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Notice of Meeting NOTICE OF MEETING NOTICE is hereby given that an Ordinary Meeting of Gwydir Shire Council will be held in the Bingara Office Council Chambers, on Thursday 20 December 2018 (commencing at 2.00pm) to discuss the items listed in the Agenda. Your attendance is respectfully requested. Yours faithfully, Max Eastcott General Manager 1 Content Page No COMMITTEE OF THE WHOLE - CONFIDENTIAL ITEMS ....................... 3 MAYORAL REPORTS 1. Councillor Activity Statement for November and December 2018 ............................................................................ 5 OFFICERS REPORTS 2. Review of Council's Debt Recovery Policy - Version 3 ............ 9 3. BROC Annual General Meeting and Ordinary Meeting - 09 November 2018 ..................................................................... 18 4. Review of Council's Credit Card Policy - Version 2 ............... 33 5. Executive report - November 2018 ........................................... 45 6. Monthly Organisation and Community Development Report for November 2018 ....................................................... 62 7. Monthly Technical Services Report for November 2018 ........ 81 8 Monthly Finance, Investment and Rates Collection Report - November 2018 ......................................................... 105 2 ______________________________________________________________ GWYDIR SHIRE COUNCIL B U S I N E S S P A P E R AGENDA ORDINARY MEETING December 20, 2018 2.00pm ______________________________________________________________ OFFICIAL OPENING AND WELCOME – MAYOR APOLOGIES CONFIRMATION OF THE MINUTES RECOMMENDATION: THAT the Minutes of the Confidential and Ordinary Meeting held on Thursday, November 29, 2018 as circulated be taken as read and CONFIRMED. PRESENTATION CALL FOR THE DECLARATIONS OF INTERESTS, GIFTS RECEIVED AND CONFLICTS OF INTEREST COMMITTEE OF THE WHOLE - CONFIDENTIAL ITEMS 1. Debt Recovery Report - J Blanck It is recommended that the Council resolve into Committee of the Whole with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (a) of the Local Government Act, 1993, on the grounds that the report contains personnel matters concerning particular individuals. 2. Confidential Organisation and Community Development Report for November 2018 It is recommended that the Council resolve into Committee of the Whole with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (a) of the Local Government Act, 1993, on the 3 grounds that the report contains personnel matters concerning particular individuals. MAYORAL MINUTE (If any) DEFERRED ITEMS – Nil OFFICERS’ REPORTS (As listed) COMMITTEE OF THE WHOLE – OPEN Councillors’ Reports 4 Council - 20 December 2018 Gwydir Shire Council Item 1 Councillor Activity Statement for November and December 2018 DELIVERY PROGRAM GOAL: 4. Proactive Regional and Local Leadership OUTCOME: 4.1 WE ARE AN ENGAGED & CONNECTED COMMUNITY STRATEGY: 4.1.2 Enable broad, rich and meaningful engagement to occur - GM - external The Councillors’ activity schedule for November and December 2018 commitments are outlined below: November & December 2018 Councillor Event Date Waste to Energy Meeting – Parliament House 1st Nov. Sydney Country Mayors Meeting - Sydney 2nd Nov. Warialda Recreational Ground Meeting - 7th Nov. Warialda Information Technology & Office Equipment and 8th Nov. Building Assets Committee Meeting - Bingara BROC AGM and Ordinary Meeting - Tenterfield 9th Nov. National Local Roads & Transport Congress – 18th -24th Alice Springs Nov. Monthly Mayoral Meeting 28th Nov. Ordinary Council Meeting - Warialda 29th Nov. Cr J Coulton Gwydir Social Club Xmas Party - Bingara 30th Nov. (Mayor) Adam Harvey Drought Relief Concert - Warialda 1st Dec. Roads & Transport Working Group Workshop 4th Dec. with Gunnedah Shire Council Gwydir/ARTC Inland Rail works meeting – 5th Dec. Warialda Bingara Xmas Carnival & Drought Relief Concert 6th Dec. Gwydir Valley Priority Catchment Project (Water 13th Dec. NSW) – Moree Plains Council Warialda Public School Presentation 14th Dec. Warialda High School Presentations 18th Dec. Ordinary Council Meeting – Bingara 20th Dec. Councillors & Executive Staff Xmas Party 20th Dec. th Cr Catherine Egan 20/20 meeting Bingara 8 Nov. (Deputy Mayor) Photos / Adam Marshall Bingara Showground 9th Nov. 5 Council - 20 December 2018 Gwydir Shire Council and Gym Bingara Remembrance Day – Bingara 11th Nov. Special Events Committee Meeting - Bingara 14th Nov. Bingara Central School Primary & Secondary 14th Nov. Presentation night Gwydir Health Alliance Meeting – Bingara 22nd Nov. Independent Housing Meeting 22nd Nov. Visions 20/20 Meeting - Bingara 27th Nov. Gwydir Business Awards – The Roxy Bingara 22nd Nov. Ordinary Council Meeting – Warialda 29th Nov. Gwydir Social Club Xmas Party - Bingara 30th Nov. Toy run to Barraba 1st Dec. Bingara Xmas Carnival & Drought Relief Concert 6th Dec. Bingara Toy Library – Birth Certificate 11th Dec. presentations Gwydir Health Alliance Workshop - Bingara 13th Dec. Ordinary Council Meeting – Bingara 20th Dec. Councillors & Executive Staff Xmas Party 20th Dec. Local Emergency Management Meeting - 6th Nov. Warialda Warialda Recreational Ground Meeting - 7th Nov. Warialda Photos / Adam Marshall Warialda Grant 9th Nov. Recipients - Warialda Remembrance Day Ceremony - Warialda 11th Nov. th th Cr David Coulton National Local Roads & Transport Congress – 18 – 24 Alice Springs Nov. Ordinary Council Meeting – Warialda 29th Nov. Adam Harvey Drought Relief Concert - Warialda 1st Dec. NWWOLG AGM & Ordinary Meeting 3rd Dec. Gravesend Public School Presentation night 10th Dec. Ordinary Council Meeting – Bingara 20th Dec. Councillors & Executive Staff Xmas Party 20th Dec. RFS support meeting Narrabri 6th Nov. Gwydir Business Awards - Bingara 22nd Nov. Ordinary Council Meeting - Warialda 29th Nov. Adam Harvey Drought Relief Concert - Warialda 1st Dec. Cr Stuart Dick Bingara Xmas Carnival and Drought Relief 6th Dec. Concert St Josephs – Warialda School Presentation 13th Dec. night Ordinary Council Meeting – Bingara 20th Dec. 6 Council - 20 December 2018 Gwydir Shire Council Information Technology & Office Equipment and 8th Nov. Building Assets Committee Meeting – Bingara Showground User Group Meeting - Bingara 13th Nov. Special Events Committee Meeting – Bingara 14th Nov. Independent Housing Meeting - Bingara 22nd Nov. Gwydir Business Awards – Bingara 22nd Nov. Ordinary Council Meeting – Warialda 29th Nov. Cr M Dixon OAM Bingara Xmas Carnival and Drought Relief 6th Dec. Concert Warialda Toy Library – Birth Certificate 13th Dec. presentations Bingara Central School Infants Presentations 18th Dec. Ordinary Council Meeting – Bingara 20th Dec. Councillors & Executive Staff Xmas Party 20th Dec. Warialda Rail Xmas Party 23rd Dec. Information Technology & Office Equipment and 8th Nov. Building Assets Committee Meeting - Bingara Remembrance Day – Bingara 11th Nov Special Events Committee Meeting - Bingara 14th Nov. Gwydir Business Awards – Bingara 22nd Nov. Cr T Galvin Ordinary Council Meeting – Warialda 29th Nov. Bingara Xmas Carnival and Drought Relief 6th Dec. Concert Gwydir Health Alliance Workshop - Bingara 13th Dec. Ordinary Council Meeting – Bingara 20th Dec. Councillors & Executive Staff Xmas Party 20th Dec. Warialda Tourism Meeting - Warialda 1st Nov. Warialda Recreational Ground Meeting - 7th Nov. Warialda Information Technology & Office Equipment and 8th Nov. Building Assets Committee Meeting – Bingara Adam Harvey Concert Meeting – Warialda VIC 13th Nov. Gwydir Business Awards – Bingara 22nd Nov. Cr J Moore Stakeholder Meeting – Hospital Park Warialda 23rd Nov. Ordinary Council Meeting – Warialda 29th Nov. Adam Harvey Drought Relief Concert – Warialda 1st Dec. Bingara Xmas Carnival & Drought Relief Concert 6th Dec. North Star Public School Presentation Day 12th Dec. Ordinary Council Meeting – Bingara 20th Dec Councillors & Executive Staff Xmas Party 20th Dec. Cr G Smith Warialda Recreational Ground Meeting – 7th Nov. 7 Council - 20 December 2018 Gwydir Shire Council Warialda Ordinary Council Meeting - Warialda 29th Nov. Adam Harvey Drought Relief Concert – Warialda 1st Dec. NWWOLG AGM and Ordinary Meeting 3rd Dec. Croppa Creek School Presentation night 18th Dec. Ordinary Council Meeting – Bingara 20th Dec. Councillors & Executive Staff Xmas Party 20th Dec. LEMC Meeting - Warialda 6th Nov. Information Technology & Office Equipment and 8th Nov. Building Assets Committee Meeting - Bingara Arts North West - Narrabri 11th Nov. Cr F Young Ordinary Council Meeting - Warialda 29th Nov. Bingara Xmas Carnival & Drought Relief Concert 6th Dec. Gwydir Health Alliance Workshop - Bingara 13th Dec. Ordinary Council Meeting - Bingara 20th Dec. Councillors and Exec Staff Xmas Party 20th Dec. MAYORAL RECOMMENDATION THAT the Councillor Activity Schedule for November and December 2018 be received 8 Council - 20 December 2018 Gwydir Shire Council Item 2 Review of Council's Debt Recovery Policy - Version 3 FILE REFERENCE DELIVERY PROGRAM GOAL: 5. Organisational Management OUTCOME: 5.1 CORPORATE MANAGEMENT STRATEGY: 5.1.1 Financial management and accountability systems - CFO - internal AUTHOR Manager, Finance DATE 16 November 2018 STAFF DISCLOSURE OF INTEREST Nil IN BRIEF/ SUMMARY RECOMMENDATION This Policy has been updated to ensure the smooth process of Council’s debt collection program for both property and non-property related debts, which ensures monies owed to Council are collected in a timely, efficient
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