration has all but been abandoned upon the street block bounded by Wallace Street, Duncan Street, Elrington Street and Wilson Street. Further, the proposed works predominately retain the existing site configuration. As such, the proposed development is in no way considered to impact upon the Georgian subdivision pattern of the town.

Figure 1A: Georgian Subdivision Pattern

Page 14 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Figure 1B: Current Subdivision Pattern

Issue 2 - The Braidwood Archaeological Management Plan identifies the site as having Moderate to High archaeological sensitivity. Section 8 of the Braidwood DCP identifies that applications which impact heritage items should assess, the impact of the proposal on the heritage significance of the place, including historic, architectural, aesthetic, cultural, social, technological, landscape, archaeological or other features of the place including its setting. It is noted no archaeological assessment prepared by a qualified professional has been provided with the application, nor is it addressed in the Council report. It is recommended this be addressed prior to the application being determined. Comment - Section 8 of the Braidwood DCP applies to additions and alterations to locally listed heritage items under the former Tallaganda Local Environmental Plan 1991. The subject application does not involve works to the locally listed heritage item upon the site, specifically the Dalgety Building. As such, Section 8 does not apply to the subject application. Nonetheless, in considering the potential for the subject site to contain archaeological items, the subject site is identified as being only the moderate to high classification, not high under the Braidwood Archaeological Management Plan. In accordance with the recommendations of the Braidwood Archaeological Management Plan, the subject application does not require further assessment regarding archaeological potential subject to the implementation of an unexpected finds procedure. A condition has been included in the recommended conditions of consent requiring the implementation of an unexpected find protocol in the event of any such items being disturbed throughout the proposed works.

Page 15 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Issue 3 - HNSW notes the proposed buildings have been located within areas which are in line with the historic property boundaries and do not cross over between boundary lines. This is considered a positive aspect of the proposal, as it allows for reversibility without impacting the definitions of historic boundary lines. Comment - noted.

Issue 4 - The proposed buildings, although behind existing buildings, are close to the street and views to the site along Duncan Street would be impacted. To reduce potential impact, the height of the shed could be reduced, the gable removed or the new structure set further back than at present. Comment - When viewing the site from Duncan Street, the roof line of several structures located on the adjoining lots to the rear of the site are already visible. The proposed structures are considered to be in keeping with this arrangement and are lower than the adjoining roofline of the building on the adjoining property facing Wallace Street. Further, there are two existing gable ends facing the site’s Duncan street frontage. As such the proposed gable end is not considered to be incompatible with existing development upon the site. For these reasons the proposed additions are not considered to result in any significant impact upon views to the site from Duncan Street.

Figure 1C: Existing streetscape as viewed from Duncan Street

Additional Matters Hours of Operation In representations at the previous meeting concerns were raised by the Applicant regarding recommended Condition 58 relating to hour of operation for the business. Presently there are no hours of operation relating to the premises. The draft condition reads as follows: 58. Hours of Operation for Works The hours of operations of the premises are to be limited as follows: Weekdays: 8:00am to 5:30pm Saturdays: 8:30am to 12:00pm Sundays: NIL Reason: To ensure the compatibility of the development with surrounding land uses.

Page 16 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

While the draft condition is taken from the hours of operation noted within the Statement of Environmental Effects that accompanied the subject application Council does consider that it is appropriate that hours of operation be restricted given the proximity of the development to residences. The Applicant has raised concerns that the proposed hours of operation would be incompatible with the existing delivery arrangements upon the site. To resolve this issue the Applicant has requested that Council consider allowing deliveries upon the site within a limited area away from residential interfaces without limitation on hours of operation. Council staff have reviewed the proposed amendment and do not support the proposed amended condition particularly as delivery vehicles will still be required to use the remainder of the site to turn around. In addition agreeing to the Applicant’s request would mean, that other than restrictions around the location of deliveries at certain times, there would be no controls on the hours of operation. Given that the issue of noise resulting from early or late hours of operation was raised in submissions it is reasonable and appropriate to include a restriction on the hours of operation. However, to facilitate the practical operation of the business generally in line with present operations it is suggested that recommended condition 58 be amended to read as follows: 58. Hours of Operation for Works The hours of operations of the premise are to be limited as follows: Weekdays: 7:00am to 6:00pm Saturdays: 8:00am to 4:00pm Sundays: NIL Reason: To ensure the compatibility of the development with surrounding land uses.

Extent of Right of Way At the previous meeting concerns were also raised over the extent of the right of way over the subject site benefiting 133 Wallace Street (Lot 1 DP 1208847) as this area is not indicated in red upon the proposed plan. The proposed development involves no impacts upon this area, nonetheless, in the event the subject application is approved the plans can be marked up as shown below to provide certainty.

Figure 2: Marked up plans highlighting the entire extent of the rights of way/ access upon the site

Page 17 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Providing Council does not approve a building over the right of way, enforcing the respective rights of the owners who benefit from the right of way is a matter between the owners. Storage of Gas Cylinders on Site The storage of gas cylinders is regulated by SafeWork NSW. If residents have concerns about the manner in which these materials are stored they should be referred to that organisation. The remainder of this report comprises the detail of the report submitted to the meeting of 25 November 2020 and remains unchanged except for minor changes to reflect the above comments. The matters raised in further submissions can either be dealt with by conditions or are not of sufficient impact to warrant refusal of the application. Background The subject application seeks consent for alterations and additions to a rural supplies premises. The subject site is located within the State-listed “Braidwood and its Setting” heritage conservation area and adjoins several locally listed heritage items. As such, the subject application was referred to both Council’s Heritage Advisor and the Braidwood and Curtilage Heritage Advisory Committee. While concerns were raised initially, the proposal was subsequently amended to address these concerns. The subject application was initially notified from 1 June 2020 to 15 June 2020. Twenty submissions were received in this period including two in support of the application. Following the receipt of amended plans the application was renotified from 8 September 2020 to 24 September 2020. Fifteen submissions were received in this period. The matters raised within the submissions include compatibility of the development with surrounding land uses, safety, traffic, heritage impacts and adequacy of the application and supporting documents. The proposed development satisfies the relevant provisions of the Environmental Planning and Assessment Act 1979, State Environmental Planning Policy No.55 – Remediation of Land, State Environmental Planning Policy (Infrastructure) 2007, State Environmental Planning Policy (Sydney Drinking Water Catchment) 2011, Palerang Local Environmental Plan 2014 (LEP) and the Draft Queanbeyan-Palerang Local Environmental Plan 2020. The subject application is considered to provide opportunities to rationalise storage arrangements upon the site allowing for improved vehicular access and off-street parking without resulting in any significant impacts. As such, it is recommended that DA.2020.1172 be approved subject to conditions to consent. Use of the site Council records indicate that a stock and station agent has operated upon a portion of the site since 1958. This use has subsequently expanded as the operator has acquired several adjoining lots.

Previous Applications DA.2014.208 - Was approved by Council on 14 November 2014 for a boundary adjustment between former lots - Lots 2 DP 713618 and Lot 6 DP 519457 (133 Wallace Street). The application included a condition requiring a right of carriageway to be retained to allow access over the property to the rear of 82 Duncan Street. This development was subsequently registered under DP1208847 on 27 July 2015. MOD.2018.122 – This application sought to delete condition 3 of DA.2014.208 which required the right of carriageway to Lot 1 DP 829063 over Lot 2 DP 713618. Council refused MOD.2018.122 at its meeting of 27 February 2019. The Applicant subsequently appealed this decision (Case number 2019/00294723).

Page 18 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

During this process it became evident that the legal right for Lot 1 DP 829063 to obtain access over the site was uncertain. Nonetheless, as a result of the Section 34 mediation process, Court orders were issued granting a right of access to the current owners of Lot 1 DP 829063 over Lot 2 DP 1208847 under the following terms: The Owner of Lot 2 DP 1208847, its successors and assigns, grants a Right of Access to the current occupiers of Lot 1 DP 829063 and every person authorised by those occupiers, to go, pass and repass at all times and for all purposes with or without animals or vehicles or both to and from the said Lot 1 DP 829063 or any such part thereof along that part of Lot 2 DP 1208847 shown in pink on the attached diagram being 3.605m wide (referred to hereinafter as “the access path”), with a key to any gate along the access path, together with a right to park along the easternmost 11 metres of the access path and a right to use for vehicle circulation purposes such other parts alongside the access path able to be utilized from time to time for that purpose and the totality of which the owner of Lot 2 DP 1208847 need not keep clear, for the period ending on the later of the following: 1. Transfer of Lot 1 DP 829063 from its current owner … or 2. Cessation of occupation of Lot 1 DP 829063 by both the current occupiers… The location of the right of access is shown in Figure 1 below.

Figure 2: Extract from Court order depicting location of right of access

Page 19 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Proposed Development The application seeks Council approval for alterations and additions to a rural supplies premises. The specific elements of the proposal are: • Demolition of two shed structures; • Addition of an awning structure to the northern elevation of an existing storage shed; • Addition of a new shed structure containing: o A new office area; o Sanitary facilities; o Storage area; o Mezzanine area; • Provision of six off-street car parking spaces including one accessible space; • Alterations to the existing vehicular access ramps on Duncan Street to provide a consolidated double wide vehicular access ramp with associated access gates; and • Landscaping and fencing along the site’s Duncan Street frontage. The applicant proposes to maintain existing hours of operation upon the site being as follows: • Monday to Friday – 8:00am to 5:30pm • Saturday – 8:30am to 12:00noon • Sunday - Closed

Subject Property The subject site is legally described as Lot 1 and 2 DP 596527, Lot 1 DP 995410 and Lot 2 DP 1208847 and is commonly known as 121 Wallace Street Braidwood. The site is located on the north-eastern side corner of the intersection of Wallace Street and Duncan Street and has an area of 3,537.1m2.

Figure 2: Locality plan

Page 20 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Existing development on the site comprises the heritage listed Dalgety building located on the north-western corner of the intersection of Wallace Street and Duncan Street. A series of other attached structures extend east along the site’s Duncan Street frontage from the Dalgety building and then wrap around the site’s western boundary. Two further detached sheds front the site’s Duncan Street frontage. Vehicular access is provided to the site via a driveway from the site’s Wallace Street frontage and a pair of driveways on the site’s Duncan Street frontage. Existing development within the locality consists of a range of commercial uses, several dwelling houses and a school. The subject site is burdened by a series of rights of carriageways benefiting Lot 1 DP 1208847 (133 Wallace Street) and Lot 1 DP 713618 (125 Wallace Street) and a right of access under a court order (2019/00294723) (82 Duncan Street).

Planning Requirements Assessment of the application has been undertaken in accordance with Section 4.15(1) of the Environmental Planning and Assessment Act (EPAA) 1979, as amended. The matters that are of relevance under Section 4.15(1) are summarised in the attached Section 4.15(1) Table – Matters for Consideration. The following planning instruments have been considered in the planning assessment of the subject development application: 1. State Environmental Planning Policy No.55 – Remediation of Land 2. State Environmental Planning Policy (Infrastructure) 2007 3. State Environmental Planning Policy (Sydney Drinking Water Catchment) 2011 4. Palerang Local Environmental Plan 2014 (LEP). 5. Draft Queanbeyan-Palerang Local Environmental Plan 2020 The development generally satisfies the requirements and achieves the objectives of these planning instruments. The significant issues relating to the proposal for the Council’s consideration are discussed below.

(a) Compliance with LEP PALERANG LOCAL ENVIRONMENTAL PLAN (PLEP) 2014 Permissibility - The subject site is Zoned part B2 Local Centre zone and Part B4 Mixed Use zone under the Palerang Local Environmental Plan 2014. Development for the purposes of a rural supplies premises is a type of commercial premises and is permissible with consent within the B2 and B4 zones and is defined under PLEP 2014 as follows: rural supplies - means a building or place used for the display, sale or hire of stockfeeds, grains, seed, fertilizers, veterinary supplies and other goods or materials used in farming and primary industry production.

5.10 Heritage Conservation – For development upon sites containing a heritage item or within a heritage conservation area Clause 5.10(4) of the PLEP 2014 requires that consideration be given to the effect of the development upon the heritage significance of the items or conservation area. The subject site contains Local Heritage Item I127 – Dalgety Building, Local Heritage Item I133 former hotel and the State listed Braidwood and its setting heritage conservation area. Several adjoining sites also contain local listed heritage items. The location of these items is shown in Figure 3 below.

Page 21 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Figure 3: Extract from Council’s Heritage Mapping The impacts on the various heritage item is discussed below.

Braidwood and its Setting The statement of significance for the State Listed Braidwood and its Setting Conservation Area is as follows: Braidwood and its setting are of state significance as an excellent surviving example of a Georgian period town plan, dating from the late 1830s. The plan, which retains high integrity, reflects colonial administration as applied to the outer reaches of the Nineteen Counties from the 1820s, following earliest European settlement in the area. The surviving historic elements in the surrounding landscape strengthen the town's significance. The town buildings reflect key phases of development, commencing with the initial construction period in the 1840s, and consolidation in the later half of the century following the gold boom. The integrity of Wallace Street as a fine collection of 19th century buildings makes it particularly significant. The high proportion of 19th century buildings throughout the town contributes further to its heritage value and creates fine streetscapes often with delightful views to the pastoral surrounds. The abrupt transition at the town boundary between built and pastoral landscapes highlights significant historical settlement patterns, specifically the large land grants on the north, east and south sides of the town obtained by McKellar, Wilson and Coghill, and passed on to the Maddrells and eventually others. The juxtaposition of a cohesive town set within an historic pastoral landscape on the north, east and south sides is also significant. The closer settlement on the western side reflects the subdivision of the former Church and School Estate. In NSW, colonial towns that retain significant historic form and fabric to the extent that Braidwood does, are rare.

Page 22 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Some 20th century elements in the town reflect later phases of development. Construction circa 1936 is significant for its association with the emergence from the Great Depression and amalgamation of the Municipality of Braidwood with the Tallaganda Shire. Development in the 1950s, particularly to the west of town is significant for its association with post WWII population growth and the mid 1950s wool boom. 20th century development is reflected in most towns in NSW and, in the context of Braidwood, is considered to be of local significance only. The proposed development involves no actions likely to detract from the heritage significance of the conservation area as outlined above.

I127 - Dalgety Building The statement of significance for the Dalgety building is as follows: A fine Federation period building with classical features befitting its first use as a bank. Retains high integrity and very good streetscape value on prominent corner The proposed development involves no works upon the lot containing the Dalgety building. As such, the proposal is considered unlikely to impact upon the heritage significance of the building.

I133 – Former Hotel The statement of significance for the former hotel is as follows: A fine two-storey Victorian period building with lace verandah. Historic aesthetic and streetscape value. The subject site does not contain any portion of the two-storey structure, containing only an area of land that previously comprised the rear yard of the property. As the heritage significance relates to the physical structure only, the proposal is considered unlikely to result in any impact upon the heritage significance of the item.

Local listed heritage upon the adjoining sites include I128 – Bakery and Restaurant (Former), I130 – Commercial, I22 – The Villa and I23 – Former Wesleyan Chapel. The heritage significance of these items relates predominantly to the external façades of the structures. The proposed development involves no actions likely to detract from their significance.

Heritage Advisor The subject application was referred to Council’s Heritage Advisor for comment. Initial concerns were raised over the height of the structure proposed along the western boundary and its impacts upon the adjoining heritage items. The proposal was subsequently amended to reduce the shed height. No objection was raised to the proposal as amended subject to conditions of consent requiring proposed fencing be bespoke, small red shed located between the two driveways be offered to community groups for off-site reuse and the implementation of appropriate tree protection measures throughout demolition/ construction processes. Such conditions have been included in the recommended conditions

Page 23 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Braidwood and Curtilage Heritage Advisory Committee The subject application was considered by the Braidwood and Curtilage Heritage Advisory Committee at its meeting of 9 July 2020. Whilst the Committee considers that Braidwood has always been a rural service centre for the region, the impacts of the development need to be mitigated. The Committee raised concerns about the appropriateness of the development based on: • Visual impact on adjoining businesses • Impact of the siting of the buildings which conflicts with the historic east-west orientation of buildings on these lots • Impact of the gateway design and materials • Impact on the plane tree

Assessing Officers Comments Visual Impact - Following the receipt of these comments the proposal was amended to reduce the height of the proposed shed structure from 7.812m to 6m reducing impacts on adjoining businesses. East-West Alignment - In relation to the alignment of buildings and the historic east-west orientation of building on the site, the proposed development sits predominantly within the footprint of the existing structures upon the site and involves no change to their orientation. Gateway Design - The proposed development involves the demolition of an existing shed structure located between the two existing driveways on the site’s Duncan Street frontage and the replacement of the existing crossovers with a single, double wide crossover to improve vehicular access to the site. The proposed works will also include replacement of the existing chainlink fencing, a pedestrian access ramp and landscaping. Council’s Heritage Advisor has noted that the proposed fencing should be bespoke in style to achieve consistency with the towns rural character. A condition of consent requiring the use of such fencing is included in the recommended conditions of consent.

Figure 4: Existing site access viewed from Duncan Street

Page 24 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

The proposed development seeks to alter the existing vehicular access arrangements to the site from Duncan Street by way of removing the two existing driveways and constructing a single, double wide access ramp. The proposed vehicular access arrangements will significantly improve the ability of trucks to enter and exit the site in a forward direction. The subject application was accompanied by swept path drawings that demonstrated the functionality of these arrangements. Plane Trees - Further, comments were received from Council’s Tree Management Officer who noted that subject to the implementation of certain tree management measures throughout the construction process (included within the recommended conditions of consent) the proposal is unlikely to result in any impacts upon the Plane trees located on the site’s Duncan Street frontage.

(b) Compliance with DCP There are no in force development control plans appliable to the subject site. The ‘Braidwood Development Control Plan 2006’ was repealed when the Palerang Development Control Plan 2015 came into effect on 27 May 2015. The Braidwood Development Control Plan is therefore no longer a development control plan for the purposes of Division 6 of the Environmental Planning and Assessment Act 1979. However it continues to operate under the Heritage Act 1977 in the State listed conservation area ‘Braidwood and its setting’ as the document which determines whether or not approval under section 60 of the Act as an exemption to the need to obtain approval under Part 4 Division 3 of the Heritage Act issued on 3 April 2006 subject to compliance with the former Braidwood Development Control Plan 2006. A proposal is therefore required to be assessed against the provisions of the BDCP 2006 to determine if approval of Heritage NSW is required under Section 60 of the Heritage Act 1977. A detailed assessment of the proposal against the relevant provisions of the BDCP 2006 (see attachment 1 – 4.15(1) assessment) found the proposal to be generally consistent with the relevant controls. As such, approval under Section 60 of the Heritage Act 1977 is not required for the purposes of the subject application.

(c) Other Matters

Access - The subject site is burdened by a number of rights of carriageway and a right of access. To ensure the ongoing functionality of these arrangements a condition of consent is recommended requiring that the right of access be line marked and outlining that no goods are to be stored in this area at any time throughout the operation of the site.

Tree Protection - The proposed vehicular access works on the site’s Duncan Street frontage have the potential to impact upon two Plane trees located on either side of the existing driveways. The subject application was referred to Council’s Tree Management Officer who noted that with the implementation of certain construction methodology the proposal is considered unlikely to result in any impacts upon the street trees. Conditions of consent are recommended requiring the implementation of the recommended construction methodology under the guidance of a project Arborist.

Page 25 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Compatibility with surrounding development - Existing development within the locality consists of a range of commercial uses including cafes and a nursery, several dwelling houses and a school. The subject site is located on a zone interface between commercial and residential zones which creates inherent potential for conflict. However, the subject application is not seeking consent for the purposes of the use which is already permissible. Rather the subject application seeks consent for the additions and alterations to two shed structures and alterations to the site’s Duncan Street vehicular access point. As such, the proposal is not considered to represent an intensification of the use of the site that would make the use of the site incompatible with surrounding land uses.

Other Internal Referrals Not Previously Referred To(a) Building Surveyor’s Comments Council’s Building Surveyor reviewed the subject application and raised no objection to proposal.

(b) Development Engineer’s Comments Council’s Development Engineers reviewed the subject application and raised no objection to the proposal subject to conditions of consent.

Engagement The application was notified in accordance with Council’s Community Engagement and Participation Plan and was initially notified from 1 June 2020 to 15 June 2020. Twenty submissions were received in this period including two in support of the application. Following the receipt of amended plans the application was renotified from 8 September 2020 to 24 September 2020. Fifteen submissions were received in this period. These submissions raised the following concerns: 1. Relocation - Comments were made that the proposal is not suitable upon the subject site and should be relocated elsewhere. Comments – A rural supplies business is permissible in the zone and they are typically located close to town in most rural towns and villages. Council is required to consider the application upon the subject site. Any decision to relocate the business would be at the discretion of the owner and is not a consideration for this application.

2. Local Strategic Planning Statement - Concerns were raised that the proposal is inconsistent with Council’s Local Strategic Planning Statement for Braidwood. Comment - The proposed development involves no actions considered likely to compromise Council’s ability to deliver the Planning actions for Braidwood as contained within ‘Towards 2040’ Council’s Local Strategic Planning Statement

3. Safety - Concerns were raised in relation to safety of operations upon the site, including the storage of hazardous materials and risks to users of the rights of way/ right of access upon the site. Comments - These comments relate to the existing operations of the site. The scope of this assessment is limited to the proposed works. Nonetheless, the management of day to day risks and hazards resulting from operation of the site is the responsibility of the owner and regulated by SafeWork NSW. Conditions of consent are recommended requiring that the storage of any flammable/ combustible liquids be in accordance with the relevant Australian Standard.

Page 26 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

4. Heritage - Concerns were raised that the proposed development is inconsistent with the heritage nature of the state listed Braidwood and its setting conservation area or the surrounding local heritage items Comments - This matter has previously been discussed in detail throughout this report. In brief following the receipt of amended plans reducing the height one of the shed structures and the imposition of conditions regarding the design of the proposed boundary fencing the proposal is considered to be compatible with the heritage nature of the site and surrounding development.

5. Right of way/ Right of access - Concerns were raised over the implications of the proposal upon the rights of way/ right of access affecting the site. Comments - The proposed development will retain existing rights of way upon the site and the right of access that is required to be established upon the site under court order (2019/00294723). A condition of consent is recommended requiring that no goods be stored within these burdened areas to ensure the proposal does not result in any impacts upon the access to adjoining sites.

6. Access - Concerns were raised over the ability of trucks to manoeuvre upon the site, the unloading of goods within the Duncan Street road reserve and risk to pedestrian safety. Comments - The subject application was accompanied by swept path drawings demonstrating the ability of 19m vehicle to enter and exit the site in a forward direction. These drawings were reviewed by Council’s Development Engineer who raised no objection to the proposal. The proposed development will significantly improve the existing access and egress to the premises.

7. Owner / Applicant - Several submissions made reference to the recent rebranding of the business and the new owners. Comments - Council is required to consider the proposal on merit and is unable to consider the identity of either the site owner or applicant.

8. Adequacy of Application - Concerns were raised that the subject application was not accompanied by sufficient information to establish the impacts of the development. Comments - The subject application was accompanied by sufficient information in accordance with minimum requirements prescribed by Schedule 1(Part 1) of the Environmental Planning and Assessment Regulation 2000.

9. Council process - Concern was raised over the Council assessment process Comments - The subject application has been assessed in accordance with Section 4.15 of the Environmental Planning and Assessment Act 1979 including public consultation in accordance with Council’s Community Engagement and Participation Plan.

10. Stormwater - Concerns were raised over potential stormwater management impacts of the development upon surrounding properties. Comments - Council’s Development Engineer has reviewed the proposal and advised that the proposed stormwater management measures are considered to be appropriate for the purposes of the development and are unlikely to impact upon surrounding properties.

Page 27 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

11. Loss of views - Concerns were raised that the proposal may result in a loss of views to adjoining properties. Comments - The NSW Land and Environment Court in Tenacity Consulting v Waringah [2004] NSW LEC 140 has established a Planning Principle in relation to views sharing. Applying these principles to the proposed development, the predominant view corridor over the site would be from the public domain on the site’s Wallace Street frontage looking east along the access handle. This view corridor will not be impacted by the development. Beyond this several adjoining properties obtain side and rear views of the side and rear aspects of structures upon other adjoining properties. These views are predominantly from the rear yards of the properties rather than from within structures upon the site. The proposed development would partially block views to rooflines from the rear yards of adjoining properties, however the impact of this obstruction is likely to be negligible as a significant portion of the view will be retained. As such, the proposed development is considered unlikely to result in any significant impact upon views. 12. Overshadowing - Concerns were raised that the proposed development would result in overshadowing upon adjoining properties. Comments - In recognition of the increased height of the proposed development, the subject application was accompanied by shadow diagrams demonstrating that the proposed development retains a minimum of 3 hours of solar access to all adjoining properties on the winter solstice (21 June). As such, the proposal is considered to retain an acceptable level of solar access to adjoining properties.

13. Multiple Development Applications - Concern was raised that multiple applications have been lodged over the site over a period of years rather than one single application. Comments - Council is required to consider the application in front of it. Council is unable to speculate towards or restrict the lodgement of further development application upon the site.

14. Noise - Concerns were raised that the proposed development will result in unacceptable acoustic impacts upon surrounding properties. Comments - The proposed development being for the purposes of additions and alterations to an existing development involves no actions likely to increase noise emissions from the site from that of existing operations. In addition, there is no proposal to change the operating times of the business and as such no additional impacts are likely. See comments relating to hours of operation in the “Additional Matters” section at the beginning of this report.

15. Dust - Concerns were raised over dust emissions from the site. Comments - Council’s Development Engineers have recommended conditions of consent requiring the yard area to be sealed with an asphalt or concrete finish. With the implementation of such measures impacts from dust are expected to improve.

16. Braidwood DCP - Concerns were raised over the compliance of the proposed development with the Braidwood Development Control Plan 2006 and its legislative status. Comments - The ‘Braidwood Development Control Plan 2006’ was repealed when the Palerang Development Control Plan 2015 came into effect on 27 May 2015. It is therefore no longer a development control plan for the purposes of Division 6 of the Environmental Planning and Assessment Act 1979. However, the DCP continues to operate under the Heritage Act 1977 in the State listed conservation area ‘Braidwood and its setting’

Page 28 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

as the document which determines whether or not approval under section 60 of the Act is required. An assessment of the proposal against the relevant provisions of the BDCP 2006 found the proposal to satisfy the relevant provisions of the BDCP. As such, no approval was required under Section 60 of the Heritage Act 1977. 17. Hours of Operation - Concerns were raised over the impacts of early deliveries upon the site throughout existing operations. Comments - It is noted that the subject site is currently not restricted by conditions of consent regarding hours of operation. The applicant has proposed that the site would operate between the hours of 8:00am-5:30pm Monday to Friday, 8:00am – 12:00pm Saturday and Closed Sunday. See comments relating to hours of operation in the “Additional Matters” section at the beginning of this report.

18. Duncan Street Footpath - Concerns were raised over the impacts of the development upon the footpath on the site’s Duncan Street Frontage and potential impacts upon pedestrian safety. Comments - While the proposed development will require the temporary closure of the footpath throughout the construction period, during this period temporary access arrangements will need to be in place in accordance with an approved traffic management plan. Further, the proposed access arrangements from Duncan Street will improve line of site from the access point and therefore improve pedestrian safety. As such, the proposal is considered unlikely to result in any significant impacts upon pedestrian safety.

19. Bungendore CBD Zoning - Comments were made that the proposed development should not be permissible upon the site as would be the case in Bungendore. Comments - While not applicable to the proposal, it is noted that development for the purposes of a rural supplies premises would be permissible with consent within the B2 Local Centre zone within the Bungendore CBD.

20. Street Trees - Concerns were raised over the potential impacts of the development upon the street trees along the site’s Duncan Street frontage. Comments - The subject application was referred to Council’s Tree Management Officer who noted that with the implementation of certain construction methodology the proposal is considered unlikely to result in any impacts upon the street trees. Conditions of consent are recommended requiring the implementation of the appropriate construction methodology under the guidance of a project Arborist.

21. Fire Safety /Bushfire - Concerns were raised over potential fire safety impacts of the development and potential bushfire risk upon the site. Comments - Council’s Building Surveyor has reviewed the proposal and has provided conditions of consent regarding the required fire safety measures in accordance with the Building Code of Australia. These are included within the recommended conditions of consent. The subject site is not mapped as bushfire prone land due the proximity of the site to threat vegetation. As such, no specific bushfire safety requirements apply to the proposal under Planning for Bushfire Protection 2020.

Page 29 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

22. Notification (physical notice) - Concerns were raised over the public notification process, specifically the lack of physical notification sign upon the site. Comments - The subject application was initially notified from 1 June 2020 to 15 June 2020. Following the receipt of amended plans that application was renotified from 8 September 2020 to 24 September 2020. Both notifications included notifications to adjoining landowners and occupants and public notification on Council’s website in accordance with Council’s Community Engagement Participation Plan. A physical notification sign is only installed upon a site for the duration the notification period for the purposes of designated development. The subject application is not designated development and as such a physical sign was not required to be installed throughout the notification period.

23. Signage - Concerns were raised over the existing signage upon the site. Comments - The subject application involves no change to the existing signage upon the site. It is noted that the existing signage upon the site has recently been rebranded, however these works were undertaken in accordance with the provisions of State Environmental Planning Policy (Exempt and Complying Development Codes) 2008 and do not form part of the subject application.

24. Fencing/ boundary wall - Several submissions requested a solid fence or wall structure be built along the eastern and southern boundaries of the yard to limit noise and dust impacts from the development. Comments - Such measures are not considered to be warranted as dust can be better managed through the sealing of the yard area and the proposal involves no actions considered to increase acoustic emissions from the site.

25. Surrounding landuses - Concerns were raised over the compatibility of the development with surrounding land uses. Comments - As previously discussed throughout this report, the subject site adjoins several residential uses along with a number of commercial uses. The subject application is not seeking consent for the purposes of the use. Rather the subject application seeks consent for the additions and alterations to two shed structures and alterations to the site’s Duncan Street vehicular access point. As such, the proposal is not considered to represent an intensification of the use of the site that would make the use of the site incompatible with surrounding land uses.

Conclusion The submitted proposal is for alterations and additions to a rural supplies premises on Lots 1 & 2 DP 596527, Lot 1 DP 995410 & Lot 2 DP 1208847, No.121 Wallace Street, Braidwood The proposal has been assessed under Section 4.15 of the Environmental Planning & Assessment Act 1979 including the relevant provisions of State Environmental Planning Policy No.55 – Remediation of Land, State Environmental Planning Policy (Infrastructure) 2007, State Environmental Planning Policy (Sydney Drinking Water Catchment) 2011, Palerang Local Environmental Plan 2014 (LEP) and the Draft Queanbeyan-Palerang Local Environmental Plan 2020. The proposed development is consistent with the relevant provisions of these environmental planning instruments. The proposed development is considered suitable for the site, is compatible with the neighbourhood and can be conditioned to mitigate any potential impacts.

Page 30 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.2 Development Application - DA.2020.1172 - Additions and Alterations to a Rural Supplies Premises - 121 Wallace Street, Braidwood (Ref: ; Author: Thompson/Perkins) (Continued)

Attachments

Attachment 1 DA.2020.1172 - 4.15 Assessment Report - 121 Wallace Street, Braidwood (Under Separate Cover) Attachment 2 DA.2020.1172 - Plans - 121 Wallace Street, Braidwood (Under Separate Cover) Attachment 3 DA.2020.1172 - Redacted Submissions - 121 Wallace Street, Braidwood (Under Separate Cover) Attachment 4 DA.2020.1172 - Draft Conditions - 121 Wallace Street, Braidwood (Under Separate Cover)

Page 31 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis)

File Reference: DA 1-2018.A

Summary Reason for Referral to Council The application presents a significant variation to a control in one of Council’s Development Control Plans. The modification will result in the loss of an additional 15 carparking spaces. The modification is supported on the basis that the application pay a car parking contribution in lieu of the loss of on-site carparking spaces.

Proposal: Entertainment Facility - Cinema Complex; Modification to add pump house, water tank, and fire truck hardstand space. Applicant/Owner: Groundscope Construction Pty Ltd / Sandran Pty Ltd. Subject Property: Lot 1 DP 556476, No.30 Morisset Street, Queanbeyan. Zoning and B3 Commercial Core under the Queanbeyan Local Environmental Permissibility: Plan 2012. Permitted with consent. Public Submissions: Nil Issues Discussed: Reduction in Car Parking due to Modification. Disclosure of Political Applicant Declared no Donations or Gifts to any Councillor or Staff Donations and Gifts: have been made.

Recommendation That development application 1-2018.A for a modification to include a pump house, water tank, and fire truck hardstand space associated with approved entertainment facility (cinema) on Lot 1 DP 556476, No.30 Morisset Street, Queanbeyan be granted approval in accordance with the original conditions of development consent as modified by the following: a) Amend Condition 6 relating to the payment of developer contributions to require the payment of a carparking contribution of $11,490.44 (subject to CPI) in lieu of each of the 15 carspaces which cannot be provided on site, subject to final design of carpark being received and agreed to by Council). b) Amended Condition 25 relating to the redesign of the carpark to incorporate the changes approved in the modification.

Page 33 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

Background Proposed Development The existing approval (DA 1-2018) for the subject site consisted of the alterations and additions to the existing commercial building located on 30 Morisset Street and a change of use of the first-floor commercial office to an Entertainment Facility. The Entertainment Facility incorporated a cinema, licensed bar, and arcade. Specifically. the proposal comprised: • A nine-screen cinema complex (total seating capacity of 1,315 patrons), • Increased building height from 10m to 20.58m, • A licensed bar and lounge area and associated facilities including ticket office, candy bar, kitchen, staff room, manager’s office, bio box and post-mix room; and • External business identification and advertising signage. This modification (DA 1-2018.A) to the proposal includes the reduction of 11 car parking spaces (15 anticipated with increased widths to fire truck hardstand area) to allow the installation of the following: • Pump House • Water Tank • Fire Truck Hardstand Space These facilities are required to upgrade the fire protection for the building and are proposed to be located within the existing carpark. The pump house and water tank result in the loss of 5 car parking spaces. The fire truck hardstand space results in the loss of 10 car parking spaces. This results in a total loss of 15 spaces. However, 4 spaces are reclaimed within a section of the internal driveway, which was deemed appropriate for conversion. The applicant therefore submits that the proposed modification will result in the loss of 11 car parking spaces. Despite this, Council’s Development Engineer has stated that the manoeuvrability for the fire truck hardstand space is unlikely to comply with required turning paths. This is likely to result in a loss of a further 4 spaces, bringing the total reduction of spaces to 15. The location of the site and the positioning of the pump house, water tanks and fire truck spaces are shown in Figures 1 to 3 below.

Page 34 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

Figure 1 - Amended Site Plan

Figure 2 - Detailed Car Parking Plan

Page 35 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

Figure 3 - Pump Room Plans Subject Property The subject site is located at 30 Morisset Street, Queanbeyan and has a legal description of Lot 1 DP 556476. The subject site is located within the Queanbeyan Central Business District and within the vicinity of the Riverside Plaza Shopping Centre, Woolworths Supermarket, K- Mart and Crawford Street. The site’s primary frontage faces Morisset Street, with additional frontages facing the Woolworths and K-Mart car parking area to the north. The site is currently occupied by a two- storey commercial building, which incorporates a ground floor retail component, which is currently tenanted by K-Mart. The first floor is reserved as office space and was previously tenanted by Essential Energy. Figure 4 below provides an overview of the site and adjoining properties. The site area is approximately 9,135m2 and rectangular in shape. The streetscape is generally characterised by a mix of uses, with predominant commercial buildings such as the adjoining Riverside Plaza and Woolworths Supermarket. The streetscape also includes residential buildings, heritage items, and a number of car parking lots that are both public and private.

Page 36 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

Figure 4 – Subject Site and Locality Plan Planning Requirements Assessment of the application has been undertaken in accordance with Section 4.55(2) of the Environmental Planning and Assessment Act (EPAA) 1979, as amended. The matters that are of relevance under Section 4.55 (2) are summarised in the attached Section 4.55(2) Table – Matters for Consideration. The following planning instruments have been considered in the planning assessment of the subject development application: 1. State Environmental Planning Policy No 55. – Remediation of Land 2. State Environmental Planning Policy No 64. – Advertising and Signage 3. Queanbeyan Local Environmental Plan 2012 (LEP) 4. Queanbeyan Development Control Plan 2012 (DCP) The amended proposal generally satisfies the requirements and achieves the objectives of these planning instruments with the exception of compliance with Section 2.2 of Part 2 of the Queanbeyan Development Control Plan 2012, which is discussed under the DCP compliance section of this report below in more detail.

(a) Compliance with LEP Queanbeyan Local Environmental Plan 2012 The proposed modification does not create any inconsistency from the initial approval that would result in an area of non-compliance with the Queanbeyan Local Environmental Plan 2012.

Page 37 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

(b) Compliance with DCP Queanbeyan Development Control Plan 2012 The proposed amendment only presents a change to car parking. As a result, this assessment only considers Part 2, Section 2.2 – Car Parking of the Queanbeyan Development Control Plan 2012. No further reassessment of planning controls under any relevant DCP has been considered. An excerpt/summary of the discussion from the report on the original approval under DA 1- 2018 regarding car parking requirements is provided below: The proposal seeks to vary the number of car parking spaces required for the development under the Queanbeyan Development Control Plan 2012 (QDCP 2012). The relevant controls for variations and compliance to car parking under Part 2.2.4 of the QDCP 2012 are: a. Onsite parking will be required in accordance with the standards of this plan except where good cause can be shown as to why strict compliance is unnecessary. b. Compliance with the provisions of this plan will not necessarily constitute sufficient reason for consenting to a development application. Each application must be treated on its individual merits in relation to the general principles and the Heads of Consideration under Section 4.15 of the Environmental Planning and Assessment Act 1979. The main objective of Part 2.2.4 ‘Variations and Compliance’ of the QDCP 2012 is, ‘to provide alternative options for the provision of car parking where the general standards cannot be met on the site”. In this instance provision of additional car parking for the development in accordance with the DCP would result in substantial additional costs to the developer, as the site is constrained and would only be able to provide additional parking underground or above the building. Provision of additional car parking for the cinema will detract from the amenity of the area and inhibit opportunities to increase density within the Queanbeyan Central Business District. Additionally, there is underutilised public parking spaces within 300-500m of the site acknowledging that adjacent private carparks are likely to be utilised in the first instance without permission (Figure 3). The car parking generation rates for a Cinema are not specified under Part 2 of the QDCP 2012. The closest specified use is an Entertainment Facility which requires 1 space per 60m2 of gross floor area (GFA). Based on the proposed GFA of 5833m2 this Entertainment Facility would require the equivalent of an additional 96 car parking spaces under the QDCP 2012. It is considered that this parking requirement is unreasonable in this circumstance and an assessment of car parking should therefore be based on merit. In this regard the applicant was requested to prepare a Traffic and Parking Impact Assessment that specifically addressed the parking impacts for this development in its proposed location. This fits within part 2.2.4 d) of the QDCP 2012 which states that ‘requests for variation’ must be supported by information and data to substantiate that an alternative standard is appropriate. A Traffic and Parking Impact Assessment was prepared by McLaren Traffic Engineering and Road Safety Consultants on behalf of the proponent requesting a variation to the car parking control.

Page 38 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

In summary the Traffic and Parking Impact Assessment incorporates a peak parking demand occurring on Saturdays when it is calculated that a shortfall of 12 car parking spaces will occur in the existing carpark. This number includes a discount for trips incorporating alternative transport modes and dual usage patterns (patrons incorporating different activities in the same trip). The study concludes that the existing car park does not provide sufficient on-site parking for the peak demand. However, it recommends that there is sufficient available parking within the surrounding public car parks and on-street parking to satisfy the shortfall. Council does not agree that the shortfall can be met by on-street parking. A detailed analysis of car parking requirements was provided in the Development Engineering Comments. It concludes that, not only should the idea of accommodating the shortfall using on-street parking not be supported but that a more reasonable calculation of the parking shortfall is 17 spaces rather than 12. The results of the Traffic and Parking Impact Assessment and the associated demand study, as well as the assessment undertaken under Section 4.15 of the Act concludes that there is a shortfall of 17 spaces at peak periods of operation of the cinema. The variation to the car parking requirement for the proposed development is supported despite the shortfall of car parking. In this instance the developer can be charged Section 94 (now 7.11) Contributions in lieu of the shortfall of car parking. This is documented and supported within the Development Engineer’s comments.

Assessment of Changes Under the Proposed Modification The proposed modification includes a further reduction in car parking provided for the development site. As indicated above the original approval varied the car parking rate by a total of 17 spaces. The applicant indicates that 15 spaces will be lost due to the placement of the new fire protection facilities. However, an additional 4 car parking spaces can be provided for the site by utilising redundant manoeuvring area in the location shown in Figure 5. The car park will retain adequate manoeuvrability despite the change. Council’s Development Engineer has reviewed the dimensions and turning circles associated with these newly created parking spaces and deemed that they are sufficient. With these changes the applicant proposes that 11 spaces will be lost due to this modification. However, Council’s Development Engineer has flagged that the fire truck hard stand area is insufficient for relevant turning circles and will be required to be extended by virtue of an amended car parking plan to be provided pursuant to a condition of consent. Measured minimum widths anticipate a loss of a further 4 spaces as a result. This re-calculates the total reduction of car parking spaces as a result of the modification to 15. Between the original consent and this modification it represents a total variation of 32 car parking spaces.

Page 39 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

Notwithstanding this, due to the potential impact on surrounding Council public car parks, it is considered appropriate that if the modification is approved it should include a condition requiring the payment of Section 7.11 car parking contributions in lieu of the lost 15 carparking spaces. The justification for varying car parking remains relevant from the initial development application (DA 1-2018). A revised Traffic Impact Assessment Report (prepared by McLaren Traffic Engineering) was submitted in support of the modification application. The report reiterates the previous argument under DA 1-2018 regarding peak parking times associated with the use and the utilisation of adjoining public car parking within walking distance of the premises.

Figure 5 – Portion of Internal Driveway to be Converted to Four Parking Spaces

The report recommends that a further five parking spaces could be reclaimed adjacent the loading dock for the K-Mart retail premises. The recommendation within the traffic impact report to relocate 5 car parking spaces adjacent to the loading dock of the existing retail premises (K-Mart) is not supported. This is due to the potential to cause reduced functionality to the loading dock, which has the capacity to accept deliveries during daytime / core business hours. This is also reinforced by the capability for the tenancy to change in the future, which could require a different delivery schedule. The application of signage or other means to reduce parking in certain hours is not considered an appropriate solution in this instance because of the additional enforcement required to make compliance with signage work.

Page 40 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

Figure 6 - Loading Dock Associated with the Existing K-Mart (Retail Premises)

Financial Implications

Section 7.11 Contributions Car Parking Contribution = $11,490.44 per space (subject to CPI increases). The reduction in car parking spaces is anticipated to be 15 with the submission of a revised car parking plan pursuant to a relevant condition of consent. This equates to approximately $172,350. Upon confirmation of the total spaces a finalised invoice can be issued by Council.

Engagement The proposal required notification under the Queanbeyan-Palerang Community Engagement and Participation Plan and was notified from the 11 September 2020 to the 29 September 2020. No submissions were received during the notification period.

Conclusion

The submitted proposal for a modification to an approved entertainment facility (cinema complex) to add pump house, water tank, and fire truck hardstand space on Lot 1 DP 556476, No. 30 Morisset Street, Queanbeyan is a local development and is supported by a Statement of Environmental Effects. The proposal was notified to adjoining owner/occupiers and no submissions were received. The proposal has been assessed under Section 4.55 (2) of the Environmental Planning & Assessment Act 1979 including the relevant provisions of Queanbeyan Local Environmental Plan 2012 and Queanbeyan Development Control Plan 2012.

Page 41 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

The development satisfies the requirements and achieves the objectives of these instruments with the exception of compliance with Section 2.2 of Part 2 of the Queanbeyan Development Control Plan 2012. This non-compliance results in the loss of an additional 15 carparking spaces from the original 117 spaces required by the original consent. When that consent was originally approved Council already allowed a variation to reduce the carparking requirement by 17 car parking spaces. Approval of this modification would result in the loss of an additional 15 spaces. As such, the total number of carparks required, but not provided, will be 32. While there is no objection to the proposed fire upgrade works which result in the additional loss of on-site carparking it is considered that the loss is significant enough that a contribution in lieu of the lost parking should be provided. A condition requiring such contribution has therefore been included in the modified consent. Should Council wish to vary the requirement for on-site parking and therefore dispense with the monetary contribution in lieu of providing the required carparks the following wording would be appropriate for inclusion in any resolution. 1. That in relation to modified development application DA 1-2018.A Council note the loss of 15 parking spaces which cannot be accommodated on site and waive the requirement for any payment of developer contributions in lieu of the provision of these parking spaces for the following reasons: i. Council’s DCP – Parking, Clause 2.2 permits a variation to parking standards where justified by a Traffic and Parking Impact Study. The applicant has submitted a consultants Traffic and Parking Statement giving their reasons why a variation of the DCP is warranted. ii. There is sufficient car parking for the proposed development in existing car parking areas within the Queanbeyan Central Business District, which are within a reasonable walking distance to the subject site. iii. The primary hours of use for the proposed development and peak demand for car parking is not consistent with other businesses, which operate during regular business hours Monday to Friday. iv. The site’s proposed use provides a highly desirable facility in Queanbeyan, the establishment of which, has been supported by the general community for many years. v. Council’s long term promotion of active businesses in the CBD through its planning controls and community business support forums particularly where development encourages more people in the CBD during business hours and particularly at night. vi. Council’s DCP Clause 7.3.3 - Change of Use provisions encourage continued use and reuse of existing commercial premises in the CBD to make it more financially viable for landowners, purchasers and lessees to establish their proposed business and promote continued commercial uses, to avoid empty premises and encourage establishment of a vibrant Queanbeyan commercial centre.

Page 42 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.3 Modified Development Application - 1-2018.A - Entertainment Facility - Cinema Complex - Modification to Upgrade Fire Services and Consequent Loss of Carparking - 30 Morisset Street, Queanbeyan. (Ref: ; Author: Thompson/Glouftsis) (Continued)

2. That development application 1-2018.A for a modification to include a pump house, water tank, and fire truck hardstand space associated with approved entertainment facility (cinema) on Lot 1 DP 556476, No.30 Morisset Street, Queanbeyan be granted approval in accordance with the original conditions of development consent as modified by the following: a) Amended Condition 25 relating to the redesign of the carpark to incorporate the changes approved in the modification.

Attachments

Attachment 1 DA 1-2018.A - Section 4.55(2) Assessment Report (Under Separate Cover) Attachment 2 DA 1-2018.A - Plans - 30 Morisset Street Queanbeyan (Under Separate Cover) Attachment 3 DA 1-2018.A - Detailed Car Park Plan - 30 Morisset Street Queanbeyan (Under Separate Cover) Attachment 4 DA 1-2018.A - Traffic Impact Assessment Report - 30 Morisset Street Queanbeyan (Under Separate Cover)

Page 43 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.4 Development Application - DA.2020.1083 - Request for Extension of Time to Lodge Amended Application - 33 Widgiewa Road, Carwoola (Ref: ; Author: Thompson/Wellalage)

File Reference: DA.2020.1083

Summary At its meeting on 14 October, Council considered a development application for a two lot subdivision at Lot 4 DP246882, No.33 Widgiewa Road, Carwoola. The major issue for Council’s consideration was the location of the access point for the proposed new allotment. The report concluded that because the access proposed was off an unsafe section of Captains Flat Road that the application should be refused unless the applicant lodged an amended location showing the access coming off Widgiewa Road before the end of the year. The applicant’s have subsequently submitted a request for an extension of time to lodge the amendment. There is no objection to supporting the application for extension.

Recommendation That in relation to DA.2020.1083 and previous resolution PLA145/20 Council agree to extend the period of time within which to lodge the additional information requested until 26 February 2021.

Background The development application is for a two lot Torrens title subdivision of an existing rural residential holding. The subdivision will create a new residential building block of 2.08ha with the existing dwelling remaining on the residual allotment of 14.11ha. The subject site is legally described as Lot 4 DP246882 and is commonly known as 33 Widgiewa Road, Carwoola. The site is located on the eastern side of Widgiewa Road and has an area of 16.19ha. At its meeting of 14 October 2020 Council resolved: That: 1. Council note the recommendation to refuse DA.2020.1083 for Lot 4 DP246882 No.33 Widgiewa Road, Carwoola. 2. Council defer refusal of the development application to give the applicant an opportunity to lodge an amended application providing access to the proposed new lot off Widgiewa Road noting that the amended application will need to be accompanied by the following additional information: a) Detailed information on vehicular access from Widgiewa Road to the proposed lot including details of any crossing over the existing watercourse. b) Documentation required to allow the application to be assessed as integrated development under section 4.47 of the Environmental Planning and Assessment Act 1979 as the access road will cross over an existing watercourse; and c) Documentation to allow assessment of the application under the provisions of the Biodiversity Conservation Act 2019.

Page 45 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.4 Development Application - DA.2020.1083 - Request for Extension of Time to Lodge Amended Application - 33 Widgiewa Road, Carwoola (Ref: ; Author: Thompson/Wellalage) (Continued)

3. In the event that an amended application providing access off Widgiewa Road is not lodged by 24 December 2020 development application DA.2020.1083 for a two lot Torrens title subdivision on Lot 4 DP 246882; 33 Widgiewa Road, Carwoola, be refused for the following reason. Reason for Refusal: Safe and adequate access is not provided to the proposed Lot 1 therefore the application is not consistent with Clause 6.11(e) Essential Services of the Palerang LEP 2014 and B7 Engineering Requirements of Palerang DCP 2015. The applicant is working toward complying with part 2 of the above resolution but is unable to meet the time frame specified in part 3 of the recommendation as they need additional time to complete the required flora and fauna studies. As such the applicant has requested an extension of time to submit the amended documentation until 26 February 2021. Given the time needed to prepare the required documentation there is no objection to granting the extension of time.

Conclusion The request to extend the period within which to lodge amended documentation in relation to DA.2020.1083 is reasonable and should be supported.

Attachments

Nil

Page 46 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.5 Amendment to Big Island Planning Agreement (Ref: ; Author: Thompson/Carswell)

File Reference: PJT0064-01-03 Summary This report concerns a Deed of Amendment to the Big Island Mining Pty Ltd Planning Agreement which proposes amendments to the current Planning Agreement and seeks Council’s authority to exhibit these for community consultation. The Deed of Amendment and Planning Agreement applies to the Dargues Reef Gold Mine Project at Majors Creek.

Recommendation That: 1. Council agree to publicly exhibit the Deed of Amendment to the Big Island Planning Agreement and its proposed changes to the current Planning Agreement for a minimum period of 28 days (exclusive of the period 20 December 2020 to 10 January 2021). 2. In the event that no further submissions are received during the public exhibition period, the Chief Executive Officer and the Mayor are authorised to execute the Deed of Amendment on Council’s behalf and to take all other necessary actions. 3. In the event that submissions are received during the public exhibition period, a further report be prepared for Council’s consideration and decision.

Background This report concerns a Deed of Amendment to the Big Island Mining Pty Ltd Planning Agreement which proposes amendments to the current Planning Agreement and seeks Council’s authority to exhibit these for community consultation. The Deed of Amendment and Planning Agreement applies to the Dargues Reef Gold Mine Project at Majors Creek and was originally executed by Big Island Mining Pty Ltd and Palerang Council on 15 February 2013. The Deed of Amendment generally updates the original planning agreement and amongst other things includes the following amendments: • Deletion of the one-off contributions that have already been paid by the Developer to Council; • Amendment to the annual payment by the Developer towards road infrastructure works by increasing the payment amount and clarifying that the payment is to be put towards ongoing pavement upkeep along the haulage route being that part of Majors Creek Road which lies between the development and Araluen Road; • Clarification that s7.11, 7.12 and s7.24 of the Environmental Planning and Assessment Act 1979 are not excluded from applying to the development and the contributions payable by the Developer are to be taken into consideration for the purpose of s7.11; • Inclusion of an enforcement clause providing for a bank guarantee in favour of Council in the event of non-payment of the contributions payable under the Planning Agreement. The Deed of Amendment and amended Planning Agreement is the result of negotiations between staff and representatives of Big Island Mining Pty Ltd in regard to generally updating the original planning agreement. All changes have in principle agreement by both parties. Attachment 1 is the most current version of the Deed of Amendment and the amended Planning Agreement.

Page 47 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.5 Amendment to Big Island Planning Agreement (Ref: ; Author: Thompson/Carswell) (Continued)

Implications Legal The Deed of Amendment has been reviewed by the legal representatives of both Council and Big Island Mining Pty Ltd and both have advised that the Deed of Amendment is suitable for public exhibition. The proposed amendment will also be exhibited for community comment for the minimum period of 28 days (exclusive of the period 20 December 2020 to 10 January 2021) as required by the Environmental Planning and Assessment Regulation 2000. Asset The Deed of Amendment includes an annual contribution towards ongoing pavement upkeep along the haulage route being that part of Majors Creek Road which lies between the Development and Araluen Road as well as a one-off contribution towards the upgrading of facilities at the Braidwood Recreation Ground. Engagement The Deed of Amendment to the Big Island Pty Ltd Planning Agreement is proposed to be exhibited for community comment for the minimum period of 28 days (exclusive of the period 20 December 2020 to 10 January 2021) as required by the Environmental Planning and Assessment Regulation 2000. Financial Amendments of this type involve both staff administrative costs and legal costs with the latter arising from Council’s legal advisers reviewing the relevant documents and providing advice. At this time it is estimated that staff costs could amount to a maximum of $5,000 and legal advice to a maximum of $10,000. Resources (including staff) This project mainly involves one staff member on a part time basis. Integrated Plan This Planning Agreement assists in achieving Community Strategic Plan Key Goal 3.5 - We ensure the future planning for the region is well coordinated and provides for its sustainable management. Conclusion

This Deed of Amendment and Planning Agreement applies to the Dargues Reef Gold Mine Project at Majors Creek and generally updates the current planning agreement which was originally executed on 15 February 2013. Having regard to the amendments proposed it is recommended that the Deed of Amendment be exhibited for community comment once all changes are agreed to by both parties. Attachments

Attachment 1 Deed of Amendment (Under Separate Cover)

Attachment 2 Annexure A Amended Planning Agreement (Under Separate Cover)

Attachment 3 Annexure B Explanatory Memorandum (Under Separate Cover)

Page 48 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.6 Review of Expressions of Interest for Community Member of Braidwood and Curtilage Heritage Advisory Committee (Ref: ; Author: Thompson/Blacklock)

File Reference: 26.5.1-07

Summary The purpose of this report is to consider and select a new Community Representative for the Braidwood and Curtilage Heritage Advisory Committee from the three Expressions of Interest were received for the role.

Recommendation That Council endorse the selection of Applicant 1 for the vacant Community Representative role on the Braidwood and Curtilage Heritage Advisory Committee.

Background The Braidwood and Curtilage Heritage Advisory Committee provides assistance in regard to Council’s planning decisions within the State heritage listed area of Braidwood. The Committee is comprised of: • One Councillor. • Three or more community representatives. • One representative from the Braidwood Historical Society. • One representative from the Braidwood and Villages Tourism Inc. The recent retirement of one of the community representatives has created a vacancy. Expressions of Interest (EOIs) were sought over the period from 14 October to 28 October 2020. Written expressions of interest were required to indicate the skills the applicants have that could assist the Committee. Three EOIs were received, including one late submission which was sent to an incorrect email address. All applicants are residents of Braidwood and the EOIs are included in Attachment 1. The EOIs were assessed against the terms of reference for the Committee namely the applicant’s skills and experience that would contribute to their ability to: • Promote and celebrate heritage; • Give advice/recommendations on heritage issues of a strategic nature within the Braidwood and Curtilage area; • Give advice/recommendations on heritage issues arising from certain types of development applications within the Braidwood and Curtilage area; • Give advice/recommendations on DAs involving external work for buildings in Wallace Street where the proposed work will be visible from a public street or place • Monitor the implementation of Council’s heritage policy; • Raise community awareness of heritage issues; and • Review funding submissions for access to Council’s heritage funds as requested.

Page 49 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.6 Review of Expressions of Interest for Community Member of Braidwood and Curtilage Heritage Advisory Committee (Ref: ; Author: Thompson/Blacklock) (Continued)

The assessment of the three applicants is detailed in Attachment 2. It is recommended that Applicant 1 be selected for the community representative role as it is considered it will add diversity and complementary experience and skills to the Committee membership through: • Being a recent resident to Braidwood area which will provide diversity to the Committee membership.

• Skills in managing, negotiation and liaison together with qualifications in constructive engagement will add to the Committee’s ability to promote and engage with the community.

• Experience in managing and monitoring programs and strategies will assist the Committee monitor heritage policy and the strategic issues for Braidwood.

• The building design/architectural design skills experience will complement the historical knowledge and experience within the Committee.

• Experience on architectural projects including churches, schools and commercial buildings will add to the experience of the Committee in considering these types of buildings rather than dwellings.

Implications

Legal All members of the Braidwood and Curtilage Heritage Advisory Committee are subject to the QPRC Code of Conduct 2020 (adopted 23 September 2020) and the requirements to disclose pecuniary and non-pecuniary interests. Any new community representative for the Committee will be required to adhere to the Code of Conduct and make any relevant disclosures.

Policy The Braidwood and Curtilage Heritage Advisory Committee’s terms of reference include monitoring the implementation of Council’s heritage policies.

Strategic The Braidwood and Curtilage Heritage Advisory Committee’s role includes providing advice/recommendations on heritage issues of a strategic nature within the Braidwood and Curtilage area. This contributes to the review of Council’s Local Environmental Plans, Development Control Plans and the preparation of future Structure Plans and further Archaeological Studies (subject to funding). The selection of the new community representative for the Committee will ensure the continuation of this advice.

Engagement The Braidwood and Curtilage Heritage Advisory Committee has a key role in the engagement of the community to promote and celebrate heritage as well as raising awareness of heritage. The selection of the new community representative for the Committee will ensure that this continues. The EOI for the Community Representative for the Committee was advertised for a period of two weeks. The review of the EOIs is contained in the confidential Attachment 1.

Page 50 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.6 Review of Expressions of Interest for Community Member of Braidwood and Curtilage Heritage Advisory Committee (Ref: ; Author: Thompson/Blacklock) (Continued)

Integrated Plan The Braidwood and Curtilage Heritage Advisory Committee’s role in providing a community- based committee to advise and recommend on heritage issues is part of the Council’s commitment in the Community Strategic Plan to: ▪ “Have a well informed and engaged community” as outlined in the Key Goal 5.1.7 under Strategic Pillar 5 Capability; ▪ “Build one and strengthen our community cultural life and heritage” as outlined in Key Goal 1.1.1 under Strategic Pillar 1 – Community; and ▪ “Consider the environmental impacts of future development” as outlined in Key Goal 3.1.1 under Strategic Pillar 3 – Character. The selection of the new community representative for the Committee will ensure that it continues to fulfill its part under these commitments.

Conclusion Following the vacancy of one of the Committee representative positions on the Braidwood and Curtilage Heritage and Advisory Committee, expressions of interest were called for. Three EOIs were received and have been assessed against how their skills can contribute to the role of the Committee. It is recommended that Applicant 1 be selected for the community representative role and considered that Applicant 1 will add diversity and complementary experience and skills to the Committee.

Attachments

Attachment 1 Committee's Terms of Reference and EOIs - Braidwood and Curtilage Heritage Advisory Committee (Under Separate Cover) - CONFIDENTIAL Attachment 2 Review - Expressions of Interest (Under Separate Cover) - CONFIDENTIAL

Page 51 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex (Ref: ; Author: Thompson/Geyer)

File Reference: RFT 2020.29

Summary

Tender RFT 2020-29 includes the design and construction of civil works for the Regional Sports Complex site and services associated with the buildings detailed in the development application, as well as provisions for the later connection to the Aquatic/Administration Centre. Tenders closed on 26 November 2020 and Council has received four conforming tenders.

Recommendation That in relation to RFT 2020-29 for the construction of civil works for the new Regional Sports Complex: 1. No tender be accepted, in accordance with Clause 178 (1) of the Regulation, as tenders are not advantageous to Council, having regard to all the circumstances. 2. Council enter negotiations with Tenderer 3 and Tenderer 4 as the highest scoring tenderers in accordance with Clause 178 (3e) of the Regulation.

Background

The site of the former Fraser Park Speedway in the South Jerrabomberra area will be home to Council’s new Regional Sports Complex (RSC) designed to cater for pre-elite sports, and will have the capacity to host regional, state and national sporting events. A Master Plan of the sports complex has been prepared by landscape architects, Oxigen, with the basic overview shown in Figure 1. It is proposed that the RSC, when fully complete across several stages, will comprise four premier standard soccer pitches with two FIFA-certified synthetic pitches, two first-grade hockey pitches, three multi-sport fields for major football fixtures, a basketball stadium, an aquatic centre, player and official change rooms and toilets, spectator viewing areas and LED sports lighting. The site is a 24 hectare greenfield site in South Jerrabomberra and is located on Lot 1 DP313299 and part of Lot 6 DP239080 and is presently accessed for construction purposes off Arnott Street in Hume via the unformed Territory Road parallel to the Goulburn Bombala Railway corridor, as shown in Figure 2. The long-term development in the area includes the construction of Environa Drive to the south which will provide the permanent access to the site. Further south is the future residential subdivision at Tralee. To the east is the proposed North Tralee light industrial subdivision and to the west will be a new sewer pump station to service all of the above. To the north is Jerrabomberra Creek and native grasslands, and the Poplars business park to the north east.

Page 53 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex (Ref: ; Author: Thompson/Geyer) (Continued)

Figure 1 Regional Sports Complex Master Plan Overview

Figure 2: Site location (Nearmaps base data)

Page 54 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex (Ref: ; Author: Thompson/Geyer) (Continued)

The development application has been submitted and includes all works except the proposed future aquatic and administration centre. However, provision has been made in the layout for the location of the aquatic centre. Due to budgetary constraints, works will be separated into stages. The stages of project construction associated with the DA are proposed as follows:

Stage 1 Future Stages Site excavation, stormwater drainage, Basketball/indoor sports stadium sewage and services (water, power, telecommunications) Initial public realm landscaping and lighting Remaining car parking 2 hockey pitches and sports lighting Remaining public realm and lighting 4 soccer pitches and sports lighting Tree planting and landscaping Multi-use fields Roadway extensions and parking Amenity building between pitches 1 & 3 Jerrabomberra Creek rehabilitation (partial) Amenity buildings between pitches 2 & 4 and 5 & 6) Maintenance facilities New internal road Central and eastern flood channels Entrance, including intersection with Environa Drive Northern playing fields bulk earthworks Initial parking Internal pathways Fencing and signage (partial) Merging of the stormwater drainage outlets and Jerrabomberra Creek Banks and any associated rehabilitation. Demolition and site clearance work has recently been undertaken and completion of that work is imminent. The next step will be the civil works per RFT 2020-29. The scope of works in RFT 2020-29 includes all the additional detailed design work required to allow the construction of civil works listed in the development application. It does not include the design work associated with the maintenance building, pavilions or basketball stadium but it does include the design of services into and out of those structures, including but not limited to power, sewer, water, telecommunications, gas, lighting and drainage. Also included in RFT 2020-29 is provision to protect subsoil structure in planting locations and appropriate tree pits and drainage to allow landscaping to be installed later.

Page 55 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex (Ref: ; Author: Thompson/Geyer) (Continued)

A list of the works included in RFT 2020-29 is as follows: 1. General Earthworks 2. Gravity Sewer 3. Internal Sewer Connection Lines 4. Mains Potable Water Reticulation 5. Site Potable Water Reticulation 6. Firefighting Reticulation 7. Telecommunications 8. Gas Reticulation 9. Electrical Distribution 10. Trunk Stormwater Eastern Channel 11. Trunk Stormwater Centre Channel and Discharge Structure 12. Trunk Stormwater Western Channel 13. Stormwater Channel Discharge Structure to Jerrabomberra Creek 14. Stormwater Channel Discharge Structure across Territory Parade 15. Stormwater Channel Landscaping 16. Site Stormwater Drainage Systems 17. Gross Pollutant Traps 18. Underground Stormwater Harvesting Tanks 19. Stormwater Treatment System Suitable for Use in Playing Fields 20. Underground Treated Water Reservoir 21. Reclaimed Water Reticulation 22. Irrigation 23. Synthetic Playing Field Surfaces 24. Natural Playing Field Surfaces 25. Playing Fields Subsurfaces 26. Playing Fields Surfaces 27. Playing Fields Drainage 28. Playing Fields Surround 29. Playing Fields Fencing 30. Floodlighting – Musco system 31. Road Connection to Existing Environa Drive Stub 32. Circulation and Parking 33. Pavement Design 34. Overflow Pavement Desigh 35. Kerb & Gutter 36. Road and Car Park Stormwater 37. Line marking and signage 38. Permits 39. Design Workshops 40. Construction Certificates The tender was open from to 26 November 2020 and four submissions were received. All four of those were conforming tenders. The attached Tender Evaluation Report provides details of all the submissions received and scores associated with each tender.

Page 56 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex (Ref: ; Author: Thompson/Geyer) (Continued)

Implications

Legal The tendering process complies with s55 of the Local Government Act 1993 and Part 7 of the Local Government (General) Regulation 2005.

Policy The tendering process complies with Council’s Procurement Policy.

Sustainability Submissions were required to incorporate all relevant QPRC engineering design and construction specifications, including best practice environmental, social and economic sustainability

Asset All new infrastructure as a result of these civil works will become assets of the Council and will be maintained using a combination of respective supplier warranties and maintenance carried out by Council staff.

Social / Cultural The RSC will provide a home ground for Queanbeyan United Hockey Club and pre-elite facilities for Queanbeyan and district premier league NPL football (soccer) community. The value of sports within the local community cannot be underestimated in assisting with both physical and mental health. Once complete the complex will support sporting and community events at regional, state and national levels.

Economic Council modelled a series of indicative events based on actual events data to project potential returns for hosting major events in terms of consumption and employment figures. Initial budget modelling aims to target four major events per annum for the start-up years, growing as the host clubs grow in capacity. Attracting State and National events will expose Queanbeyan-Palerang sports people to high standard sports and it will significantly contribute to the local economy. The complex delivers sporting tourism to the region. The RSC will deliver the necessary capacity to host Regional, State and National events. Provision of seven full sized pitches, plus two hockey pitches with capacity to divide into a combination of full and half-sized fields, supported by modern standard male and female amenities, and match official and medical facilities, all within a short drive to an international and domestic airport opens real potential for hosting major events and major economic returns to the region. Equally, the modelling clearly demonstrated the potential job growth to the region derived from events and sports tourism

Page 57 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex (Ref: ; Author: Thompson/Geyer) (Continued)

Strategic Council has had the proposed RSC in the Delivery Plan for a number of years. There has long been an identified need to provide a home base for Hockey and a new four court basketball facility. The Sports Facilities Strategic Plan identifies the RSC and providing home grounds for all QPRC sporting clubs as key objectives. The four court Basketball stadium is in the Sports Council’s 4 top priorities.

Engagement The RSC has been on Council’s strategic agenda for many years and has been identified as important during the engagement for the Community Strategic Plan and Delivery Plans. In recent years there has been specific community engagement on the project, its master plan and the concept designs. On all occasions the RSC has received strong community support.

Financial Stage one of the RSC was projected to cost $30m as per the funding agreement with NSW Sports. Following submission and publication of the business case, Council has secured a $10m grant from NSW Sports and elements of the project were also captured in the grant to construct the northern leg of Environa Drive and bring services to the site. Council’s contribution is from loan funds and developer contributions, as identified in the LTFP. All Tenderers: ▪ provided conforming tender submissions ▪ have prior experience in similar projects ▪ lodged submissions on time, with appropriate tender schedules completed ▪ attended the mandatory pre-tender meeting ▪ acknowledged the three addenda that were issued. Except for the qualifications and departures dealt with in Evaluation of Price, all tenders met the requirements of the RFT documents. While two tenders were in keeping with pre-tender estimates prepared by NSW Public Works Advisory, the civil works are higher than originally projected under the business case and grant applications, largely due to the requirement to manage the large storm water channels passing through the site from Environa Drive and lands to the south. These tenders do not include buildings.

Program Expense Funding source Amount Code Type

100184 Capital Regional Sports Infrastructure Grant $ 10,000,000 Project

Other Grants/contributions $ 5,000,000

Loan Loan funds (~20yr@2% fixed P&I) $ 15,000,000

TOTAL $ 30,000,000

Page 58 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.7 Tender for Design & Construct Civil Works - Regional Sports Complex (Ref: ; Author: Thompson/Geyer) (Continued)

Resources (including staff) NSW Public Works Advisory (PWA) has been engaged to provide project management service for Stage 1 of the RSC. PWA has been instrumental in coordinating all procurement works, including Tender RFT2020-29. PWA will provide appropriately qualified engineers to oversee the works at the site forming part of Contract 2020-29 under direction of the QPRC Service Manager of Urban Landscapes

Conclusion Referee reports were carried out on the Tenderers, indicating a satisfactory past performance on recent relevant contracts of this nature and financial value. Additional information obtained from referees supported the reports provided by the Tenderers. The Tender Evaluation Committee considers all tenderers capable of completing the contract satisfactorily. However, it is critical to keep the project within budgetary constraints and therefore further discussion is required. It is recommended that further discussion take place with Tenderers number 3 and 4 before awarding any contract for Tender 2020-29 for the Design and Construction of Civil works at the Regional Sports Complex.

Attachments

Attachment 1 Tender Evaluation Report - RFT 2020-29 (Under Separate Cover) - CONFIDENTIAL

Page 59 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.8 Proposal to Name Part of Public Reserve Along Turallo Creek, Bungendore - John Walter Park (Ref: ; Author: Thompson/Geyer)

File Reference: 29A Elmslea Drive

Summary Council has received a request to acknowledge the tree planting and community efforts of the Late John Michael Walter. Mr Walter had been a resident of Bungendore since 1979 and was prominent in planting many trees in the area. It has been requested his contribution to Bungendore be recognised through the naming of a reserve and installation of a sculpture and plaque.

Recommendation That: 1. The proposal to name the public reserve defined by Lot 23 DP 800095 and Lot 42 DP 806126 along Turallo Creek on the western side of Tarago Road, John Walter Park, be placed on public exhibition for a period of 28 days. 2. If no objections are received Council adopt the name. 3. Council endorse in principle the proposal to place a sculpture in honour of John Walter in park land along Turallo Creek, with the location and final sculpture subject to a future report to Council.

Background Mr Walker first moved to Bungendore, residing in the cottage,”Carwoola”, in Molonglo Street. He soon became an enthusiastic and active member of a group of locals planting trees in Bungendore each winter. Mr Walker sourced and supplied trees and soon went on to plant a considerable number in the park land along Turallo Creek. He was a founding member of the Bungendore Landcare group and a frequent attendee of working bees, as described by David Watson, Bungendore Landcare. Mr. Watson has made the request to Council on behalf of the Bungendore Landcare Group. The request is to name that section of park land along Turallo Creek on the west side of Tarago Road, the John Walter Park (see Figure 1 below). Mr Walter was prominent in the tree planting on this reserve, in the design, species selection, plant procurement and planting. He also helped build a stile to the Creek.

Page 61 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.8 Proposal to Name Part of Public Reserve Along Turallo Creek, Bungendore - John Walter Park (Ref: ; Author: Thompson/Geyer) (Continued)

Figure 1 – Location of Reserve Proposed to be Named John Walter Park

The request also seeks approval to allow the installation of a sculpture of John Walter on the Bungendore Common, site to be negotiated/finalised. Local sculptor Keith Bender has generously agreed to donate this sculpture made with steel and wood collected by Mr Walter in Bungendore over decades. It is envisaged a plaque would be installed with the sculpture with Mr Walker’s name and describing his work.

Implications

Legal The two parcels of land, Lot 23 DP 800095 & Lot 42 DP 806126 are Council owned Community Lands.

Policy It is appropriate to name public parks after community members that have contributed significantly to, or have a strong historical connection to the location. In this instance Mr Walter contributed significant time and resources to the betterment of the Bungendore community and park lands, through tree planting over an extended period, and through his Landcare work in the area.

Page 62 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.8 Proposal to Name Part of Public Reserve Along Turallo Creek, Bungendore - John Walter Park (Ref: ; Author: Thompson/Geyer) (Continued)

Social / Cultural Tree planting and improvement to our park lands adds to the value of the parks and contributes to the local community. Additionally, public art when well-presented also adds to the richness of our community and culture. While the proposed art work is yet to be completed and a site selected, it has the potential to add a new element to the cultural fabric of Bungendore. Consideration should be given to placing the sculpture in the Park bearing Mr Walter’s name. This would give the name of the Park relevance, providing a connection between the name and the person. It is proposed Council’s Community Arts and Culture staff follow up with the proponents as to the placement of the sculpture.

Engagement While the proposal to name the reserve and install the sculpture came from the community, it is appropriate the proposed name be placed on public exhibition prior to adoption, seeking wider community feedback.

Financial The only cost associated with the naming of the existing park land is the cost of a sign. This is a minimal amount and can be funded from existing parks budgets.

Conclusion Council regularly receives requests to name parks, sports facilities and structures. It is important the proposed name has relevance to the location and connection with the community. In this instance, the Late John Walter had a long history contributing to the Bungendore community and was directly involved in the extensive tree planting along the two kilometres of park land proposed to bear his name. Honouring Mr Walker’s work by naming the Park is appropriate in this case. The proposed sculpture will also add to the fabric of the Bungendore community and is worthy of further discussions.

Attachments

Nil

Page 63 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.9 Request for Tender 2020-44 - Supply & Installation of Sportsground Floodlighting at Bungendore Sports Hub (Ref: ; Author: Thompson/Maleganeas)

File Reference: 100692

Summary The purpose of this tender is to engage a suitably qualified contractor to install LED floodlighting to two football pitches and four netball courts (phase 1) at the Bungendore Sports Hub.

Recommendation That Council: 1. Award Tender 2020-44 for the supply and installation of sportsground floodlights at Bungendore Sports Hub to Tenderer number 7. 2. Assign a total budget cost of $456,335 (ex GST) for the project.

Background

The Bungendore Sports Hub (BSH) will deliver a high quality and cohesive sporting precinct, including sports fields and hard-courts, new shared pathways, vehicle connections and internal movement, car parking and supporting amenities. The new sports hub will complement existing sporting facilities within Bungendore and cater for anticipated growth in community sports and events. LED flood lighting is a reliable, versatile and energy efficient option for sports facilities. LED lighting brings high quality light directly from LED light fixtures, creating an even degree of light spread uniformly across the field with minimal spill. It has been installed at other sports grounds within our region with impressive and positive outcomes. Installation of LED flood lighting at the Bungendore Sports Hub will address lighting requirements at the site and will provide improved player and spectator experiences as well as increased safety resulting from the high quality of lighting and increased visibility. The scope of works in the Tender include: 1. Design 2. Purchasing of materials as specified in design 3. Installation as specified in design 4. Commissioning The tender was submitted to Tenderlink on 25 August 2020 and closed on 23 September 2020. The documents were downloaded 52 times. Council received ten submissions to this RFT via Tenderlink with seven of those conforming. The Tender Panel considered that the tenderer that best satisfied the criteria was Tenderer number 7 with a total weighted score of 80.4/100. The attached Tender Evaluation Report provides details of the ten submissions received.

Page 65 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.9 Request for Tender 2020-44 - Supply & Installation of Sportsground Floodlighting at Bungendore Sports Hub (Ref: ; Author: Thompson/Maleganeas) (Continued)

Implications

Legal This tender was carried out in accordance with the Local Government Act 1993 (Section 55) and regulations.

Policy

The tendering process complies with Council’s Procurement Policy.

Sustainability The tenderers were required to provide designs to implement LED lighting for the Bungendore Sports Hub. LED has been proven to be a more cost efficient and energy efficient method of lighting.

Asset The new infrastructure will become an asset of the Council and will be maintained under the manufacturer’s 10 year parts and labour warranty provisions.

Economic Installing the lighting will provide opportunities for each of the sporting communities to encourage greater numbers of players and spectators to the venue by providing facilities night training and playing.

Financial An allocation of funding has been allowed for from the Stronger Communities and Stronger Country Communities Round 2 Grants for the Bungendore Sports Hub. The total cost for phase 1 floodlighting is $456,335 (ex GST).

Program Expense Funding source Total Code Type

100692 Capital Stronger Communities Fund ($1.5M) & $2,450,000 Strong Country Communities Round 2 ($945k)

Resources (including staff) Staff from Council’s Urban Landscapes team will project manage this contract.

Conclusion It is recommended that Tenderer number 7 be awarded the contract for supply and installation of sportsground floodlights at Bungendore Sports Hub.

Attachments

Attachment 1 Tender Evaluation Report Bungendore Sports Hub Floodlighting (Under Separate Cover) - CONFIDENTIAL

Page 66 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.10 Queanbeyan Floodplain Risk Management Study & Plan (Ref: ; Author: Hansen/de Jongh)

File Reference: 100843

Summary

The Queanbeyan Floodplain Risk Management Study & Plan (FRMS&P) has been finalised following public exhibition, a review by the Queanbeyan Floodplain Risk Management Committee and a Councillor Workshop held on 7 October 2020.

Recommendation

That: 1. Council adopt the Queanbeyan Floodplain Risk Management Study & Plan (FRMS&P) with the following change: a. Flooding impacts referred to in S10.7 Planning Certificates apply to land within the Flood Planning Area and the Outer Floodplain. 2. The FRMS&P’s proposed Development Controls at Appendix E Part E3 of the draft Flood Policy be considered in any revision of the Queanbeyan Development Control Plan 2012 which applies to the Flood Planning Area and be referred to the Queanbeyan Floodplain Risk Management Committee for comment.

Background

Council engaged Lyall and Associates to complete a FRMS&P for the parts of Queanbeyan that are affected by flooding from the Queanbeyan and Molonglo Rivers.

The aim of the FRMS&P is to define flooding patterns and flood levels in Queanbeyan under present day conditions and to recommend floodplain risk management measures that will, over time, reduce the social, environmental and economic impacts of flooding in Queanbeyan.

Preparation of the Queanbeyan FRMS&P includes review of the draft Queanbeyan Flood and Floodplain Risk Management Study and Plan, which was prepared in 2008 but not subsequently finalised. The floodplain risk management measures recommended in the Queanbeyan FRMS&P were developed by assessing options aimed at reducing the impact of flooding on existing development and establishment of a framework to manage flood liable land in accordance with current best practice floodplain management principles.

The FRMS&P recommends the following floodplain risk management measures: 1. Improved planning controls via the update of Queanbeyan DCP 2012 2. Update of the wording in Queanbeyan LEP 2012 3. Improvements in flood emergency response planning 4. Increase public awareness of the risks of flooding in the community 5. Installation of telemetered stream gauge on Queanbeyan River at the Queens Bridge 6. Review of potential improvements to the existing flood warning system at Queanbeyan 7. Continued management of vegetation along the Queanbeyan River 8. Commission a feasibility study into voluntary purchase and raising levels in houses

Page 67 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.10 Queanbeyan Floodplain Risk Management Study & Plan (Ref: ; Author: Hansen/de Jongh) (Continued)

Implications

Policy

A draft Flood Policy has been prepared to guide future development in areas affected by flooding from the Queanbeyan and Molonglo Rivers. The draft Flood Policy is an Appendix to the Queanbeyan FRMS&P and provides recommended wording for inclusion in the Queanbeyan Development Control Plan 2012 (DCP). This includes a recommended set of planning controls for inclusion in the Queanbeyan DCP.

Environmental

The Queanbeyan FRMS&P considers the effects of climate change on rainfall intensity when reviewing the potential for increased flood heights.

Economic

The Queanbeyan FRMS&P identified: • 260 residential properties, 239 commercial/industrial tenancies and 10 public buildings would experience flooding above floor level in a 1% (1:100 year) Annual Exceedance Probability (AEP) flood. • Total estimated flood damage of $69.6M at the 1% AEP level. • Total estimated flood damage of $1.1B for the Probable Maximum Flood (PMF) event.

At a discount rate of 7% pa, the Present Worth Value of damages for all flood events up to the 1% AEP flood is about $9.8 Million, for a 50-year economic life.

Strategic

Council should consider changes to the Queanbeyan DCP as well as the Queanbeyan LEP to accommodate the recommendations of the Queanbeyan FRMS&P. This includes incorporating a recommended set of planning controls into the Queanbeyan DCP and updating the wording in clause 7.2 of the Queanbeyan LEP 2012 to define the Flood Planning Level.

The proposed changes to the Queanbeyan DCP include the following key features:

1. Residential development is classified as "unsuitable" within the Inner Floodplain - Hazard Category 2C (within the 1% AEP, outside of the CBD). Only minor additions to existing dwellings are permitted.

Reasoning: This area generally comprises single storey residential housing and is within the Queanbeyan Heritage Conservation Area. It would be impractical for new residential developments to achieve the Minimum Floor Levels (MFL’s) required and satisfy heritage requirements, even under current planning policies. The extent of Hazard Category 2C is defined by 1 m minimum depth of the 1% AEP flood. As such, MFL's within Hazard Category 2C must be at least 1.5 m above ground level, and would be over 2 m for some properties. As such, this is considered a rationalisation of the current planning controls, rather than a change, as it would be impractical to construct new residential properties in this area due to the high MFL required and heritage controls.

Impact: This impacts approximately 20 existing residential properties on Campbell Street and Albert Street. Under the proposed changes, these properties would have to

Page 68 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.10 Queanbeyan Floodplain Risk Management Study & Plan (Ref: ; Author: Hansen/de Jongh) (Continued)

apply for an exemption for new residential properties on this site. However, it is likely that exemptions would need to be sought for new residential developments in this area under the current planning controls due to MFL and heritage requirements. QPRC planners propose that the draft Flood Policy be reworded such that new residential is permitted as long as it does not increase density of persons resident on the site.

2. Essential Community Facilities, Critical Utilities and Flood Vulnerable development is considered "unsuitable" in the Outer Floodplain (i.e. within the PMF).

Reasoning: A higher level of flood protection than would normally be warranted is required to achieve the objective of minimising risk to human life and maintaining the operation of essential services during a flood emergency.

Impact: The types of development that would be deemed "unsuitable" in this zone include: hospitals, emergency services facilities, child care centres, educational establishments, group homes, seniors housing, hazardous industry, hazardous storage establishments, telecommunication facilities and utilities that may cause pollution of waterways during flooding.

Section 10.7 Planning Certificates would state that certain types of development (i.e. Essential Community Facilities, Critical Utilities and Flood Vulnerable development) on land within the Outer Floodplain is subject to flood related development controls. There is some concern that this could impact property prices and insurance premiums, though recent studies and expert advice suggest this is not the case. There are approximately 584 properties within the current Flood Planning Area (1% AEP). There are an additional 2,839 properties located within the Outer Floodplain, which would now have flood related development controls for certain types of development deemed

Page 69 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.10 Queanbeyan Floodplain Risk Management Study & Plan (Ref: ; Author: Hansen/de Jongh) (Continued)

"unsuitable" in this zone. Consideration may be given to changing the Flood Policy wording from "unsuitable" to "not to be encouraged".

3. Freeboard level of 1.2 metres to be applied to residential developments within Hazard Category 2B (i.e. the Queanbeyan CBD).

Reasoning: This freeboard accounts for predicted impacts of climate change.

Impact: All residential developments within the CBD will need to be constructed above ground floor level. This has been assessed as having little to no impact on future development within the CBD as any new multi-storey residential development would not have residents on the ground floor.

4. Shelter-in-place during flood emergencies is an option for multi-storey residential developments in the CBD

Reasoning: This policy is seen as reasonable for Queanbeyan due to the short-term nature of flooding within the CBD and has been adopted in other similar locations in NSW.

Impact: An Application to the Secretary is required for an "exceptional circumstances" exemption. This will facilitate development of multi-storey residential buildings within the CBD.

5. Definition of a floodway through Queanbeyan CBD (defined as Inner Floodplain – Hazard Category 2A) which forms during periods when intense rain falls directly over Queanbeyan. This zone is limited to land zoned B3-Commercial Core and also comprises part of the road reserve along Lowe Street, Morisset Street and Crawford Street. Development is not to impede the free discharge of major overland flow in this zone.

Reasoning: Overland flow paths have generally not been addressed in current planning policies for Queanbeyan. This area is identified as needing to be maintained for the conveyance of overland flows.

Impact: The floodway impacts approximately 10 properties which are not owned by QPRC, most of which are car parks. Development which would create a flood hazard and/or hinder the conveyance of floodwaters is deemed unsuitable in this area. The configuration of this zone may be altered subject to approval by Council. Engagement

A Floodplain Risk Management Committee (FRMC) has been established for Queanbeyan to oversee preparation and implementation of the Queanbeyan FRMS&P. The Queanbeyan FRMC includes membership by Council, state government authorities and community representatives.

The draft Queanbeyan FRMS&P was placed on public exhibition from 9 August 2019 to 20 September 2019 with a community information session held on 27 August 2019. Four (4) submissions were received, including a submission from Council’s Natural & Built Character Portfolio. A Submissions Report has been prepared addressing comments received and is attached to this Report.

Page 70 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.10 Queanbeyan Floodplain Risk Management Study & Plan (Ref: ; Author: Hansen/de Jongh) (Continued)

Additional feedback was received from one of the responders via email after the public exhibition period. This feedback has been included as an attachment to this Report.

Financial

The Queanbeyan FRMS&P has been jointly funded under State Government’s Flood Management Program on 2:1 subsidy basis with 1/3 funded by Council. Further joint funding would need to be identified and sought to implement some of the recommended floodplain risk management measures.

Resources (including staff)

Council staff provided project management including preparation and administration of the grant funding, coordination of the Floodplain Risk Management Committee and community consultation. Council engaged specialist consultant Lyall and Associates to prepare the Queanbeyan FRMS&P.

Conclusion

The Queanbeyan FRMS&P has been finalised following public exhibition, a review by the Queanbeyan Floodplain Risk Management Committee and a Councillor Workshop held on 7 October 2020.

While it is recommended that Council endorse the Queanbeyan FRMS&P, as discussed at the workshop, Councillors may wish to broaden the options for flexibility and consider the following wording which could be included or substituted in the recommendation:

That in order to balance social, economic, environmental and flood risk parameters, Council endorse the Queanbeyan FRMS&P with the following amendments:

a. That residential development which is replacing existing residential development on land within the Inner Floodplain (Category 2C) be considered, subject to it not increasing the density of persons resident on a site and meeting other requirements which are also applicable to residential land in the Intermediate Floodplain as shown in Annexure 2 Development Controls Matrix at page E-17 and that this Matrix be altered to reflect both the limitation on site density and the other requirements which will need to be met.

b. That Essential Community Facilities, Critical Utilities and Flood Vulnerable development as defined in the Plan at Annexure 1 (page E-16) “not be encouraged” on land within the Outer Floodplain as shown in Figure E1.2 (Sheet 2 of 2) of the Plan and that Annexure 2 Development Controls Matrix at page E -17 be altered to reflect this. Attachments

Attachment 1 Queanbeyan FRMS&P Report (Under Separate Cover)

Attachment 2 Queanbeyan FRMS&P Figures (Under Separate Cover)

Attachment 3 QFRMS&P - Submissions Report (Under Separate Cover)

Attachment 4 Email correspondence after Public Exhibition period (Under Separate Cover)

Page 71 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.11 Tender Recommendation for Queanbeyan Sewage Treatment Plant Upgrade Equipment Packages Contract No. 54, 55, 56, 57, 61 and 62 (Ref: ; Author: Hansen/Ramsland)

File Reference: 100123-18-02

Summary

Tenders were called via Tenderlink and Council’s website for 6 (six) of the Queanbeyan Sewage Treatment Plant (STP) Upgrade’s key equipment packages. Tenders were assessed and scored. The tender evaluation panel have completed the tender review process and recommend that Contract No. 54, 55, 56, 57, 61 and 62 be awarded as recommended in each respective Tender Evaluation Reports.

Recommendation

That Council: Award the following contracts for equipment supply and delivery for the Queanbeyan Sewage Treatment Plant (STP) Upgrade subject to satisfactory financial capacity and negotiation of commercial terms: 1. a) Contract No. 2020-54 for Supply & Delivery of Screening & Screening Washing Equipment for Queanbeyan STP Upgrade to Tenderer 3 b) Approve a total budget for this item of $990,288 2. a) Contract No. 2020-55 for Supply & Delivery of Grit Removal Equipment for Queanbeyan STP Upgrade to Tenderer 6. b) Approve a total budget for this item of $509,287 3. a) Contract No. 2020-56 for Supply & Delivery of Bioreactor & Digester Aeration, Mixer Systems and Air Scour Blowers for Queanbeyan STP Upgrade to Tenderer 4. b) Approve a total budget for this item of $3,825,717 4. a) Contract No. 2020-57 for Supply & Delivery of UV Disinfection Equipment for Queanbeyan STP Upgrade to Tenderer 3. b) Approve a total budget for this item of $1,315,298 5. a) Contract No.2020-61 for Supply & Delivery of WAS Thickener Equipment for Queanbeyan STP Upgrade to Tenderer 3. b) Approve a total budget for this item of $1,421,505 6. a) Contract No. 2020-62 for Supply & Delivery of Clarifier Equipment for Queanbeyan STP Upgrade to Tenderer 4. b) Approve a total budget for this item of $1,458,291

Background

Council is undertaking the upgrade of the Queanbeyan Sewage Treatment Plant (STP) located on Mountain Road, Jerrabomberra ACT. Several workshops have been held with councillors and reports submitted, as the project progresses.

The Queanbeyan STP is being delivered using detailed design followed by a construction only contract that will include construction, installation of equipment, testing and commissioning by a principal contractor.

Page 73 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.11 Tender Recommendation for Queanbeyan Sewage Treatment Plant Upgrade Equipment Packages Contract No. 54, 55, 56, 57, 61 and 62 (Ref: ; Author: Hansen/Ramsland) (Continued)

Key equipment packages have been identified as part of the early detailed design for early vendor engagement. The early engagement allows QPRC to select equipment based on tender price and whole of life cost as well as non-price factors including performance, reliability, energy efficiency, operation, and maintenance requirements. This early vendor engagement approach also enables the treatment plant detailed design and tender documentation to be further optimised around specific details of equipment packages, reducing the risk of delays and rework.

These equipment supply contracts will be novated to the principal contractor for installation as part of the construction contract.

Tenders were called via Tenderlink and Council’s website for 6 (six) packages to supply and deliver the following equipment contracts:

1 Contract No. 2020-54 Supply & Delivery of Screening & Screening Washing Equipment for Queanbeyan STP Upgrade

2 Contract No. 2020-55 Supply & Delivery of Grit Removal Equipment for Queanbeyan STP Upgrade

3 Contract No. 2020-56 Supply & Delivery of Bioreactor & Digester Aeration, Mixer Systems and Air Scour Blowers for Queanbeyan STP Upgrade

4 Contract No. 2020-57 Supply & Delivery of UV Disinfection Equipment for Queanbeyan STP Upgrade

5 Contract No. 2020-61 Supply & Delivery of WAS Thickener Equipment for Queanbeyan STP Upgrade

6 Contract No. 2020-62 Supply & Delivery Clarifier Equipment for Queanbeyan STP Upgrade

Implications

Legal

Open tenders were called and assessed in accordance with s55 of the Local Government Act 1993 and Part 7 of the Local Government (General) Regulation 2005.

As the STP site is located within the ACT, approval for the Queanbeyan STP upgrade is being sought under the ACT Government’s Planning and Development Act 2007.

Policy

The tenders were conducted in accordance with Council’s Procurement Policy and that of the NSW Government.

Environmental

QPRC has prepared for publication a draft EIS for the project to assess the anticipated impacts of the project on the environment including specific matters identified by the ACT Environment, Planning and Sustainable Development Directorate (EPSDD).

Page 74 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.11 Tender Recommendation for Queanbeyan Sewage Treatment Plant Upgrade Equipment Packages Contract No. 54, 55, 56, 57, 61 and 62 (Ref: ; Author: Hansen/Ramsland) (Continued)

Sustainability

The design of the new facility is being developed using the Infrastructure Sustainability Council of Australia (ISCA) rating tool. The STP will be powered by renewable energy under QPRC’s existing power supply contract arrangements. Potential impacts of climate change have been considered as part of the design development.

Asset

The Queanbeyan Sewage Treatment Plant (current and upgrade) is a Council asset that is located within the ACT. The current Queanbeyan STP treats sewage from Queanbeyan and discharges treated effluent to the Molonglo River. The current STP was built in the mid-1930s with the latest upgrade being in the mid-1980s. The plant receives flows above its intended capacity and is operating with equipment that is approaching the end of its service life. The project will replace this infrastructure with a modern facility that will improve treatment reliability and provide additional capacity to support growth and development in Queanbeyan.

Social / Cultural

While the Queanbeyan STP is currently meeting effluent licence conditions, it is reaching its end of service life at which time its ability to meet pollutant load requirements presents a major risk to QPRC, the community and the environment.

Social and cultural impacts have been considered in the development of the draft EIS.

Engagement

As part of the options development, project planning and preparation of the draft EIS, QPRC undertook consultation activities with a range of government and agency stakeholders. QPRC has also undertaken a series of community engagement activities prior to and during the preparation of the draft EIS.

The draft EIS will be publicly exhibited once ACT EPSDD completes their review and releases the document for exhibition. This is scheduled for February 2021.

Financial

While Council has yet to give final approval for the Queanbeyan STP Upgrade project, these engagements are critical to advancing the detailed design for the project to permit a tender to be prepared for the construction of the new plant. Further work is underway on the financial impacts and funding plan for the project and this will be presented to Council before a tender for construction is issued.

This early vendor engagement approach enables the treatment plant detailed design and tender documentation to be further optimised around specific details of equipment packages, reducing the risk of delays and rework.

The equipment supply contracts will be novated to the contractor who is awarded the construction of the Queanbeyan STP Upgrade. This contractor will be paying the majority of the costs of the equipment supply and delivery costs.

Page 75 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.11 Tender Recommendation for Queanbeyan Sewage Treatment Plant Upgrade Equipment Packages Contract No. 54, 55, 56, 57, 61 and 62 (Ref: ; Author: Hansen/Ramsland) (Continued)

The equipment supply contracts include a termination clause for convenience, enabling Council to terminate the contracts should the project not proceed. Council would only be liable to pay for work undertaken up to the date of termination.

Funds are currently available in the Queanbeyan Sewer Fund Reserve for these works however total project funding will be detailed in the funding plan yet to come to Council.

Integrated Plan

This project is included in the adopted Queanbeyan Sewage Masterplan, Council’s Long Term Financial Plan and in both Council’s Operational and Delivery Plans. This project meets the Community Strategic Plan objectives and is a key part of every Strategic Pillar of Council and our Community.

Conclusion

The contractors that best satisfied the selection criteria and who are recommended to be awarded the contracts are:

1. Contract No. 2020-54 for Supply & Delivery of Screening & Screening Washing Equipment for Queanbeyan STP Upgrade to Tenderer 3

2. Contract No. 2020-55 for Supply & Delivery of Grit Removal Equipment for Queanbeyan STP Upgrade to Tenderer 6

3. Contract No. 2020-56 for Supply & Delivery of Bioreactor & Digester Aeration, Mixer Systems and Air Scour Blowers for Queanbeyan STP Upgrade to Tenderer 4

4. Contract No. 2020-57 for Supply & Delivery of UV Disinfection Equipment for Queanbeyan STP Upgrade to Tenderer 3

5. Contract No. 2020-61 for Supply & Delivery of WAS Thickener Equipment for Queanbeyan STP Upgrade to Tenderer 3

6. Contract No. 2020-62 for Supply & Delivery of Clarifier Equipment for Queanbeyan STP Upgrade to Tenderer 4 Attachments

Attachment 1 Contract No. 2020-54 Tender Evaluation Report (Under Separate Cover) - CONFIDENTIAL Attachment 2 Contract No. 2020-55 Tender Evaluation Report (Under Separate Cover) - CONFIDENTIAL Attachment 3 Contract No. 2020-56 Tender Evaluation Report (Under Separate Cover) - CONFIDENTIAL Attachment 4 Contract No. 2020-57 Tender Evaluaiton Report (Under Separate Cover) - CONFIDENTIAL Attachment 5 Contract No. 2020-61 Tender Evaluation Report (Under Separate Cover) - CONFIDENTIAL Attachment 6 Contract No. 2020-62 Tender Evaluation Report (Under Separate Cover) - CONFIDENTIAL

Page 76 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.12 Contract 10034411 - Captains Flat Dam Load Testing of Post Tensioned Anchors (Ref: ; Author: Hansen/Cunningham)

File Reference: 32.1.5; PROJ 700130

Summary

The Captains Flat Dam is an 820ML mass concrete storage dam located on the Molonglo River at Captains Flat. Built in 1939 the dam came into the ownership of the former Yarrowlumla Shire Council in 1963. Since this time, it has gone through a number of augmentations the most notable in 1992 which involved the installation 19 vertical post tensioned ground anchors aimed at improving the dam wall’s structural stability. Since this time these anchors have been inspected and tested on a routine 10 yearly basis in accordance with Dams Safety NSW and ANCOLD requirements. The last testing regime was conducted in 2011. The next program is due now, with tenders recently being called for this very specialised work. This report recommends the appointment of a contractor as an outcome to this tender process.

Recommendation

That Council accept the tender from for the Captains Flat Dam load testing works under contract 10034411 for the lump sum of <$> (including GST).

Background

The concrete gravity Captains Flat Dam was constructed in 1939 by Lake George Mines Ltd. The height of the dam wall is 17m above the lowest foundation level with a crest length of 65m and a crest width of 1.7m. Flood studies carried out in the 1980’s, and subsequent analysis, determined the stability of the existing structure was deficient. The probable maximum flood (PMF) load case was found to be more critical than seismic loading in accordance with AS2121.

As a result of these findings, post-tensioning was designed to allow the Dam to withstand the loading from the PMF. These works were undertaken in 1992. The remedial measures resulted in the removal of the top 1m of the dam crest to accommodate headblock reinforcements for 19 vertical post-tensioned ground anchors. The dam wall was restored to the original crest level after construction of the post-tensioning headblock. All the anchors are vertical and are accessible from the crest. The last load testing project was conducted in 2011. Dams Safety NSW and ANCOLD guidelines require that testing be undertaken on a 10 yearly cycle and as such these anchors now require load testing again.

Any anchors found to be notably under their design working load may need to be restressed as part of the project – these works to be addressed as variations to contract the scope as appropriate.

Tenders for these works were called in September and included a mandatory pre-tender site meeting held on 17 September. Tenders closed at 9:30am on 1 October at which time three (3) tenders were received. Details of these tenders and their assessment are contained in the attachment provided under separate cover.

Page 77 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.12 Contract 10034411 - Captains Flat Dam Load Testing of Post Tensioned Anchors (Ref: ; Author: Hansen/Cunningham) (Continued)

Implications

Legal

The call for open tenders was made on behalf of Council by NSW Public Works Advisory in accordance with the provisions of s55 of the Local Government Act 1993 and in consideration of the Local Government (General) Regulation 2005. The works proposed are in keeping with Council’s obligations as an owner of a Declared Dam under the provisions of the Dams Safety Act 2005

Policy

The tender has been conducted in accordance with Council’s procurement policy.

Financial

The works are to be funded from the Palerang Water Fund Reserve

Program Expense Funding source Amount Code Type

PJ70013 Operational Palerang Water Fund Reserve $ TBA 0.2710

Conclusion

The works are recurrent and are vital to ensure the ongoing structural integrity of the Captains Flat Dam. It is recommended that the works be awarded to the tenderer indicated in the attachment.

Attachments

Attachment 1 RFT 10034411 Tender Recommendation Report (Under Separate Cover) - CONFIDENTIAL

Page 78 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.13 Contract 10035111 - Construction of New Retaining Wall at Turallo Reservoir Site (Bungendore) (Ref: ; Author: Hansen/Cunningham)

File Reference: 32.2.2, PROJ 700192.01

Summary

The Bungendore water supply is supported by two storage reservoirs located on lots 4 DP 548292, 1 DP 228212 and 101 DP 709547. Over time the earth embankment from the southern, eastern and western sides of the compound has slumped to the point that fill now lies directly against parts of the structure of the tanks. A formal retaining wall is proposed to be constructed to better protect the tanks and improve access for future operation and maintenance.

Recommendation

That Council accept the tender from for the Turallo Reservoirs Earth Retaining Wall works under contract 10035111 for the lump sum of <$> (including GST).

Background

The general arrangement of the site around the Turallo reservoirs is shown in the aerial photograph below. The area the subject of the proposed retaining wall works generally aligns with the tanks’ southern, western and eastern frontages. The proposal is to construct a formal retaining wall on these frontages of varying height (to a maximum of 2.8m) to protect the tanks and to better enable future and ongoing operation and maintenance.

Tenders for these works were called on 16 October 2020 and included a mandatory site pre- tender meeting on 28 October 2020. Tenders closed at 9:30am on 10 November 2020 at

Page 79 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.13 Contract 10035111 - Construction of New Retaining Wall at Turallo Reservoir Site (Bungendore) (Ref: ; Author: Hansen/Cunningham) (Continued)

which time eight (8) tenders were received. Details of these tenders and their assessment are contained in the attachment provided under separate cover.

Implications

Legal

The call for open tenders was made on behalf of Council by NSW Public Works Advisory in accordance with the provisions of s55 of the Local Government Act 1993 and in consideration of the Local Government (General) Regulation 2005.

Policy

The tender has been conducted in accordance with Council’s procurement policy.

Financial

The works are to be funded from the Palerang Water Fund Reserve.

Program Expense Funding source Amount Code Type

PJ70019 Capital Palerang Water Fund Reserve $ TBA 2.2040

Conclusion

The works are required to better protect the integrity and ongoing maintainability of the reservoirs. It is recommended that the works be awarded to the tenderer indicated in the attachment.

Attachments

Attachment 1 RFT 10035111 Tender Recommendation Report (Under Separate Cover) - CONFIDENTIAL

Page 80 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.14 Contract 10023811 Design and construction of effluent recycling plant at the Bungendore STP (Ref: ; Author: Hansen/Cunningham)

File Reference: 33.1.2, PJT0005

Summary

Over the past few years Council has been developing a proposal for a recycled water component to the existing sewage treatment facility at Bungendore. An expansion on the more traditional model of just site use, the proposal would potentially see treated effluent being made available for municipal, commercial, industrial or institutional uses beyond the bounds of the just STP itself. Over the past few months the design and specification components of the project have been completed with the project being offered for formal tender in September 2020. This report recommends the appointment of a contractor to undertake these works.

Recommendation That Council accept the tender from for the Bungendore STP Recycled Water Plant augmentation under contract 10023811 for the lump sum of <$> (including GST).

Background

The Bungendore Sewage Treatment Plant (STP) was constructed in 1975. Over time the facility has been the subject of a number of augmentations, notably in 1993 and 2012, which introduced enhancements both in terms of capacity and treatment standard. The Bungendore environs continues to be under pressure associated with population growth and further expansions are expected within the next ten years.

One of the enhancements that has progressively gained prominence over these years is the potential for effluent reuse. Initially this focussed on opportunities for reuse within the plant confines and this has been a staple for most plants (including Bungendore) since the early 1990’s. It is not so surprising then that the concept has broadened over time to the extent for opportunities beyond just the confines of the plant, for it makes sense to make use of a resource that would otherwise be solely sent to an environmental discharge. The obvious outcome of course is that it likewise relieves a burden on the potable water supply where this recycled water can act as a substitute for historical potable demands. This is especially the case for public green space watering.

The former Palerang Council embarked on a pilot program of recycled water of sorts when it made treated effluent from the plant available for the purposes of road construction and maintenance, as well as for a system of subsurface irrigation at nearby Mick Sherd Oval. Despite the success of these initial ventures, the system in its current form had its limitations in that the opportunities for reuse were greatly limited by the level of treatment afforded to the effluent back at the plant. By way of example, the recycled water could not be used for aerial application in public areas – at least not without a higher level of treatment. On top of this, the system now requires formal assessment and approval by the regulator, DPIE Water, under section 60 of the Local Government Act 1993. This process is not too dissimilar to that which Council recently navigated for the Googong system although the Bungendore model is not proposed for wholesale residential supply, rather it is proposed for select municipal, commercial, industrial or institutional customers as appropriate. Each of these would be the subject of formal End User Agreements that bind the parties in terms of responsibilities under the terms of any s60 approval.

Page 81 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.14 Contract 10023811 Design and construction of effluent recycling plant at the Bungendore STP (Ref: ; Author: Hansen/Cunningham) (Continued)

Some of the groundwork for the s.60 approval has already been undertaken through the risk management workshop process. This has enabled the project to progress to the point of formal design and specification. The remainder of the s.60 recycled water approval process will occur closer to the commissioning of the plant’s proposed upgrade works. The next stage then are these civil works.

Tenders for the design (part) and construction of a recycled water treatment plant at the existing Bungendore STP were called on 9 September 2020. A compulsory pre-tender site meeting was held on 23 September with tenders formally closing at 9:30am on 3 November 2020. A total of seven (7) offers were received with details of these and the assessment process contained in the attachment provided under separate cover. Implications Legal

The call for tenders was made on behalf of Council by NSW Public Works Advisory in accordance with the provisions of s55 of the Local Government Act 1993 and in consideration of the Local Government (General) Regulation 2005. Section 60 Approval for the Civil works has already been obtained from the Regulator (DPIE Water). A separate section 60 approval will be required before any recycled water can be reticulated. This will be sought closer to the completion of this contract and once the recycling plant has been sufficiently validated. Sustainability

Assists in the long term sustainability of the Bungendore potable supply in that these works will ultimately provide recycled water for uses previously supplied from the potable supply. Financial

The works represent a significant investment, with funds to be sourced from the Palerang Sewerage Reserve

Program Code Expense Type Funding source Amount

PJ700140.2040 Capital Palerang Sewerage Reserve $ TBA

Integrated Plan

The works have been identified in the adopted IWCM and the adopted Long-Term Financial Plan (LTFP) for the Palerang Sewerage Schemes. The works have also been included in the model for the new tariff structure for Palerang Sewerage which, along with the new tariff for water supply, is proposed to come into effect from 1 July 2021. Conclusion

The Bungendore STP recycled water project represents a significant step forward for the conservation of water as a resource in Bungendore. It is recommended that the works be awarded to the tenderer indicated in the attachment. Attachments

Attachment 1 RFT 10023811 Tender Recommendation Report (Under Separate Cover) - CONFIDENTIAL

Page 82 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.15 Transacting with Council (Ref: ; Author: Richards/Tozer)

File Reference:

Summary

Due to NSW and Commonwealth COVID-19 restrictions and to reduce the risk of infection, Council closed, or amended the operating conditions of, a range of facilities and services in March 2020. As these facilities have gradually returned to business as usual, Council has continued to employ an interim ‘no cash’ policy for all transactions at customer centres, libraries, recreation facilities, waste facilities and the Animal Management Facility.

With COVID restrictions and the rate of infection now easing, Council should make a long- term decision regarding the acceptance of cash at its facilities.

Recommendation

That Council: 1. Note the outcomes of the community and staff engagement process. 2. Make the following Council facilities permanent no-cash facilities: a) Queanbeyan customer service b) Bungendore customer service c) Queanbeyan Animal Management Facility d) All QPRC libraries 3. Allow cash payments to be made at the following Council facilities, noting that electronic transactions are preferred: a) Braidwood customer service b) All QPRC waste facilities 4. Not accept cash at the Queanbeyan Aquatic Centre and eastern pools this season, noting that a review will be undertaken at the end of 2020-21. 5. Develop a communications and education plan for customers which encourages online and electronic payments at Council facilities.

Background

Prior to the outbreak of COVID-19, staff had some initial discussions about the possibility of going cash-free when the Queanbeyan customer service centre is located in the new Queanbeyan Civic and Cultural Precinct. Between August 2019 and February 2020, Council received more than $1.15m in cash. This figure is made up of transactions at all facilities, except swimming pools and the indoor sports centre.

Queanbeyan Bungendore Braidwood

Total for period $909,407.96 $148,453.85 $117,038.45 Ave per day $6,271 $1,023 $807

Page 83 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.15 Transacting with Council (Ref: ; Author: Richards/Tozer) (Continued)

The trial of a cash-free environment was brought forward due to COVID-19. All of Council’s customer service centres were closed to the public between March and 1 June 2020, meaning the only way residents could pay bills (rates instalment due 30 May) was online, via phone or at Australia Post branches.

On reopening customer centres on 1 June, concerns remained about the possibility of contracting COVID-19 by handling money from an infected customer. As such, Council retained the interim cash-free policy at all facilities. Some discretion was applied, especially at the Braidwood customer service centre and Council’s waste management facilities (see below).

With COVID infections now at a manageable level within NSW, no reported cases in our local government area for a number of months and an impending vaccine, Council should determine whether it will proceed with a cash-free approach or return to its ‘pre-COVID’ arrangements.

To help inform this decision, a survey was conducted during September and October. The results are indicated below and attached, including queries raised at the councillor workshop.

What are the benefits of Council not accepting cash? Pros Cons Increase in Australia Post costs (~+$32k Saving in security costs (~$50k per year) per year) Reduce fraud risk Decrease in customer experience Accessibility issues at Braidwood Post Reduce money handling risk/training Office Reduce break-in/hold up risk Reliance on Australia Post accepting cash Refocus customer service staff Community perception Increase online/phone transactions Connectivity issues, reliant on tech Self-service kiosks being deployed in all Potential for increased illegal dumping customer centres

The security costs of ~$50k per year include a security guard attending the Queanbeyan customer service centre daily to take cash and cheques to the bank. Due to the smaller amount of cash involved, Braidwood and Bungendore staff take cash to the bank to deposit.

Cash from smaller sites (Animal Management Facility, waste facilities and libraries) is sent to the nearest customer service centre for banking.

Implications

Legal

Staff have sought advice on whether Council can refuse to accept cash payments. There is some concern within the community that it is unlawful for Council to refuse legal tender. The advice received concludes: Any business is able to set the terms of its own trade, which includes cashless payments. Cash is legal tender, but there is no law against a business refusing to accept cash for goods and services or only accepting cash for goods and services – https://www.canstar.com.au/credit-cards/payment- options/?fbclid=IwAR2wiR_AYviahH72JHkIhm2Wqt4LffU4kd7MrRF5CmRA8nF04KM8yAe5j Pc

Page 84 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.15 Transacting with Council (Ref: ; Author: Richards/Tozer) (Continued)

Australian banknotes and coins do not necessarily have to be used in transactions and refusal to accept payment in legal tender banknotes and coins is not unlawful – https://banknotes.rba.gov.au/legal/legal- tender/?fbclid=IwAR353btQAvsaeyNIl9itkKme0LGLlIM2JleUTeVNnFAf-YPwqHy5jrM-P4Q

Engagement

During September and October, Council surveyed the community to get input on how COVID- 19 has changed their transaction methods, how they transact with Council and how they would be impacted by Council remaining cash-free.

To ensure that the survey reached a cross-section of a community, 250 random addresses were extracted from Council’s name and address register. A hard copy survey, including reply paid envelope, was sent to all addresses.

The survey was also promoted via: • yourvoice.qprc.nsw.gov.au

• social media

• Council’s e-newsletter

• Fortnightly Council advertisement in Regional Independent

• Response to media questions

• Printed survey in the Regional Independent newspaper (distribution 5,500)

• Hard copy surveys at Council facilities, including customer service, libraries, waste facilities etc

Council received 343 responses, the most successful engagement project since the merger in 2016. Of the 343 responses, 155 were completed on a hard copy survey, indicating that the survey reached many of those 250 random addresses, including a number of customers who may not be as comfortable using online methods.

Key outcomes of survey: • Eftpos (35.7%) is the most preferred payment method, including outside of Council. Cash (29.7%) and online (29.4%) were similar

• 83.2% of respondents said they had not changed their payment preference since COVID-19

• 52.4% said they had reduced their reliance on cash

• 66.6% of respondents feel comfortable completing online payments

• Only 6% have used Council’s phone payment portal

• In 2019-20 (only one rates instalment during COVID), 45.5% of respondents paid their rates and water notices online,16% paid by cash and 12% via eftpos. 17% of respondents elected not applicable, suggesting they are likely property tenants

Page 85 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.15 Transacting with Council (Ref: ; Author: Richards/Tozer) (Continued)

• Of those customers paying with cash, 60% generally pay at a Council office, with 35% at Australia Post

• A permanent cash-free environment would not affect 61.7% An internal working group was also established with staff operating in cash-taking facilities. The working group discussed the pros and cons of remaining cash-free, the challenges being faced by staff and customers, and options for the future.

The working group did not have a unanimous position of the acceptance of cash, as shown below:

Area Preference Comments

Minor number of complaints Majority of transactions larger amounts Customer service No cash Issues raised at Braidwood re accessibility to Post Office Mainly small transactions. Older average user Library No cash Will make adjustment to business processes to suit cashless environment – subject to future Council report Issues with connectivity at sites Waste Cash Loss of revenue if unable to accept payment Possible increase in illegal dumping

Animal Costs for release of dogs increases daily. If can’t No cash Management pay cash one day, higher fee next day

Recreation and Smaller transactions (kiosk) may need alternate No cash Culture approach (ie QPRC card)

Customer service

As the majority of transactions are large (rates/water), remaining cash free is supported in this area. The introduction of the NSW Planning Portal means that all planning-related fees are online. Since March, only a small number of complaints have been received regarding the cash-free environment.

Braidwood concerns

Both community and staff have raised concerns with a cash-free environment at the Braidwood customer service centre. The Braidwood population is generally older than the rest of QPRC, with 32% of residents aged over 60, compared to 17.7.% for the entire LGA. Internet connectivity in the eastern areas of the LGA is lower, meaning online transactions may be problematic. Additionally, customers and staff have raised the accessibility of the Braidwood Post Office as an issue. In its current form, there is no ramp and the Post Office is inaccessible to residents with mobility issues. Braidwood customer service staff have consequently accepted cash payments from residents who have mobility issues.

Page 86 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.15 Transacting with Council (Ref: ; Author: Richards/Tozer) (Continued)

Waste facilities

Council operates a number of waste facilities around the LGA, many in areas with connectivity issues. While solutions exist for times when electronic service is unavailable (Eftpos machine connected later and transactions processed), waste staff do not support remaining as a cash- free environment. Since March, waste facility staff have encouraged card payments, but have continued to accept cash. An adjustment of the fee to the nearest $5 may be an option. Concerns have been raised that if we make it difficult for people to pay for and dispose of their waste, Council will see an increase in illegal dumping.

QPRC libraries

QPRC libraries would prefer to remain cashless, with a future report to come to Council regarding some of the smaller charges that current apply to the library (photocopying and library fines).

Animal Management Facility

In general, remaining cash-free is supported. However, staff have requested some discretion be provided in certain circumstances. For example: The daily maintenance fee for a dog is $45.50. There have been occasions when a customer has arrived to collect their dog and have only had cash with them. As they were unable to return until the next day, the customer was due to be charged an additional $45.50. Staff have requested that if Council chooses a cash free environment, discretion be allowed to waive the additional days’ maintenance cost.

Aquatic Centre, eastern pools and indoor sports centre Staff support remaining cash free, however this will need to be reviewed following the 2020- 21 summer period. There are some concerns regarding the purchasing of items from the kiosk by children. Recommendation is to remain cash-free in 2020-21, with review after the summer season. If facilities were to remain cash-free into the future, Council would need to consider options for children, such as a pre-paid card to use for smaller purchases at the facilities.

The working group discussed four options, being: 1. Remain cashless at all services/facilities 2. Return to pre-COVID arrangements 3. Accept cash at some facilities 4. Apply a cash limit (ie cash payments over $100 not accepted)

Option 3 is preferred by staff.

Some metro councils such as Willoughby Council has been cash-free since March 2020 and have made this a permanent policy. However, the demographics of a council like Willoughby are very different to QPRC, and they also have fewer facilities to manage (no waste). As part of making this permanent, Willoughby reviewed its fees and charges and some small transactions (>$2) were removed, while tap and go facilities were installed on Library machines. This decision was made by operational staff.

If Council chooses to continue with a cash-free environment, especially in the customer service area, significant focus will need to be placed on increasing accessibility to online payments, providing assistance to residents via the self-serve kiosks and increasing education in the community.

Page 87 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.15 Transacting with Council (Ref: ; Author: Richards/Tozer) (Continued)

If Council chooses to adopt the recommendation, a communications plan would be developed to inform customers of the permanent change and advise of options (including online, Australia Post etc).

Financial With regard to rates and water bill payments, residents are able to pay with cash at any Australia Post branch. However, for every over the counter transaction at Australia Post, Council is currently charged $1.87. Australia Post advised in mid-2020 that the per transaction cost would be increasing to $3.08.

The increase in charges, along with the increase in transactions due to Council not accepting cash, will have a financial impact. Based on figures collected between August and October in 2019 and 2020, Council could expect Australia Post charges to increase by approximately $32,000 per year.

The table below also highlights that over the counter transactions increased by around 3,500 or 125%. If Council chooses to continue its cash-free approach, the number of transactions would likely increase.

Month OTC transactions Current cost Future cost

August 2019 1,996 $3,676 $6,147

September 2019 455 $850 $1,729

October 2019 353 $660 $1,087

Total period 2019 2,804 $5,186 $8,963

August 2020 1,107 $2,070 $3,409

September 2020 3,619 $6,767 $11,146

October 2020 1,599 $2,990 $4,924

Total period 2020 6,325 $11,827 $19,479

The increase in Australia Post costs would largely offset the savings made from not requiring security to take cash to banks. It should also be noted that should some facilities (waste and libraries) continue to take cash, that some security may be required. In the same period as highlighted above (August-October 2019 and 2020) payments via Council’s online portal have declined slightly (3,464 to 3,191), while payments via BPay (via online banking apps/website) have increased from 36,494 to 43,187. Note: BPay and Council’s online payment portal payments cover debtor accounts, not just rates and water.

Conclusion Having considered the feedback from the community and staff along with figures obtained from 2019 and 2020, it is recommended that a mixed approach be taken to cash at QPRC.

Page 88 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.15 Transacting with Council (Ref: ; Author: Richards/Tozer) (Continued)

Customer Service: • Queanbeyan – No cash

• Bungendore – No cash

• Braidwood – electronic payment preferred, but cash accepted

Waste facilities • Electronic payment preferred, but cash accepted

Libraries • No cash – future report to Council re small transactions such as photocopying and fines.

Animal Management Facility • No cash – staff provided discretion with some fees

Indoor Sports Centre, Aquatic Centre and Pools • No cash for remainder of 2020-21 financial year, with a review to be undertaken, including investigation options for pre-paid card.

Attachments

Attachment 1 Executive Summary of engagement report - Transacting with Council (Under Separate Cover)

Page 89 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.16 Braidwood Customer Centre and Library (Ref: ; Author: Tegart/Tozer)

File Reference: 2.9.1-11

Summary This report presents feedback and further options to redesign and refurbish the Braidwood customer centre and library.

Recommendation

That Council: 1. Proceed with the changes to the Braidwood Customer Service Centre and Library. 2. Finalise the design prior to seeking tenders, and if required, seek additional grant or Council funding to supplement the budget. 3. Progress engagement of a specialist library design consultant to review the current layout and functionality of the area. The consultant will take into account the proposed changes and ensure that the children’s library is retained and is not reduced in size.

Background In mid-2019 Council sought public comment on preliminary options for the redesign refurbishment of Braidwood customer area and library (see attached plan). The intent of these plans was to provide a combined library/customer service desk that would increase security for staff and enable the library to remain open during lunch periods. Following review of the public comments, Council resolved in June 2019 to: 2. Engage a professional design consultant to evaluate the merits and functionality of rearrangements within the Braidwood office buildings, having regard to heritage and access. 3. Receive a further report on the outcome of the professional design consultant’s findings. Staff worked with Eric Martin and Associates (EMA) to prepare plans for the area. Initial plans were developed in late 2019 and presented to Braidwood-based office staff, the Braidwood and Curtilage Heritage Committee and the Braidwood Community Association (BCA). Based on feedback, Council’s Executive resolved not to proceed with the plans and made some adjustments to the project scope. In early 2020, EMA revised the plans prior to a workshop with councillors in August 2020. The revised plans were presented to staff, the Heritage Committee and the BCA for comment. Some minor adjustments have been made since, and now the final draft is presented to Council with a recommendation to seek public comment. The project now has two stages: • Stage 1 – ground floor redesign and extension, including combined service desk and relocation of archive records from upstairs to Old Library building in Park Lane

• Stage 2 – refurbishment of upstairs area, returning it to cultural and community uses (subject to grant funding)

Page 91 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.16 Braidwood Customer Centre and Library (Ref: ; Author: Tegart/Tozer) (Continued)

Features of the plans for the ground floor of 144 Wallace Street include: • Access retained from Wallace Street and Park Lane • Construction of a link between customer service and library. Requires removal of one window. • Combined library/customer service desk (counter) with dividing sliding door • Space for 19 staff at ground level, including hot desks • Relocated children’s area in library (same size) • Relocation of records from first floor to the Old Library in Park Lane • Staff meeting room, security and amenities • Small smart hub

It should be noted that QPRC’s library team will engage a specialist library design consultant to review the current layout of the Braidwood library. Draft plans for the Braidwood Customer Service Centre and Library were presented to Council on 14 October 2020 when Council resolved: That Council: 1. Seek public comment on the plans for the Braidwood customer area and library at 144 Wallace Street. 2. Receive a further report following the public exhibition

Implications Engagement Following Council’s resolution of 14 October, the plans for the Braidwood Customer Service Centre and Library were placed on public exhibition between 16 October and 30 November. The exhibition period was extended beyond the regular 28-day period to allow an article to be published in QPRC News. The newsletter was delivered to residents in mid-November. The exhibition period was advertised at yourvoice.qprc.nsw.gov.au, fortnightly advertisement in the Regional Independent, direct email to previous submitters on this matter, e-newsletter, social media and at the Braidwood Customer Service Centre and Library. Council received 21 submissions on the draft plans. These were received via yourvoice.qprc.nsw.gov.au, delivery to customer service centres and email. Along with seeking comments about the designs, Council asked residents three additional questions 1. Do you believe there is a need for further community/cultural space in Braidwood? Yes 9, No 6 2. Do you believe a smart hub would be a good addition to the Braidwood community? Yes10, No 4 3. Would you be interested in using a smart hub if it was available? Yes 5, No 10

Page 92 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.16 Braidwood Customer Centre and Library (Ref: ; Author: Tegart/Tozer) (Continued)

Summary of issues raised Further detail is provided in the attachment, however the key matters raised by community members include:

Issue raised Council response Under the plans, the children’s library would be relocated within the current library. It is not intended that this space will be reduced in size. Impact on children’s Council will engage a specialist library design consultant to library review the current layout and functionality of the area. The consultant will take into account the proposed changes and ensure that the children’s library is retained and is not reduced in size. Council acknowledges the importance of both services and this plan is attempting to provide additional service, not less, and more safety for staff. Further consultation is required with staff, however Council will continue to employ dedicated library and customer service officers. If a joint counter is progressed, customer service staff will not be expected to undertake all processes and tasks of the librarians and vice versa. Customer service officers would undertake standard enquiries if required (check in, check out Impact on level of books etc) and librarians would undertake standard customer service in service enquiries. This may enable some customer service tasks library/customer to be completed on a weekend when customer service is service currently closed. By having a combined customer service and library counter, Council will be able to provide greater support for staff and also increase opening hours for the library. Currently, the library is closed between 12.30pm and 1.30pm Monday-Friday. With a combined counter, this would remain open throughout the day, providing an additional 250 hours of service per year. Additionally, when only one customer service officer is at the Braidwood office (sick leave/annual leave), the office is closed for one hour for lunch breaks. With a combined counter, this would be alleviated. The smart hub in the proposed design is small (three desks) and will be used as a trial for a potential larger hub in the future. A smart hub can be used by Braidwood locals who are employed in Operation of smart Canberra or Queanbeyan, who would prefer/permitted to work hub closer to home and require professional facilities (printer/Wi-Fi etc), or utilise the hub for online study and tutorials. The smart hub would be a user-pay service. The community was initially consulted on these plans in June 2019. Based on the feedback received, further thought was given to the layout and functionality of the ground floor area. Council Consultation worked with an architect on some options, with were presented to staff, the Braidwood Community Association, the Heritage Committee and councillors for consideration prior to the most recent community consultation.

Page 93 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.16 Braidwood Customer Centre and Library (Ref: ; Author: Tegart/Tozer) (Continued)

Financial Council has allocated $220,000 towards the upgrades. Initial cost estimates suggest that considerable further funding is required to complete the works. No estimates or funding has been prepared for any future refurbishment of the upstairs section of the building. Before proceeding to tender, staff will further analyse the plans and inclusions. If required, grant funding, or additional Council funding, will be sought to supplement the budget.

Program Expense Funding source Amount Code Type

Funded in 2019-20 and carried over to $220,000 Capital 2020-21

Conclusion Many of the concerns raised by the community relate to the operation of the Braidwood Library. The plans are not intended to impact operation of the library, in fact by combining the customer service and library counter there will be an additional 250 hours of library service per year. If this project proceeds, Council will engage a specialist library designer to review the layout and functionality of the library, with any changes to enhance the experience for customers and staff. Crucially, if supported, the plans will open up the first floor for redevelopment and community use subject to future design, estimates and grant funding.

Attachments

Attachment 1 Community engagement report - Braidwood customer service and library (Under Separate Cover) Attachment 2 Draft Plans - 144 Wallace St, Ground Floor (Under Separate Cover)

Attachment 3 Original plans (2019) Braidwood customer service centre (Under Separate Cover)

Page 94 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.17 Amendment to 2020-21 Operational Plan - Property Addendum (Ref: ; Author: Richards/Tozer)

File Reference: 51.1.1-01

Summary Council considered reports at its October 2020 meeting that modified the 2020-21 Operational Plan, including the Property Addendum. Subsequently, the amended Property Addendum was placed on public exhibition between 11 November and 9 December 2020.

Recommendation That Council adopt the amended Property Addendum and update the 2020-21 Operational Plan on Council’s website.

Background At its meeting on 28 October, Council resolved as follows:

Item 9.4 Bungendore Car Park Options Resolution: 209/20 RESOLVED (Schweikert/Biscotti) That Council finalise design and proceed to tender for construction of the central carpark in Bungendore on the following parameters: 1. Provide up to 60 public and disabled carparking spaces, with vehicular access from Ellendon St and pedestrian access from Malbon St, public toilets, and EV charging facilities, sited in accord with Option 1. 2. Optimise landscaping and tree planting for shade and amenity. 3. Progress acquisition of and form a pedestrian access from Gibraltar St to the carpark. 4. Within the allocated funding of $1m loan and $660k from land sales and s94 carparking contributions.

Item 9.16 Bungendore Education Precinct Proposal Resolution: 211/20 RESOLVED (Hicks/Schweikert) 1 Note the report on the Bungendore Education Precinct proposal, the scope and sequencing of works associated with the construction; and impacts on Council and community assets. 2. Support the proposal from NSW Department of Education (DoE) in terms of: a. providing support for the establishment of the education precinct and shared-use of facilities; b. agreeing to the sale of 2, 4-6 Majara St, 10 Majara St, and the Majara road reserve between Turallo Terrace and Gibraltar St to DoE, based on independent valuations; c. authorising the road closure of that above part of Majara St road reserve;

Page 95 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.17 Amendment to 2020-21 Operational Plan - Property Addendum (Ref: ; Author: Richards/Tozer) (Continued)

d. authorising the CEO to negotiate terms of joint use agreements (MoU) of the Mick Sherd Oval, primary school oval; game courts, reserve, library, multipurpose hall, and sports hub in line with the attachment; e. noting detail design and traffic plans will form part of a SSDA by DoE for approval by the Minister. 3. Support reassigning the Abbeyfield aged care residential site from 4-6 Majara St to approx. 1800m2 site at Majara St road reserve north of Turallo Tce, and take steps to make necessary planning and administrative actions to enable that use, including: a. authorising closure of that part of Majara St road reserve; b. undertaking site compatibility planning assessment to enable aged care residential use on that closed section of Majara St; c. arranging a peppercorn licence to Abbeyfield to develop and occupy the site as an aged care residential facility. 4. Further to 2 and 3, amend the Operational Plan to disclose: a. the closure of relevant sections of roads; b. subdivision and repurposing of part crown reserves; c. sale of Council properties at 2, 4-6 Majara St, and 10 Majara St; d. leasing of part Majara St road reserve to Abbeyfield Housing under licence; e. exhibit for community feedback for 28 days and report back to Council. 5. Further to 2 and 3, authorise the CEO to identify suitable sites to establish a new Council office in Bungendore to replace the 10 Majara St facility, potentially incorporating a new depot, and report on options and associated estimates. 6. Amend the Financial Plan to include the construction of a new office/depot, and outdoor aquatic facility in Bungendore; utilising proceeds of sale for the construction of the office/depot, and the DoE contribution, section 94 contributions and new borrowings of $5m for the pool.

7. Amend respective development contribution plans to assist debt servicing for those purposes.

Page 96 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.17 Amendment to 2020-21 Operational Plan - Property Addendum (Ref: ; Author: Richards/Tozer) (Continued)

As a result of the resolutions, the following information is added to the Property Addendum (the full addendum is also attached): Funding source Property, description Proposed use or Current use (Property reserve and location means of sale unless stated Sale/gift Vacant block dedicated to proposed 4-6 Majara St Abbeyfield Sale to Department of development Education as part of As per resolution from 10 Majara St Council office Bungendore High 28 October 2020 Majara St road reserve School proposal Council meeting between Turallo Road regarding Bungendore Terrace and Gibraltar High School St Majara St road reserve north of Turallo Road Lease/future gifting to Terrace Abbeyfield Acquisitions/gift Acquire for pedestrian 15 and/or 17 Gibraltar Private use access to Bungendore Debt St carpark

Implications Engagement The changes to the Property Addendum were notified on Council’s Your Voice website and included in advertisements in the Bungendore Weekly and Council’s weekly e-newsletter during the exhibition period.

No submissions were received during the period.

Financial The financial implications of the sale and acquisition of land was addressed in the reports to Council on 28 October 2020.

Conclusion Following the exhibition of the amended Property Addendum, it is recommended that the Operational Plan 2020-21 be adopted and updated on Council’s website.

Attachments

Attachment 1 Amended Property Addendum (Under Separate Cover)

Page 97 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.18 Draft Cat Containment Policy - Googong and Jumping Creek (Ref: ; Author: Richards/Tozer)

File Reference: 3.4

Summary Through Council’s Dangerous Dogs Panel, the issue of roaming cats, specifically in Googong, has been discussed. As it stands, NSW legalisation does not prohibit cats roaming as it does for dogs. While it is a natural behaviour of cats to roam, it does have a detrimental impact on the environment, especially native fauna. With the Googong and Jumping Creek developments occurring near Googong Dam and the Queanbeyan River, Council may consider implementing rules to restrict the movements of cats.

Recommendation That Council: 1. Determine whether the draft Policy should apply to currently developed areas of Googong within five years of its initial adoption. 2. Endorse the draft Cat Containment Area – Googong and Jumping Creek Policy.

Background With the growth of Googong and its proximity to the Googong Dam foreshore, bushland and rural properties, Council has experienced an increase in cat-related complaints. These vary and can include: cats digging and defecating in private gardens, scratching vehicles, cats fighting at night causing excess noise, hunting and killing wildlife, and contributing to nuisance dog barking. Cats play a significant, but complex role in our society and culture and while pet cats bring health and comfort benefits to their owners, they have a natural instinct to hunt. Undomesticated (feral) cats are required to hunt to for their survival. There are 6,329 cats in the QPRC area with microchip or other ID, with only 2,225 cats registered. Googong currently has 1,635 occupied properties, with 154 of these having one or more cats, although this is not a true indication of how many cats are in Googong area as it does not show feral or sub-wild cat populations. It does however show that 9.4% of Googong homes own one or more cats. Council proposes introducing cat containment bylaws within Googong and the planned Jumping Creek Estate. Introducing cat containment areas within the community will play a key role in reducing the impact that cats have on the local environment. It should be noted that the draft Policy only applies to future development areas of Googong Township. Council may consider setting a future date for the Policy to apply to all areas of Googong. Staff have recommended that a five-year timeframe apply to this. As the Jumping Creek development has not yet commenced, the Policy would apply to the entire development. Residents within the cat containment areas would be required to keep their cats confined to their premises 24 hours a day. This can be achieved by restricting cats to the house, providing a purpose-built cat enclosure or erecting cat-proof fencing on the premises.

Page 99 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.18 Draft Cat Containment Policy - Googong and Jumping Creek (Ref: ; Author: Richards/Tozer) (Continued)

Nearby community estates such as Royalla and Mt Campbell specifically prohibit cats from being owned by estate residents.

Implications Legal Council’s power to introduce and regulate the proposed Cat Containment Area The NSW Companion Animal Act 1998 Section 29-32 provides the following general advice. Companion Animals Act 1998 (Part 4 Section 29) 29 Cats must have form of identification (1) A cat must be identified by a form of identification that enables a local authority to ascertain the name of the cat and the address or telephone number of the owner of the cat. (2) The identification may take any of the following forms— (a) a collar worn around the cat’s neck with a tag or tags attached, (b) a microchip, (c) any other form of identification prescribed by the regulations. (3) The owner of the cat is guilty of an offence if this section is not complied with.

Infringements notices • Cat not wear identification $180 • Owner/person in charge of cat found in a prohibited place $180 • Owner not comply with nuisance cat order – 1st offence $165 • Owner not comply with nuisance cat order – 2nd offence $165 The following legislation can be used to regulate the proposed by law. Companion Animals Act 1998 (Part 4 Section 30) 30 Cats prohibited in some public places Wildlife protection areas (meaning any public place or any part of a public place set apart by the local authority for the protection of wildlife and in which the local authority ordered that cats are prohibited for the purposes of the protection of wildlife and in which, or near the boundaries of which, there are conspicuously exhibited by the local authority at reasonable intervals notices to the effect that cats are prohibited in or on that public place). If a cat is in a place where cats are prohibited under this section— 1) the owner of the cat, or 2) if the owner is not present at the time of the offence and another person who is of or above the age of 16 years is in charge of the cat at that time—that other person, is guilty of an offence. Companion Animals Act 1998 No 87. (Part 4 Section 32) 32 Action to protect persons and animals against cats (1) Any person may lawfully seize a cat if that action is reasonable and necessary for the protection of any person or animal (other than vermin) from injury or death. (2) (Repealed) (3) If a cat that is not under the effective control of some competent person enters any inclosed lands within the meaning of the Inclosed Lands Protection Act 1901 and approaches any animal being farmed on the land, the occupier of the land or any person authorised by the occupier can lawfully injure or destroy the cat if he or she reasonably believes that the cat will molest, attack or cause injury to any of those animals.

Page 100 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.18 Draft Cat Containment Policy - Googong and Jumping Creek (Ref: ; Author: Richards/Tozer) (Continued)

(4) An authorised officer who finds a cat attacking or harassing an animal (other than vermin) within a wildlife protection area (as defined in section 30 (1) (b)) can lawfully injure or destroy the cat if there is no other reasonably practicable way of protecting the animal. Local Government Act 1993 No 30. (Chapter 7 Part 2 Division 1 Section 124) A Council may order a person(s) to do or to refrain from doing a thing specified in Column 1 of the following Table if the circumstances specified opposite it in Column 2 of the Table exist and the person comes within the description opposite it in Column 3 of the Table. Table Order 18) Not to keep birds or animals on premises, other than of such kinds, in such numbers or in such manner as specified in the order. The predation by cats in and around the Googong Township and foreshores is a key risk under the Companion Animals Act 1998 No 87. (Part 4 Section 30)

Environmental There are already various threatened native fauna species existing within Googong Township/Googong Foreshores and the wider area. An increase in uncontained cats will have detrimental effects on these species. • Aprasia parapulchella (Pink Tailed Worm Lizard) • Stagonopleura guttata (Diamond Firetail) • Calyptorhynchus lathami (Glossy Black Cockatoo) • Maquaria australasica (Macquarie Perch) • Synemon plana ( the Golden Sun Moth) • Suta Flagellum (Little Whip Snake) • Pyrrholaemus sagittata (Speckled Warbler) • Climacteris picumnus victoriae (Brown Treecreeper) Although Wildcare doesn’t get called for all animals that are attacked by cats within Googong Township area, they have had a number of calls involving cats this year. A Canberra research project (Barrat 1998) estimated that free roaming, but owned Canberra cats preyed on 61,000 birds, 2000 native mammals, 30,000 native reptiles and 6000 native frogs each year. Given that hunting and killing is a natural instinct for cats, the only way to prevent the behaviour is to contain the animal. Therefore, existing and newly built home must have a cat containment system. The googong.net.au website contains information for cat owners, including: We encourage all Googonian cat owners to keep their pets inside at all times. Cats are prohibited on public land which is zoned for 'environmental conservation'. This includes the parkland adjacent to the Googong Foreshores, as well as the Pink-tailed Worm- lizard Conservation Area. Cats found in these are likely to be controlled by rangers (shot, captured, or poisoned through fox baiting). Additionally, cats roaming onto neighbouring private properties face danger of being controlled by the landowners (especially via shooting and baiting intended for foxes). Cats are known to have a disastrous impact upon native fauna. Given the proximity of Googong to the Googong Foreshores, a refuge for native wildlife, roaming cats are likely to kill native fauna, particularly birds, within both Googong and the Foreshores.

Page 101 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.18 Draft Cat Containment Policy - Googong and Jumping Creek (Ref: ; Author: Richards/Tozer) (Continued)

Cat runs are an excellent way to keep your cat healthy and happy, and the area’s wildlife safe from harm. The Googong Foreshores Interface Management Strategy 2013 states:

A cat prohibition covenant will be placed over Management Area 1 and the publicly owned portions of Management Area 2. This covenant will be enforced via the provisions of the NSW Companion Animals Act 1998 of which 'Section 30 – Cats prohibited in some public places'

Engagement Staff discussed the prospect of a Cat Containment Policy with Councillors at a workshop in mid-2020. Following that workshop, staff met with representatives of Googong developers, Peet and the Googong Residents Association. Peet has been involved in other developments in the ACT where cat containment policies apply and are supportive of the introduction in future stages of Googong and the Jumping Creek development which they will also manage. Staff are seeking Council endorsement to commence public engagement with the draft Policy. If the draft Policy is endorsed for public exhibition, it will not occur until after Australia Day 2021 and will include some of the following methods: • Social media

• Council’s e-newsletter

• Information provided to Peet for distribution in local newsletter

• Survey targeted at Googong residents • Writing to registered cat owners in Googong The results of the exhibition period will be presented to Council at a future meeting. If adopted into the future, Council will work with Peet to educate and inform purchasers of land at Googong and Jumping Creek of the Cat Containment Policy. Peet has expressed a willingness to include cat containment information, products and other matters at future community education events.

Resources (including staff) The implementation of a Cat Containment Policy will have an impact on resources in the Animal Management team. Currently, Council employs one Team Leader, Animal Management, two Animal Management Officers and two Animal Attendants (one part-time). Along with maintaining the Animal Management Facility and service customers, the Team Leader and two Animal Management Officers are required to attend and investigate dog attacks, address barking dog complaints, attend reports of roaming dogs (where reasonable), attend reports of roaming stock on roads, conduct general community patrols and educate the community on the Companion Animals Act. Adding cat containment duties to the role of Animal Management staff will impact some of the other duties they are currently required to undertake. When Council receives a report of a roaming dog, staff request that the resident attempt to contain the dog, if safe, until a staff member can attend to impound the dog. Cats are much more difficult to catch, both by residents and staff members, meaning the likelihood of staff catching and identifying roaming cats will be less than with dogs.

Page 102 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.18 Draft Cat Containment Policy - Googong and Jumping Creek (Ref: ; Author: Richards/Tozer) (Continued)

Council also has an on-call Animal Management Officer for afterhours matters. This position attend dog attacks and reports of roaming dogs acting aggressively or causing a traffic hazard on main roads. It is not intended that this position would attend to reports of roaming cats afterhours (4.30pm-8.30am Monday to Friday, weekends and public holidays).

Conclusion The draft Policy has been presented for Council consideration and public exhibition if endorsed. Should the Policy then be adopted, further communications and education will be undertaken.

Attachments

Attachment 1 Draft Cat Containment Policy (Under Separate Cover)

Page 103 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.19 2021 National Folk Festival (Ref: ; Author: Richards/Duncan)

File Reference: 1.4.1

Summary The National Folk Festival (NFF) is seeking partnership and in-kind support to establish the festival in Queanbeyan. The NFF seeks to hold a new invigorated 2021 Folk Festival and the NFF board are strongly of the view that Queanbeyan is the ideal location to host it. Queanbeyan can provide the Festival with the venues, accommodation, transport, sightseeing opportunities, and a strong community to ensure a continued vibrant and participatory event. The festival is in accord with the QPRC Category 3 event policy and budget. This event would proceed if permitted in accordance with NSW Government COVID-19 Regulations.

Recommendation That Council: 1. Allocate financial support of $40,000 to the National Folk Festival for performance fees (including technical costs) and artist accommodation sourced from Category 3 Event budget. 2. Provide in-kind support of up to $12,970 in value, to cover: • Venue hire and associated services in Queanbeyan • Waste management • Public facilities • In-house digital marketing 3. Work with the National Folk Festival board to continue further events in Queanbeyan, beyond 2021.

Background The National Folk Festival (NFF) has been Australia's home and heart of folk culture beginning in 1967. In 1992, the Festival moved to the Exhibition Park in Canberra where it has been held ever since. Held annually over Easter, the NFF comes alive with colour, sound and enticing aromas through themed bars, food and market stalls, circus performers and roving musicians. Attracting audiences from all parts of Australia, the Festival brings world-class performers, established and emerging artists and music lovers together to discover, share, experience, and celebrate the exciting world of folk. The NFF has been a key event on Canberra's cultural calendar, attracting audiences of 35,000 and injecting over $4.3 million into the local economy. NFF event in 2021 Due to the global pandemic COVID-19, the 2020 NFF was cancelled in March this year and it has now also been cancelled in the ACT for 2021. These decisions were made in accordance with public health directions regarding non-essential events, particularly that music festivals are a very high-risk environment due to large numbers, crowds queuing and activities such as dancing and singing. 2021 will see a new invigorated focus for the NFF, primarily to continue to engage with a supportive community and play music, provide an income stream for performers and continue to share and educate evolving folk traditions to those that are yet to become “Folkies”.

Page 105 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.19 2021 National Folk Festival (Ref: ; Author: Richards/Duncan) (Continued)

To realise this new focus, the events and activities will need to be scaled back without compromising the experience to the folk community. The NFF board are strongly of the view that Queanbeyan is the ideal location to host their invigorated folk event in 2021. The NFF propose running a two-day event on Saturday 3rd and Sunday 4th April 2021. This would allow the NFF to continue with their `Easter' tradition and keep the NFF firmly in the calendar of festival goers. As a replacement to the annual National Folk Festival, the NFF propose to bring folk to the streets of Queanbeyan. Over two days a series of concerts at multiple venues are proposed to be held as well as free folk entertainment and activities. The proposed Concert Program —Saturday 3 April and Sunday 4 April: Bicentennial Hall — morning matinee, afternoon matinee, early evening, and evening show. The Q Performing Arts Centre— morning matinee, afternoon matinee, early evening, and evening show Masonic Hall — workshops during the day and Session Bar throughout the evening The Royal Hotel - morning matinee, afternoon matinee, early evening, and evening show (partnership negotiations with The Royal Hotel would be managed separately) Crawford Street Activities — Saturday 3 April only: free folk music, face painting, dance exhibitions and a busking competition on Crawford Street throughout Saturday 3 April. Local businesses in the Crawford Street precinct would be encouraged to trade on the footpath on Saturday 3 April 2020.

Benefits to Queanbeyan, it's people, it's economy The NFF anticipate Concert attendance (in different Queanbeyan venues) of 2,000 — 2,500 pax per day. These figures are based on current COVID restrictions and may increase by April 2021. National Folk Festival data indicates 53% of festival goers come from outside the local region, predominately from NSW. Refer table below — NFF attendance by state in 2019

Attendees ACT NSW VIC QLD SA WA TAS NT INT

Season Ticket holders 43% 28% 14% 6% 4% 2% 1% - 2% Season Camping ticket holders 10% 55% 21% 6% 4% 1% 2% 1% -

Day ticket holders 64% 26% 7% 1% 1% - - - 1% Contracted Performers 24% 28% 18% 4% 5% 5% 3% 2% 11% Volunteers 34% 40% 17% 3% 3% 1% 1% - 1%

Stallholders & their staff 29% 39% 24% 5% 1% 1% - - 1% Festival Staff and Event - 38% 55% 7% - - - - - Contractors Total 47% 32% 12% 3% 2% 1% 1% - 2%

Additionally, in a recent survey of the NFF festival community, half indicated they would require accommodation if the Festival remained in the local region. Of those requiring accommodation there was an equal split between camping, motel, and Airbnb accommodation. Based on anticipated attendance at each of the concerts, the NFF Board conservatively assume 500 beds are required for the evening of 3 April, with a smaller number required for the evenings of 2 April and 4 April 2021. Festival goers would require meals and snacks throughout the day as well as access to other retailers. The NFF does not intend to call for stallholder applications for this event. It is acknowledged the benefit the event would bring to Queanbeyan businesses particularly on

Page 106 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.19 2021 National Folk Festival (Ref: ; Author: Richards/Duncan) (Continued)

the back of drought, fire, and pandemic in 2020. Whilst not every supplier can be sourced from the local region, the NFF would make a commitment to engage as many local businesses as possible. The NFF relies heavily on its volunteer community to deliver events. The NFF Board are of the view that by bringing this event to Queanbeyan, new volunteers would be attracted to assist. The NFF provide a volunteer program that is diverse, fun and safe, where any opportunity for new volunteers would be welcomed to share, ideas and expertise and help to deliver a successful event in 2021. Request for QPRC Support In 2020, the Festival received little income due to the Festival cancellation. The NFF Board are hopeful that a 2021 event will provide a level of financial viability for future events. If the model is successful, future events may continue in Queanbeyan. To facilitate the Queanbeyan 2021 event, the NFF seek partnership support via both sponsorship and in-kind support from Council. In terms of in-kind support, the NFF Board propose that all Council venues used for events are provided free of charge. This would cover the period for bump-in, performances and bump-out. In addition to the free of charge venue hire, the NFF Board request that Council sponsor the Easter event to the value of $40,000. This amount would greatly assist with the payment of performers as well as engaging local suppliers to deliver the event. At this stage, the NFF event in Queanbeyan is proposed for 2021 only. With two Festival cancellations in 2020, the NFF Board are moving forward with a cautious, albeit positive and motivated outlook.

Implications

Economic Local Economic Benefits (source ID economic modeller) Value-added Local Jobs Output ($) ($) (annual jobs) Direct impact 536,793 258,927 4.3 Industrial impact 137,370 57,547 0.3 Consumption impact 46,886 21,949 0.2 Total impact to QPRC economy 721,050 338,422 4.8 Assumptions 2250 Daily Visitors (53% overnight at $173 spend pp/pd and 47%-day trip at $100 pp/pd) = $624,178.

Impact on Output The total visitor spend of $624,178 attributed to staging the NFF 2021 would lead to a direct impact on output of $536,793. This additional direct output from the economy would also lead to an increase in indirect demand for intermediate goods and services across related industry sectors. These indirect industrial impacts (Type 1) are estimated to be an additional $137,370 in output. There would be an additional contribution to the Queanbeyan-Palerang Regional Council area economy through consumption effects as correspondingly more wages and salaries are spent in the local economy. It is estimated that this would result in a further increase in Output of $46,886.

Page 107 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.19 2021 National Folk Festival (Ref: ; Author: Richards/Duncan) (Continued)

The combination of all direct, industrial and consumption effects would result in total estimated rise in Output of $721,050 in the Queanbeyan-Palerang Regional Council area economy.

Impact on value added and GRP The impact of an additional of $624,178 spend to the local economy as a result of the NFF 2021 would lead to a corresponding direct increase in value added of $258,933 in the region. A further $57,547 in value added would be generated from related intermediate industries. There would be an additional contribution to the Queanbeyan-Palerang Regional economy through consumption effects as correspondingly more wages and salaries are spent in the local economy. It is estimated that this would result in a further increase in value added of $21,949. The combination of all direct, industrial and consumption effects would result in an estimated addition in value added of $338,422 in the Queanbeyan-Palerang Regional Council economy.

Value added by industry represents the industry component of Gross Regional Product (GRP). The impact on the Queanbeyan-Palerang Regional Council’s GRP as a result of staging this event is directly equivalent to the change in value-added outlined above. In summary, GRP in the Queanbeyan-Palerang Regional Council is estimated to increase by $338,422 as a consequence of the event.

Strategic Events are a key feature of the QPRC Tourism Plan. This event would have a positive impact on achieving these objectives. The economic modelling above identifies financial benefit to the region as a direct result of this event. Council’s Event Strategy identifies Category 3 opportunities as events or festivals with a primary purpose of showcasing and attracting visitors to the region. Category 3 events focus on creating significant economic and/or visitor generation within the Local Government Area. The economic modelling identifies this event as falling within the category 3 requirements.

Financial Partnership contribution Financial support of $40,000 for performance fees (including technical costs) and performer accommodation. In-Kind contribution

ITEM In-kind contribution (up to the value of) The Q Performing Arts Theatre (inc bump-in and bump-out) $ 3,120 The Bicentennial Centre (inc bump-in and bump-out) $ 3,650 Front of House & Box Office employees $ 3,000 Waste Management $ 1,500 Public Facilities $ 1,200 In-house digital Marketing $ 500 Total $ 12,970

The Event risk assessment will be completed by the National Folk Festival. Funds are available in the QPRC Events Sponsorship Scheme Category 3 budget.

Page 108 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.19 2021 National Folk Festival (Ref: ; Author: Richards/Duncan) (Continued)

Council will be responsible for operating bars at both the Q Performing Arts Centre and the Bicentennial Centre, the profits from bar sales will be retained by Council. Program Expense Funding source Amount Code Type QPRC Events Sponsorship Scheme Category 3: Events Partnership payment $ 40,000 In-kind Contribution $ 12,970

Total contribution value $ 52,970

Resources (including staff) The event will be run primarily by the NFF with a host of volunteer support as managed by the NFF Board. Council staff will assist in Front of House and box office. As part of the arrangement, Council will operate the bars for both the Bicentennial Centre and the Q Performing Arts Centre during the event using products from the NFF preferred suppliers. Integrated Plan Hosting of this event in 2021 align with both the QPRC Tourism Plan and the QPRC Events Strategy. Conclusion Queanbeyan and the region would benefit greatly if this event was to be held in Queanbeyan. Benefits would include an increase in visitors to the region with a flow-on economic benefit to local business. 2020 has been a trying year and an event of this stature would assist to generate some financial and economic benefit for the region, it is also a great opportunity to showcase what the region has to offer.

This event will only proceed if COVID-19 NSW Government restrictions permit.

Attachments

Nil

Page 109 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.20 Cultural Arts Assistance Scheme Application - Queanbeyan Art Society (Ref: ; Author: Richards/Mirowski)

File Reference: 1.1.3 COMMUNITY – CULTURE – CULTURAL DEVELOPMENT – Cultural Arts Assistance

Summary On 23 November 2020, Queanbeyan Art Society submitted an application for funding under Council’s Cultural Arts Assistance Scheme (CAAS). The application seeks $1,500 to purchase cameras, two small flat screen televisions, switches, cabling, routers, television mounts and a sound system for use at arts tutoring workshops.

Recommendation

That Council approve a donation of $1,500 from the Cultural Arts Assistance Scheme to Queanbeyan Art Society, to assist with the costs of equipment to enable art workshops and tutoring to continue under COVID health and social distancing regulations.

Background The Queanbeyan Art Society provides opportunities for local community members to learn skills in visual art and sculpture. The Society has been heavily impacted by COVID-19, resulting in cancellation of programs and exhibitions and reduced revenue and sales. COVID restrictions at the time of application meant that only 6 individuals could safely watch tutor demonstrations at the Society’s arts workshops, whereas at least 12 participants are needed to make the workshops financially viable. The Society is seeking funds from QPRC to purchase the equipment necessary to conduct COVID-safe workshops for at least 12 individuals, so that these workshops may continue. Implications Legal Assessment of CAAS applications and their presentation to Council for approval was deferred in late March 2020, due to the requirement for QPRC to adhere to COVID-related social gathering restrictions. Council’s website has now been updated indicating that CAAS applications that include community group events or multiple person-to-person engagement cannot be considered, due to the current COVID-19 regulations, but that other applications may be considered.

The Queanbeyan Art Society application focuses on providing equipment which will allow art tutoring workshops to be delivered to the Queanbeyan community, while still adhering to COVID regulations. The project will allow workshops to be provided for 12 participants while still adhering to the COVID-19 regulations in place as at 23 November 2020, noting that COVID-related social distancing regulations are regularly changing based on the status of the pandemic. The equipment, however, will ensure social distancing can be achieved for the art workshops, irrespective of the ever-changing COVID regulations and environment. Policy The project meets and aims and eligibility criteria of the CAAS, will benefit the broader Queanbeyan-Palerang community and will utilise professional artists. As such it meets the criteria for a CAAS grant of $1,500. The project aligns well with the QPRC Donations Policy, under which Council commits to providing financial assistance for the development of positive

Page 111 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.20 Cultural Arts Assistance Scheme Application - Queanbeyan Art Society (Ref: ; Author: Richards/Mirowski) (Continued)

and beneficial projects which address the identified objectives in the QPRC Strategic Plan 2018-2028. The project has potential for strong outcomes under the Strategic Plan’s key goal of Strategic Pillar 1 – Community, ‘We build on and strengthen our community cultural life and heritage’. Financial

There are sufficient 2020/2021 CAAS funds available to cover this funding request.

Program Expense Funding source Amount Code Type

3020- Donations Grant – Cultural Arts Assistance $ 1,500 5070 Cultural Scheme Activities

Conclusion

The funding application aligns with the aims and purpose of the CAAS, QPRC’s Donation Policy and Community Strategic Plan. It has potential to produce beneficial artistic, social and cultural outcomes.

Attachments

Attachment 1 Atachment 1 - Queanbeyan Art Society CAAS application (Under Separate Cover) - CONFIDENTIAL

Page 112 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.21 Procurement Policy (Ref: ; Author: Knight/Monaghan)

File Reference: 43.4.1-10

Summary

Council’s procurement policy has been reviewed and updated to: • provide guidance for Council to facilitate consistency and control over its procurement and contract management processes; • demonstrate transparency and accountability to the community as well as existing, prospective, and potential suppliers; • provide guidance to procurement decision-makers on the standards of ethical behaviour expected of them; • focus on the application of best practice in procurement; and • increase the likelihood of achieving the optimal outcome for the community when purchasing goods, materials, and services by obtaining the best value for money. Recommendation

That Council adopt the updated draft Procurement Policy.

Background

The Procurement Policy was adopted in October 2017 and was focused on: • Value for money as the core principle of procurement – the optimum combination of cost and non-cost factors • Supporting the local economy • Supporting sustainability objectives • Building Council’s procurement capacity through use of regional procurement (LGP and CRJO), and staff training and development and ongoing review and improvement of procurement processes • Open and fair competition • Accountability • Probity and transparency • Risk management.

The current revision has maintained the same principles and objectives, with the following updates. • Financial $ value procurement thresholds are recommended for adoption within the Procurement Policy. These levels have been developed for compliance with the Local Government Act and balanced with the requirement to increase opportunities for efficient decision-making for each procurement activity. • Acknowledgement of the requirements of the Modern Slavery Act 2018 in relation to supply chains, and related due diligence requirements for Council procurement activities, • Review and update of alignment with sustainability principles with reference to ISO20400 – Sustainable Procurement, and • Reference to CRJO as an opportunity for aggregated Council procurement.

Page 113 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.21 Procurement Policy (Ref: ; Author: Knight/Monaghan) (Continued)

Implications

Legal

The regulatory context for local government procurement in NSW is compliance with: a) Local Government Act 1993, Part 3, Division 1, section 55 b) Local Government (General) Regulations 2005, Part 7, Divisions 1-3, Sections 163-179 c) Tendering Guidelines for NSW Local Government (October 2009) In addition to the procurement thresholds contained within the detailed in the Policy at schedule 1, it is noted that Local Government (General) Regulation 2005 was amended in January 2020 to temporarily increase the tendering exemption threshold to $500,000 for contracts that are entered into primarily for the purpose of bushfire-related response and recovery work, and that this extension will remain in place until 31 December 2020.

Sustainability

Council has a policy commitment to apply the principles of sustainability to decision-making, and has adopted a quadruple bottom line (QBL) approach that requires procurement decision- makers consider overall economic, environmental and social impacts (both positive and negative) and improve overall governance.

The Procurement Policy places due emphasis on Council’s objectives and strategy for sustainable procurement.

Where procurement decisions have environmental impacts, mitigation, prevention, or alternative strategies are explored and considered in line with ISO20400 – Sustainable Procurement Guidelines, and the LGNSW Sustainable Procurement Guide to minimise negative outcomes.

To support the sustainability objectives within the draft Procurement Policy, Council Officers have access to resources for sustainable sourcing strategies including: a) A copy of AS ISO20400 – Sustainable Procurement – Guidance b) LGNSW Sustainable procurement Guide (includes QBL measures & life cycle analysis) d) Sustainability impacts, Risk and Opportunity Analysis template e) Supplier Environmental Plan templates for inclusion in sourcing documentation

Conclusion

The Procurement Policy has been reviewed by Council Staff to set the standards by which Council will conduct its procurement activities, that align with the principles of transparency, probity and good governance, and that deliver best value for money.

Attachments

Attachment 1 Draft Procurement Policy (Under Separate Cover)

Page 114 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.22 Boundary Adjustment with Goulburn Mulwaree Council (Ref: ; Author: Monaghan/Robinson)

File Reference: 354523

Summary

Council received a request from a ratepayer in Feb 2019 to transfer a sliver of land they purchased from the Crown from the QPRC LGA to the Goulburn Mulwaree LGA where the remainder of her adjoining land is located. Goulburn Mulwaree Council has received a similar request from another ratepayer who has a similar issue, in reverse. Both pieces of land are small, elongated slivers of land along the boundary of the two Councils. This process has been delayed as no boundary adjustments are considered within 12 months of a council election. Due to the change in the election date, this has resulted in the 12 month delay being extended by an additional 12 months.

Recommendation

That Council: 1. Approve the making of a joint application with Goulburn Mulwaree to the Minister for Local Government and Governor for a boundary adjustment to achieve the following: a) Transferring the land known as Parish: Willeroo Pt Lot 1 DP 1230792 from Goulburn Mulwaree Council to Queanbeyan Palerang Regional Council b) Transferring the land known as Lot 2 DP 1236465 from Queanbeyan Palerang Regional Council to Goulburn Mulwaree Council 2. Write off $2,859.25 rates and annual charges on the property known as Lot 2 DP 1236465, and additionally write off future rates and annual charges until the boundary adjustment application has been assessed. 3. Request that the Boundary Commission commence assessment of the boundary adjustment immediately, due to it being only a minor change that should be dealt with as an administrative issue, and that further delay only causes financial hardship on the two ratepayers.

Background

The following table summarises the current land holdings of the ratepayers making the requests: Request No Land In GMC Land in QPRC 1 Parish Merigan Lot 1 DP132392 Lot 122 Lot 2 DP 1236465 DP754877 Lots 4 11 12 41 60 88 89 94 146 158 159 171 210 211 231 236 300 DP754894 Lot 65 DP754919 EP49690 Parish Ellenden LI 515311 (442.575H) 2 Parish: Willeroo PT Lot 1 DP 1230792 (5942m2) Lot 21 DP 1098556, Lot 1 DP 1230792

Page 115 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.22 Boundary Adjustment with Goulburn Mulwaree Council (Ref: ; Author: Monaghan/Robinson) (Continued)

The first request will involve an adjustment transferring land from QPRC to GMC while the second request will result in land being transferred from GMC to QPRC. Aerial maps showing the affected properties are attached. Both of these requests have emanated from the purchase of Crown Land by the ratepayers. Unfortunately, in both instances the properties involved were on the boundary between the two Local Government Areas and in both cases the land purchased was on the opposite side of the boundary from the rest of their property. This has resulted in the ratepayers now receiving rates notices from both GMC & QPRC for what is effectively used as one property in each local government area. In order to make application for a boundary adjustment around the two properties, a resolution from the affected Councils, supporting the boundary change proposal and specifically authorising making an application to the Minister and the Governor is required. Minor boundary adjustments such as these are usually assessed by a small team within the Office of Local Government. At present the assessment of any boundary adjustment is on hold due to a ruling that no adjustments will be considered within 12 months of a Local Government election. The current period for no assessments commenced in September 2019 prior to the deferral of the 2020 elections due the Covid-19 pandemic. Unfortunately, this period was simply extended by a further 12 months when the election was deferred. As a result, any application made by GMC and QPRC will not be assessed until at least October 2021. As part of the application process, both Councils need to determine how they want to deal with any outstanding rates that may or may not exist at the time of the boundary adjustment so as to avoid any potential dispute between the Councils about unpaid rates or charges over the lands being transferred. Due to the lengthy “non-assessment” period outlined in the previous paragraph, it is recommended that Council agree to write off any outstanding rates and all future rates levied on the property until it can be transferred to Goulburn Mulwaree Council (Lot 2 DP 1236465) until the outcome of the boundary adjustment application is known. Goulburn Mulwaree Council will be considering a similar report at their December Council meeting. Should both Councils agree to these boundary adjustments, an application will be made early in the new year to ensure that it can be dealt with by the OLG following the Local Government Elections in September 2021. Staff are recommending that the Boundary Commission be asked to commence their assessment process, despite the current election period.

Implications

Financial The annual rates on Lot 2 DP 1236465, recommended for write-off are $865.44. The total rates on the property to date are $2,859.25.

Attachments

Attachment 1 Map QPRC Lot 2 DP 1236465 (Under Separate Cover)

Attachment 2 Map GMC Pt Lot 1 DP 1230792 (Under Separate Cover)

Page 116 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.23 Investment Report - November 2020 (Ref: ; Author: Monaghan/Drayton)

File Reference: 43.3.1-09

Summary In accordance with the Clause 212 of the Local Government (General) Regulation 2005, the Investment Report is presented to Council monthly. This report presents the investment result for November 2020.

Recommendation That Council: 1. Note the investment return for November 2020 was $1,197,350. 2. Note the investment portfolio has been made in accordance with the Local Government Act 1993, the Local Government (General) Regulation 2005 and Queanbeyan-Palerang Regional Council’s Investment Policy. 3. Receive the Investment Report for the month of November 2020.

Background

Cash and Cash Equivalent Investments A list of Council’s cash and investments as at 30 November 2020 is detailed in the attached Investment Report Pack. Over the last 12 months, Council’s portfolio produced an annualised rate of return of 1.93%, outperforming the benchmark Bank Bill Index by 1.49%. On 30 November 2020, the principal amount invested was $203,219,065 and the year to date return was $2,406,242 which is 60.3% of Council’s annual budget.

Market Update The average 30-day BBSW rate for November 2020 was 0.02%. As broadly expected, the Reserve Bank (RBA) board chose to keep the policy rates unchanged at their December 2020 meeting. Their expectations for the cash rate, unemployment and growth for the next three years were also reaffirmed. Quantitative Easing appears to remain the RBA’s preferred “doing more” option but they also pointed out that the economy will remain dependant on government policy support. Of the total $203 million investment portfolio, Council holds $26 million in TCorpIM long- and medium-term funds. Both funds boosted Council’s November 2020 performance with strong returns.

Implications

Legal Council’s investments as listed in Table 2 of the attached Investment Report Pack comply fully with section 625 of the Local Government Act 1993, clause 212 of the Local Government General Regulations 2005, and Council’s Investment Policy. Certified by Kate Monaghan, Responsible Accounting Officer, 4/12/2020.

Page 117 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.23 Investment Report - November 2020 (Ref: ; Author: Monaghan/Drayton) (Continued)

Policy The Investment Policy was adopted by Council on 22 July 2020 and is due for review in June 2021. Conclusion

On 30 November 2020, the 2020/21 Financial Year investment return amounted to $2,406,242. The investment returns are added to the associated restricted funds (e.g. development contributions) that form Council’s investment portfolio. The TCorpIM Long-Term Growth and Medium-Term Growth Funds both had positive returns, rising $748,615 and $287,836 respectively in November 2020. While these funds are exposed to additional investment risk to generate higher potential returns, they are structured with longer term time horizons. The minimum advised investment time frame for the MTGF is 3-7 years and 7+ years for the LTGF. Paired with cash asset classes, these growth assets form a diversified portfolio within the restrictions of the Investment Policy.

Attachments

Attachment 1 Investment Report Pack - November 2020 (Under Separate Cover)

Page 118 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR DETERMINATION 9.24 Mayoral and Councillor Payments (Ref: ; Author: Knight/Ferguson)

File Reference: 52.7.1

Summary

Following a previous resolution that the fees paid to the Mayor and Councillors not be increased for six months from 1 July 2020, this report provides Council with an opportunity to reconsider that decision following QPRC’s placement in the new category of ‘Regional Centre’ by the Local Government Remuneration Tribunal (the Tribunal). Recommendation

That Council:

1. Not apply an increase in the level of fees payable to Councillors and the Mayor for the remainder of the 2020/2021 financial year. 2. With the preparation of the next Operational Plan, review the level of fees payable to the Mayor and Councillors from 1 July 2021 following the handing down of the next determination by the Local Government Remuneration Tribunal.

Background

The Tribunal in April each year determines the categories in which councils will be placed, together with the minimum and maximum fees payable to mayors and councillors in each of those categories. The determinations take effect from 1 July each year. Detailed information about the Tribunal may be accessed at https://www.remtribunals.nsw.gov.au/local- government

QPRC had been placed in the “Regional Rural” category each year since its creation in 2016. Following a review of the categories by the Tribunal in 2019, QPRC was moved into a newly- created category of "Regional Centre".

All councils must pay fees that are within the range of those applicable to their category. Should a council not fix a fee, then it is required to pay the minimum for its category.

At its Planning & Strategy Committee meeting held on 8 July 2020, Council considered a report on the matter and resolved:

PLA095/20 That Council: 1. Not apply the increase in Councillor and Mayor fees resulting from the Local Government Remuneration Tribunal’s categorisation of QPRC as a “Regional Centre” for a period of six months from 1 July 2020. 2. Receive a further report at the December meeting.

While there is no question that the current fees do not fully recompense the Mayor and Councillors for the time and commitment they devote to fulfilling their civic duties, holding those fees at current levels until July 2021 would convey to the QPRC community that Council understands the impacts of bushfires and COVID-19 pandemic to business and community during the past 12 months.

Page 119 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 9.24 Mayoral and Councillor Payments (Ref: ; Author: Knight/Ferguson) (Continued)

Implications

Legal In accordance with ss.248 and 249 of the Local Government Act 1993.

Financial The minimum fee payable to councillors in the new Regional Centre category is $13,820, while the maximum is $24,320. An additional fee payable to the mayor is between a minimum of $28,750 and a maximum of $60,080. Council had formerly retained the maximum of the Regional Rural category.

Council currently pays $20,280 to Councillors and an additional $44,250 to the Mayor, both of which are at the maximum level for QPRC’s former category of Regional Rural, but within the range of the new category of Regional Centre.

Council is not required to increase these fees but has budgeted for the payment of the maximum level of fees following its placement by the Tribunal in the new category of Regional Centre for 2020/2021.

Conclusion

Council resolved that the matter of the payment of fees to the Mayor and Councillors be the subject of a further report to the December Ordinary meeting. The report outlines the range of fees that must be paid in QPRC’s new categorisation as a Regional Centre. The fees currently being paid to the Mayor and Councillors are within that range. It is recommended that no increase be applied for the remainder of the 2020/2021 financial year given the impacts of the bushfires and COVID-19 pandemic on the QPRC Local Government Area during 2020.

Attachments

Nil

Page 120 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR INFORMATION 10.1 Land-Use Planning Projects/ Activities - Status Report - December 2020 (Ref: ; Author: Thompson/Carswell)

File Reference: 26.1.7-02

Report

This report updates progress on the programs and projects of the Branch. It is the latest in a series of reports with the last one being considered at the Planning and Strategy meeting of 10 June 2020 (Item No. 7.1). Key matters outlined in the attached status report include: • Comprehensive Local Environmental Plan • Development Control Plans • Planning Proposals • Amendments to PLEP • Review of land zoned E4 Environmental Living • Bungendore Structure Plan • Local Planning Agreements • Local Strategic Planning Statement • Local Infrastructure Contributions Plan • Plans of Management • Crown Land • Spatial/Land Information Systems • Queanbeyan-Palerang Heritage.

Recommendation That the report be received for information.

Attachments

Attachment 1 Land-Use Planning Update Report - December 2020 (Under Separate Cover)

Page 121 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR INFORMATION 10.2 Surface Heat Mapping Report (Ref: ; Author: Thompson/Abbott)

File Reference: 25.4.1

Report In February 2020 Council received $42,000 in grant funding from the NSW Government’s Increasing Resilience to Climate Change fund to develop an ‘urban vegetation and heat adaptation strategy’ for Council’s four major urban centres: Queanbeyan, Braidwood, Bungendore and Googong. To undertake this strategy, six milestones over two stages were developed, which included: Stage 1: 1. Establishing a project steering group that includes community members; 2. Developing surface heat maps of the Queanbeyan-Palerang local government area, including undertaking urban heat island assessments; Stage 2: 3. Assessing the climate vulnerability of current urban trees in addition to developing a future climate-ready trees list; 4. Developing a QPRC Urban Forest Strategy; 5. Planting of experimental future climate-ready trees; 6. Community and Council staff education. To date Stage 1 has been completed with the attached final surface heat mapping report and urban heat island assessments being completed within the last month. An ‘urban heat island’ is an urban area that is significantly warmer than its surrounding rural areas due to human activities. Looking into surface heat, in particular urban heat islands, is of critical importance to towns and cities due to its impact upon human health and comfort, increasing energy consumption and associated emissions and impairing water quality. In fact, extreme heat and heatwaves are Australia’s deadliest weather event, which is only amplified further in areas within an urban heat island. Furthermore, under Climate Change the Queanbeyan-Palerang region is projected to experience a 144% increase in the number of hot days a year by 2070 (temperatures exceeding 35 ºC). To estimate how the current thermal landscape differs from a landscape without development, 35 control points in the forested area directly west of Queanbeyan were used to determine a baseline temperature. This baseline temperature was then subtracted from the hot days absolute surface temperature data, resulting in a relative temperature map with areas greater than 2 °C above baseline identified as an Urban Heat Island, and areas greater than 4 °C above baseline identified as a severe Urban Heat Island.

Page 123 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 10.2 Surface Heat Mapping Report (Ref: ; Author: Thompson/Abbott) (Continued)

The key findings of the report found that: • Within Queanbeyan-Palerang Regional Council LGA, the urban areas of Queanbeyan, Googong, and Bungendore all fall within the hotter north-west area while Braidwood falls within the cooler south-east area. • Within the LGA, 45% of the land was identified as being within a heat island, 22% of which fell within a severe heat island. Most of the heat islands were concentrated in west and north-west areas and across the Braidwood plain. • Within the urban areas, Googong (99.79%) and Bungendore (99.01%) classified entirely as a heat island, with most of Queanbeyan (91.46%) also classifying as a heat island. Googong (75.10%) had the highest proportion of severe heat island, with Queanbeyan (64.00%) and Bungendore (58.33%) being close behind. Braidwood (9.56%) had a very small portion of its area classified as urban heat island with no severe urban heat islands. • Of the five land uses analysed, green infrastructure (irrigated grass and trees) measured a full 3 °C cooler than built surfaces (bitumen, industrial, and residential). • Options for reducing the summer temperature in heat islands, especially in priority towns like Googong, Bungendore and Queanbeyan, include increased tree canopy cover and increased irrigation of open space and developing planning solutions that increase the ratio of permeable surfaces. It is acknowledged Googong has planted a significant tree canopy and green spaces, but is yet to mature; and utilises recycled water to increase levels of irrigation of green spaces. It is also acknowledged Council applies its > 1000 new tree plantings policy each year. • The overall average surface temperature within the QPRC region on a hot day measured 29.43°C, with Queanbeyan (32.15°C), Googong (32.57°C), and Bungendore (32.15°C) all recording higher average temperatures, and Braidwood (29.18 °C) measuring slightly lower than the Council average. The next step of the project is to now undertake climate vulnerability assessments of current urban trees and to develop the QPRC Urban Forest Strategy which will incorporate the findings and recommendations of the QPRC Surface Heat Mapping Report. Stage two of the project is due for completion December 2021.

Recommendation

That the report be received for information.

Attachments

Attachment 1 Surface Heat Mapping Report - November 2020 (Under Separate Cover)

Page 124 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR INFORMATION 10.3 Summary of Road Renewal and Maintenance Activities - Quarter 2 2020/21 (Ref: ; Author: Hansen/Cooke)

File Reference: 631099

Report

Maintenance Grading of Unsealed Roads

Council’s maintenance grading of unsealed roads has returned to the regular grading schedule following the completion of the February and August emergency flood damage works. The monthly grading schedule and unsealed road maintenance grading policy is published on the website: https://www.qprc.nsw.gov.au/Services/Roads-and- Footpaths?BestBetMatch=grading%20schedule|

The following table shows the maintenance grading works completed by Council and contractors in Quarter 2 commencing 1 September 2020:

Road Name Completion Date Distance Graded (km) Hazeldell Road 01/09/2020 5.16 Obriens Road 03/09/2020 2.72 Hoskinstown Road 04/09/2020 4.83 Jinglemoney Road 04/09/2020 2.27 Jinglemoney Road 08/09/2020 2.31 Hawthorne Lane 09/09/2020 1.27 Saleyards Lane 10/09/2020 0.51 Gidleigh Lane 11/09/2020 6.82 Rossi Road 11/09/2020 6.16 Charleys Forest Road 11/09/2020 13.15 Sandholes Road 14/09/2020 3.07 Fernbrook Road 15/09/2020 1.02 Boppings Crossing Rd 16/09/2020 1.24 Wallaces Gap Road 17/09/2020 11.4 Station Street 17/09/2020 0.67 Gladys Street 17/09/2020 0.25 River Forest Road 18/09/2020 1.28 McRaes Road 18/09/2020 0.81 Captains Flat Road 22/09/2020 13.84 Captains Flat Road 22/09/2020 6.1 Euradux Road 30/09/2020 3.9 Farringdon Road 14/10/2020 12.38 Butmaroo Road 15/10/2020 11.49 Mount Elrington Road 21/10/2020 3.1 Bombay Road 22/10/2020 0.99 Nerriga Road 10/11/2020 9.75 Boro Road 12/11/2020 11.55 Williamsdale Road 20/11/2020 6.58 Mount Fairy Road 20/11/2020 7.28 Steepers Lane 20/11/2020 1.14 Hutchinson Place 20/11/2020 0.16 Dolomite Drive 20/11/2020 1.19 Sandhills Road 22/11/2020 2.8

Page 125 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 10.3 Summary of Road Renewal and Maintenance Activities - Quarter 2 2020/21 (Ref: ; Author: Hansen/Cooke) (Continued)

Manar - Mulloon Road 27/11/2020 14.33 Burra Road 03/12/2020 4.2

Bitumen Reseal

The following list is the completed reseals as at 8 December 2020 as part of the QPRC 2020/21 Bituminous Resealing Program:

Road Name Completion Date Distance Resealed (km) Araluen Road (Araluen) 23/10/2020 1.81 Araluen Street (Braidwood) 11/11/2020 0.11 Araluen Street (Majors Creek) 3/11/2020 0.33 Bombay Road (Braidwood) 10/11/2020 1.26 Clyde Street (Braidwood) 10/11/2020 0.11 Coghill Street (Braidwood) 11/11/2020 0.22 Cowper Street (Braidwood) 10/11/2020 0.73 Duncan Street (Braidwood) 13/11/2020 0.51 Elrington Street (Braidwood) 13/11/2020 0.98 Federal Hwy Service Road 27/11/2020 4.64 (Goolabri) George Street (Majors Creek) 3/11/2020 0.89 Hassall Circuit (Braidwood) 13/11/2020 0.17 Hill Street (Majors Creek) 3/11/2020 1.55 Keder Street (Braidwood) 11/11/2020 0.23 Lascelles Street (Braidwood) 13/11/2020 0.2 Mac's Reef Road (Bywong) 25/11/2020 5.44 McKellar Street (Braidwood) 11/11/2020 0.24 Monga Lane (Reidsdale) 21/10/2020 1.66 Monkittee Street (Braidwood) 13/11/2020 0.72 Nerriga Road (Tomboye) 2/11/2020 0.55 Reidsdale Road (Reidsdale) 22/10/2020 6.4 Sandholes Road (Braidwood) 10/11/2020 0.44 Seymour Street (Majors Creek) 3/11/2020 0.2

Recommendation

That the report be received for information.

Attachments

Nil

Page 126 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - ITEMS FOR INFORMATION 10.4 Merger - Costs and Benefits (Ref: ; Author: Tegart/Tegart)

File Reference:

Report

Council was invited by the NSW Parliament’s Public Accounts Committee (PAC) to submit to the Enquiry, further to the NSW Auditor-General’s 2020 performance audit report on workforce in amalgamated councils. Council recently requested a report on costs since merger. Reports had previously been provided to Council on that performance audit, as well as a 3- year report on the QPRC merger in 2019. In light of recent discussions in the media on the financial performance of merged councils, the following information is provided: 1. The QPRC ‘productivity index’ PI (being greater than 1) from a report published by LSI in the Fairfax press (attachment 1), noting there is significant conjecture in the sector regarding the assumptions used in the report 2. Summary of impacts, deliverables, outcomes, costs and benefits, from the submission to PAC (attachment 2,3) 3. Table comparing financial benchmarks of the merged QPRC, compared to the former QCC and PC (attachment 4) The LSI report summarised the average PI by group of NSW council. QPRC is group 4, while the former QCC was group 4 and PC was group 10.

The PAC submission noted services were increased across the LGA post-merger; and reinforced by the increased expenditures in recreation and economic expenditures. Council had previously received reports attaching the ‘nett benefits table’ reported to OLG. The PAC submission noted the ‘savings’ ($11.2m) generated by the merger almost matched the ‘costs’ ($12.2m) of implementing the merger, while the nett ‘efficiencies’ sheet ($4.6m) illustrates the enduring benefits. While staff FTE initially increased post merger to accommodate the expansion of services and delivery of grant funded projects, the subsequent savings in employment costs following the merger protection period principally fund the annual debt servicing costs for QCCP. The combination of the nett benefit and merger grants ($12.1m) forecast over 10 years are near the $13m target proposed to DPC in 2016. It is noted the initial merger implementation grant of $5m was entirely expended in technology and telecommunication upgrade, harmonisation and integration – costs that would normally be borne by either former council with the next generation systems upgrades.

Page 127 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 10.4 Merger - Costs and Benefits (Ref: ; Author: Tegart/Tegart) (Continued)

The attached financial table records the former council financial results prior to merger in 2016, and compares to post merger. The information is gathered from OLG data for NSW councils. Some high level observations from include: • Council’s total operating expenses increased by 16.9% over 4 years from 14/15 to 18/19. At the same time, average NSW Council opex have increased by 37.9%. Regional Town / City Council’s opex increased by 23%, and large rural council’s opex increased by 15%. • Council’s operating performance ratio improved from negative pre-merger, to positive post-merger. All NSW Councils have improved during the same period with improvement across NSW attributed to extensive use of SRVs during the period, or availability of grant funding during the period. Like all merged councils, QPRC rate revenues were capped at the annual rate peg for 4 years. • As a merged council, QPRC has been successful in attracting grants for community projects; shows up with high grants as a % of revenue as compared with other councils. • QPRC has initially higher governance and administration expenditure compared with other regional councils – consistent with expectations those expenses would be high in the formative and merger protection years of the new council. • However, total governance and administration expenditure has reduced by 7.7% over 4 years from 2014/15 to 2018/19. • Asset renewal capital expenditures increased, and respective ratios improved • Operational expenditures in environment, recreation and roads increased post merger, beyond rate-peg/CPI.

Recommendation

That the report be received for information.

Attachments

Attachment 1 LSI Chart - Productivity Index (Under Separate Cover)

Attachment 2 Merger Costs Benefits Summary (Under Separate Cover)

Attachment 3 Merger Nett Benefits (Under Separate Cover)

Attachment 4 Pre-Post Merger Financials (Under Separate Cover)

Page 128 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS OF COMMITTEES 11.1 Minutes of the QPRC Heritage Advisory Committee Meeting held 19 November 2020 (Ref: ; Author: Thompson/McCauley)

File Reference: 26.5.1-08

Summary

The Minutes of the QPRC Heritage Advisory Committee meeting of 19 November 2020 are presented to Council for consideration.

Recommendation

That Council note the Minutes of QPRC Heritage Advisory Committee held on 19 November 2020.

Attachments

Attachment 1 QPRC Heritage Advisory Committee Meeting Minutes of 19 November 2020 (Under Separate Cover)

Page 129 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS OF COMMITTEES 11.2 Bungendore Town Centre and Environs Advisory Committee (Ref: ; Author: Knight/Ferguson)

File Reference: 52.3.3

Summary The Bungendore Town Centre and Environs Advisory Committee has submitted for Council’s information the confirmed minutes of its meeting held on 26 October 2020, and a new draft Terms of Reference for the Committee for endorsement by Council.

Council may wish to consider the future of this Committee. Although it was established by the former Palerang Council as a s.355 Committee, it was converted to an advisory committee by QPRC in 2017 because it did not manage a Council asset or facility. There was no corresponding advisory committee set up for the Braidwood town centre and environs for example.

Advisory Committees normally have matters (eg plans, projects) referred by Council for expertise and feedback (eg Heritage Committees).

Council’s six Locality Committees now provide a much larger forum for engaging with relevant stakeholders to seek advice and feedback on Council’s upcoming projects, plans, activities and events. In addition to the s.355 committees within the respective localities, representatives of community groups that have an interest in plans and projects in their area are invited to the Locality Committee meetings, and may include progress associations or chambers of commerce for example.

Council may consider it more appropriate for the Bungendore Town Centre and Environs Advisory Committee to be disbanded as a Council Committee and instead become a community organisation whose members can participate in the Bungendore Locality Committee’s operations without the constraints of being a Council Committee.

Recommendation

1 That Council: a. Note the minutes of Bungendore Town Centre and Environs Advisory Committee meeting held on 26 October 2020. b. Pending 2, endorse the draft Terms of Reference for the Committee. 2 That Council consider whether the Bungendore Town Centre and Environs Advisory Committee be disbanded as a Council Committee and convert to a community group that is represented on the Bungendore Locality Committee.

Attachments

Attachment 1 Bungendore Town Centre and Environs Advisory Committee minutes 26 October 2020 (Under Separate Cover) Attachment 2 Draft Terms of Reference (Under Separate Cover)

Page 131 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 REPORTS TO COUNCIL - DELEGATES REPORTS 13.1 Delegates Report (Ref: ; Author: Ferguson/Ison)

File reference: 52.3.1 Summary Delegates Reports are submitted by Councillors to report on key points of meetings, events and functions which they have attended during the past month, either as a Council delegate or as a nominee of the Mayor. Attendances at meetings by Councillors as delegates and representatives on Council committees, organisational committees, statutory committees, locality committees and advisory committees will be published in the QPRC Annual Report as per Resolution No. 322/18 of 26 September 2018.

Recommendation

That the report be received for information.

Cr Tim Overall, Mayor No Meeting/Function/Event Summary of Key Points Attended 1 Regional Cities NSW Board • RCNSW Chair and Deputy Chair Nominations Meeting Cr Tim Overall – Mayor, Queanbeyan-Palerang 19 November 2020 Regional Council was endorsed by members as the Chair of RCNSW. Cr Kevin Mack – Mayor, Albury City Council was endorsed to return to the position of Deputy Chair.

• NSW Productivity Commissioner - Infrastructure Contributions Review Final Report. RCNSW Secretariat to organise a meeting with the NSW Productivity Commissioner to discuss the Final Report

• Emergency Services Levy Emergency Services Discussion Paper, presented by Peter Tegart, to be updated and a further meeting to be held with Resilience NSW, NSW Treasury and LGNSW in Sydney.

• NSW Budget - RCNSW Secretariat tabled the updated Regional City Living and Working Program funding proposal for noting. - Updated Memorandum of Understanding to be distributed to members. - RCNSW policy position on Local Activation Precincts to be updated.

• RCNSW website To be created

Page 133 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 13.1 Delegates Report (Ref: ; Author: Ferguson/Ison) (Continued)

• Memorandum of Understanding (MoU) with the State Government The MoU with the State Government is due to expire on 31 December 2020. Members agreed to seek another MoU with the State Government.

• COVID-19 Recovery RCNSW Secretariat to request a list of COVID-19 stimulus projects from members. The Working Group to address members COVID-19 projects and COVID- 19 funding.

• RCNSW Membership Letters to RCNSW members to be distributed confirming membership for another two years (2021- 2023). Goulburn-Mulwaree Council application for membership to be further considered.

2 LGNSW Annual Conference • Presentation – Premier NSW, The Hon Gladys 23 November 2020 Berejiklian

• Panel: The Hon Shelley Hancock Minister for Local Government, Ms Jodi McKay Leader of the Opposition, Mr David Shoebridge MLC - What is the best way for State Government to partner with councils to assist in a locally led recovery?

• Keynote address – Mr Shane Fitzsimmons, Commissioner of Resilience NSW - Building resilience through partnership.

• Recovery and Resilience and Q&A - Local strategies and actions for, recover from and build resilience to disasters and crisis.

• Presentation of AR Bluett Awards - Winners of the AR Bluett Award in 2020: Queanbeyan-Palerang Regional Council (Metropolitan/Regional) and Bellingen Shire Council (Rural).

• Conference business – motions debate - The decisions of Conference can be found on the LGNSW Website- https://www.lgnsw.org.au/common/Uploaded%20f iles/Annual%20Conference%20documents/20 20/Record-of-Decisions-LGNSW-2020- Annual-Conference.pdf- The QPRC Motion re Annual Disclosures of Pecuniary Interests was included in the Business Paper as a Category 2 motion. Motions in this section are

Page 134 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 13.1 Delegates Report (Ref: ; Author: Ferguson/Ison) (Continued)

not proposed for debate because they are already: • existing LGNSW policy • supported by Conference resolutions from recent years; and/or • the subject of recent or ongoing representations by LGNSW.

LGNSW will use the content of Category 2 motions to strengthen its position and advocacy.

Cr Michele Biscotti 1 Police Remembrance Dawn Service – 29 September 2020 2 Queanbeyan Art Society – Exhibition Awards – 4 October 2020 3 Majors Creek RFS Premiers Citation Presentations – 8 November 2020 4 Boro/Mt Fairy, Araluen RFS Premiers Citation Presentations – 15 November 2020 5 BlazeAid Braidwood Closure – 15 November 2020

Attachments

Nil

Page 135 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020 QUESTIONS WITH NOTICE 14.1 Responses to Councillors' Questions (Ref: ; Author: Ferguson/Ison)

File reference: 16 December 2020 reports

Report This report provides responses to Councillors’ written Questions on Notice as per the Code of Meeting Practice 2019. Some questions that were not closed prior to the new Code have been retained in the table. The questions are deleted from the rolling table once they have been answered in full and reported to Council. Any responses that contain personal or other identifying information of any kind will be circulated separately in the confidential attachments.

Recommendation That the report be received for information.

Attachments

Attachment 1 Responses to Councillors Questions (Under Separate Cover)

Attachment 2 Responses to Councillors Questions with confidential details (Under Separate Cover) - CONFIDENTIAL

Page 137 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson

ORDINARY MEETING OF COUNCIL 16 DECEMBER 2020

15 NOTICE OF INTENTION TO DEAL WITH MATTERS IN CLOSED SESSION

It is necessary for the Council to adopt a resolution to formalise its intention to deal with certain matters in Confidential Session. The reports are incorporated in the “confidential” business paper which has been circulated to Councillors.

The Local Government Act, 1993 requires the General Manager to identify those matters listed on the business paper which may be categorised as confidential in terms of Section 10A of the Local Government Act, 1993.

Page 138 of the Ordinary Meeting of the QUEANBEYAN-PALERANG REGIONAL COUNCIL held 16 December 2020. Cr Tim Overall – Mayor, Chairperson