Agenda of Open Ordinary Meeting

BUSINESS PAPER

FOR THE COUNCIL MEETING

TO BE HELD ON THURSDAY, 28 MARCH 2019

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

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

Local Government Act 1993 Section 10A(2) (a) – (i) The matters and information are the following: (a) personnel matters concerning particular individuals (other than councillors), (b) the personal hardship of any resident or ratepayer, (c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business, (d) commercial information of a confidential nature that would, if disclosed: (i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the council, or (iii) reveal a trade secret, (e) information that would, if disclosed, prejudice the maintenance of law, (f) matters affecting the security of the council, councillors, council staff or council property, (g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege, (h) information concerning the nature and location of a place or an item of Aboriginal significance on community land, (i) alleged contraventions of any code of conduct requirements applicable under section 440.

Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019 GLEN INNES SEVERN COUNCIL

Notice is herewith given of an ORDINARY MEETING

That will be held at the Glen Innes Severn Learning Centre, William Gardner Conference Room, Grey Street, Glen Innes on: Thursday, 28 March 2019 at 6.00pm ORDER OF BUSINESS

1 ACKNOWLEDGEMENT TO COUNTRY ...... 5

2 OPENING BY MINISTER FROM THE FRATERNAL ...... 5

3 APOLOGIES ...... 5

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

5 MINUTES OF PREVIOUS ORDINARY MEETING - 28 FEBRUARY 2019 TO BE CONFIRMED ...... 5

6 MAYORAL MINUTE ...... 5

7 NOTICE OF MOTIONS ...... 5

8 NOTICE OF MOTION OF RESCISSION ...... 5

9 REPORTS ...... 6

9.1 Membership of the Country Mayors Association and Attendance at Meetings ...... 6

9.2 Review of Logos Usage Policy Guidelines ...... 9

9.3 Review of Social Media Policy ...... 12

9.4 Arts North West Update ...... 14

9.5 Aboriginal Consultative Committee - Election of New Committee 17

9.6 Australia Day Committee - Election of New Committee ...... 20

9.7 Emmaville Mining Museum Committee - Election of Committee ... 23

9.8 Glen Innes and District Sports Council Committee – Election of Committee ...... 26

Page 1 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.9 Glen Innes Severn Cemetery Committee - Election of Committee 30

9.10 Glen Innes Severn Library Committee - Election of Committee .... 34

9.11 Glencoe Hall Committee - Election of Committee ...... 37

9.12 Open Spaces Committee - Election of Committee ...... 40

9.13 Roads Consultative Committee – Election of Committee ...... 43

9.14 Review of Asset Thresholds ...... 46

9.15 Review of Bank Account Overdraft Facility Policy ...... 50

9.16 Review of Debt Recovery Policy ...... 52

9.17 Review of Sale of Other Assets (Asset Disposal) Policy ...... 54

9.18 Capital Works Program Progress Report ...... 56

9.19 Long Term Financial Plan Update ...... 68

9.20 Finance Report - February 2019 ...... 72

9.21 Rates and Charges Collections - February 2019 ...... 78

9.22 Superannuation Defined Benefit Funds Additional Employer Contributions ...... 81

9.23 Workplace Injury Management Report - February 2019 ...... 86

9.24 Review of Records Management Policy ...... 89

9.25 Library and Learning Centre Report February 2019 ...... 91

9.26 Department of Corporate and Community Services: Monthly Report - January and February 2019 ...... 95

9.27 Review of Roadside Management Guidelines ...... 104

9.28 Review of Smoke-Free Outdoor Environment Policy ...... 107

9.29 Glen Innes Highlands Marketing Update ...... 110

9.30 Emmaville Swim Centre Entry Fees ...... 118

9.31 Review of Public Tree Management Policy ...... 121

9.32 Department of Development, Planning and Regulatory Services: Monthly Report - February 2019 ...... 124

9.33 Public Viewing Area - Wind Turbine Blade ...... 140

9.34 Reuse of Water at Glen Innes Sewer Treatment Plant ...... 143

9.35 Review of Drought Management Plan ...... 145

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9.36 Review of Plant and Fleet Policy ...... 150

9.37 Recommendations from the Roads Consultative Committee...... 152

9.38 Review of the Public Gates - Installation, Maintenance and Removal Policy ...... 155

9.39 Department of Infrastructure Services: Monthly Report - February 2019 ...... 158

10 CORRESPONDENCE, MINUTES, PRESS RELEASES ...... 167

10.1 Status Report regarding Councillor Enquiries ...... 167

10.2 Correspondence and Press Releases ...... 171

10.3 Minutes of Council Community Committee Meetings for Information ...... 172

10.4 Minutes of Non-Council Community Committees for Information ...... 173

11 REPORTS FROM DELEGATES ...... 174

11.1 Reports from Delegates ...... 174

12 MATTERS OF AN URGENT NATURE ...... 178

13 CLOSED COUNCIL REPORTS ...... 179

13.1 Request for Land - Dumaresq Street Industrial Estate ...... 180

Hein Basson General Manager

Page 3 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

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

Page 4 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

1 ACKNOWLEDGEMENT TO COUNTRY

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

2 OPENING BY MINISTER FROM THE FRATERNAL 3 APOLOGIES 4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

PECUNIARY:

Nature of conflict:

Action to be taken:

NON-PECUNIARY:

Nature of conflict:

Action to be taken: 5 MINUTES OF PREVIOUS ORDINARY MEETING - 28 FEBRUARY 2019 TO BE CONFIRMED 6 MAYORAL MINUTE 7 NOTICE OF MOTIONS 8 NOTICE OF MOTION OF RESCISSION

Page 5 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9 REPORTS

9.1 Membership of the Country Mayors Association and Attendance at Meetings Item 9.1 REPORT FROM: GENERAL MANAGER’S OFFICE Author: Debbie Duffell - Executive Assistant

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Meetings – Other Organisations Customer Index: Country Mayors Association

PURPOSE The purpose of this report is for Council to consider its continued membership of the Country Mayors Association and the attendance of the Mayor at Association meetings during the 2019/20 financial year.

BACKGROUND The objective of the Country Mayors Association is to further the interests of Country Councils by being an advocate on state-wide issues and to act as an information sharing forum.

The Country Mayors Association meets in Sydney quarterly, usually on a Friday in March, June, August and November. High calibre guest speakers such as Ministers and senior bureaucrats are invited to each meeting which allows members to be informed on current issues facing Local Government and gives members the opportunity to make informal contact and to make appointments with Ministers or senior staff.

The annual Membership fee to the Country Mayors Association is currently $562.50 for those Councils with a population of less than 10,000. Council is a current member of the Association, having re-joined in 2014. The Mayor attended all four (4) Association meetings during the past year.

Council resolved in April 2018 to renew its membership to the Country Mayors Association for 2018/19 and endorsed the attendance of the Mayor at Association meetings. It further resolved that Council’s continued membership to the Association be reviewed during the preparation of the 2019/20 Operational Plan and Budget.

(a) Relevance to Integrated Planning and Reporting Framework This report has no relevance to the Integrated Planning and Reporting Framework, however, some of the policy matters discussed may influence Council’s future strategic planning.

(b) Financial Considerations In addition to the membership fee of $562.50, it is estimated that around $2,800 would be required to cover the costs of accommodation, travel and other

Page 6 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

incidental expenses for the Mayor to attend the four (4) meetings of the Country Mayors Association that will be held during the 2019/20 financial year. This estimation is based on flight costs of around $215 each way and accommodation costs of around $270 per night. All costs would be paid in terms of Council’s Payment of Expenses and Provision of Facilities to the Mayor and Councillors

Policy. Item 9.1

The draft Operational Plan 2019/20 provides $6,000 for Delegates Expenses, which is sufficient to cover the above-mentioned costs.

COMMENTARY Council is a current member of the Country Mayors Association, and if Council resolves to remain a member of the Association, it would be appropriate for the Mayor to attend these quarterly meetings. Attendance at meetings will allow the Mayor to network with other Country Mayors, to be kept informed on current issues facing Local Government, and make informal contact with State Ministers and their senior staff.

The Mayor of Moree Plains Shire Council, Cr Katrina Humphries, is the current Chair of the Association. This mentioned Council is also a member of the New England Joint Organisation (NEJO), of which Mayor Sparks is one of Council’s delegates. From a regional developmental and advocacy perspective, it would be good for NEJO- Mayors to be able to work together on both these forums.

(a) Governance/Policy Implications Payment of expenses to the Mayor will be in accordance with Council’s Payment of Expenses and Provision of Facilities to the Mayor and Councillors Policy.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from this report.

CONCLUSION Council is a current member of the Country Mayors Association. Meetings are held in Sydney on a quarterly basis. The continued membership to this Association and subsequent attendance of the Mayor at these meetings will allow for networking with other Country Mayors, provide the Mayor with an opportunity to make informal contact with State Ministers and their senior staff, as well as assisting Council to be kept informed on current issues facing Local Government.

RECOMMENDATION 1. That Council renews its membership to the Country Mayors Association in 2019/20 and endorses the attendance of the Mayor at these meetings.

Page 7 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

2. That Council’s continued membership to the Country Mayors Association be reviewed during the preparation of the 2021/22 Operational Plan and Budget.

Item 9.1

Page 8 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.2 Review of Logos Usage Policy Guidelines

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Helen Grant - Media and Communication Officer Item 9.2 ANNEXURES Annexure A Logos Usage Policy Guidelines

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy COMMUNITY RELATIONS: Corporate Image

PURPOSE The purpose of this report is to present Council with the reviewed Logos Usage Policy Guidelines for adoption. Please refer to the Annexure relating to this report.

BACKGROUND The Logos Usage Policy Guidelines was last adopted by Council in 2014 and is overdue for review. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY The Council Corporate Logo is an important and recognisable mark of identification indicating that any document of any description where it appears is deemed to be a Council publication. This is stated in the current Logos Usage Policy Guidelines: “Any publication that exhibits the Council logo is deemed to be a Council publication…”

Further, use of the logo establishes a reasonable perception by any reader that the content of the publication in which it is exhibited has been approved by the responsible officers/official of Council. This is confirmed in the current Logos Usage Policy Guidelines: “Use of the corporate logo must be endorsed by the General Manager or a Director.”

The purpose of the Logos Usage Policy Guidelines is to ensure adherence to quality control mechanisms documented therein and to establish and maintain the requirement of endorsement for any usage of the logo. This applies to all operational staff who must have the approval of the General Manager or relevant Director to use the logo, and also as specified in the Logos Usage Policy Guidelines: “Businesses, organisations and other interested parties are required to apply to Council to use the logos (all Council logos inclusive) and adhere to quality control mechanisms documented in the Logos Usage Guidelines.”

The Guidelines also provide an application form and specifications for use of the logo.

Page 9 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

In the interests of the consistent, appropriate, and informed usage of the Council logo (and incorporating all Council logos) in any published form, whether printed, electronic or video format, it is recommended that Councillors, businesses, media organisations and their representatives, community and sporting organisations, and event organisers and sponsors, be included expressly in the definition of whom the Usage Guidelines

Item 9.2 apply to.

Therefore it is recommended that the wording of the Introduction section of the Logos Usage Policy Guidelines be changed to the following:

Guidelines have been developed in an effort to direct and set quality control standards and an approval procedure for the usage of all Council logos. All persons and organisations are required to apply to the General Manager to use any Council logos, and without detracting from the generality, the “Logos Usage Guidelines” is a policy of Council applicable to all Council officials, businesses, media organisations and their representatives, community and sporting organisations, and event organisers and sponsors.

Further, that in respect of the Council Corporate Logo it is recommended that the following paragraph be inserted:

Media From time to time Council’s Corporate Logo may need to be used for publishing purposes in the media, such as for editorial or advertising purposes. Any use of the Council Corporate logo must be notified to Council’s Media and Communications Officer who will inform the General Manager prior to such use and will communicate any conditions or provisions of usage to the relevant media.

Other Logos included in the Logos Usage Guidelines Integral in the review of this document, all logos were reviewed, with the following changes being incorporated into the Logos Usage Policy Guidelines:  Former Celtic Country and Australian Celtic Festival logos no longer in use have been replaced with the Glen Innes Highlands logo and the Australian Celtic Festival logo. Logos that have not changed, and are currently in use, include the Australian Standing Stones Management Board logo, the Minerama logo, the Glen Innes Tartan, the Children and Family Services logo and the Life Choices – Support Services logo.

(a) Governance/Policy Implications Once adopted by Council, the revised Logos Usage Policy Guidelines will become policy of Council. The guidelines will provide for a consistent level of usage of the respective Council owned logos which are used to promote and differentiate various products within the Glen Innes Severn Local Government Area (LGA).

(b) Legal Implications There are no legal implications arising from this report.

Page 10 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this

report. Item 9.2

CONCLUSION Council’s Logos Usage Policy Guidelines have been reviewed to update the Guidelines to better reflect current usage opportunities and applications, with minor changes recommended. The revised Guidelines are presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the Logos Usage Policy Guidelines attached as an Annexure to this report. 2. That the Media and Communications Officer:  Communicates the adoption of the Logo Usage Policy Guidelines in the Our Council column in the Glen Innes Examiner;  Uploads the application forms for the use of Council logos onto Council’s website and other websites as specified in the Guidelines;  Informs all departments of Council that the new Guidelines have been adopted by Council.

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9.3 Review of Social Media Policy

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Helen Grant - Media and Communication Officer Item 9.3 ANNEXURES Annexure A Social Media Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE The purpose of this report is to present Council with the reviewed Social Media Policy, for adoption. Please refer to Annexure A relating to this report.

BACKGROUND The Social Media Policy was last adopted by Council on 26 April 2018 and is due for review every two years. The document has been reviewed early in consultation with relevant staff due to the increasing use of social media as part of Council’s official communication process.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective STC 1.1.1 ‘Consistently communicate the role of Council to the community (i.e. what Council does and does not do).’

(b) Financial Considerations There are no financial implications arising from this report.

COMMENTARY Due to the increasing use of social media as part of Council’s official communication process and the legal and governance implications of social media use, this Policy has been extensively reviewed in respect of both official and private use of social media by all Council officials.

Changes include:  The addition of a “Legislation” section;  The addition of several points in the General Guidelines section to reflect Council’s Code of Conduct

(a) Governance/Policy Implications Once adopted by Council, the revised Social Media Policy will become policy of Council. The Policy has been updated to reflect the need to better manage risks associated with social media use, to protect the interests of Council. It has also been updated to ensure social media use is consistent with Council’s branding and strategic and operational communication.

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(b) Legal Implications The reviewed Policy is updated in accordance with and to satisfy any legal requirements ensuing from the relevant legislation: Anti-Discrimination Act 1997 (NSW); Privacy and Personal Information Protection Act 1998 (NSW); Work Health and Safety Act 2017 (NSW); Government Information (Public Access) Act

2009 (NSW). Item 9.3

(c) Social Implications Clear and effective communication via appropriate social media outlets is vital to promote the range of services and activities Council provides using the electronic mediums that are popular with the community.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this report.

CONCLUSION Council’s Social Media Policy has been reviewed due to the increasing use of social media as part of Council’s official communication process and the legal and governance implications of social media use. Changes are significant and the revised Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the reviewed Social Media Policy attached as an Annexure to this report. 2. That the Social Media Policy be communicated to relevant staff by the Media and Communications Officer and be included in the induction process for all new staff by the relevant Manager.

Page 13 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.4 Arts North West Update

9.4

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Authors: Danielle Mepham - Acting Personal Assistant Item Anna Watt - Director of Corporate and Community Services

ANNEXURES Annexure A Return on Investment from Arts North West

ECM INDEXES Subject Index: GOVERNMENT RELATIONS: Local and Regional Customer Index: Arts North West

PURPOSE The purpose of this report is to provide Council with information on its Return on Investment from Council’s contribution to Arts North West (ANW).

BACKGROUND ANW was established in 1996 as a Regional Arts Development Program, and established as an independent Regional Arts Board for the New England North West region of NSW in 1997. It is a not-for-profit incorporated association and charitable institution. The role of ANW is to facilitate and deliver arts and cultural development in the region. The crucial partners of ANW include:  Create NSW;  Federal Government Indigenous Languages and the Arts;  Twelve (12) Local Government Areas (LGA): o Armidale Regional; o Glen Innes Severn; o Gunnedah Shire; o Gwydir Shire; o Inverell Shire Council (re-joined network July 2018); o Liverpool Plains Shire; o Moree Plains Shire; o Narrabri Shire; o Tamworth Regional; o Tenterfield Shire; o Uralla Shire; o Walcha Shire.

Although a small organisation, ANW has a very large and diverse regional brief. Its core business includes a multitude of day to day enquiries, providing immediate and quality advice, information and professional support to artists and organisations, as well as the research, promotion and advocacy it oversees in partnerships with various stakeholders.

The ANW office is located in King Edward Park, Glen Innes. Council’s Director of Corporate and Community Services, Anna Watt, is Council’s representative to ANW and has been Chair of the ANW Board since its Annual General Meeting in March 2016. Previous to that, she had been Treasurer since 2013.

Page 14 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program specific action EH. 5.1.1 Continue membership and support of Arts North West.

(b) Financial Considerations Item 9.4 Council’s contribution for the 2019/20 financial year will be $8,472.75 exclusive of GST.

COMMENTARY Last year Council contributed $8,138 to ANW and received back a total of $47,671 worth of support in various services and activities across the LGA, being:

Core Services:  Advice and Advocacy;  Professional Development Services;  Promotion and Marketing;  Networking and Partnerships;  Aboriginal Cultural Support Program;  Arts and Disability Program (Enable Arts);  Cultural Tourism (ANW Connect).

Specific activities in the Glen Innes Severn LGA:  Committee: Glen Innes Public Art Committee;  Arts North West Professional Development Workshop Grant-Writing;  Arts North West Board Meeting and AGM;  Stuff of Tales workshops;  Aboriginal Cultural Support Program - Making Old Markings New, Creative Koori Capacity-Building;  ANW Connect – three (3) subscribers;  North West Arts Trail Open Weekend – nine (9) registrations;  Arts North West ON TOUR – London Klezmer Quartet; William Yang: The Story Only I Can Tell; Melbourne City Ballet Carmen; Ickypedia; Melbourne International Comedy Fest Roadshow;  Pocket Productions – Bloodwood Quartet;  Country Arts Support Program: Deepwater – Cool Choir ($2,883).

This amounts to a 486% return on investment. Further details can be seen in Annexure A relating to this report.

At its Annual General Meeting held in May 2018, ANW moved to a new governance structure, a two-tiered configuration, comprising a small Board of Management governing the organisation along with a Strategic Advisory Council (SAC) of representatives from contributing LGA’s and independent cultural organisations providing strategic input and feedback into programming and direction.

In February 2018, Council’s representative, Anna Watt, was nominated by the SAC to be one (1) of the four (4) Regional Directors for a Board of Management position on behalf of the SAC. At the ANW Annual General Meeting (AGM) held in May 2018, Anna was elected Chair of the Board of Management. The 2019 ANW AGM is scheduled to be held on 10 May 2019 from 4.30 to 5.30pm in the William Gardner

Page 15 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Conference Room at the Glen Innes Severn Library Learning Centre. Councillors and community members are encouraged to attend. 9.4 It is of significance to our region that ANW is going to be hosting Artstate 2019, the NSW regional arts conference, which will be held in Tamworth from 31 October to 3

Item November. This is a noteworthy cultural and arts event that will draw many people from various NSW cities and other regions to the rural region covered by ANW.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

(c) Social Implications As Council is a contributing LGA, all persons living within its LGA are eligible to receive and use the services provided by ANW. As is noted within the body of the report, the return on investment for Council for 2018 is 486%.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications The ANW office is located within the building in King Edward Park. As per Council’s resolution 8.12/17, ANW does not pay rent for this building.

CONCLUSION Last year Council contributed $8,138 to ANW and received back a total of $47,671 worth of support in various services and activities across the LGA; which is a 486% return on investment for its contribution. The 2019 ANW AGM is to be held in Glen Innes on 10 May 2019. It should also be noted that ANW will be hosting the NSW regional arts conference, Artstate 2019, in Tamworth from 31 October to 3 November 2019.

RECOMMENDATION 1. That Council notes the 486% return on investment in 2018 that Council received from its partnership with Arts North West. 2. That Council continues to support Arts North West into the future. 3. That Council notes the 2019 Annual General Meeting of Arts North West is to be held on 10 May 2019 in Glen Innes. 4. That Council notes that Arts North West is hosting the NSW regional arts conference, Artstate 2019, in Tamworth from 31 October to 3 November 2019.

Page 16 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.5 Aboriginal Consultative Committee - Election of New Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Acting Personal Assistant Item 9.5

ANNEXURES Annexure A Minutes - Aboriginal Consultative Committee AGM 25/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Aboriginal Consultative Committee

PURPOSE The purpose of this report is to seek Council’s approval for the membership of the newly elected Aboriginal Consultative Committee.

BACKGROUND The Annual General Meeting of the Aboriginal Consultative Committee was held on Monday, 25 February 2019. At the meeting, Committee members for the coming year were nominated in accordance with the Committee’s Constitution and are aware of the following conditions, as outlined in the Manual for Community Committees of Council:  A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting; and  Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective CS 5.1.1 'Promote partnerships between the community and Council in achieving this objective.'

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY In accordance with the Manual for Community Committees of Council and the Constitution of the Aboriginal Consultative Committee, the following delegates were nominated for membership:

Page 17 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Council Representatives:

9.5  Two (2) Councillor representatives;  Mayor or Deputy Mayor – Carol Sparks (Mayor);  Councillor – Dianne Newman.

Item  Two (2) Council staff members;  Manager of Community Services – Janine Johnson;  Life Choices Support Services Administration and Quality Officer – Candy Lockwood (Minutes).

In accordance with Council’s resolution 8.09/18 dated 27 September 2018, Council’s representatives on this Committee are the Mayor Carol Sparks, Councillor Dianne Newman, the Manager of Community Services and the Life Choices Support Services Administration and Quality Officer.

Community Representatives:  Two (2) members from the Glen Innes Local Aboriginal Lands Council: Margaret Patterson and Jayden Potter;  One (1) member from Cooramah Aboriginal Corporation: John Kirk;  One (1) member from Boorabee Aboriginal Corporation: John Kirk;  Two (2) members from Armajun Health Service: Debbie McCowen and Jenny Ryan;  Two (2) Aboriginal community members: positions not filled;  Two (2) members from Aboriginal Youth Community: Council’s Youth Worker (if meeting held on another day). One (1) position still vacant unless meeting day does not change then both positions are yet to be filled.

Invitations to attend meetings will be extended to the following agencies; however, the representatives from these agencies will not act as formal delegates of the Committee:  Aboriginal Health - Lynette Lackay;  Hunter New England Health - Greg Strong;  Pathfinders;  Aboriginal Educational Consultative Group;  Family and Community Services;  Glen Innes Police - Inspector Matt Hemsworth;  Glen Innes Family Youth Support Services – Margaret Whitfield and Freida Boney;  Juvenile Justice – Tina Whitfield;  Community Corrections – Mark Nott;  National Disability Insurance Scheme – Candy Connors;  Centrelink – Nick Ehsman.

Page 18 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

Item 9.5 (c) Social Implications The Aboriginal Consultative Committee provides a forum between Council and the Aboriginal community to raise, discuss and share issues. This results in increased awareness across the wider Aboriginal community about current services or activities provided in the Local Government Area.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this report.

CONCLUSION The Aboriginal Consultative Committee has nominated five (5) members for the coming year in accordance with its Constitution and is now seeking Council’s approval of the new membership.

RECOMMENDATION That Council approves the following five (5) community representatives as the newly elected Aboriginal Consultative Committee:  Margaret Patterson (Aboriginal Lands Council);  Jayden Potter (Aboriginal Lands Council);  John Kirk (Cooramah Aboriginal Corporation and Boorabee Aboriginal Corporation);  Debbie McCowen (Armajun Health Service);  Jenny Ryan (Armajun Health Service).

Page 19 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.6 Australia Day Committee - Election of New Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Acting Personal Assistant Item 9.6 ANNEXURES Annexure A Minutes - Australia Day Committee AGM 6/3/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Australia Day Committee

PURPOSE The purpose of this report is to seek Council’s approval for the membership of the newly elected Australia Day Committee.

BACKGROUND The Annual General Meeting of the Australia Day Committee was held on Wednesday, 6 March 2019. Eleven (11) nominations were received for membership of the committee. All Community Representatives who nominated for the Australia Day Committee are aware of the following conditions, as outlined in the Manual for Community Committees of Council:

 A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting, and  Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.

(b) Financial Considerations An allocation will be provided within Council’s draft Operational Plan 2019/20 for the running of Australia Day 2020 by the Council Committee.

COMMENTARY In accordance with the Manual for Community Committees of Council, all Committee members and Office Bearer positions were declared vacant. Eleven (11) nominations were received for 12 positions on the Committee. Accordingly, the following 11 candidates are recommended for appointment to the Committee:  Robert Arthur;  Bev Edkins;

Page 20 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Richard Edkins;  Ian Gould;  Peter Haselwood;  Mahri Koch;

Item 9.6  Jan Lemon;  Lyn Schumacher;  Kerry Strong;  Kerrie Sturtridge;  Tahlia Sturtridge.

The election of office bearers was also held, with Jan Lemon elected as Chairperson, and Mahri Koch elected as Secretary.

In accordance with Council’s resolution 8.09/18 dated 27 September 2018, Council’s representative on this Committee is Councillor Andrew Parsons.

(a) Governance/Policy Implications All Community Representatives who nominated for the Australia Day Committee are aware of the conditions as outlined in the Community Committees of Council Manual.

(b) Legal Implications The Australia Day Committee is a Committee of Council under the provisions of Section 355 of the Local Government Act 1993.

(c) Social Implications The Australia Day Committee manages an annual event that is well attended by members of the Glen Innes Severn community.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this report.

CONCLUSION The Australia Day Committee has elected 11 Community Representatives from the Annual General Meeting held on 6 March 2019, who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for the new membership.

RECOMMENDATION 1. That Council endorses the following 11 Community Representatives as the newly elected Australia Day Committee:  Robert Arthur;

Page 21 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Bev Edkins;  Richard Edkins;  Ian Gould;  Peter Haselwood;

Item 9.6  Mahri Koch;  Jan Lemon;  Lyn Schumacher;  Kerry Strong;  Kerrie Sturtridge;  Tahlia Sturtridge. 2. That Council endorses the election of Office Bearers within the newly elected Australia Day Committee as follows:  Jan Lemon elected as Chairperson;  Mahri Koch elected as Secretary.

Page 22 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.7 Emmaville Mining Museum Committee - Election of Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Acting Personal Assistant Item 9.7 ANNEXURES Annexure A Minutes - Emmaville Mining Museum Committee AGM 21/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Emmaville Mining Museum Committee

PURPOSE The purpose of this report is to seek Council’s approval for the community membership of the newly elected Emmaville Mining Museum Committee.

BACKGROUND The Annual General Meeting of the Emmaville Mining Museum Committee was held on Thursday, 21 February 2019. Six (6) nominations were received for membership of the Committee. All Community Representatives who nominated for the Emmaville Mining Museum Committee are aware of the following conditions as outlined in the Manual for Community Committees of Council:

 A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or an employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting; and  Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.

(b) Financial Considerations There are no financial implications arising from this report.

COMMENTARY In accordance with the Manual for Community Committees of Council, all Committee member positions were declared vacant. Nominations were called from interested members of the community to fill the 12 Committee positions for the coming year.

Page 23 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The following six (6) people submitted nominations, all being recommended for appointment to the Committee:  Steven Cullen;  Mark Green; Item 9.7  Margaret Haar;  Ron Jillett;  Bill Johnson;  Margaret Lynn.

The election of Office Bearers was also held, with Ron Jillett elected as President, Bill Johnson as Vice President, Margaret Haar as Secretary and Margaret Lynn as Treasurer.

In accordance with Council’s resolution 8.09/18 dated 27 September 2018; Council’s representative on this Committee is Councillor Glenn Frendon. The Manager of Economic Development and/or the Events Coordinator also attend/s these meetings as (a) management representative(s).

(a) Governance/Policy Implications The Annual General Meeting and election of Office Bearers has been carried out in accordance with the Manual for Community Committees of Council. The Emmaville Mining Museum Committee does not have any delegated Council powers or responsibilities, but provides a forum for residents and interest groups to provide input into Council policies and strategies as they are formulated and reviewed.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this report.

CONCLUSION The Emmaville Mining Museum Committee has elected six (6) members for the coming year, who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for the new membership.

RECOMMENDATION 1. That Council endorses the following six (6) Community Representatives as the newly elected Emmaville Mining Museum Committee:

Page 24 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Steven Cullen;  Mark Green;  Margaret Haar;  Ron Jillett;

Item 9.7  Bill Johnson;  Margaret Lynn. 2. That Council endorses the election of Office Bearers within the newly elected Emmaville Mining Museum Committee as follows:  Ron Jillett elected as President;  Bill Johnson elected as Vice President;  Margaret Haar elected as Secretary;  Margaret Lynn elected as Treasurer.

Page 25 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.8 Glen Innes and District Sports Council Committee – Election of Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Item 9.8 Author: Danielle Mepham - Acting Personal Assistant

ANNEXURES Annexure A Minutes - Glen Innes District Sports Council AGM 11/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Glen Innes and District Sports Council

PURPOSE The purpose of this report is to seek Council’s approval for the community membership of the newly elected Glen Innes and District Sports Council Committee.

BACKGROUND The Annual General Meeting of the Glen Innes and District Sports Council Committee was held on Monday, 11 February 2019. Fourteen (14) sporting club nominations were received for membership of the Committee. All sporting clubs who nominated for the Glen Innes and District Sports Council Committee are aware of the following conditions, as outlined in the Community Committee of Council Manual:  A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting, and  Members are prepared to operate under Council’s Code of Conduct and Community Committee of Council Manual.

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY In accordance with Council’s Manual for Community Committees of Council, all Community Committee Member positions were declared vacant. Nominations were called from interested sporting club representatives of the community to fill the 12 committee positions for the coming year.

Page 26 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The following fourteen (14) nominations were received by individual sporting clubs and it is recommended that they all be appointed to the Committee:  Glen Innes Basketball representative – Rosalie Whan;  Glen Innes and District Football Association representative – Preston Parkes;  Glen Innes Junior AFL Club representatives – Aaron Harvey and Robyn Item 9.8 Harvey*;  Glen Innes Minor League representative - Wayne Williams;  Glen Innes Netball representatives - Julie Fuller and Bec Cooke*;  Glen Innes Pony Club representative – Maree Cameron;  Glen Innes Rugby Club representative – Sam Price;  Glen Innes Senior League representative – Howard Whan;  Glen Innes Show Society representative - Malcolm Kerr;  Glen Elgin Sports representative – Norma Leamon;  Highland Hunting and Target Club representative– Natasha Ward;  Highlanders Football Club representative – Chris Wilson;  Redfins Swimming Club representative – Troy Arandale;  Tennis representative - Chris Smith.

Item 2.1.2 of the Manual for Community Committees of Council states membership will not exceed 12 persons, unless approved by Council. It is recommended that Council accepts all requests from sporting or recreation groups to join this committee and not limit the number of committee members, as this could create an issue whereby clubs, which exist in Glen Innes and surrounding districts, who wish to be represented cannot be.

The election of Office Bearers was also held, with Julie Fuller elected as President, Wayne Williams elected as Vice President, Preston Parkes elected as Secretary and Bec Cooke elected as Publicity Officer. Glen Innes Severn Council will continue to act as the Treasurer for this Committee.

In accordance with Council’s resolution 8.09/18 dated 27 September 2018, Council’s representative on this Committee is Councillor Andrew Parsons. Council’s Manager of Recreation and Open Spaces, Graham Archibald, also attends these meetings on behalf of Council.

(a) Governance/Policy Implications The Annual General Meeting and election of office bearers has been carried out in accordance with Council’s Manual for Community Committees of Council. The Glen Innes and District Sports Council Committee does not have any delegated powers or responsibilities, but provides a forum for residents and interest groups to provide input into Council policies and strategies as they are formulated and reviewed.

Page 27 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(b) Legal Implications There are no legal implications arising from this report.

Item 9.8 The Committee represents a significant cross section of community sporting activities.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from this report.

CONCLUSION The Glen Innes and District Sports Council Committee has elected 14 sporting club members for the coming year whose representatives have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for special consideration regarding the 14 nominations for new membership.

RECOMMENDATION 1. That Council does not limit membership of the Glen Innes and District Sports Council Committee to 12 members, and considers all nominations received from sporting or recreation clubs for community representation. 2. That Council endorses the following 14 Community Sporting Clubs as Representatives of the newly elected Glen Innes and District Sports Council Committee:  Glen Innes and District Football Association representative – Preston Parkes;  Glen Innes Basketball representative – Rosalie Whan;  Glen Innes Junior AFL Club representatives – Aaron Harvey and Robyn Harvey*;  Glen Innes Minor League representative – Wayne Williams;  Glen Innes Netball representatives – Julie Fuller and Bec Cooke*;  Glen Innes Pony Club representative – Maree Cameron;  Glen Innes Rugby Club representative – Sam Price;  Glen Innes Senior League representative – Howard Whan;  Glen Innes Show Society representative – Malcolm Kerr;  Glen Elgin Sports representative – Norma Leamon;  Highland Hunting and Target Club representative – Natasha Ward;  Highlanders Football Club representative – Chris Wilson;  Redfins Swimming Club representative – Troy Arandale;  Tennis Club representative - Chris Smith.

Page 28 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

* In accordance with Council’s resolution 23.3/13 dated 28 March 2013, the Glen Innes and District Sports Council Terms of Reference notes that Community Representatives have one (1) vote per sporting organisation. 3. That Council endorses the election of Office Bearers within the newly elected Glen Innes and District Sports Council Committee:

Item 9.8  Julie Fuller elected as President;  Wayne Williams elected as Vice President;  Preston Parkes elected as Secretary;  Bec Cooke elected as Publicity Officer. 4. That Council continues to act as the Treasurer for the Glen Innes and District Sports Council Committee.

Page 29 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.9 Glen Innes Severn Cemetery Committee - Election of Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Item 9.9 Author: Danielle Mepham - Acting Personal Assistant

ANNEXURES Annexure A Minutes - Glen Innes Cemetery Committee AGM 21/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Glen Innes Severn Cemetery Committee

PURPOSE The purpose of this report is to seek Council’s approval for the community membership of the newly elected Glen Innes Severn Cemetery Committee.

BACKGROUND The Annual General Meeting of the Glen Innes Severn Cemetery Committee was held on Thursday, 21 February 2019. Sixteen (16) nominations were received for membership of the Committee, which is encouraging for a Committee that has struggled recently to meet the required member numbers. All Community Representatives who nominated for the Glen Innes Severn Cemetery Committee are aware of the following conditions, as outlined in the Manual for Community Committees of Council:  A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting, and  Members are prepared to operate under Council’s Code of Conduct and Community Committee of Council Manual.

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY In accordance with the Manual for Community Committees of Council, all Community Committee Member positions were declared vacant. Nominations were called from interested members of the community to fill the Committee positions for the coming year.

Page 30 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The following 16 candidates submitted written nominations prior to the Annual General Meeting, all being recommended and supported by the chair, Councillor Price, for appointment to the Committee:  Louise Brown;

 Eve Chappell; Item 9.9  Robert Davidson;  Joanne Green;  Joan Hughes;  Carlene Knight;  John Lee;  Russell Meehan;  Leanne McHarg;  Kerry Strong;  Jenny Thomas;  Robert Thomas;  Cathi Tibbs;  Tim Tibbs;  Raelene Watson;  Marlene Weiss.

Glen Innes Severn Cemetery Committee has struggled to acquire the minimum number of four (4) members in recent years, nevertheless, the enthusiasm shown by all in attendance at the meeting is extremely encouraging. The above 16 nominated representatives reinforces the support by the community to not allow this valued committee to dissolve. However, the Manual for Community Committees of Council states that membership will not exceed 12 and if more than 12 persons are nominated that a vote be held to determine the Committee members.

Endorsement of an additional four (4) members, above the specified number, could adversely affect the productivity at meetings due to the increased number of voting members involved in discussion. Another point to consider is that if Council choses to endorse all 16 nominations, then the required quorum number would be nine (9), being half the number of voting members plus one (1). Services of volunteers can be used throughout the year by the Committee creating a positive way for individuals, not voted in as members, to still be actively involved in the Committee along with attending the meetings which are open to the public.

(a) Governance/Policy Implications The Annual General Meeting has been carried out in accordance with the Manual for Community Committees of Council. The Glen Innes Severn Cemetery Committee does not have any delegated Council powers or responsibilities, but provides a forum for residents and interest groups to provide input into Council policies and strategies as they are formulated and reviewed. In accordance with Council’s resolution 8.09/18 dated 27 September 2018, Council’s representatives

Page 31 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

on this Committee are Councillor Colin Price and Councillor Jeff Smith. The Manager of Recreation and Open Spaces, Graham Archibald, also attends these meetings as a management representative.

(b) Legal Implications

Item 9.9 There are no legal implications arising from this report.

(c) Social Implications The Glen Innes Severn Cemetery Committee provides oversight of interment issues within the Local Government Area.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from this report.

CONCLUSION The Glen Innes Severn Cemetery Committee has elected 16 members for the coming year who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. However, Council’s Manual for Community Committees of Council states that membership of committee’s will not be more than twelve (12) members. Therefore it is recommended that Council requests this committee to reconvene and vote on whom its 12 members should be for new membership.

RECOMMENDATION That Council acknowledges with thanks the large number of nominations received for membership to the Glen Innes Severn Cemetery, however, enforces point 2.1.2 of the Manual for Community Committees of Council “that Committee membership not exceed 12 persons” and requests the Glen Innes Severn Cemetery Committee to vote at its next meeting to elect 12 members from the following 16 nominations and recommend these 12 elected members as the newly elected Glen Innes Severn Cemetery Committee for Council endorsement:  Louise Brown;  Eve Chappell;  Robert Davidson;  Joanne Green;  Joan Hughes;  Carlene Knight;  John Lee;  Russell Meehan;  Leanne McHarg;  Kerry Strong;

Page 32 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Jenny Thomas;  Robert Thomas;  Cathi Tibbs;

 Tim Tibbs; Item 9.9  Raelene Watson;  Marlene Weiss.

Page 33 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.10 Glen Innes Severn Library Committee - Election of Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Acting Personal Assistant

Item 9.10 ANNEXURES Annexure A Minutes - Glen Innes Severn Library Committee AGM 21/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Glen Innes Severn Library Committee

PURPOSE The purpose of this report is to seek Council’s approval for the community membership of the newly elected Glen Innes Severn Library Committee.

BACKGROUND The Annual General Meeting of the Glen Innes Severn Library Committee was held on Thursday, 21 February 2019. Four (4) nominations were received for membership of the Committee. All Community Representatives who nominated for the Glen Innes Severn Library Committee are aware of the following conditions as outlined in the Manual for Community Committees of Council:

 A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or an employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting; and  Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.

(b) Financial Considerations There are no financial considerations arising from this report.

The following four (4) candidate’s submitted nominations, all being recommended for appointment to the Committee:  Marina Gerlofsma;

Page 34 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Kerry Muir;  Lindy Stevenson;  Jenny Sloman.

The election of Office Bearers was held, with Kerry Muir elected as Chairperson, Lindy

Item 9.10 Stevenson elected as Vice Chairperson, Marina Gerlofsma elected as Secretary and Jenny Sloman elected as Treasurer.

In accordance with Council’s resolution 8.09/18 dated 27 September 2018, Council’s representative on this Committee is Councillor Sparks.

The Manager of the Library and Learning Centre, the Director of Corporate and Community Services and the TAFE Institute Librarian are non-voting members of this Committee.

(a) Governance/Policy Implications The Annual General Meeting and election of Office Bearers has been carried out in accordance with the Manual for Community Committees of Council. The Glen Innes Severn Library Committee does not have any delegated Council powers or responsibilities, but provides a forum for residents and interest groups to provide input into Council policies and strategies as they are formulated and reviewed.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from this report.

CONCLUSION The Glen Innes Severn Library Committee has elected four (4) members for the coming year, who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for the new membership.

RECOMMENDATION 1. That Council endorses the following four (4) Community Representatives as the newly elected Glen Innes Severn Library Committee:  Marina Gerlofsma;  Kerry Muir;  Jenny Sloman;  Lindy Stevenson.

Page 35 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

2. That Council endorses the election of Office Bearers within the newly elected Glen Innes Severn Library Committee as follows:  Kerry Muir elected as Chairperson;  Lindy Stevenson elected as Vice Chairperson;  Marina Gerlofsma elected as Secretary;

Item 9.10  Jenny Sloman elected as Treasurer.

Page 36 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.11 Glencoe Hall Committee - Election of Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Acting Personal Assistant

ANNEXURES Item 9.11 Annexure A Minutes - Glencoe Hall Committee AGM 24/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Glencoe Hall Committee

PURPOSE The purpose of this report is to seek Council’s approval for the community membership of the newly elected Glencoe Hall Committee.

BACKGROUND The Annual General Meeting of the Glencoe Hall Committee was held on Sunday, 24 February 2019. Eleven (11) nominations were received for membership of the Committee. All Community Representatives who nominated for the Glencoe Hall Committee are aware of the following conditions as outlined in the Manual for Community Committees of Council:

 A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or an employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting; and  Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.

(b) Financial Considerations There are no financial considerations arising from this report.

The following 11 people submitted nominations, all being recommended for appointment to the Committee:  Carmel Eslick;

Page 37 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 James Gillen;  Lyn Gillen;  Andrew Irwin;  Chris Irwin;

Item 9.11  Jason Irwin;  Rob Irwin;  Marjorie Leggett;  Evelyn Scott;  Jo Scott;  Peter Scott. The election of Office Bearers was also held, with Marjorie Leggett elected as President, Rob Irwin as Vice President, Carmel Eslick as Secretary, and Peter Scott as Treasurer.

In accordance with Council’s resolution 8.09/18 dated 27 September 2018, Council’s representative on this Committee is Councillor Dianne Newman.

(a) Governance/Policy Implications The Annual General Meeting and election of Office Bearers has been carried out in accordance with the Manual for Community Committees of Council.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from this report.

CONCLUSION The Glencoe Hall Committee elected 11 members for the coming year at its Annual General Meeting held on Sunday, 24 February 2019. All of the members have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for the new membership.

RECOMMENDATION 1. That Council endorses the following 11 Community Representatives as the newly elected Glencoe Hall Committee:  Carmel Eslick;  James Gillen;  Lyn Gillen;

Page 38 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Andrew Irwin;  Chris Irwin;  Jason Irwin;  Rob Irwin;  Marjorie Leggett;  Evelyn Scott;

Item 9.11  Jo Scott;  Peter Scott. 2. That Council endorses the election of Office Bearers within the newly elected Glencoe Hall Committee as follows:  Marjorie Leggett elected as President;  Rob Irwin elected as Vice President;  Carmel Eslick elected as Secretary;  Peter Scott elected as Treasurer.

Page 39 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.12 Open Spaces Committee - Election of Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Acting Personal Assistant

Item 9.12 ANNEXURES Annexure A Minutes - Open Spaces Committee AGM - 13/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Open Spaces Committee

PURPOSE The purpose of this report is to seek Council’s approval for the community membership of the newly elected Open Spaces Committee.

BACKGROUND The Annual General Meeting of the Open Spaces Committee was held on Wednesday, 13 February 2019. Seven (7) nominations were received for membership of the Committee. All community representatives who nominated for the Open Spaces Committee are aware of the following conditions, as outlined in the Manual for Community Committees of Council:  A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting, and  Members are prepared to operate under Council’s Code of Conduct and Community Committee of Council Manual.

The Open Spaces Committee has a significant role in developing and refining Council’s Recreation and Open Spaces infrastructure strategy.

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY In accordance with the Manual for Community Committees of Council, all community Committee member positions were declared vacant. Nominations were called from interested members of the community to fill the twelve (12) Committee positions for the coming year.

Page 40 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The following seven (7) candidates submitted written nominations prior to the Annual General Meeting, all being recommended for appointment to the Committee:  Brett Bishop;  Tamara Campbell;  Lucy Faithfull (GLENRAC representative);

Item 9.12  Desmond Fitzgerald;  Margaret Leahy;  Wendy Mather;  Helen Wirth.

In accordance with Council’s resolution 8.09/18 dated 27 September 2018, Council’s representative on this Committee is Councillor Carol Sparks. The Director of Development, Planning and Regulatory Services and the Manager of Recreation and Open Spaces also attend these meetings as management representatives.

(a) Governance/Policy Implications The Annual General Meeting has been carried out in accordance with the Manual for Community Committees of Council. The Open Spaces Committee does not have any delegated Council powers or responsibilities, but provides a forum for residents and interest groups to provide input into Council policies and strategies as they are formulated and reviewed.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from this report.

CONCLUSION The Open Spaces Committee has elected seven (7) members for the coming year who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for the new membership.

RECOMMENDATION That Council endorses the following seven (7) community representatives as members of the newly elected Open Spaces Committee:  Brett Bishop;  Tamara Campbell;  Lucy Faithfull (GLENRAC representative);

Page 41 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Desmond Fitzgerald;  Margaret Leahy;  Wendy Mather;  Helen Wirth.

Item 9.12

Page 42 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.13 Roads Consultative Committee – Election of Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Acting Personal Assistant

ANNEXURES Item 9.13 Annexure A Minutes - Roads Consultative Committee AGM 21/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Roads Consultative Committee

PURPOSE The purpose of this report is to seek Council’s approval for the community membership of the newly elected Roads Consultative Committee.

BACKGROUND The Annual General Meeting of the Roads Consultative Committee was held on Thursday, 21 February 2019. Five (5) nominations were received for membership of the Committee, and they are all rural representative nominations. All Community Representatives who nominated for the Roads Consultative Committee are aware of the following conditions, as outlined in the Community Committees of Council Manual:

This item links to Council’s Delivery Program Objective IM 1.1.1 ‘Continue to engage with the community through established Community Committees to ensure their needs are understood.’

The above-mentioned objective is to be achieved through a continued review of Council’s existing road network, planning for the future, and refinement of Asset Management Plans to maximise the use of available funding. The Roads Consultative Committee has a significant role in developing and refining Council’s road infrastructure strategy.

(b) Financial Considerations There are no financial considerations arising from this report.

Page 43 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

COMMENTARY In accordance with Council’s Manual for Community Committees, all Community Committee member positions were declared vacant. Nominations were called from interested members of the community to fill the nine (9) committee positions as listed in the Terms of Reference for the Roads Consultative Committee for the coming year.

Item 9.13 The following five (5) candidates submitted written nominations prior to the Annual General Meeting, all being recommended for appointment to the Committee:  Tom Faithfull: representing the Rummerys Hill area;  James Gresham: representing the Glen Elgin area;  Mike Norton: representing the Mt Mitchell area;  Brian Winter: representing the Furracabad area;  Andrew Hancock: representing the Pinkett area and the public transport sector.

The position of Chairperson is assumed by the Mayor (Councillor Carol Sparks) as outlined in the Terms of Reference document dated July 2018.

In accordance with Council’s resolution 8.09/18 dated 27 September 2018, Council’s representatives on this Committee are Councillor Carol Sparks, Councillor Jeff Smith, Councillor Glenn Frendon, Councillor Colin Price, and Councillor Steve Toms. The General Manager, Director of Infrastructure Services, Manager of Infrastructure Delivery and Technical Services Engineer (currently on maternity leave) also attend these meetings as management representatives.

The following committee positions are unfilled, and the Committee welcomes nominations from interested members of the community:  Two (2) community representatives from an urban locality.  Two (2) community representatives from rural localities.

(a) Governance/Policy Implications The Annual General Meeting has been carried out in accordance with Council’s Manual for Community Committees of Council. The Roads Consultative Committee does not have any delegated Council powers or responsibilities, but provides a forum for residents and interest groups to provide input into Council policies and strategies as they are formulated and reviewed.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

Page 44 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from this report.

CONCLUSION The Roads Consultative Committee has elected five (5) members for the coming year who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s Item 9.13 approval is now sought for the new membership.

RECOMMENDATION That Council endorses the following five (5) Community Representatives as members of the newly elected Roads Consultative Committee:  Tom Faithfull;  James Gresham;  Andrew Hancock;  Michael Norton;  Brian Winter.

Page 45 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.14 Review of Asset Thresholds

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Liz Alley - Chief Financial Officer

Item 9.14 ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Financial Reporting ASSET MANAGEMENT: Planning; Reports

PURPOSE The purpose of this report is to seek Council’s approval to increase the asset thresholds on the Plant and Equipment, Open Space Recreational, Buildings – new and Swimming Pool, classes of assets.

BACKGROUND The recording of expenditure as an asset, means that it is recorded in Council’s balance sheet, and the details of the expenditure is entered into the corporate asset register. Existing thresholds are historical, in that they have stayed the same for many years. A low capitalisation threshold means an increased workload on staff involved with asset management in terms of keeping all of the documentation required for the capitalisation process, not to mention the tasks of depreciating assets annually, the revaluation of assets when required, and other associated administrative work.

Increasing the capitalisation threshold would result in some items that have previously been capitalised, in the future being either expensed or treated as inventory. While this will have some implications for Council’s operating position, it is not anticipated that such adjustments will have any material impact on the budget or financial benchmark ratios.

Existing capitalising thresholds are listed below, along with the proposed increased thresholds:

Asset Class Existing Threshold Proposed Threshold Plant and Equipment $1,000 $5,000 Open Space Recreational Assets $2,000 $5,000 Buildings (new) $10,000 $15,000 Swimming Pools $1,000 $5,000 Buildings Extensions and $10,000 No change Renovations Land 100% Capitalised No change Water and Sewer Assets $5,000 No change Transport Assets $25,000 No change Stormwater Assets $5,000 No change Office Equipment $2,000 No change Furniture and Fittings $2,000 No change Other Structures $2,000 No change

Page 46 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Library Books All books No change Tip Assets (Land) 100% Capitalised No change

What is the capitalisation threshold where assets must be recorded in its asset register? The Local Government Act 1993 states the following: Section 413 (3) – The general purpose financial report must be prepared in accordance with this Act and the Item 9.14 regulations and requirements of:

The publications issued by the Australian Accounting Standards Board, as in force for the time being, subject to the regulations and such other standards as may be prescribed by the regulations.

AASB 116 (9) this standard does not prescribe the unit of measure for recognition. Judgement is required in applying the recognition criteria to an entity’s specific circumstances.

AASB 101 (39) requires that when an entity reclassifies items in its financial statements, it shall present at least three statements of financial position:

a) At the end of the current period; b) At the end of the previous period; and c) The beginning of the earliest comparative period.

AASB 101 (15) requires the faithful representation of the effects of transactions, in accordance with the definitions and recognition for assets.

AASB 1031 (Materiality) establishes that information is material if its omission, misstatement or non-disclosure has the potential to influence the economic decisions of the users.

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

(b) Financial Considerations Items that would have been previously capitalised will now be treated as an expense. The estimated impact of this change is a one-off $234,609 increase in depreciation expenditure in 2018/19.

COMMENTARY It is proposed that the following asset thresholds be changed:

Asset Class Existing Threshold Proposed Threshold Plant and Equipment $1,000 $5,000 Open Space Recreational Assets $2,000 $5,000 Buildings (new) $10,000 $15,000 Swimming Pools $1,000 $5,000

Page 47 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Increasing the asset threshold for Plant and Equipment, Open Space Recreational Assets, Building – new, and Swimming Pool assets would mean that no expenditure on any one (1) item below $5,000 would be capitalised.

The likely impact on the Plant and Equipment Asset Class using 30 June 2018 data is that there were 283 assets under the proposed new threshold of $5,000 with a fair

Item 9.14 value of $516,698 and a carrying value of $45,440. The carrying value of these items would be expensed in 2018/19.

The likely impact on the Open Space Recreational Assets Class using 30 June 2018 data is that there were 181 assets under the proposed new threshold of $5,000 with a fair value of $253,498 and a carrying value of $153,992. The carrying value of these items would be expensed in 2018/19.

The likely impact on the Buildings, including Extensions and Renovations Asset Class using 30 June 2018 data is that there were seven (7) assets under the proposed new threshold of $15,000 with a fair value of $37,314 and a carrying value of $23,052. The carrying value of these items would be expensed in 2018/19.

The likely impact on the Swimming Pools Asset Class using 30 June 2018 data is that there were five (5) assets under the proposed new threshold of $5,000 with a fair value of $13,528, and a carrying value of $12,125. The carrying value of these items would be expensed in 2018/19.

In determining these thresholds, a comparison has been made to the asset capitalisation thresholds of other Councils across New South Wales and the proposed thresholds are within comparable levels. The thresholds for Water and Sewer Assets, Transport Assets and Stormwater Assets remain unchanged as these are comparable with other councils.

The capitalisation threshold changes proposed are relatively minor and immaterial in terms of the impact on the financial statements, budget and financial benchmark ratios of Council.

(a) Governance/Policy Implications This proposal represents an internal change in accounting policy in terms of the threshold for the recognition of assets.

(b) Legal Implications There are no legal implications associated with this report.

(d) Environmental Implications There are no environmental implications associated with this report.

(e) Economic/Asset Management Implications The lifting of these asset thresholds will mean that some items of expenditure previously classed as an asset will now be treated as an expense.

Page 48 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

CONCLUSION The recording of expenditure as an asset, means that it is recorded in Council’s balance sheet, and the details of the expenditure is entered into the corporate asset register. Existing thresholds are historical, in that they have stayed the same for many years. A low capitalisation threshold means an increased workload on staff involved with asset management in terms of keeping all of the documentation required for the capitalisation process, not to mention the tasks of depreciating assets annually, the Item 9.14 revaluation of assets when required, and other associated administrative work.

Increasing the capitalisation threshold means that some items previously capitalised would, in the future, be expensed. While this will have some implications for Council’s operating position, it is not anticipated that such adjustments will have any material impact on the budget and financial benchmark ratios. The initial additional depreciation cost of $234,609 will have a negative, but explainable, impact on Council’s operational bottom line in 2018/2019.

A substantial amount of administrative saving will result in increasing the asset capitalisation threshold for the four (4) classes of assets. The administrative saving will be in the form of not having to capture and maintain descriptive information, depreciation, accumulated depreciation, revaluation, disposal and reconciliation information and tasks associated with maintaining an asset in the register.

In determining these thresholds, a comparison has been made to the asset capitalisation thresholds of other Councils across New South Wales and the proposed thresholds are within acceptable levels. The capitalisation threshold changes proposed are relatively minor and immaterial in terms of the impact on the financial statements, budget and financial benchmark ratios of Council.

RECOMMENDATION That Council approves the following changes to Asset capitalisation thresholds from 1 July 2018:  Plant and Equipment $5,000  Open Space Recreational Assets $5,000  Buildings (new) $15,000  Swimming Pools $5,000

Page 49 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.15 Review of Bank Account Overdraft Facility Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Liz Alley - Chief Financial Officer

Item 9.15 ANNEXURES Annexure A Bank Account Overdraft Facility Policy

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Policy BANKING: Bank Account Overdraft

PURPOSE The purpose of this report is to present Council with the reviewed Bank Account Overdraft Facility Policy, for adoption. Please refer to Annexure A relating to this report.

BACKGROUND The current Bank Account Overdraft Facility Policy was last adopted by Council on 28 May 2015 and is due for review every three (3) years. The document has recently been reviewed in consultation with relevant staff.

(b) Financial Considerations An interest cost would be incurred should Council make use of the overdraft facility. However, the facility has not been called upon in the three (3) years since the Policy was last adopted.

At this stage, with the current investment management practices of rolling investments evenly throughout the year, the overdraft is not expected to be used in the foreseeable future. This raises the question of whether the facility is necessary, but, as no facility fee is being charged there is no motivation to terminate the facility.

The overdraft interest rate is 9.77% at present.

COMMENTARY A review has been completed on the Bank Account Overdraft Facility Policy and no amendments to the policy have been made.

(a) Governance/Policy Implications Once adopted by Council, the revised Bank Account Overdraft Facility Policy will become policy of Council.

(b) Legal Implications Council has a responsibility to pay its debts as and when they fall due. Recourse to an overdraft facility provides access to cash during any temporary downturn in cash flows.

Page 50 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications Item 9.15 There are no economic or asset implications arising from this report.

CONCLUSION Council’s Bank Account Overdraft Facility Policy has been reviewed and does not require any changes from the current Policy adopted in 28 May 2015. The reviewed Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the Bank Account Overdraft Facility Policy as attached as an Annexure to this report. 2. That the Chief Financial Officer communicates the information contained within the Bank Account Overdraft Facility Policy to all relevant and newly appointed staff.

Page 51 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.16 Review of Debt Recovery Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Liz Alley - Chief Financial Officer

Item 9.16 ANNEXURES Annexure A Debt Recovery Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy FINANCIAL MANAGEMENT: Debtors RATES AND VALUATIONS: Fees and Charges

PURPOSE The purpose of this report is to present Council with the reviewed Debt Recovery Policy, for adoption. Please refer to Annexure A relating to this report.

BACKGROUND The Debt Recovery Policy was last adopted by Council on 24 September 2015 and is due for review every three (3) years. The document has recently been reviewed in consultation with relevant staff.

(b) Financial Considerations Debt recovery forms an important part of Council’s cash flow management. However, the process of debt recovery must be handled with respect and consciousness of the implications of Council’s customers and the community.

The process of debt recovery is directed by Council’s Debt Recovery Policy and therefore this document forms an important part of Council’s ‘system of responsible financial management’. It is clear from recent years that the Debt Recovery Policy has operated effectively and therefore only minor adjustments are suggested.

COMMENTARY The Debt Recovery Policy has been reviewed with only minor changes in reference to the Debt collection Guidelines and new Act’s. A copy of the updated policy with all changes noted in red font is attached as an annexure to this report.

(a) Governance/Policy Implications Once adopted by Council, the revised Debt Recovery Policy will become policy of Council.

(b) Legal Implications There are no legal implications arising from this report.

Page 52 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this

report. Item 9.16

CONCLUSION Council’s Debt Recovery Policy has been reviewed to include changes that have occurred since the current Policy was adopted in 24 September 2015. Changes are relatively minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the Debt Recovery Policy attached as an Annexure to this report. 2. That the Chief Financial Officer inducts staff into the Debt Recovery Policy where required. 3. That the Chief Financial Officer communicates revised versions of the Debt Recovery Policy that contain significant changes to all relevant staff.

Page 53 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.17 Review of Sale of Other Assets (Asset Disposal) Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Liz Alley - Chief Financial Officer

Item 9.17 ANNEXURES Annexure A Sale of Other Assets (Asset Disposal) Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy FINANCIAL MANAGEMENT: Policy ASSET MANAGEMENT: Asset Register

PURPOSE The purpose of this report is to present Council with the reviewed Sale of Other Assets (Asset Disposal) Policy, for adoption. Please refer to the Annexure relating to this report.

BACKGROUND The Sale of Other Assets (Asset Disposal) Policy was last adopted by Council on 26 February 2015 and is due for review every three (3) years. The document has recently been reviewed in consultation with relevant staff.

(b) Financial Considerations This Policy has been drafted in line with the Strategic Financial Objective number seven (7) to reduce Council-owned assets which do not align with Council’s adopted strategic objectives, and place an unnecessary ongoing maintenance burden on Council and the community. The Policy sets the method by which sales must be made to ensure that the optimum return on Council’s unused assets is achieved and the risk of fraud is minimised to an acceptable level.

COMMENTARY The Sale of Other Assets (Asset Disposal Policy) strengthens Council’s internal controls by providing clarity in respect to the selling of assets, which could potentially be an area of significant risk in Council’s financial systems.

The attached Policy has been amended to provide sufficient instruction to staff to prevent issues arising from the sale of other assets.

(a) Governance/Policy Implications Once adopted by Council, the revised Sale of Other Assets (Asset Disposal) Policy will become policy of Council.

(b) Legal Implications There are no legal implications arising from this report.

Page 54 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(c) Social Implications This Policy will ensure that Council attains the best possible value with respect to the sale of other assets.

(d) Environmental Implications There are no environmental implications arising from this report.

Item 9.17 (e) Economic/Asset Management Implications Selling unused assets will ensure that Council is not carrying any unnecessary expenditure, and where possible will provide a return on the disposal of unused assets.

CONCLUSION Council’s Sale of Other Assets (Asset Disposal) Policy has been reviewed to include changes that have occurred since the current Policy was adopted in 26 February 2015. Changes are relatively minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the Sale of Other Assets (Asset Disposal) Policy attached as an Annexure to this report. 2. That the Chief Financial Officer communicates the Sale of Other Assets (Asset Disposal) Policy to applicable staff members.

Page 55 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.18 Capital Works Program Progress Report

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Authors: Donna McAllister - Management Accountant Liz Alley - Chief Financial Officer Item 9.18 ANNEXURES There are no annexures to this report.

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

PURPOSE The purpose of this report is for Council to review the progress of its Capital Works Program 2018-19 which was adopted as part of Council’s current Operational Plan and Budget.

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

(a) Relevance to Integrated Planning and Reporting Framework Council’s Operational Plan 2018-19 sets out the Capital Works Program to be undertaken during the financial year.

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

(b) Financial Considerations Council’s Capital Works Program is included in the 2018-19 Operational Plan and Budget which was adopted by Council on 28 June 2018.

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

Council has allocated various budgets for bitumen resealing works in the current year. It is proposed that these works be deferred until 2019/2020, and that the funds instead be allocated to gravel re-sheeting on Pinkett Road, which had been flagged for the 2019/2020 Capital works program in the Infrastructure Backlog Management Plan.

The reason for this change is that Pinkett Road is in urgent need of gravel, and bringing that work forward will also enable cost savings, as the works will be able to be undertaken “off the belt” of the contract crushing process, saving the cost of separately stockpiling and loading out.

Council will allocate funds for light vehicle purchases in the 2019/2020 Capital budget and renew a bulk lot of vehicles at that time. It is recommended that the planned

Page 56 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019 replacement of the Holden Rodeo LX 4x2 Cab Chassis in the Glen Innes Aggregates plant fund be deferred to 2019/2020 to be included in the bulk purchase of vehicles at that time.

Item 9.18

Image 1: Upgrade of the Railway Crossing

Image 2: Upgrade of the Railway Crossing – construction is underway with the pathway completed from Lambeth Street to the western side of the Rail corridor.

Page 57 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 9.18

Image 3: Grey Street Upgrade Stage 4 – project underway.

The first table below provides updates on the projects from 2017-18 that were not completed at 30 June 2018, therefore, these projects were required to be ‘rolled over’ into the current year. The 2018-19 Capital Works Program progress is reported in the second table. The tables have been adjusted this month to include an additional column called Adjusted Budget. This column shows changes to budgeted amounts resulting from additional projects or deferral/cancellation of projects as per Council Resolutions.

2017-18 ‘rolled over’ Capital Works Program as at 28 February 2019:

Rolled over Adjusted Actual + PROJECT WORKS COMMENTS amount Budget Committed PROJECTS FUNDED FROM THE GENERAL Amount rolled over : $28,716 $28,716 FUND Kerb and Gutter Local Rural Roads Project completed. $28,716 $28,716 $25,815 Renewal BLACK SPOT FUNDING Amount rolled over: $17,210 $17,210 Road Safety Black Spot Funding Treatments – Project completed. $17,210 $17,210 $20,610 Emmaville Road PROJECTS FUNDED FROM ROADS TO Amount rolled over: $335,322 $335,322 RECOVERY (RTR) GRANTS Local Sealed Urban Glen Legh Road Project completed. $335,322 $335,322 $312,335 Roads Rehabilitation REGIONAL ROADS Amount rolled over: $100,000 $100,000 Heavy patching and Regional Roads Block Regional road bitumen primer seal completed $100,000 $100,000 $111,398 Grant resealing program on Wellington Vale Road.

Page 58 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

PROJECTS FUNDED THROUGH THE LOCAL INFRASTUCTURE Amount rolled over: $618,709 $618,709 RENEWAL SCHEME (LIRS) LOANS SCHEME Design for bridge in 5195 Polhill Road, progress. Concrete Local Bridges – LIRS

Wellingrove Creek moulds for Country Item 9.18 Accelerated Bridge $589,549 $589,549 $35,691 Bridge (Previously Bridge Solutions Program (Contingency) incorrect project name) components are near complete. Geotech reports 5270 Shannon Vale $7,290 $7,290 $7,290 completed. Geotech reports 5170 Furracabad $7,290 $7,290 $7,290 completed. Geotech reports 5215 Mt Mitchell $7,290 $7,290 $7,290 completed. 5345 Yarraford Bridge Geotech reports (Previously incorrect $7,290 $7,290 $7,290 completed. project name) GENERAL FUND EXPENDITURE Amount rolled over: $285,566 $235,566 (GENERAL WORKS) ART PROJECT: Main Turbine blade project in Street progress and balance $50,000 $50,000 $12,030 reserved for future projects. DIS: Install Walking and Funds for the Upgrade Cycling Tracks of Tregurtha Way are to be reserved for the $50,000 $0 $0 Main Street Upgrade. Adjustment in December QBRS. PARKS: New Fence Completed subject to Bicentennial Park $5,143 $5,143 $4,419 final top dressing. Glencoe PARKS: Playground Project completed. $18,015 $18,015 $38,230 Equip ANZAC Park FINANCE: IP Telephone Project commenced. $19,772 $19,772 $10,890 System FINANCE: New Finance Purchase now expected System and to take place 2019/20 $40,000 $40,000 $821 Implementation therefore funds to be carried forward. PARKS: Swimming Pool Upgrade Project completed. $34,900 $34,900 $40,546 OPEN: Sports Ground Overspend approved by Business case Master Plan the General Manager. development for the Hoping to offset $20,000 $20,000 $30,850 Indoor Netball Stadium overspending with Grant savings elsewhere. Highway Signage RV signage installed and new National Park $27,736 $27,736 $478 signage currently under investigation. RFS – Toilet at Wytaliba Project completed. $20,000 $20,000 $21,245 RFS SUB - TOTAL $1,385,523 $1,335,523 $694,518 *Figures on completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.

Page 59 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

2018-19 Capital Works Program as at 28 February 2019:

ADJUSTED Actual + PROJECT COMMENTS BUDGET WORKS BUDGET Committed

PROJECTS FUNDED

Item 9.18 FROM THE GENERAL Budget : $817,000 $817,000 FUND Local Rural Roads Rural Heavy Patching To be replaced by and Resealing Program gravel re-sheeting of $300,000 $300,000 $4,545 Pinkett Road. Strathbogie Road - Project completed and Gravel Re-sheet extended to include the $517,000 $517,000 $534,379 associated Gordon's Road. PROJECTS FUNDED FROM ROADS TO Budget : $1,240,468 $1,240,468 RECOVERY (RTR) GRANTS Rural Reseal Program TBA To be replaced by gravel re-sheeting of $160,000 $160,000 $0 Pinkett Road. Glen Elgin Road Project completed. Cost overrun due to additional gravel required to address $465,000 $465,000 $635,846 slipperiness of some material, and initial costings too low. Old Grafton Road Not yet commenced. $200,000 $200,000 $0 Yarraford Road Project completed. $150,000 $150,000 $150,048 Glen Legh Road Not yet commenced. $80,000 $80,000 $0 Local Sealed Rural Roads Resealing Program To be replaced by gravel re-sheeting of $185,468 $185,468 $4,545 Pinkett Road. PROJECTS FUNDED FROM REGIONAL Budget : $490,000 $490,000 ROADS GRANTS Regional Roads REPAIR Wellington Vale Minor work Program segment 110 commenced. $490,000 $490,000 $114,537 Construction scheduled for early 2019. PROJECTS FUNDED THROUGH THE LOCAL INFRASTUCTURE Budget : $320,000 $320,000 RENEWAL SCHEME (LIRS) LOANS SCHEME Local Bridges – LIRS 5300 Ten Mile Road, Geotech report Accelerated Bridge Deepwater River Bridge received. Awaiting $200,000 $200,000 $36,912 Program external engineering design for footings. Local Bridges – LIRS 5295 Tablelands Road, Accelerated Bridge Sheep Station Creek Project completed. $120,000 $120,000 $51,570 Program Bridge RANGERS VALLEY Budget: $0 $250,000 Local Sealed Rural Roads Rehabilitation of – Section 94 segment 90 of Rangers Project complete, Valley Road – per $0 $250,000 $200,882 awaiting final invoices. Council Resolution 19.09/18

Page 60 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

PROJECTS FUNDED FROM THE GLEN INNES Budget : $410,000 $460,000 AGGREGATES SURPLUS New Seal Gulf Road Construction underway, stabilisation completed, $200,000 $200,000 $51,777 sealing scheduled for

March 2019. Item 9.18 Upgrade Grey Street Project underway, this Pavement budget amount will be spent on asphalt and gravel for road $90,000 $140,000 $0 components of works. Adjustment in December QBRS. Construct Seal Rogers Project completed. $120,000 $120,000 $113,937 Road PROJECTS FUNDED THROUGH THE Budget : $145,000 $145,000 STORMWATER/DRAINA GE RESERVE Renew Drainage – Stormwater Renewals Work commenced on Drainage Charge Reserve King George Oval upgrade and upgrade $120,000 $120,000 $84,185 work on Rodgers Road underway. Stormwater Renewals - Not yet commenced. $12,500 $12,500 $0 Deepwater Stormwater Renewals – Not yet commenced. $12,500 $12,500 $0 Emmaville PROJECTS FUNDED FROM THE SEWER Budget : $378,000 $378,000 FUND Sewer: Mains Renewal – Sewer mains renewal Interflow scheduled for $378,000 $234,000 $1,341 Sewer Funds June 2019. Sewer mains extension Minor work $0 $84,000 $369 commenced. Sewer mains new Work commenced. $0 $18,000 $10,916 service Sewer treatment plant Work commenced. $0 $37,000 $6,014 renewals Sewer Treatment new 2 x 5,000 litre tanks works have been purchased to contain liquid alum leak $0 $5,000 $13,257 to prevent contamination in bund. PROJECTS FUNDED FROM THE WATER Budget : $435,000 $435,000 FUND Water: Renewals Water Mains Renewal Railway /Wentworth $190,000 $110,000 $62,340 Street renewal. Water mains extension Mains construction in (GI) Fawcett Road to service $0 $40,000 $21,252 development. Water mains new Works commenced. $0 $12,000 $13,394 service (GI) Water meter Works commenced. $0 $16,000 $6,933 replacements (GI) Water treatment Replacement pump for renewals (GI) off-stream storage has $245,000 $180,000 $23,720 been delivered and installed.

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Water treatment new Works commenced. $0 $50,000 $40,850 works (GI) Water mains renewal Not yet commenced. $0 $6,000 $0 (DW) Water mains extension Job completed for $0 $2,000 $2,304 (DW) private works. Water mains new Job completed for $0 $2,000 $408 Item 9.18 service (DW) private works. Water meter Works commenced. $0 $2,000 $366 replacements (DW) Water treatment Self-priming pump renewals (DW) purchased to allow for $0 $10,000 $9,599 remote start-up of plant. Water treatment new Works commenced. $0 $5,000 $3,755 works (DW) PROJECTS FUNDED FROM THE WASTE Budget : $265,000 $585,000 RESERVE

Landfill: Future Landfill Minor work commenced Development and quotes received for $250,000 $250,000 $31,432 future remediation works. Landfill: Buy Back Bay Shed completed and opening to be held late $15,000 $15,000 $10,159 March 2019. Komatsu WA270 As per Council Landfill: Plant Acquisition $0 $320,000 $0 Loader Resolution 12.02/19. PROJECTS FUNDED THROUGH THE GENERAL FUND AND INFRASTRUCTURE Budget : $1,231,096 $1,413,641 RESERVE- Plant and Equipment Acquisition Includes ancillary items Minor Plant and Miscellaneous for the sewer inspection $15,000 $15,000 $10,374 Equipment camera. Light Vehicle Miscellaneous Contingency only. $50,000 $50,000 $0 Replacement Program No longer being replaced. Deemed fit for Cabstar Truck 3T/88 Heavy Plant Replacement low utilisation for (replacement of plant $43,000 $0 $0 Program remainder of life. 1117) Adjustment in the December QBRS. Purchase order Jetpatcher Unit submitted to secure (replacement of plant order (Eight (8) months $205,000 $50,000 $394,135 2158) lead time). Adjustment in the December QBRS. Isuzu NPR 350 Street Options currently being Sweeper (replacement $255,000 $255,000 $0 investigated. of plant 2113) Purchased and delivered – per Council Resolution 28.10/18. Jet Truck - Sewer Journal required to $0 $219,000 $238,291 remove incorrect allocation of other items to this number.

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Purchased and Sewer Camera $0 $79,000 $79,475 delivered. As per Council Resolution 6.12/18. Asphalt Zipper $0 $210,000 $0 Bespoke hitch is in design phase. Current plant will be

kept for low utilisation at Item 9.18 Kubota 3560 Outfront airport. Budget to be put Mower (replacement of $28,455 $0 $0 towards Toro wide area plant 2311) mower. Adjustment in the December QBRS. Dynapac CA302D Purchased and Roller (replacement of $267,000 $267,000 $146,500 delivered. plant 1362) Hino Ranger Nine No longer being (replacement of plant replaced. Adjustment in $171,000 $0 $0 1116) the December QBRS. Toro Groundmaster Purchased and 5900 (replacement of $81,641 $81,641 $87,304 delivered. plant 1314) Superior Slasher Lx6 Purchased and (Hi deck)(replacement $15,000 $15,000 $14,252 delivered. of plant 1360) Purchased and Dynapac Tandem Drum delivered. Adjustment in $0 $52,000 $52,000 Roller the December QBRS. Quarry Plant and Miscellaneous Not yet purchased. $5,000 $5,000 $0 Equipment 1990 Komatsu WA470 Purchased and $70,000 $70,000 $96,801 Front End Loader delivered. Resolution 38.02/19 Wattle Vale Fencing Quotes being obtained. $0 $20,000 $0 Holden Rodeo LX 4x2 To be moved to $25,000 $25,000 $0 Cab Chassis 2019/20. GENERAL FUND EXPENDITURE (GENERAL WORKS) Budget : $770,000 $723,000

Street Lighting Additional street lighting cost. Adjustment in the $0 $1,000 $840 September QBRS. CBD Signage Upgrade Additional CBD signage cost. Adjustment in the $0 $2,000 $1,280 December QBRS. Public Art Projects Due to commence 2019 - Expressions of Interest called for roundabout on Meade and Church $50,000 $50,000 $0 Street and a successful project was identified in December 2018. DIS: Install Walking and Work commenced on Cycling Tracks shared path between $50,000 $50,000 $36,348 Railway Street and Lewis Lane. Admin: IP Telephone As per September System QBRS this amount has been transferred to an $20,000 $0 $0 Operational Account.

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Finance: New Finance Purchase now expected System and to take place 2019/20 $100,000 $100,000 $0 Implementation therefore funds to be carried forward. Governance: Audio-Visual As per Council Equipment Resolution 8.07/18 this amount has been

Item 9.18 transferred to Youth $30,000 $0 $0 activities/programs. Adjusted in the September QBRS. Town Hall Quotation brief being Redevelopment - developed. Tenders for Construction Plans and this project have closed. $250,000 $250,000 $850 Specifications A report will be presented to Council in April on the outcome. Library: Library Books Purchases commenced $30,000 $30,000 $20,222 and ongoing. Library: Shade Sail It is unlikely that this project will go ahead as the funding application $10,000 $10,000 $0 (White Rock Community Donations Fund) was unsuccessful. Pool: Blankets Project completed. $18,000 $18,000 $19,027 Parks: Apex Park Equipment confirmed by Deepwater Playground Deepwater Beautification $40,000 $40,000 $42,500 Committee and work scheduled for March 2019. Parks: Deepwater Oval Due to commence $9,000 $9,000 $686 upgrade March 2019. Parks: Emmaville Oval Project commenced - upgrade new concrete cricket $18,000 $18,000 $12,294 pitch completed, athletics area upgraded. Parks: Masterplan Project brief completed Centennial Parklands and quotations called for Management Plan incorporating a future master plan. Quotation $20,000 $20,000 $0 accepted from Environmental Partnership. Boundary Adjustments - Not yet commenced. $25,000 $25,000 $0 Sinclair Lookout Upgrade Signage Project commenced on upgrades carried $25,000 $25,000 $0 forward from 2017/18. VIC: Electric Car Installation completed at Charging Station the Visitor Information Centre and discussions $15,000 $15,000 $8,658 underway with NRMA for a super charger in the Town Hall car park. Saleyards: Sheep and Minor works Cattle Yard Renewal commenced and $50,000 $50,000 $3,697 pending grant approval

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for the upgrade of the sheep facilities. LCSS: Covered Walkway LCSS Building Not yet commenced. $10,000 $10,000 $0

GENERAL FUND

EXPENDITURE (OTHER Item 9.18 Budget : $4,799,516 $4,200,952 GRANTS & CONTRIBUTIONS) Stronger Country Grey Street Upgrade Project underway, Communities – Round 2 Stage 4 power upgrade approx. 70 % completed, street lights and trees ordered and ready for installation once new $750,000 $453,000 $202,962 power has been changed over and existing power is removed from roadway. Adjustment in December QBRS. Stronger Country Sports Grounds - Initial process $471,770 $471,770 $350 Communities – Round 2 Upgrade of Mead Park commenced. Stronger Country Sports Grounds - Initial process $512,230 $512,230 $821 Communities – Round 2 Upgrade of Wilson Park commenced. Stronger Country Sports Grounds – Communities – Round 2 Deepwater Tennis Not yet commenced. $138,000 $138,000 $0 Courts Drought Communities Gravel Resheet - Not yet commenced. $0 $80,000 $0 Programme Costello Road Drought Communities Gravel Resheet - Old Not yet commenced. $0 $40,000 $0 Programme Ben Lomond Road Drought Communities Gravel Resheet - Not yet commenced. $0 $40,000 $0 Programme Cherry Tree Hill Road Drought Communities Gravel Resheet - Not yet commenced. $0 $40,000 $0 Programme Haymarket Road Drought Communities Gravel Resheet - Gulf Not yet commenced. $0 $40,000 $0 Programme Road Drought Communities Gravel Resheet - Not yet commenced. $0 $120,000 $0 Programme Shannonvale Road Drought Communities Parks: New Toilets Not yet commenced. $0 $101,968 $0 Programme Melling Park Drought Communities Parks: New Toilets Not yet commenced. $0 $106,468 $0 Programme Apex Park Deepwater Drought Communities Water Stand Pipe Minor works $0 $50,000 $14,332 Programme (Deepwater) commenced. Country Passenger Bus Shelter – per Not yet commenced. Transport Infrastructure Council Resolution Adjustment in the $0 $10,000 $0 Grant Scheme (CPTIGS) 16.11/18 September QBRS. Country Passenger Bus Shelter – per Not yet commenced. Transport Infrastructure Council Resolution Adjustment in the $0 $10,000 $0 Grant Scheme (CPTIGS) 16.11/18 September QBRS. Fixing Country Roads Not yet commenced. $0 $60,000 $0 Grant Library: Local Priority Not yet commenced. $23,000 $23,000 $0 Grant Mobile Phone Tower - The funding criteria for Rangers Valley the Growing Local Economies Fund has $350,000 $0 $0 changed requiring Council to now

Page 65 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

contribute a minimum of 25% of the funds. An expression of interest has been lodged with the Federal Government for this project under the Mobile

Item 9.18 Black Spot Program. Adjustment in December QBRS. Parks: Melling Park Playground and Upgrade exercise equipment $213,287 $213,287 $218,095 installed and footpath commenced. Parks: Upgrade Railway Design complete. Crossing Approval has been obtained from John $302,765 $302,765 $61,296 Holland Rail and work has commenced. Upgrade Sheep Yards Pending Grant $1,388,464 $1,388,464 $11,050 notification. Dumaresq Street The funding criteria for Upgrade the Growing Local Economies Fund has changed requiring Council to now contribute a minimum of 25% of the funds, therefore no application has been lodged. This $650,000 $0 $0 project will be reduced in scope so as to fund the entrance works to Dumaresq Street under the Section 94a Contributions Plan. Adjustment in December QBRS. SUB TOTAL $11,301,080 $11,458,061 $4,016,012 TOTAL $12,686,603 $12,793,584 $4,710,530 *Figures on completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.

(a) Governance/Policy Implications Maintenance of Council’s infrastructure assets is in accordance with Risk Management Policies and Asset Management Plans.

(b) Legal Implications There are no legal implications arising from this report.

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

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

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(e) Economic/Asset Management Implications Works are scheduled to fully utilise all funds allocated to capital projects, so as to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION Council adopts its Capital Works Program annually as part of its Operational Plan and

Budget process. This report provides updated information on the projects within the Item 9.18 Capital Works Program, spend to date as well as updated commentary.

RECOMMENDATION 1. That Council reallocates unspent funds for bitumen sealing and heavy patching works in the amount of $636,378 for gravel re-sheeting of Pinkett Road in the 2018/2019 Capital works program. 2. That Council removes the allocation of $25,000 for the replacement of the Holden Rodeo LX 4x2 Cab Chassis from the Glen Innes Aggregates 2018/19 Capital program, and for it to be included in the 2019/20 Capital Budget with the proposed bulk purchase of light vehicles at the time.

Page 67 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.19 Long Term Financial Plan Update

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Authors: Donna McAllister - Management Accountant Liz Alley - Chief Financial Officer Item 9.19 ANNEXURES Annexure A Long Term Financial Plan as at December 2018 Annexure B Long Term Financial Plan as at June 2018

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Budgeting FINANCIAL MANAGEMENT: Reporting

PURPOSE The purpose of this report is to provide Council with an updated Long Term Financial Plan (LTFP) 2018/28 in accordance with Section 403 of the Local Government Act 1993. Please refer to Annexure A relating to this report.

BACKGROUND In line with the provisions of the Local Government Act 1993 relating to the Resourcing Strategy, Council is required to develop a LTFP that is derived from the Operational Plan. The LTFP is part of the Integrated Planning and Reporting Framework.

Section 403 of the Local Government Act 1993 states the following in regards to the LTFP:

1) A Council must have a long-term strategy (called its “resourcing strategy”) for the provision of the resources required to implement the strategies established by the community strategic plan that the council is responsible for.

2) The resourcing strategy is to include long-term financial planning, workforce management planning and asset management planning.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objectives STC 2.1.1 and STC 2.1.17 ‘Continue to be a financially sustainable and independent Council.’

This item also links to Council’s Delivery Program Objective STC 1.2.1 ‘Provide clear messaging of Council's achievements, strategic objectives and actions.

The LTFP is an important part of Council’s strategic planning process. This is the point where long term community aspirations and goals are tested against financial realities. It is also where the Council and the community may decide what resources Council needs to influence and work with other parties so that it might deliver on responsibilities.

(b) Financial Considerations The LTFP has a significant impact on the financial position of Council as it contains the budgeted expenditure (both capital and operational) as well as the budgeted revenue for the 2018/28 financial years.

Page 68 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

COMMENTARY Council is presented with a revised LTFP the month after being presented with a Quarterly Budget Review Statement (QBRS), i.e. each December and March. There will not be a separate LTFP update following the March QBRS, as the LTFP will be updated and presented to Council along with the final Annual Operational Plan and

Budget for the ensuing year, at the June Ordinary Council meeting. Item 9.19

Council’s 2018/19 Operational Plan and Budget, which included the current LTFP, was adopted by Council in June 2018 (Resolution 9.06/18). A copy of the current LTFP is attached as Annexure B relating to this report.

The original LTFP had an operating surplus of $6.135 million for the 2018/19 year. The September QBRS approved changes which resulted in a reduction to the bottom line of $45,000, resulting in a projected Net Operating Surplus (including Capital Grants and Contributions) of $6.091 million.

With the adjustments adopted in the December 2018 QBRS, this surplus is now expected to be $6.073 million. The adjustments that were reported in the December 2018 quarterly review were:

1) Additional income of $2,978,000 comprised of: a. Unexpected Council Managed Crown Land Funding received – offset in expenditure below $39,000; b. Farmland Rates additional income $23,000; c. Rural Fire Service (RFS) Project Management Fee not budgeted for $70,000; d. Arts North West contribution to renovations not budgeted for $9,000; e. Engineering Weight of Loads – income received higher than budgeted, offset in expenditure below $35,000; f. Administration Vehicle Leaseback – offset in expenditure below $12,000; g. Changing General Ledger code used for Plant Hire Income – offset by changed General Ledger code in expenditure below $2,675,000; h. Companion Animal Fees – income received higher than budgeted $15,000; i. Unexpected Heritage Grant received – offset in expenditure below $50,000; j. Environmental Levy – income received higher than budgeted $25,000; k. Cemeteries – Interment Fees – income received higher than budgeted $28,000; l. Cemeteries – Perpetual Care Fees – income received higher than budgeted for $30,000; m. Funds from Glen Innes Jockey Club for vegetation and clearing works $15,000; n. Roads and Maritime Services additional income for Repair Program $12,000;

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o. Transport NSW – Fixing Country Roads Grant – offset in Capital expenditure $60,000; p. Private Works – income received higher than budgeted $96,000; q. NSW Government – Back to Business Grant $5,000; r. Saleyards – Licence Agreement Fees not budgeted for $13,000;

Item 9.19 s. Saleyards – Truck Washing Fees – income received higher than budgeted offset with expenditure below $10,000; t. Saleyards – Waterfill Point – income received higher than budgeted offset with expenditure below $15,000; u. Drought Communities Programme – offset with Capital expenditure $618,000; v. Crown Finance Restart for Water - income not budgeted for $25,000; w. Town Sewer additional income $12,000; x. Village Sewer Annual Charges not budgeted for $86,000; y. Growing Local Economies Grant ($1,000,000) not applied for due to Council now having to contribute a minimum of 25% of the funds – offset with reduction in Capital expenditure.

2) Additional expenditure of $2,996,000 comprised of: a. Unexpected Council Managed Crown Land Funding expenditure – offset by income listed at point 1) a. above $39,000; b. Public Liability Insurance – was under budgeted $116,000; c. Staff Cessation expenses – not budgeted for $72,000; d. Department of Infrastructure Wages – savings due to unfilled positions as a result of the restructure ($154,000); e. Engineering Weight of Loads – additional expenditure as a result of the increased income above $35,000; f. Administration – Vehicle Leaseback – offset in income $12,000; g. Changing General Ledger code used for Plant Hire expenditure – which has been offset by a change to the General Ledger code used for income above $2,675,000; h. Unexpected Heritage Grant expenditure – offset in income above $50,000; i. Waste to Energy Feasibility Study Contribution – per Council Resolution 15.12/18 - $15,000; j. Swimming Centre – Electricity under budgeted $86,000; k. Economic Grant expenditure – Council received funding in 2017/2018 and needs to be captured from reserves $25,000; l. Saleyards – Water Consumption Fees – additional expenditure as a result of the increased income above $25,000.

Page 70 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The impact of these changes are minimal over the 10 year period to 2027/28, as can be seen in Annexure A. Also of note, is that Council’s Operating Surplus is forecast to decline over the next 10 years.

At its Ordinary Meeting held in September 2018, Council adopted an Infrastructure Backlog Management Plan. It should be noted that the LTFP, attached as Annexure

A, has been modified to reflect the adopted Infrastructure Backlog Management Plan. Item 9.19

At the Ordinary Council meeting held in December 2018, Council was reminded of action item STC 2.1.17 “Consider a ‘Special Rate Variation’ (SRV)” if surpluses generated do not provide sufficient funds to meet the community’s expectations” within its Delivery Program 2017-2021. As part of resolution 5.12/18 Council requested the Director of Corporate and Community Services to consider options in regards to the implementation of an SRV into the future when updating the 2019/20 to 2028/29 LTFP as part of the 2019/20 Operational Plan and Budget, which is currently being worked on.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

(c) Social Implications Changes to the LTFP may have impacts on the community. Where feasible, changes are made to minimise social impacts.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications Council’s adjusted 2018/19 Net Operating Result following the December 2018 QBRS is $6.073 million, with favourable yet declining results anticipated for the next 10 years. Council has been reminded of Delivery Program 2017-2021 action item STC 2.1.17 “Consider a SRV” into the future.

CONCLUSION Following the Infrastructure Backlog Management Plan adopted by Council in September 2018, and the December QBRS adopted by Council last month, adjustments have been entered into a revised LTFP for Council’s information, which is attached as Annexure A relating to this report. The LTFP adopted in June 2018 had an Operating Surplus of $6.135 million for the 2018/19 year; this has now been revised to $6.073 million. The changes will have minimal impact over the 10 year period to 2027/28.

RECOMMENDATION That Council notes the information in this report.

Page 71 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.20 Finance Report - February 2019

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

Item 9.20 ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: FINANCIAL MANAGEMENT: Financial Reporting

PURPOSE The purpose of this report is to provide Council with a reconciliation of investments and bank loans as at 28 February 2019.

BACKGROUND The Local Government Act 1993 states the following:

Section 621 - When and for what may a Council borrow? A Council may borrow at any time for any purpose allowed under this Act.

Section 622 - What form may a Council borrowing take? A Council may borrow by way of overdraft or loan or by any other means approved by the Minister.

Section 624 - Are there any restrictions on a Council borrowing? The Minister, may from time to time, impose limitations or restrictions on borrowings by a particular Council or Councils generally despite the other provisions of this Part.

Section 625 - How may Councils invest? (1) A Council may invest money that is not, for the time being, required by the Council for any other purpose. (2) Money may be invested only in a form of investment notified by order of the Minister published in the Gazette. Note: See Gazettes No. 152 of 24.11.2000, p 12041; No. 94 of 29.7.2005, p 3977; No. 97 of 15.8.2008, p 7638; No. 160 of 24.12.2008, p 13140 and No. 14 of 11.02.2011, pp 597 to 598. (3) An order of the Minister notifying a form of investment for the purposes of this section must not be made without the approval of the Treasurer. (4) The acquisition, in accordance with section 358, of a controlling interest in a corporation or an entity within the meaning of that section is not an investment for the purposes of this section.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective STC 2.1 ‘Continue to be a financially sustainable and independent Council.’

Page 72 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

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

Financial Objective nine (9) states the following:

“To maximise returns on Council's investments, without increasing Council's

investment risk above acceptable levels. Item 9.20

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

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

Investments are made on terms under 12 months. For this reason, the interest rate will vary in accordance with the prevailing interest rate. This may expose Council to fluctuations in short-term interest rates, but should improve liquidity due to the structured availability of these invested funds.

COMMENTARY

MAYORAL DISCRETIONARY FUND: Budget * $ 4,000.00 *Original Budget of $3,000.00 plus an additional $1,000.00 raised from Mayoral Fundraiser Luncheon. Actual Expenditure as at 1 February 2019 $ 2,720.00 Expenditure for February 2019 $ 0.00 Balance Available as at 28 February 2019 $ 1,280.00

INVESTMENT INTEREST: Interest received for year to 28 February 2019 $ 314,613.43

Cash Book Reconciliation: Balance as per Cash Book as at 1 February 2019 $ 3,476,466.91 Receipts for February $ 7,971,404.53 Payments for February $ -7,266,386.33 Balance as per Cash Book as at 28 February 2019 $ 4,181,485.11 General and Water Fund* $ 2,128,808.79 Sewer Fund $ 858,697.32 Glen Innes Aggregates $ 1,085,525.09 355 Committee $ 30,925.56 Trust Fund ** $ 77,528.35 Balance as per Cash Book as at 28 February 2019 $ 4,181,485.11 *The General and Water funds are overall showing the correct balance, however the correct split of each fund is unknown due to a system error within the accounting software. Practical are investigating this issue and will endeavour to have a resolution as soon as possible.

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**The Trust Fund is where money is held that does not belong to Council and is being held on behalf of other organisations or individuals. The majority of the current balance is for the sale of land for unpaid rates (from November 2012), Council must hold this money for six (6) years and if it is not claimed it is to be transferred to the NSW Office of State Revenue.

RESTRICTED INVESTMENT DETAILS: The following figures include the opening balance of restricted funds as at 30 June Item 9.20 2018 as per the Financial Statements and a comparative Year to Date (YTD) balance.

General Fund – Internal Restricted Funds

Opening Balance 1 Closing Balance 28 July 2018 February 2019 Rounded $'000 Exact $ amount Plant and Vehicle Replacement $ 438,000.00 $ 438,000.00 Employee Leave Entitlements $ 557,000.00 $ 557,000.00 Deposits, Retentions and Bonds $ 7,000.00 $ 7,000.00 Section 355 Committees $ 31,000.00 $ 18,257.63 Special Projects $ 778,000.00 $ 778,042.00 Waste Facility Management $ 3,512,000.00 $ 3,469,967.00 Life Choices $ 90,000.00 $ 89,709.00 Asset Remediation $ 367,000.00 $ 0.00 Held for Town Hall Co-Location $ 683,000.00 $ 683,000.00 Drainage - Operational $ 687,000.00 $ 687,454.00 Drainage - Capital $ 217,000.00 $ 132,815.00 Infrastructure $ 271,000.00 $ 271,000.00 Infrastructure - Contingency $ 737,000.00 $ 737,000.00 CBD Signage Upgrade $ 68,000.00 $ 66,456.00 CAFS Extension $ 10,000.00 $ 10,000.00 Economic $ 446,000.00 $ 442,503.96 Parks $ 226,000.00 $ 900.00 Other $ 201,000.00 $ 161,113.00 Total $ 9,326,000.00 $ 8,550,217.59

General Fund – External Restricted Funds

Life Choices - Support Services $ 816,000.00 $ 808,031.49 Unexpended Grant Funds, $ 1,902,000.00 $ 435,233.85 Contributions and Subsidies Unexpended Loan Funds - LIRS $ 1,940,000.00 $ 1,789,007.00 Water Supplies $ 2,501,000.00 $ 3,478,484.78 Developer Contributions $ 434,000.00 $ 301,780.06 $ 7,593,000.00 $ 6,812,537.18

Sewerage Services Local Fund – External Restricted Funds

Augmentation and Infrastructure $ 3,264,000.00 $ 3,962,280.92

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Unrestricted Funds/Funds Not Yet Restricted as at 28 February 2019

Total $ $ 1,896,449.42 Total Cash and Investments $ 20,183,000.00 $ 21,181,485.11

FINANCIAL INSTITUTIONS INVESTMENTS: Item 9.20

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

A2/BBB 19/03/2019 2.80% ME Bank (4) No 1,000,000 20,942.47

A1+/AA- 21/03/2019 2.63% NAB (18) Yes 1,000,000 10,808.22 A1+/AA- 29/03/2019 2.64% NAB (3) Yes 1,000,000 10,776.99 A2/BBB 3/04/2019 2.95% Bank Australia (9) No 1,000,000 22,145.21 A1+/AA- 6/05/2019 2.65% NAB (16) Yes 1,000,000 6,606.85 A2/BBB 16/05/2019 2.65% ME Bank (5) No 1,000,000 13,213.70 A1/A 7/06/2019 2.80% AMP (11) Yes 1,000,000 20,712.33 A1/A 8/07/2019 2.75% AMP (2) Yes 1,000,000 13,712.33 A1/A 23/07/2019 2.75% AMP (1) Yes 1,000,000 16,123.29 A1+/AA- 29/08/2019 2.74% Westpac Banking Corporation (13) Yes 1,000,000 27,400.00 A2/BBB 13/09/2019 2.82% CUA (4) No 1,000,000 21,169.32 A2/BBB 16/10/2019 2.83% CUA (15) No 1,000,000 23,803.01 A2/BBB 1/11/2019 2.80% Defence (17) No 1,000,000 28,000.00 A1+/AA- 19/02/2020 2.70% NAB (7) Yes 1,000,000 27,000.00 A1+/AA- 20/02/2020 2.70% Westpac Banking Corporation (10) Yes 1,000,000 27,000.00

A1+/AA- 22/09/2019 2.67% Westpac Banking Corporation (14) Yes 1,000,000 15,507.95

A1+/AA- 22/02/2020 2.70% Westpac Banking Corporation (12) Yes 1,000,000 27,000.00

Average Return 2.74% Total Investments at 17,000,000.00 331,921.67

Average Return YTD 2.65% Cash on Hand 4,181,485.11 Total Cash and Investments 21,181,485.11

The average return on Council investments for the 2017/18 financial year was 2.68%. This is comparable with a year to date return of 2.81% for the 2016/17 financial year and is reflective of the downward trend in interest rates over the past few years.

The average year to date return is 2.65% (February 2019). The current average return of 2.74% can be compared the TCorp Benchmark Term Deposit 90 day rate of 1.87% for February 2019.

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

Page 75 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

COUNCIL’S LOAN LIABILITY: In the table below, the interest rate, loan completion date, and balance as at 28 February 2019 is shown for each of Council’s loan liabilities.

Item 9.20 General Fund

Loan Interest Loan Completion Purpose Balance No Rate Date 1 TCORP “Wattle Vale” and RFS Loan 3.95% 8/12/2036 $ 1,909,408.42 11-01 Business Acquisition: Quarry 7.69% 28/07/2036 $ 735,000.00 6 Drainage System: Emmaville 6.59% 29/04/2019 $ 16,050.78 3 Learning Centre 7.35% 19/06/2025 $ 286,878.39 2 NAB Fixed Interest Loan 6.69% 1/11/2027 $ 2,781,985.46 12 LIRS Loan: Road Renewal 5.32%* 9/12/2022 $ 417,673.28 13 LIRS Loan: CBD Revitalisation 5.46%* 27/02/2023 $ 885,095.21 LIRS Loan: Accelerated Road 14 3.82%* 28/05/2025 $ 668,849.59 Renewal LIRS Loan: Accelerated Bridge 15 3.82%* 28/02/2025 $ 2,675,398.42 Program Glen Innes and Emmaville Swim 16 4.70% 28/02/2035 $ 1,314,464.92 Centre: Revitalisation Total General Fund Liability $ 11,690,804.47 *On each of the four (4) Local Infrastructure Renewal Scheme (LIRS) loans Council pays the interest rates above; Council is then reimbursed either three percent (3%) or four percent (4%) depending on the loan, every six (6) months of interest paid on each loan under the LIRS scheme.

Water Fund Loan Loan Purpose Interest Completion Balance No Rate Date 11-02 NAB Land Acquisition: Future Storage 7.69% 28/07/2036 $ 1,967,000.00 Total Water Supply Fund Liability $ 1,967,000.00

Sewer Fund Loan Loan Purpose Interest Completion Balance No Rate Date 10 NAB Sewer Augmentation Loan 6.51% 11/05/2026 $ 1,437,292.45 Total Sewer Fund Liability $ 1,437,292.45

TOTAL LOANS LIABILITY $ 15,095,096.92

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

(a) Governance/Policy Implications Monthly financial reporting ensures transparency of financial reporting to enable Councillors to make financially sustainable and accountable decisions.

Page 76 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(b) Legal Implications All investments and borrowings continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 13.09/15.

Council funds are used to provide services and infrastructure to the Community Item 9.20 and, as a result, well managed funds maximise the level of financial resources available to support the Community.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications Sound economic management includes maximising Council’s return on investment and this is achieved by closely monitoring Council’s investments in line with Council’s Investment Policy.

CONCLUSION Adequate funds remain available to ensure short-term liquidity. Funds have been restricted to ensure all areas of Council can continue to operate in accordance with both the annual Operational Plan and the Long Term Financial Plan. Further, all investments and borrowings continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 13.09/15.

RECOMMENDATION That Council notes the following information:  The cash book report disclosing a total reconciled cash balance of $4,181,485.11;  The investment report disclosing total invested funds of $17,000,000.00 with total cash and investments of $21,181,485.11 (compared with $20,431,235.85 in February 2018); and  The loan liability report showing a total loan liability of $15,095,096.92 (compared with $16,574,482.30 in February 2018).

Page 77 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.21 Rates and Charges Collections - February 2019

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Colin Woods - Debtors Officer

Item 9.21 ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: RATES AND VALUATIONS: Reporting

PURPOSE The purpose of this report is to advise Council of funds collected, amounts for outstanding rates, water and sewer charges, along with water consumption charges for the year to date, as at 28 February 2019.

BACKGROUND

(a) Relevance to Integrated Planning and Reporting Framework The annual rate charges are set out within Council’s Operational Plan.

(b) Financial Considerations Amounts outstanding as at 28 February 2019 compared to 28 February 2018 are:

28 February 2019 28 February 2018

Rates and Charges $3,447,437.18 $3,050,525.12 Water Consumption Charges $74,529.91 $290,739.55 Total $3,521,967.09 $3,341,264.67

COMMENTARY Rates and Charges

Outstanding Rates and Charges 28 February 2019

Rates and Charges in arrears as at 30 June 2018 $884,055.01 Rates and Charges levied and adjustments for $11,449,364.31 2018/19 Pension Concession -$388,487.16 Amounts collected as at 28 February 2019 -$8,497,494.98 Total Outstanding Rates and Charges $3,447,437.18

The amount levied for Rates and Charges 2018/19 includes the current year’s annual Rates and Charges and any interest added since the date the rates notices were issued. The amount received as at 28 February 2019 includes receipts for both arrears and the current year’s amounts outstanding.

Page 78 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

It should be noted that the Rates and Charges 2018/19 levied amount is reduced by the pensioner concession of $388,487.16; reducing the amount of income derived from these rates and charges. Of this concession, Council’s contribution is 45%, which represents an amount of $174,819.22. The remaining 55% is reimbursed to Council by the State Government, by way of a rebate.

Item 9.21 The outstanding Rates and Charges as at 28 February 2019 represents 28.86% of the total annual Rates and Charges levied and outstanding (compared with 26.81% in February 2018).

E-Notices As at 28 February 2019, there were 162 ratepayers registered for E-Notices. These ratepayers generate 220 individual rate notices which are distributed by email. This represents four per cent (4%) of all rate notices issued.

Water Consumption Charges Outstanding Water Consumption Charges 28 February 2019

Water Consumption Charges and arrears as at 30 June 2018 $394,718.10 Water Consumption charges and adjustments 2018/19 year $607,228.13 to date (YTD) Amounts collected as at 28 February 2019 -$927,416.32 Outstanding Water Consumption Charges $74,529.91

The outstanding Water Consumption Charges as at 28 February 2019 represents 7.44% of the total Water Consumption Charges outstanding (compared to 27.79% in February 2018).

The reason for the large drop in outstanding Water Consumption Charges is due to the recovery of two (2) large long standing debts.

Agreements to Pay by Arrangement A ratepayer may enter into a written arrangement with Council to repay debt(s) in full, within a reasonable time. A key component of the agreement is that there must be a genuine commitment by the defaulter to extinguish the debt in accordance with the agreement. There are currently 117 ratepayers who have entered into arrangements for the payment of their accounts, totalling $236,393.83. These arrangements for payments are within Council’s Debt Recovery Policy.

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

(a) Governance/Policy Implications The overarching governance issue is in ensuring that Glen Innes Severn Council is a well-managed Council. There are a number of policies applicable to the area of rates, water and sewer charges and water consumption charges, including Council’s Debt Recovery Policy, Rates Pensioner Concession Policy, and Rates

Page 79 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Hardship Policy. Council’s adopted Operational Plan sets the annual Rates, Water and Sewer Charges.

(b) Legal Implications The collection of outstanding rates and water charges can result in potential legal costs associated with challenges in courts of appeal. However, as these charges

Item 9.21 are legislative the risk of this action is minor.

(c) Social Implications The collection of rates and water charges does impact on the community. For this reason, Council is always willing to negotiate payment terms with outstanding debtors. Currently there are 117 payment arrangements totalling $236,393.83.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications Rates are an important source of income to Council and assist in funding the activities of Council.

CONCLUSION All payment arrangements are consistent with Council’s current Debt Recovery Policy. The outstanding Rates and Charges as at 28 February 2019 represents 28.86% of the total annual Rates and Charges levied and outstanding from previous years by Council (compared with 26.81% in February 2018). The outstanding Water Consumption Charges as at 28 February 2019 is 7.44% of the total Water Consumption Charges outstanding from previous years (compared with 27.79% in February 2018).

RECOMMENDATION That Council notes the information in this report.

Page 80 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.22 Superannuation Defined Benefit Funds Additional Employer Contributions

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers - Manager of Administration and Human

Item 9.22 Resources

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: PERSONNEL – Superannuation

PURPOSE The purpose of this report is to seek Council’s direction in regard to a request from Goulburn Mulwaree Council for input into a report concerning possible joint action over the additional employer contributions being charged by Local Government Super (LGS) to maintain the viability of the Defined Benefit Funds.

BACKGROUND Following the Global Financial Crisis (GFC) of 2007-08, returns on investments plummeted, affecting superannuation funds globally. In response to this, LGS wrote to all councils in NSW to advise them of the imposition of an additional employer contribution, which was intended to keep the Defined Benefit Funds managed by LGS viable.

It was originally intended by LGS for the additional contributions to be paid for a period of no more than five (5) years, considered at the time to be sufficient to get the Funds back on their feet financially; however, the additional contribution has now been charged to councils for a period of 11 years, with no end in sight. In fact, LGS wrote to all councils again on 28 February this year to confirm that the additional payments would be required until at least 30 June 2021 and possibly longer.

It has now reached the point where councils are seriously questioning the need and the right for LGS to continue to place this significant burden on them. In response to this concern, a unanimous resolution was passed at the 2018 Local Government NSW (LGNSW) Conference that such an action was inappropriate, with the Country Mayors Association (CMA) unanimously passing a similar resolution in November 2018.

Goulburn Mulwaree Council has been asked to provide a further report to the CMA in May 2019 and is now seeking input from other councils in order to prepare the report, which is required by Friday, 26 April 2019. A copy of the final report is also to be sent to LGNSW.

(a) Relevance to Integrated Planning and Reporting Framework This item does not specifically link to any of Council’s Delivery Program objectives; however, the continued imposition on Council of an additional superannuation charge clearly impacts negatively on Council’s ability to be a financially viable organisation and to deliver on services generally.

Page 81 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(b) Financial Considerations The cost to Council of the additional employer contributions is $65,200 per annum, payable in addition to all other legislated employer superannuation contributions.

COMMENTARY

Item 9.22 In his email to councils on 28 February 2019, Mr Brett Dolling, Chief Experience Officer for LGS, attempts to set out the reasons why LGS continues to charge the additional employer contribution eleven years after the GFC occurred.

Mr Dolling confirms that the additional contributions will continue until at least 30 June 2021, subject to periodic review, and that Council’s additional contribution will be $65,200 per annum. He further advises that the following contribution plan has been resolved by the Trustee:  The past service (additional) contribution will continue until at least 30 June 2021, with the financial position of the Fund to be continuously monitored and the funding requirement possibly reassessed during this period.  The Pooled Employers will continue to make contributions in respect of past service at a rate of $40M per annum as previously agreed.  The amount payable for the financial year commencing 1 July 2019 will be based on an estimate of each Council’s proportion of the total defined benefit liabilities as at 30 June 2018.

Mr Dolling has advised that the two (2) key objectives of the Trustee in relation to the Defined Benefit Funds are to restore the Funds to a satisfactory financial position to comply with the regulatory standards set by the Australian Prudential Regulation Authority (APRA) and to implement a de-risking plan to reduce the investment risk and therefore the volatility of contribution requirements.

While the Funds are on track to meet the regulatory funding requirements, it is argued by LGS that there remains an inherent risk that this funding position may reverse in the event of a downturn in financial markets. To protect against adverse market conditions, the Trustee is looking to implement a program of reducing the investment risk held by capturing periods of positive market performance, noting that Funds must earn at least an average of 5.75% per annum for the remaining life of the Funds (or when the very last pensioner dies).

It would be difficult to maintain a return of 5.75% p.a. in adverse financial market conditions, therefore the Trustees are attempting to apply the most appropriate balance between taking investment risk now and gradually reducing exposure to equity markets to lower future investment risk.

Also, as the Funds continue to mature, a greater proportion of assets are required to be paid out to members on retirement. This makes it more difficult for the Funds to ride out the fluctuations of market cycles and means that more of the Funds’ assets are required to provide member benefits.

Mr Dolling points out that payments to members have to be made as they retire regardless of market conditions, which means that there are periods when payments are paid out but investment returns are insufficient to cover payouts and also maintain

Page 82 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Fund assets. Any losses that occur in the event of a market downturn can only be made good through additional contributions from employers.

By reducing the level of investment risk over time, the Trustees’ intention is to maintain a smoother contribution pattern. It is anticipated that by continuing the existing contribution program that is in place during periods of positive market performance and reducing investment risk, the need for increases to employer contributions in the future Item 9.22 will be reduced.

In his correspondence to NSW Councils on 13 March 2019, Goulburn Mulwaree Council’s General Manager, Mr Warwick Bennett, highlighted the following points:

 The additional employer contributions imposed on Councils are on top of the scheme’s usual employer contributions of between 9.5% and 19.6% (significantly higher on average than the majority of accumulation schemes); however, the usual contributions are not being questioned by Councils.  The total of the additional contributions amounts to $40M across the sector every year.  As at 30 June 2018, assets in the Defined Benefit Plan exceeded liabilities.  LGS overhead costs exceed $30M per annum, as quoted by Mr David Smith, CEO of LGS.  The total amount paid by Councils for these additional contributions will exceed $500M by the end of the current demand period.  LGS is 50% owned by LGNSW and 50% owned by the Unions. Directors are appointed by these shareholders. No independent directors are on the Board despite recommendations to this effect from APRA.  The additional contributions paid by most Councils exceed 1% of general rate income (Note: this applies to Glen Innes Severn Council as well, with this Council’s additional contributions just exceeding 1% of rate income).  Returns from Local Government Super are lower than most other government schemes.

Irrespective of the advice from LGS, Mr Bennett makes the point that the Funds appear to be managed in a way that is not meeting Local Government expectations, with Councils agreeing to fund the shortfall created by the GFC for a period of five (5) years only, after which it was considered a reasonable expectation that the Funds would be able to stand on their own.

Councils are now arguing that the payment of additional contributions should stop and that LGS should be made to manage its business without an ongoing “cash grab” from Councils. Actions that are being proposed to end the current situation include but are not limited to:  a class legal action by all councils based on what is ‘reasonable’;  asking the Minister of Finance (State Government) to conduct an independent review and seeking a legislative interference; and  all councils collectively ceasing payment of the additional contributions as from 1 July 2019.

Page 83 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

It should be noted that the Defined Benefit Funds are closed Funds, with no new members able to join. Council currently has only eight (8) employees who belong to a Defined Benefit Fund (the Retirement Scheme), with these numbers expected to drop off significantly over the next few years due to members reaching retirement age. Council can therefore expect its contributions to these Funds to reduce naturally over the coming years.

Item 9.22 There is an unknown, however, concerning the long term status of the additional contribution to the Defined Benefit Funds, which is the contribution currently being disputed by Councils. Conceivably, the Funds will be required to pay benefits to retired members for several decades longer, due to the ability of retired members to claim a pension for life, which is paid out of the Funds (or, as stated above, until the very last pensioner dies). What is unclear at the moment is whether the additional contribution requirement would impose a liability on Council that extends well beyond the retirement date of the last Retirement Scheme member, due to the requirement for the Funds to remain viable until the last pensioner dies. This would clearly impose a very onerous and unfair situation on councils; however, despite repeated attempts to do so, Council was unable to clarify this point with LGS before writing this report, so it remains an unknown.

(a) Governance/Policy Implications There are no governance / policy implications arising out of this matter.

(b) Legal Implications Council has a legal obligation to pay superannuation contributions for its employees; however, the additional contributions imposed on councils by LGS are well above the statutory requirement and councils are now questioning the legality of LGS continuing to impose such charges.

(d) Environmental Implications There are no environmental implications arising out of this matter.

(e) Economic/Asset Management Implications As stated above, the cost to Council of the additional employer contributions is currently $65,200 per annum, payable in addition to all other superannuation contributions. If LGS is successful in reducing investment risk in the future, the requirement for councils to make the additional contributions may be removed; however, this is entirely unknown and in fact the contributions could go up, depending on the state of the economy and investment returns.

CONCLUSION The LGS introduced an additional employer contribution for councils across NSW in the wake of the 2007-08 GFC, with the intention of keeping the Defined Benefit Funds financially viable during subsequent fluctuations in investment returns. Only intended to last five (5) years, the additional contributions have now been extended to 2021 (13 years), with no clear sign that they will cease at that point. For most councils, the additional contributions amount to about one percent (1%) of general rate income, payable on top of other statutory contributions.

Page 84 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

NSW councils are now questioning the legality and right of LGS to continue to impose the extra contributions on councils, with resolutions passed at the 2018 Local Government NSW Conference and by the Country Mayors Association that such an action on the part of LGS is inappropriate. Goulburn Mulwaree Council’s General Manager is preparing a further report to the CMA and is now seeking input from other councils on this matter.

Item 9.22 RECOMMENDATION That Council authorises the General Manager to write to Goulburn Mulwaree Council in regard to the proposed joint action against Local Government Super’s continued imposition of an additional employer contribution on the Defined Benefit Funds, stating Council’s support for all or any of the following: a. A class legal action by all councils based on what is ‘reasonable’; b. Asking the Minister of Finance (State Government) to conduct an independent review; c. All councils collectively ceasing payment of the additional contributions as from 1 July 2019; d. Seeking legislative intervention by the State Government.

Page 85 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.23 Workplace Injury Management Report - February 2019

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

Item 9.23 ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: WORK HEALTH AND SAFETY: General

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

BACKGROUND Information on Workers Compensation has been provided for the period 1 July 2015 to the present time.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective STC 2.1.15 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations Council has allowed $489,189 in its Operational Plan 2018/19 for the current year’s Workers Compensation Insurance premium. Based on the initial premium estimate from StateCover (refer below), this is more than sufficient to cover the premium cost.

COMMENTARY This report covers Workers Compensation figures from 1 July 2015 to 28 February 2019 as follows:

Item 2015/2016 2016/2017 2017/2018 2018/2019

Total Premium $459,715.46 $460,297.04 $429,980.69 $141,260.81 (estimate)

Premium as a % of Gross Wages (ex 1.36% 4.78% 4.69% 4.25% GST) (estimate)

YTD New Claims N/A 4 2 6 (Premium Impacting)

YTD New Claims (Non N/A 3 5 4 Premium Impacting)

YTD Total New Claims 13 7 7 10

Page 86 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 2015/2016 2016/2017 2017/2018 2018/2019

YTD Time Lost Due to 288 81 7 11 Injury (LTI Days) Open Premium Impacting Claims N/A N/A 0 0 (Previous Years)

Item 9.23 Open Non Premium Impacting Claims N/A N/A N/A 0 (Previous Years) Open Premium Impacting Claims N/A N/A N/A 4 (Current Year) Open Non Premium Impacting Claims N/A N/A N/A 3 (Current Year)

Total Open Claims N/A N/A N/A 7

Closed Claims that are still Impacting on N/A N/A N/A 8 Council’s Premium YTD Actually Paid (excluding estimates) $85,241.43 N/A N/A N/A Total Cost of All Premium Impacting N/A $89,749.00 $6,807.00 $5,205.00 Claims (to date)

Scheme Performance $32,320.16 $27,724.40 $105,518.92 $33,257.48 Rebates Note: The figures reported in this table reflect the old reporting methodology used by StateCover until June 2016 (column one (1)), while columns two (2) to four (4) are based on the new reporting methodology introduced on 1 July 2016.

During the period covered by this report, two (2) claims were closed. Four (4) new claims were lodged during the same period, comprising two (2) non-premium impacting claims and two (2) premium impacting claims. All injured workers have either returned to full pre-injury duties or are on suitable duties.

(a) Governance/Policy Implications There are no governance/policy implications arising from this report.

(b) Legal Implications As far as is practicable, Council has a legal obligation to provide a workplace that is free from risks to health and safety, and an effective and sustainable return to work program for injured workers.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications Council has allowed $489,189 in its 2018/19 Operational Plan for Workers Compensation premium costs. The initial premium estimate for the year is $141,260.81 (excluding GST), although this is likely to change.

Page 87 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

CONCLUSION The current year (2018/19), although not quite as good as 2017/18 in terms of the total number of claims lodged and number of days lost due to injury, continues an overall positive trend for Council for workers compensation claims. If this can maintained until the end of the year, Council can look forward to continued favourable premiums.

Item 9.23 Council continues to work closely with StateCover to manage workers compensation claims and is continuously monitoring and reviewing its WHS and recover at work systems to reduce workplace hazards and improve outcomes for injured workers.

RECOMMENDATION That Council notes the information in this report.

Page 88 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.24 Review of Records Management Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Acting Records Supervisor

ANNEXURES Item 9.24 Annexure A Records Management Policy Annexure B Records Management Information and Procedures Manual

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE The purpose of this report is to present Council with the reviewed Records Management Policy, for adoption. Please refer to the Annexure relating to this report.

BACKGROUND Council’s Records Management Policy was last adopted by Council on 26 May 2016 and is due for review every (2) years. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Plan Objective STC 2.1.16 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY The Records Management Policy and associated Records Management Information and Procedures Manual have been reviewed and updated to reflect changes that have occurred since Council adopted the current version.

The changes to the Policy and Procedures have been made to ensure that Council complies with the new Records Management Standard issued by State Records NSW (Standard No. 12), which was released in November 2018. In June 2018, NSW State Archives and Records revoked AS ISO 15489.1 – 2002: Records Management Part 1: General and AS ISO 15489.2 – 2002: Records Management Part 2: Guidelines as a code of best practice and these are no longer a requirement under section 13 of the State Records Act 1998.

All other changes are relatively minor and do not greatly affect the overall nature or operation of the Policy and associated Procedures. They include:  minor changes to terminology;  updated references to standards and legislation;  minor changes made in anticipation of Council’s adoption of a new Code of Conduct(s) – refer to the separate report within this Business Paper;  updating the policy review interval to make it three (3) years, in line with many other policies;

Page 89 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 minor changes to reflect the fact that Council has largely moved to hosted faxing rather than onsite fax machines;  changes to reflect updated procedures for the way in which correspondence items are reviewed by the General Manager;  updated procedures for the receipt and handling of tender documents; and

Item 9.24  minor changes in references to Council’s mapping system, which is currently undergoing changes that have not yet been finalised.

All changes are highlighted in red in the Annexures. The Records Management Policy is now presented to Council for adoption.

(a) Governance/Policy Implications Once adopted by Council, the revised Records Management Policy will become policy of Council.

(b) Legal Implications The revised Records Management Policy has been drafted in line with relevant record keeping legislation and standards.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no significant economic/asset management implications arising from this report.

CONCLUSION Council’s Records Management Policy and associated Procedures have been reviewed to include changes that have occurred since the current Policy was adopted in 2016. The revised Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the revised Records Management Policy attached as Annexure A to this report. 2. That Council notes the information in the revised Records Management and Procedures Manual attached as Annexure B to this report. 3. That the Records Supervisor communicates the requirements in the revised Records Management Policy and Records Management and Procedures Manual to all employees who are affected by the changes.

Page 90 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.25 Library and Learning Centre Report February 2019

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne - Manager of Library / Learning Centre

ANNEXURES Item 9.25 There are no annexures to this report.

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

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

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

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective CS 6.1.1 'Promote community events, including family oriented entertainment, culture and arts.'

(b) Financial Considerations Costs associated with delivering Library Services together with the facilities of the Learning Centre, including the William Gardner Conference Room, Art Gallery and the University of New England Study Centre, is on average $42,160 per month compared to $40,550 per month during the 2017/18 financial year.

COMMENTARY

Seniors Week Seniors Week celebrations featured a morning movie called “Guess Who’s Coming to Dinner” by Katharine Hepburn, along with launching a weekly Thursday morning Seniors Computer or Device Assistance Session.

Glen Innes Show The Library participated in the Glen Innes Show Window Display, receiving a First Place award for the Rural Lego Competition and a Special Award for the Junior Artwork Competition.

Friends of the Library (FOL) Classic Film Night The FOL Classic Film Night featured four (4) great films by Bette Davis during the height of her career. The films were ‘Jezebel’ released in 1938, ‘Dark Victory’ in 1939, ‘The Letter’ in 1940 and ‘The Bride Came C.O.D’ in 1941.

Page 91 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Library Lover’s Week The Library celebrated Library Lover’s Week with a display of romance novels and chocolates for our members.

Glen Innes Art Gallery Exhibition

Item 9.25 There were no art exhibitions held during February.

LEARNING CENTRE’S CONFERENCE AND MEETING ROOM USAGE During February there were 35 bookings into the Learning Centre:

 Council o Council Business Meeting; o Weekly Wrap With Love Knitting Group meeting: four (4) meetings; o Library Mah-jong Group: four (4) meetings; o Library History Group: four (4) meetings; o Library Committee meeting; o Community Services Youth Meet and Greet: one (1) event; o Friends of the Library Classic Movie Night: four (4) events; o Council’s Open Spaces Committee meeting; o Council’s Finance Services – Job interviews: full day; o Economic Development Services meeting; o Council’s Roads Consultative Committee meeting; o Library’s Senior Movie Day: one (1) event; o Council’s Drumbeat Workshop: three (3) events.

 Art Gallery o Art Gallery Committee and Annual General Meeting.

 Community/Commercial Organisations o North & North West Community Legal Service; o Injury Prevention and Rehabilitation (IPAR): two (2) meetings; o Rehabilitation Management meeting; o Community meeting; o Advance Personnel Management meeting: two (2) meetings.

LIBRARY MONTHLY STATISTICS Statistics for the month of February 2019 when compared to the previous year show the Library’s overall total resource issues increased by 16 percent. This figure is due to Public Library issues increasing by 19 percent whilst TAFE issues decreased by 10 percent along with Branch Transfers decreasing by 12 percent for February 2019, in comparison to February 2018.

Branch Library’s overall issues, for February 2019, decreased by four percent (4%) when compared to February 2018. Individually, Deepwater’s issues decreased by 41 percent, Emmaville’s issues increased by 14 percent, and Glencoe’s issues increased by 76 percent.

Visitors to the Glen Innes Library for the month were 2,776, which equates to 694 per week.

Page 92 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

For more information please see the statistics below:

MONTH: February ISSUES 2019 Year to Date 2018 % + - Glen Innes Public 5,622 41,294 4,735 19% Branch Transfers 425 4,484 482 -12%

Item 9.25 TAFE 234 1,697 212 10% TOTAL 6,281 47,475 5,429 16% Branch Library Issues Deepwater 108 1,139 183 -41% Emmaville 238 1,543 209 14% Glencoe 67 526 38 76% TOTAL 413 3,208 430 -4%

INCOME Internet Printing $ 385.40 $ 2,518.50 $ 320.35 20% Photocopy/Fax $ 115.25 $ 979.70 $ 117.75 -2% Coffee Machine $ 363.70 $ 1,778.55 $ 102.00 257% Conference Room* $ 1,564.00 $ 9,230.00 $ 112.50 1,290% Inter Library Loan $ 37.50 $ 187.50 NIL Other** $ 8.40 $ 1,102.80 $ 4.20 100% TOTAL $ 2,474.25 $ 15,797.05 $ 656.80 277% *The reporting method has changed – the 2019 figure includes over the counter and invoiced payments, whereas the 2018 figure only includes over the counter payments. **Other includes Replacement of Books and Donation. Members GISC 5,435 5,273 3% Others (outside LGA) 173 165 5% TAFE 174 143 22% TOTAL 5,782 5,581 4%

People Counter 2,776 23,262 2,914 -5%

History Group 26 180 42 -38%

Internet Usage Deepwater NIL 86 8 -100% Emmaville 8 82 14 -43% Public 904 7,717 1,006 -10% WIFI 392 5,050 467 -16% TAFE 117 13,464 50 134% TOTAL 1,421 26,399 1,545 -8%

Home Library Service Members Glen Innes 53 56 -5% Deepwater NIL 3 -100%

Page 93 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Emmaville 4 5 -20% TOTAL 57 64 -11% Issues Glen Innes 392 2,747 313 25% Deepwater NIL 1 NIL

Item 9.25 Emmaville 35 537 72 -51% TOTAL 427 3,285 385 11%

Art Gallery Visitors Closed 1,244 Closed

UNE/TNE STUDY CENTRE UNE Members 56 48 17% TAFE Members 14 17 -18%

(a) Governance/Policy Implications The Library has relevant operational policies in place and this report is produced to inform Council and the Community of the monthly activities at the Library and Learning Centre.

(b) Legal Implications There are no legal implications arising from this report.

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

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

(e) Economic/Asset Management Implications The Library and Learning Centre provides services to the Glen Innes Severn Community to enrich culture, education, learning, and community well-being which contributes and supports the growth of Glen Innes Severn Council’s economic asset and environment.

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

RECOMMENDATION That Council notes the information in this report.

Page 94 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.26 Department of Corporate and Community Services: Monthly Report - January and February 2019

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

Item 9.26

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE The purpose of this report is to provide statistical information of activities within Council’s Corporate and Community Services Department for the period January and February 2019.

BACKGROUND The Corporate and Community Services Department of Council is responsible for the following key functions:  Administration and Human Resources;  Aged and Disability Services provided from Life Choices – Support Services;  Children and Family Services;  Finance (refer to separate report);  Information Technology;  Library Services (refer to separate report);  Rates (refer to separate report);  Risk and Compliance;  Work Health and Safety (refer to separate report);  Youth Services.

(a) Relevance to Integrated Planning and Reporting Framework The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2017-2027, Delivery Program 2017-2021 and Operational Plan 2018/19.

(b) Financial Considerations Where there may be a budget related consideration, this will be addressed in a separate report.

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

Page 95 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 9.26

Page 96 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Number of applications for 603 Certificates as to Rates and Charges:

January February 24 21

COMMUNICATIONS AND MEDIA Item 9.26 Facebook January February Glen Innes Severn Council Facebook ‘Page Likes’ at the 778 800 end of the month Number of Posts 45 28

The Most Popular Posts for February Reach Post Likes / 2019: Clicks Comments / Shares Disruption to Water Supply 2,681 493 49 Join the Gloved Warriors 1,700 106 24 Blackberries not heading to the jam pot 1,454 387 40 The Colour of Water 1,110 135 3 Notification – Private Fire Works Display 835 192 16

Media activity and interaction for February 2019 (not in consecutive nor priority order):

 Various updates/information/feedback on tourism and events; Glen Innes Show;  Information/updates for Glen Innes pool and pool activities;  Ongoing pictorials on roadworks (several – various locations);  Media Release – water levels/restrictions/supply/drinking water; Deepwater restrictions;  Media Release – the SEED Scheme to launch in Glen Innes;  Media Release – the Regional Returners Phenomenon;  Media Release – Minerama partners with UNE.

Facebook posts and media alerts:  Out of School Hours (OOSH) vacation and after school care;  Grant funding opportunities/updates;  Youth Worker meet and greet event reminder;  Swimming pools updates;  Water levels and restrictions;  Seniors Week reminders;

Page 97 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Harmony Day;  International Women’s Day;  Deepwater water restrictions;  Community Access Committee AGM;

Item 9.26  Australia Day Committee;  Torch Relay.

Facebook posts:  Relevant GLENRAC updates;  Walking netball;  Clean Up Australia Day;  Art exhibitions/classes;  Seniors Week church service;  Grey Street works – access;  The Colour of Water;  Blackberries eradication.

COMPLAINTS – 2018/19 Complaints range across all areas of Council.

Month Complaints Received July 5 August 0 September 1 October 1 November 0 December 0 January 0 February 0 TOTAL 7

Seven (7) complaints have been received during the 2018/19 year, of which all have been resolved. There are no complaints outstanding for the 2017/18 year.

Page 98 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

HUMAN RESOURCES Recruitment: Eight (8) month period from July 2018 to February 2019

Month Positions Advertised Filled July Youth Worker Yes

Item 9.26 Grants Officer Yes Lifestyle Support Facilitator – Maternity Relief Yes Manager of Risk, Audit and Compliance (no suitable August NA applicants) Financial Accountant Yes Town Planner Yes Skilled Construction Worker (two (2) positions) Yes Construction Team Leader (Internal) Yes September Direct Support Worker (Domestic) – readvertised Yes Risk and Compliance Coordinator No Direct Support Worker (General) Yes Building and Environmental Health Officer Yes Marketing Assistant (no suitable applicants) NA October Nil NA November Marketing Assistant - readvertised No Youth Worker Yes December Finance Officer Yes January Trainee Engineer No Technical Services Engineer (Maternity Relief) No February Workshop Supervisor (Internal) No

RISK MANAGEMENT

Description Incidents Jan Feb 2018/19 2017/18 to date total Public Incident Report (slip, trip and falls etc.) 0 0 3 6 Public Property Damage (including roots, 1 1 3 3 trees, sewers, vehicles) Other: 0 0 1 0 Crypto Locker Attacks etc. Council Motor Vehicle / Plant Damage 0 0 10 7 Council Property Damage 0 0 2 3

Page 99 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

COMMUNITY SERVICES

Community Development Activities

Meetings and Forums

Item 9.26 January February Community Drug Action Team Aboriginal Consultative Committee (CDAT) Meeting. Meeting. Community Centre Management Community Centre Management Committee Meeting. Committee Meeting. Assisted the Community Centre with Attended Youth meet and greet movie recruitment. event. Commenced planning for International Attended Seniors Mayoral Awards Women’s Day 2019. Luncheon. Interagency Meeting. Netball Stadium Meeting. Meeting with Ability Links. Youth Advisory Committee Meeting. Youth Network Meeting. Safe in Our Town Meeting.

Youth Services

Meetings and Forums January February Youth Worker introduction to other Meet and greet night held on 22 agencies. February. Rural Fire Service (RFS) building hand Met with Kaitlyn Law (Department of over discussion for possible Youth Justice - Program Youth on Track) to Centre site. discuss Youth programs and resources. Youth and Family Support Services Youth Network Meeting . Meeting. Introduction meeting with the Library and Meeting with High School Student Learning Centre staff to discuss Live at Representative Council (SRC) to the Library for Youth Week, along with discuss future involvement in projects the co-hosting and support of the Meet and ways to assist the Youth Worker. and Greet Night. Meeting with Glen Innes High School Youth Advisory Committee Meeting. staff to discuss support for meet and greet night.

Page 100 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Meeting with Council’s Communication Attended Interagency Meeting. and Media Officer regarding an article in the Glen Innes Examiner, introducing Council’s new Youth Worker. High School assembly

Item 9.26 Facebook – Youth Services January February Youth Facebook ‘Page Likes’ at the end of the month 524 579 Number of Posts 10 30

The Most Popular Posts for February Reach Post Likes / 2019: Clicks Comments / Shares Meet and greet night photos 3,276 1,609 39 Youth week activity suggestions 2,605 646 15 Meet and greet reminder video 1,980 914 11 Meet and greet night movie vote 936 44 11 Youth Centre vote 878 53 10

Life Choices - Support Services Council’s Life Choices – Support Services provides a range of services across the New England North West Region, mainly in the Glen Innes Severn, Inverell and Tenterfield Local Government Areas.

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

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

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

Council’s Life Choices - Support Services no longer provides any services outside the Local Government Areas of Glen Innes Severn, Tenterfield, Armidale Regional (Tingha only), Gwydir, and Inverell. Therefore, the Local Government Areas of Liverpool Plains, Narrabri, Moree Plains and Tamworth have been removed from the following table.

Page 101 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Number of Consumers by Local Government Area and Funding Source

Local Government Total Number NDIS People who are Private Area of Consumers Older Funding (DoH) Source Jan Feb Jan Feb Jan Feb Jan Feb

Item 9.26 Glen Innes Severn 336 337 36 36 289 290 11 11 Armidale Regional 5 7 0 0 5 7 0 0 (Tingha residents) Gwydir 4 4 0 0 4 4 0 0 Inverell Shire 31 31 1 1 30 30 0 0 Tenterfield 20 21 0 0 20 21 0 0 Total 396 400 37 37 348 352 11 11

Children and Family Services - Out of School Care

January February 2018/19 Number of booked Number of booked Budgeted number of children (average) children (average) enrolled children per per day per day day

After School Care N/A 14.9 23

Vacation Care 21.6 N/A 23 Vacation Care – Pupil 24 N/A 23 Free Day

Children and Family Services – Supported Family Programs

January February January February No. of No. of No. of No. of Program Location Families Families Children Children My Time (for Glen Innes N/A 13 N/A Nil Carers) Severn Supported Playgroups: Wytaliba N/A 5 N/A 8 Wytaliba Playgroup Aboriginal Glen Innes N/A 3 N/A 6 Playgroup CAFS Pool House N/A 18 N/A 26 Playgroup Practical Parenting Pool House N/A 5 N/A Nil Centacare NDIS Pool House N/A 3 N/A 3 TOTAL 47 43

(a) Governance/Policy Implications Administrative, Financial Services, Communications/Media and Risk and Compliance Services are provided to all areas of Council. These services are provided with an aim of transparency and continuous improvement.

Page 102 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(b) Legal Implications There are no legal implications arising from this report.

(c) Social Implications Council’s Community Services provide a range of support services to all age groups. These services build on the social capital of the Local Government Area.

Item 9.26 (d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications The economic implications of Community Services are positive, in that these services provide employment opportunities, as well as a service to community members.

CONCLUSION The statistics provided in this report deliver information to Council on the key activities undertaken in Council’s Corporate and Community Services Directorate for the months of January and February 2019.

RECOMMENDATION That Council notes the information in this report.

Page 103 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.27 Review of Roadside Management Guidelines

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and Regulatory Services Item 9.27 ANNEXURES Annexure A Roadside Management Guide Annexure B Roadside Management Guide Appendices

ECM INDEXES Subject Index: ENVIRONMENTAL MANAGEMENT: Planning

PURPOSE The purpose of this report is for Council to consider adopting the reviewed Roadside Management Guide and Appendices as attached as Annexures to this report.

BACKGROUND The current Roadside Management Guide was a project developed by the then Severn Shire Council in collaboration with the then Glen Innes Municipal Council. It was funded under the National Landcare Program and was completed in 2002. The original groundwork for the Roadside Management Report was undertaken with the greatest professionalism and dedication by Mr Peter Croft, in conjunction with the Glen Innes Group of the Australian Plant Society.

Council was successful with a funding application for an amount of $45,000 for a project entitled "Valuing Glen Innes High Country Roadside Environments". The Council Roadside Reserves project was funded by the NSW Environmental Trust, which is managed by Local Government NSW to help councils towards best practice roadside environmental management. Stringybark Ecological was successful in undertaking the updating of the 2019 (2nd) edition.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective EH 1.1.4 ‘Maintain road side environmental areas.’

(b) Financial Considerations This project was fully funded by a $43,000 grant under the Council Roadside Reserves project funded by the NSW Environmental Trust.

COMMENTARY The project undertook a survey, using the Rapid Assessment Methodology (RAM), of High Conservation Value (HCV) roadside environments in the Glen lnnes Local Government Area. The survey was aimed at building on previous surveys and the Glen lnnes Severn Council Roadside Vegetation Management Plan (RVMP) that was implemented in 2002. The project also has provided an upgrade of Council's Geographical Information System (GIS) roads vegetation layer.

Stringybark Ecological updated the roadside assessments in 2018-19. Priority was given to reviewing roads assessed as having high conservation value in 1999, but some medium value roads were also reassessed. Threatened ecological communities

Page 104 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019 were included in the roadside assessment methods, meaning that many areas of grassy woodland that were considered of medium conservation value are now recognised to be of high value.

Some grassy woodlands support endangered species such as Austral Toadflax (Thesium australe), Small Snake Orchid (Diuris pedunculata) and Dichanthium setosum. Others are threatened by invasive species such as African Lovegrass, Item 9.27 Coolatai grass, Whisky grass, Chilean Needle Grass and Ox-eye Daisy if not managed correctly.

The RAM uses three (3) criteria to assess the conservation value of a roadside:

1. Conservation Status; 2. Landscape Context; and 3. General Condition.

The three (3) scores are added and used to assign a conservation value (Low, Medium, High). Conservation Status considers the presence of threatened ecological communities, significant wetlands and threatened species. Landscape Context considers the degree of clearing of the vegetation community and the size, shape and connectivity of the roadside vegetation. Condition considers the presence of large trees, the naturalness of the vegetation and groundcover and the presence of weeds.

In general the review revealed the following: 1. The area of HCV roadside has increased largely due to the change of assessment methodology combined with an increase grassy woodlands now being identified as key ecological areas. However, a minor amount of HCV roadside has been lost, mainly through land clearing for new boundary fences. 2. Invasive weeds, both noxious and environmental, continue to pose the greatest threat to the ecological value of Council’s roadsides. 3. Council’s general roadside management is consistent with the recommendations of the 2002 adopted Roadside Management Guide. The consultant advised that it was evident that Council roadsides are well managed compared to many Local Government Areas in which he has undertaken similar work.

The report makes 45 recommendations regarding sustaining threatened ecological communities and rare plant populations, conserving wildlife, the collection of fire wood, livestock grazing and weed management. If Council adopts these Guidelines, the recommendations will be included as part of Council’s day to day operations and incorporated into future strategic planning objectives where appropriate.

(a) Governance/Policy Implications Roadside reserves are complex environments due to competing values, with a wide range of issues to consider including road safety, conservation, cultural values, firewood collection, bushfire risk, recreational use, legal requirements and development pressures. Local Government has a key role in managing local and regional road reserves, and some aspects of State road reserves across NSW, including the environmental values of these areas.

(b) Legal Implications There are no legal implications arising from this report.

Page 105 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(c) Social Implications Roadside reserves contain significant native biodiversity, including ecological communities that may not be represented in National Parks, public reserves or private land. They provide valuable wildlife habitats and corridors, especially when linked with other native vegetation remnants in the landscape, and provide

Item 9.27 connectivity which may assist in ensuring roadside environments are more sustainable in the longer term.

(d) Environmental Implications Significant portions of valuable roadside vegetation are found throughout the Glen Innes Severn Local Government Area. In the east, there are many National Parks (including the Washpool-Gibraltar Range World Heritage Area). In other areas, there are remnant patches of Box Gum Grassy Woodlands from three (3) distinct vegetation communities.

These are all Threatened Ecological Communities and details of these communities are included in Appendix 1 of the Guide. Additionally, two (2) distinct bands of vegetation form corridors around the Emmaville region, extending eastward to the Great Dividing Range. Near Glen Innes, a significant belt of remnant vegetation lies to the south-west of the township along Blue Hills and Black's Roads. By preserving vegetation along roadsides, the continuation of corridors for the preservation of native plants and animals is possible.

(e) Economic/Asset Management Implications Whilst good management principles are required to preserve these valuable roadsides, particularly when undertaking road works, the review has revealed that Council has achieved a good balance between environmental roadside management when undertaking road works, whilst maintaining an effective cost delivery.

CONCLUSION The 2002 Roadside Management Guide has provided an effective tool in managing the environmental value of Council’s roadsides over this time. If Council adopts the new revised guidelines, it will provide the same useful tool for the next decade.

RECOMMENDATION That Council adopts the reviewed Roadside Management Guide and Appendices as attached to this report.

Page 106 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.28 Review of Smoke-Free Outdoor Environment Policy

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and Regulatory Services Item 9.28 ANNEXURES Annexure A Smoke-Free Outdoor Environment Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE The purpose of this report is to present Council with the reviewed Smoke-Free Outdoor Environment Policy, for adoption. Please refer to the Annexure relating to this report.

BACKGROUND The Smoke-Free Outdoor Environment Policy was last adopted by Council on 18 December 2014 and is due for review every three (3) years. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This report has no direct relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations There are no financial implications with regard to this policy.

COMMENTARY Glen Innes Severn Council was one of the first Council’s in NSW to ban smoking in the CBD and other public spaces. Council is often quoted as being an early adopter of such policy. In a recent decision by North Sydney Council to adopt a similar policy, Council was mentioned as having a successful policy in place. Council’s Director of Development, Planning and Regulatory Services was recently involved in an SBS radio series called The Outlook, a series which essentially snapshots where Australia and Australians are now, and looking at where they’re heading. One of these sessions was on smoking, the interview may be heard on https://www.sbs.com.au/news/audiotrack/outlook-smoking

Since Council adopted the Policy in 2014, NSW Health has increased the areas under its jurisdiction, and the Policy has been amended accordingly. NSW Health has now banned smoking at the following locations:  Within 10 metres of children’s play equipment in outdoor public places;  Public swimming pools;  Spectator areas at sports grounds or other recreational areas used for organised sporting events;  Public transport stops and platforms, including ferry wharves and taxi ranks;  Within four (4) metres of a pedestrian access point to a public building;

Page 107 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

 Smoke-free guide: No smoking within four (4) metres of a pedestrian access point to a building provides information on which buildings are applicable; and  Commercial outdoor dining areas.

NSW Health Inspectors are responsible for the enforcement of these areas and

Item 9.28 conduct compliance monitoring and enforcement activity. They can issue cautions or on the spot fines of $300.00 to people who break the smoking bans. NSW Health Inspectors can also provide education to the public on smoking bans, and work with property and building owners to display smoke-free signage and remove butt bins, where appropriate.

Enforcement of this Policy will be by signage, positive persuasion and self-policing through the community, rather than punitive enforcement.

(a) Governance/Policy Implications Once adopted by Council, the revised Smoke-Free Outdoor Environment Policy will become policy of Council.

(b) Legal Implications There are no legal implications in regard to the Policy as it is based on signage, positive persuasion and self-policing through the community, rather than punitive enforcement.

(c) Social Implications The objectives of Council in controlling smoking in various Council areas are to:  Improve the health of community members;  Improve public amenity and maintenance of Council property;  Raise community awareness of the issues associated with smoking; and  Provide community leadership in taking measures to protect the health and social wellbeing of the community.

(d) Environmental Implications The Policy aims to minimise cigarette butt pollution on Council owned waterways, parks and other open space areas.

(e) Economic/Asset Management Implications There is a minor ongoing cost for the replacement of damaged and worn signage, however, this cost is negligible.

CONCLUSION Council’s Smoke-Free Outdoor Environment Policy has been reviewed to include changes that have occurred since the current Policy was adopted in 2014. Changes are relatively minor in nature and the revised Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the Smoke-Free Outdoor Environment Policy attached as an Annexure to this report.

Page 108 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

2. That the Director of Development, Planning and Regulatory Services implements the Smoke-Free Outdoor Environment Policy by community education and awareness through Council’s Facebook page, notices in the “Our Council” column in the Glen Innes Examiner, and the maintenance of existing signage.

Item 9.28

Page 109 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.29 Glen Innes Highlands Marketing Update

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Margot Davis - Manager of Economic Development

Item 9.29 ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: TOURISM: Marketing ECONOMIC DEVELOPMENT: Promotion

Please note that the Manager of Economic Development will provide a brief PowerPoint presentation at the meeting regarding this report. There will also be an opportunity for Councillors to ask questions.

PURPOSE The purpose of this report is to provide an update to Council regarding the marketing and campaign activity to promote the visitor economy, and support the growth of “tree change” relocation and business investment in our Local Government Area (LGA).

EXECUTIVE SUMMARY This report summarises the strategy, framework and creative for the Glen Innes Highlands campaign to promote to visitors and tree-changers. The marketing of Glen Innes Highlands has commenced in line with the new Marketing Brand and Campaign Framework (MBCF), previously presented to Council, with a new campaign idea that will appeal to our key target audiences who are looking to visit, move or invest in Glen Innes Highlands.

The campaign, so far, has been executed in outdoor media, advertorials, and press advertising, internal and external signage at/in the Visitor Information Centre (VIC) as well as merchandising. More channels including digital and direct channels will be executed in the coming months, as well as a refreshed website aligning to the strategy of delivering content to the interest groups on visit, live and invest.

The campaign is, and will continue to be, more heavily weighted towards the family segments of ‘Connected Family’ and ‘Family Lifestyle Change’ due to the positive impact on economic drivers such as population growth, services and education to name a few. However, this does not discount other segments of the semi-retired/retired market, whom bring experience, and participate actively in the community. ‘Connected youth’ are already close to their experience of Glen Innes Highlands having grown up here, so require an ongoing engagement with the town through family and friends to encourage them to return later.

BACKGROUND The Glen Innes Highlands brand is the adopted destination brand for the Glen Innes LGA as resolved by Council at its December 2016 Ordinary Meeting. The Brand Style Guide, inclusive of the refined Glen Innes Highlands logo, was adopted by Council at its April 2017 Ordinary Meeting. The purpose of the Brand Style Guideline is to ensure that a consistent message is conveyed to the visitors and community as noted in the Council Business Paper April 2017.

Page 110 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

All stakeholders, as indicated in the March 2017 Ordinary Meeting decision, had been involved in the review, along with the executive of Glen Innes Severn Tourist Association (GISTA) and Business in Glen (BIG), with overwhelmingly strong support for the refined logo and branding.

A number of key strategic objectives under the 2018-19 Operational Plan are centred on developing a Glen Innes Highlands Brand Guideline and Marketing Strategy. The Item 9.29 October 2018 Monthly Departmental report included information regarding the MBCF. This framework was used to provide a brief to an external advertising agency to deliver a Glen Innes Highlands branded campaign. Such a campaign is aimed to provide creative content and develop media elements and channels for promotion. The campaign will also include further development and enhancement of the Glen Innes Highlands website.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective ED 2.1.1 'Support and promote the new Glen Innes Highlands destination branding.'

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

This item also links to Council’s Delivery Program Objective CS 1.2.1 'Attract the population segment looking for a lifestyle change (branding for tree changers).'

This item also links to Council’s Delivery Program Objective EH 3.1.1 ‘Improve signage for the benefit of the local community and visitors.’

This item also links to Council’s Delivery Program Objective ED 3.1.1 'Be responsive and proactive to business interest/receptive to innovation and relocation.'

(b) Financial Considerations The 2018-19 campaign will be funded from within existing budget allocations in the current Operational Plan. An amount of $75,000 is available for marketing within the tourism budget, whilst a further $50,000 is available for economic development initiatives.

COMMENTARY An action from the 2017-18 Operational Plan was to develop a Business and Professional Relocation and Opportunity Prospectus to promote the advantages for both business and young people in relocating to the LGA. This was completed and launched as part of the NSW Government’s Back to Business Week. The prospectus, Progressive Country, has been integrated into the Glen Innes Highlands Brand Guidelines and Marketing Strategy.

The 2018-19 Operational Plan has a number of key strategic objectives aimed at building on the Glen Innes Highlands branding with three (3) relevant actions associated with utilising the Glen Innes Highlands destination brand in marketing.

Page 111 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The MBCF has identified the opportunity to leverage all Council’s branded assets and branded storylines such as the new prospectus storyline ‘Progressive County’. The MBCF identifies an economy of scale in targeting and communicating to visitors, potential “tree-changers”, business and Investors under the one (1) destination brand of Glen Innes Highlands.

Item 9.29 The successful advertising agency who has developed the new marketing campaign is Go Cross Media. The marketing campaign brief requires Go Cross Media to structure the brand storylines through the lens of interest groups whilst recognising the cross-over between the three (3) categories of:

1. Visit/Experience; 2. Move and Lifestyle; and 3. Work and Invest.

Research conducted by Destination NSW, as well as Council’s own survey conducted on “tree-changers”, has shown that the target audiences across the visit and live interest groups share similar geographical locations This will enable economies of scale across the various paid media as proposed by Go Cross Media. See Figure 1.1 – Target Audiences.

Figure 1.1 – Target Audiences

A draft segmentation was established to guide the development of ‘profile’ information to be utilised in the media and channel strategy. The four (4) segments are:

Connected Family – otherwise known in new trending terms as ‘regional returners’ – those that have come back to Glen Innes Highlands after some time away.

Family Lifestyle Change – otherwise known as ‘tree changers’ who are looking for a lifestyle change away from the cities predominantly to raise their families and experience a community.

Connected Youth – those who have finished school here in Glen Innes Highlands and either staying locally or going off to university.

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Semi-retired and Retired – those in their later years looking for a lifestyle change, in a cooler climate and with a strong community they can participate in.

Item 9.29

Figure 1.2 – Draft Segmentation

The Glen Innes Highlands’ campaign and concept or idea is based on the popular social game "would you rather?”. The concept demonstrates a variety of aspects of Glen Innes by using favourable comparisons of country life versus city life. The campaign will target people to whom the lifestyle and activities of Glen Innes would appeal, but may not know what Glen Innes offers.

The 'Live' campaign will make comparisons between the country and city lifestyle, using aspects of city life that will be considered undesirable to potential tree changers, whilst the 'visit' campaign will make comparisons between what you could expect to experience in most town or city holiday destinations, or a weekend at home, compared to the most the desirable aspects of Glen Innes.

Importantly, “would you rather” is highly memorable to the primary target market of young families as they will recognise it as a social game. It also presents the opportunity to support discussion within a social media context. Having a highly memorable concept will be important to effectively advertise within the proposed budget.

The campaign line “where you’d rather be” is an alternative which can be used in a variety of channels where single imagery is used in the destination or region and is designed to provide flexibility in creative execution across paid, owned, earned and shared channels. An example of the imagery is shown in Figure 1.3.

Page 113 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 9.29

Figure 1.3 – Campaign Idea

A number of creative marketing executions are already in the market place. These include outdoor media signage placements on highway roadside locations.

1. Treasure Execution “pay for treasure? or find it?” – Located Grafton South (Balwarra Heights), Pacific Highway, NSW. This supersite is located to capture traffic travelling from the Coffs Coast inland before they get to Grafton to make a decision to turn off towards Glen Innes or north. The theme is family adventure, see Figure 1.4 – Campaign Execution – Outdoor Media – Treasure.

Figure 1.4 – Campaign Execution – Outdoor Media - Treasure

2. Sardine Execution “be the sardine? or the fisherman?” - located Tenterfield North, New England Highway, NSW. This is a new site located before the turnoff to the Bruxner Highway to capture traffic coming from Brisbane direction. The theme is getting away from the grind of the city, see Figure 1.5 – Campaign Execution – Outdoor Media – Sardine.

Page 114 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 9.29

Figure 1.5 – Campaign Execution – Outdoor Media - Sardine

3. Adventure execution “waste the weekend? or chase adventure?” – Located Glen Innes South (Glencoe), New England Highway, NSW. This site was previously in use and now houses the new campaign creative targeted at families seeking adventure and a reason to escape the couch. See Figure 1.6 – Campaign Execution – Outdoor Media – Adventure.

Figure 1.6 – Campaign Execution – Outdoor Media - Adventure

Further development of the brand and marketing campaign will include:  The development of distinct Glen Innes Highlands brochure and flyer campaign style guidelines;  Rebranding of the internal space of the Visitor Information Centre (VIC). This has included the refurbishing of external signage, new internal signage and Glen Innes Highlands branded merchandise;  A display that houses all the upcoming events, initiatives and features local products has been provided in the front window of the VIC. This will enable visitors to see what is on in Glen Innes Highlands, even if the centre is closed;  Advertorial and advertising executions in the market such as the recent Minerama feature in the Glen Innes Examiner. Another such initiative is Country Kids, a 16 page booklet that is distributed through Fairfax papers. Approximately 6,000

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copies will be distributed to people in Moree, Goondiwindi, Inverell, Tenterfield and Glen Innes. This double-page execution utilises new photography shot for the campaign and focuses on family-friends activities in the Glen Innes Highlands;  The development of new photography, drone footage and videography to deliver the full campaign activity; and

Item 9.29  The Glen Innes Highlands website is also being optimised for the new campaign and is the central channel for the strategic framework to be delivered.

(a) Governance/Policy Implications Council has adopted the Glen Innes Highlands as a destination brand at its December 2016 Council meeting. Council staff have now progressed a comprehensive marketing strategy to assist to deliver key strategic objectives of Council’s Four (4) Year Delivery Plan.

(b) Legal Implications There are no legal implications arising from this report.

(c) Social Implications An online survey attracted 234 participants, and along with two (2) workshops engaged the residents, community, businesses, services clubs, GISTA and BIG to ensure that the views of the LGA were heard. As a result, “Glen Innes Highlands” was adopted as the place brand.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications Economic development and the growth of Glen Innes has been identified by the community as a key area of concern and an area in which they want Council to effectively do more. Council has concentrated on the basics for creating an environment to encourage investors and people to relocate to its LGA. These basics have incorporated providing stable and good governance and holding of key events to encourage visitors.

CONCLUSION Following the request by GISTA and BIG to consider the appropriateness of the Celtic Country brand, Council undertook a review of the Australian Celtic Country brand. To ensure that the review process achieved a meaningful outcome, Council engaged Mr Bill Baker (Total Destination Marketing) to undertake a number of workshops and an online survey. Mr Greg Alder then developed the logo and brand guidelines.

At the time of writing the report in December 2016, Council’s attention was drawn to the fact that the “Glen Innes Highlands” brand should be developed to ensure a consistent message is conveyed to the visitors and community.

Since the adoption of Glen Innes Highlands as the destination brand there has been no marketing strategy or framework to guide marketing activity. Any activity that has been produced often lacked the new branding or supported the development of an alternative destination brand.

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The overall goal of all new marketing activity for Glen Innes Highlands, as a ‘place’, is to present a consistent brand. This will build our brand identity and appeal to visitors, tree-changers, regional returners, businesses and investors. One brand representing Glen Innes Highlands, and extrapolated through all content about Glen Innes Highlands, will have the greatest impact over time.

RECOMMENDATION Item 9.29 That Council notes the information in this report.

Page 117 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.30 Emmaville Swim Centre Entry Fees

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Archibald - Manager of Recreation and Open Spaces Item 9.30 ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Fees and Charges Property Index: COUNCIL PROPERTIES: Swim Centre

PURPOSE The purpose of this report is for Council to consider a reduction in the 2019-20 season ticket charge for the Emmaville Swim Centre for current season ticket holders and to endorse the decision to allow free entry to the Emmaville Swim Centre for the remainder of the 2018-19 swim season.

BACKGROUND The main pool at Emmaville suffered a major breakdown late on the afternoon of Sunday, 20 January 2019 causing the pool to be closed to the public for 37 days to undergo repairs.

A number of factors caused this closedown; the main factor being a lighting strike causing damage to the filtration pump. There were also issues of air in the system and this was subsequently tracked to an old faulty lint strainer pot. This meant it had to be replaced, otherwise it would have led to possible damage to any new equipment installed. It appears that both the existing pump and lint pot were the original ones from the swim centre opening, meaning that they were approximately 40 years old.

The immediate upgrade of the pump and lint strainer system was required to ensure the pool was back in operation as soon as possible and to comply with requirements of NSW Health Department. The replacement of a new more suitable, multistage pump was the most cost effective solution, as it provides greater efficiency and subsequent energy savings.

There was a delay in obtaining the required pump and motor in Australia and credit has to be given to local contractors, Josh Jenner and Wayne Williams, for being able to source the equipment. There were subsequent delivery delays with all of the equipment.

Due to the contract staff still maintaining the water quality manually during the closure, it allowed for a quicker reopening period for the pool once the equipment was installed. After installation, only one (1) day was required to get the water chemical balance back to a safe level which allowed the swim centre to reopen on 27 February 2019.

(a) Relevance to Integrated Planning and Reporting Framework This report has no direct relevance to the Integrated Planning and Reporting Framework.

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(b) Financial Considerations Council sets the fees and charges for each year, however, at the Emmaville Swim Centre the Contractor collects all entry fees, including GST, from the facilities as part of his remuneration for managing the facility.

The Contractor shall, in consultation with Council, set fees and charges each year

and submit these to Council for approval/negotiation and inclusion in Councils Item 9.30 Fees and Charges for the next financial year. Therefore, any waiving or reducing of the existing fees will be income the contractor does not collect, and not be a cost to Council.

The contractor has agreed to make no changes to the existing fees and charges for the 2019-20 operational year and has further suggested the reduction for season ticket holders for the 2019-20 season. The table below shows the current price structure with the proposed charges:

Proposed price for Emmaville 2019-20 for 2018-19 Current 2018-19 season holders only Individual Season Pass $160.00 $80.00 Family Season Pass $300.00 $150.00 Waived from 27 February 2019 until the Daily Pass $4.00 per entry end of the 2018-19 season

COMMENTARY As is required under Section 377 of the Local Government Act 1993, only Council can set Fees and Charges, which are published in Council’s annual Operational Plan.

Due to the season being shortened by the Emmaville Swim Centre being closed for five (5) weeks, and in consultation with the Contractor at Emmaville, Council has reached an agreement that the rest of the season will be free entry at Emmaville pool. As highlighted in the financial considerations, this has no financial impact to Council.

For those residents that held season tickets to the Emmaville Swim Centre for the 2018-19 season, a suggestion has been made that they be given season tickets next year (2019-20) at half price. Fees would then return to the full price in the 2020-21 operational year. The reasoning behind this is that it is felt that this would be a goodwill gesture to the community of Emmaville for their patience and for the inconvenience caused during an extremely hot period of the season with the Swim Centre closed. This proposal has also been discussed and agreed to by the Contractor of the Emmaville Swim Centre.

Staff members are also negotiating with the Contractor to extend the opening of the Emmaville Swim Centre for a further two (2) weeks at the end of the current season, weather dependant. This would mean reduced hours of operation for the two (2) weeks, between 1.00pm to 6.00pm daily, however, would extend the season from 31 March to 12 April 2019.

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(a) Governance/Policy Implications Council is responsible for setting fees and charges, and any associated reductions, under the NSW Local Government Act 1993.

(b) Legal Implications There are no legal implications arising from this report.

Item 9.30 (c) Social Implications Swim centres have been traditionally constructed and operated by councils in rural/regional centres and the facilities are generally enjoyed by a wide cross section of community members. Council can determine what facilities are provided and at what cost, taking into account community expectations.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this report.

CONCLUSION Despite the contractor receiving a potentially lower income than expected, the amended fees at Emmaville Swim Centre for the 2019-20 season are seen as a goodwill gesture for the residents of Emmaville and the inconvenience that they have suffered due to the closure of Emmaville Swim Centre for five (5) weeks of the current 2018-19 season.

RECOMMENDATION 1. That Council endorses the decision between the Emmaville Swim Centre Contractor and Council’s Director of Development, Planning and Regulatory Services, to waive entry fees to the Emmaville Swim Centre for the remaining part of the 2018-19 season. 2. That Council adopts a fee of 50% of the 2019-20 season ticket holders price for those residents who purchased 2018-19 season tickets for the Emmaville Swim Centre.

Page 120 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.31 Review of Public Tree Management Policy

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Archibald - Manager of Recreation and Open Spaces Item 9.31 ANNEXURES Annexure A Public Tree Management Policy Annexure B Best Practice Manual Annexure C Tree Inspection Form

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE The purpose of this report is to present Council with the reviewed Public Tree Management Policy and the updated Best Practice Manual (BPM) “For Trees and Tree Roots” – Version 7 - April 2013, for adoption. These documents are attached to this report as annexures.

BACKGROUND The Public Tree Management Policy and BPM was last adopted by Council on 27 March 2013, and is ideally due for review every three (3) years. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective CS 7.1.1 'Provide safe community spaces.'

(b) Financial Considerations The Policy will provide a foundation on which operational and financial decisions will be made. The changes to the Policy and associated BPM will have minimal impact on operations, as they have already been addressed through adoption of other policies. An annual budget allocation of $50,000, for the purchasing and maintenance of trees for streetscapes, parklands and roadside plantings has been allowed in the 2018-19 Operational Plan and needs to be continued each year for the ongoing implementation of this policy.

COMMENTARY The Policy outlines a number of ways to manage street landscapes in Glen Innes and villages. It also provides a platform for the staged upgrading of Glen Innes streetscapes and will assist residents, property owners, developers and those working with Council to clearly understand Glen Innes Severn Council’s street tree vision, policies, actions and procedures.

This Policy and BPM provide the framework and guidelines to ensure that all existing and new street trees are managed in accordance with industry best practice. The Policy will set guidelines from which procedures and practices for tree selection, removal, risk management and replacement, will be consistent with the Open Spaces Committees Four (4) Year Tree Replacement Schedule. They will also allow for the

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use of outside arborists, when required, and include a complaints procedure in line with guidelines from Council’s Insurer.

The Policy itself has had minor changes to reflect the updated changes in Council’s Structure, and to include newer versions of the related documents.

Item 9.31 The major change to the updated Policy is the inclusion of tree inspections. This will be carried out using the revised tree inspection form, which is also attached as an annexure to this report. This form has been developed from the BPM and allows for a more transparent process for the assessing and removal of trees.

The inspection form still contains all of the necessary information that needs to be considered as per the BPM, however, now includes feedback from other Council sections such as water, sewer and roads. There is also provision for photos, further investigation steps if required, or referral for discussion to the Open Spaces Committee of Council for consideration of the removal of trees.

Any recommendations incorporated in the inspection form must be first approved by the Manager of Recreation and Open Spaces. The removal of any street trees must be approved by the General Manager.

The Policy review has included reference to the updated version of the BPM and tree inspection form. There have been no significant changes to the BPM other than general formatting and the inclusion of other reviewed documents which it refers to.

Also included in the updated Policy is information on the implementation and communication of the Policy, which needs to be distributed to the appropriate staff and Council Committees. Allowance of an annual budget allocation needs to be provided to provide for the ongoing implementation of the Policy.

(a) Governance/Policy Implications Once adopted by Council, the revised Public Tree Management Policy and the updated BPM will become policy of Council. The Policy and BPM provide Council with the context to provide a managed approach to the provision and management of trees in open spaces, and to ensure the safety of the users of these assets.

(b) Legal Implications The establishment of the Policy and use of the BPM reflects that Council is carrying out its duty of care in the provision and maintenance of open spaces and recreation areas by following the guidelines.

(c) Social Implications Street trees can:  Beautify and soften the harshness of streets and buildings;  Enhance heritage, neighbourhood character and sense of place;  Screen unattractive views and add a vertical dimension to a scene;  Provide shade, thus reduce sunburn and skin cancer;  Highlight the effects of weather and seasonal changes;  Calm traffic and improve public safety;  Make streets more pedestrian friendly and improve community health; and

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 Provide sensory stimulation – colours, forms, movement, textures, scents and sounds.

(d) Environmental Implications The management of trees will allow for environmental sustainability. Street trees can:

Item 9.31  Reduce carbon dioxide (CO2) levels by direct absorption;  Provide fauna habitat and enhance biodiversity;  Provide compost;  Improve soil quality;  Slow down wind speeds;  Reduce stormwater run-off;  Produce oxygen (O2);  Trap airborne particles and pollutants; and  Shade houses and cars and reduce energy consumption.

(e) Economic/Asset Management Implications An annual budget allocation of $50,000, for the purchasing and maintenance of trees for streetscapes, parklands and roadside plantings has been allowed in the 2018-19 Operational Plan and needs to be continued each year for the ongoing implementation of this Policy.

CONCLUSION Council’s Public Tree Management Policy has been reviewed to include changes that have occurred since the current Policy and BPM was adopted in March 2013, and will now include the use of the updated inspection form. Changes are relatively minor and the revised Policy and BPM are now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the reviewed Public Tree Management Policy attached as Annexure A to this report. 2. That Council adopts the Best Practice Manual, Trees and Tree Roots Version 7 April 2013 attached as Annexure B to this report. 3. That the Manager of Recreation and Open Spaces distributes and explains the Public Tree Management Policy and associated documentation to the Recreation and Open Spaces staff members and the Risk and Compliance Coordinator (once appointed). 4. That the Manager of Recreation and Open Spaces distributes and explains the Public Tree Management Policy to the members of the Open Spaces Committee for their information. 5. That Council allocates an annual budget of $50,000 to allow for the ongoing implementation of the Public Tree Management Policy, and that this budget allocation be reviewed every three (3) years.

Page 123 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.32 Department of Development, Planning and Regulatory Services: Monthly Report - February 2019

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Nicole Wilson - Administration Officer

Item 9.32

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE The purpose of this report is to identify statistical information in relation to activities of the Department of Development, Planning and Regulatory Services for the 12 months period from 1 July 2018 to 30 June 2019. This report covers from the period 1 February 2019 to 28 February 2019.

BACKGROUND The Department of Development, Planning and Regulatory Services division of Council is responsible for the following key functions:

Regulatory and Planning Services  Development Enquiries;  Planning and Building Services;  Environmental Health and Regulatory Services;  Food Regulation and Safety;  Companion Animals;  Building Maintenance; and  Waste Management.

Economic Development  Facilitation of Market and Business Opportunities;  Strengthening the Glen Innes Highlands Brand;  Facilitating Growth and Supporting Business Development;  Recognising and Supporting the Agricultural Economy;  Community Services Actions;  Environment and Heritage Actions; and  Grants Officer.

Recreation and Open Spaces  Parks and Sporting Grounds;  Cemeteries;  Swimming Pools; and  Cleaners.

Saleyards

Environmental Management

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Item 9.32 (b) Financial Considerations Provision is made in the 2018-19 Operational Plan to fund the activities and programs as listed in this report.

COMMENTARY A report of statistical data will be presented to Council each month for comparison purposes, showing the previous year’s totals, and the year to date figures for the current year.

REGULATORY AND PLANNING SERVICES

Development Application (DA) Data 2017-2018 2018-2019 Year to Date Total Number of DAs Determined 101 36 Average Determination Time (days) – 36 32 All Applications Average Determination Time (days) – 34 32 Minor Development* Average Determination Time (days) – 53 25 Major Development** Value of DAs $17,560,203 $3,253,400 Number of Single Dwellings 21 11 Urban 6 5 Village/ 5 2 Large Lot Residential Rural 10 4 Number of Multi Unit Dwellings Urban 1 0 Village 0 0 Rural 0 0 Number of Subdivisions 6 10 Number of Commercial Developments 9 1 Number of Industrial Developments 2 0 Withdrawn 3 2 * Typically residential applications such as dwellings, sheds and alterations and additions that don’t meet the Complying Development Criteria.

** Commercial and industrial applications and applications requiring referral to Government Departments.

Council is in receipt of a Development Application for a 1,000 head feedlot at Stonehenge. This application has generated a large amount of interest within the community with staff receiving approximately 63 submissions regarding the development. A preliminary assessment of the application has been undertaken,

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including consultation with various State agencies. Staff have reviewed the Statement of Environmental Effects (SoEE) for the application and has determined that it has insufficient information to properly assess the environmental impacts of the proposal. The applicant has been subsequently advised under the provisions of Clause 54 of the Environmental Planning and Assessment Regulation 2000, that additional information is required to assess the application. Council has therefore “stopped the clock” on the

Item 9.32 assessment of the application until such time as the relevant information is provided to Council.

Complying Development Application (CDC) Data

2017-2018 2018-2019 Year to Date Total Number of CDCs 19 18 Value of CDCs $1,438,372 $1,070,266 Number of Single Dwellings 3 3 Urban 3 2 Rural 0 1 Village 0 0

DEVELOPMENT APPLICATIONS AND COMPLYING DEVELOPMENT CERTIFICATES: Determinations issued – February 2019 Section 4.59 of the Environmental Planning and Assessment Act 1979, as amended, precludes a challenge to the validity of consent more than three (3) months after the date of public notification of the consent. Consents are available for public inspection, free of charge, during ordinary office hours at Council’s Church Street office. In accordance with Section 4.59 of the Act and Clause 124 of the Environmental Planning and Assessment Regulation 2000, the following determinations are publicly notified:

DA No. Description Location Reasons Reasons for Community for Determination Consultation Conditions 1/2019 Construct 7 Wilga Unrestricted The development The application was shed and Street, Glen consent may satisfies the required to be install storage Innes. affect the relevant aims, notified in container environmental objectives and accordance with amenity of the provisions of both Table 2.1 of the Glen area and the Glen Innes Innes Severn DCP would not be Severn LEP 2012 2014. No in the public and Glen Innes submissions were interest. Severn DCP 2014. received. 109/2018 Boundary 8 Winters Unrestricted The development The application was consolidation Road, Glen consent may satisfies the not required to be and four (4) lot Innes. affect the relevant aims, notified in subdivision environmental objectives and accordance with amenity of the provisions of both Table 2.1 of the Glen area and the Glen Innes Innes Severn DCP would not be Severn LEP 2012 2014. in the public and Glen Innes interest. Severn DCP 2014. 113/2018 Construct 45 Sharman Unrestricted The development The application was dwelling Road, Lambs consent may satisfies the not required to be Valley. affect the relevant aims, notified in environmental objectives and accordance with amenity of the provisions of both Table 2.1 of the Glen

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area and the Glen Innes Innes Severn DCP would not be Severn LEP 2012 2014. in the public and Glen Innes interest. Severn DCP 2014. 28/17-18 Seven (7) lot Fawcett Unrestricted The development The application was Modify rural Road, Glen consent may satisfies the not required to be residential Innes. affect the relevant aims, notified in

subdivision environmental objectives and accordance with Item 9.32 amenity of the provisions of both Table 2.1 of the Glen area and the Glen Innes Innes Severn DCP would not be Severn LEP 2012 2014. in the public and Glen Innes interest. Severn DCP 2014. 108/2018 Two (2) lot 160 Unrestricted The development The application was subdivision Macquarie consent may satisfies the required to be Street, Glen affect the relevant aims, notified in Innes. environmental objectives and accordance with amenity of the provisions of both Table 2.1 of the Glen area and the Glen Innes Innes Severn DCP would not be Severn LEP 2012 2014. No in the public and Glen Innes submissions were interest. Severn DCP 2014. received. 103/2018 Construct 1006 Unrestricted The development The application was dwelling Tablelands consent may satisfies the not required to be Road, affect the relevant aims, notified in Kingsgate. environmental objectives and accordance with amenity of the provisions of both Table 2.1 of the Glen area and the Glen Innes Innes Severn DCP would not be Severn LEP 2012 2014. in the public and Glen Innes interest. Severn DCP 2014.

CDC Number Description Location

2/2019 Construct dwelling 116 Healeys Lane, Glen Innes.

3/2019 Extensions to existing dwelling 11 Blythe Street, Deepwater.

4/2019 Construct dwelling 287 Hamels Lane, Reddestone.

5/2019 Flat gabel patio on existing dwelling 131 Golf Links Road, Glen Innes.

6/2019 Solar Photovoltaic (PV) system 175 Lambeth Street, Glen Innes.

7/2019 Construct shed 37 Sunnyview Drive, Glen Innes.

Declaration of Interest by Applicant of a Development Application/Construction Certificate/ Complying Development

Nature of Interest Number Received Number Received Number Received 2017-2018 Year to Date this period Political Gifts and 0 0 0 Donation Applicant or owner is an employee of GISC or a 4 1 0 Councillor Applicant with any relationship to staff or 2 0 0 Councillor

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Number of 10.7 (Zoning) Certificates Issued Section 10.7 Certificates are issued under the provisions of the Environmental Planning and Assessment Act 1979. It is compulsory for every property sold to be accompanied by a Section 10.7 Certificate.

Item 9.32 2017-2018 2018-2019 Year to Date

343 227

Animal Registrations

Current Total Description Month Total Value

Number of Animals Registered – February 2019 26 $1,713

Dog Impounding Figures – February 2019

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Cat Impounding Figures – February 2019

Item 9.32

RECREATION AND OPEN SPACES

Cemeteries Funerals are being attended to as required. All Cemeteries have been sprayed for weeds and whipper snipping is being carried out currently where required.

Parks and Sporting Fields With the dry conditions, maintenance mowing continues throughout the parklands and villages where required. The Glen Innes parks are being whipper snipped on a priority listing and once finished whipper snipping of the village parks and open areas will be carried out. Watering of gardens and new tree plantings have been a priority in the current dry conditions. As time allows, an upgrade of gardens is occurring where possible with automatic timer watering systems to free up resources for other important tasks.

Swim Centres The Glen Innes Swim Centre is in full operation with steady numbers. The Emmaville pool reopened following a recent pump failure, and numbers are steady. All School carnivals have now been held successfully and feedback from the users has been positive for both the pools. The Glen Innes Swim Centre season will be lengthened by two (2) weeks, now closing on 12 April 2019 instead of 31 March 2019. The opening hours for the extra two (2) weeks will be modified hours, with the Centre opening from 6.30am until 12.00pm on weekdays and on the weekend of 6 and 7 April, the Centre will be opened from 11.00am until 4.00pm. Negotiations are underway with the contractor and Emmaville community to see if there is enough support to extend the Emmaville Pool season for the same period.

Other Open Spaces Installation of the new playground equipment in Deepwater’s Apex Park will commence on 13 March 2019. The trees have arrived for the street beautification and upgrade of the Grey Street Central Business District (CBD). Courtyards are being maintained

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and watering of CBD gardens and new tree plantings has been the main priority of the staff during the current dry conditions.

SALEYARDS

Description 2018-2019 2017-2018 2016-2017 2015-2016 2014-2015 2013-2014

Item 9.32 Fat cattle 7,824 7,650 8,321 10,198 12,755 16,611

Cattle 4,099 8,014 7,764 5,921 1,357 4,199 weighing

Special cattle 147 10,337 7,116 7,118 7,722 9,789 sale

Total cattle 12,070 26,001 23,201 23,237 21,834 30,599

Cattle gross $5,539,268.44 $9,551,979.84 $17,322,081.79 $16,829,147 $14,749,041 $11,823,054 value

Description 2018-2019 2017-2018 2016-2017 2015-2016 2014-2015 2013-2014

Fat sheep 38,145 62,658 65,268 69,312 53,419 87,516

Total sheep 38,145 62,658 65,268 61,870 53,419 87,516

Sheep gross $3,811,403.70 $6,472,151.50 $6,519,267.80 $5,402,216 $4,538,434 $5,652,522 value

The Meat & Livestock Australia (MLA) annual Saleyard Survey is designed to identify the total number of cattle and sheep consigned to Australia’s saleyards over the course of a financial year. Results for the 2017-18 survey are now available.

With regard to cattle numbers, Glen Innes is ranked 22 of 39 NSW cattle selling centres, with 18,612 cattle sold for the 2017-18 year – a drop of 21% on the previous year’s numbers. Inverell is ranked number seven (7) in the state, with 85,091 head, an increase of 41.6% on the previous year.

Glen Innes has fared a little better in relation to sheep numbers, ranking 18 of 25, with 62,658 head sold, which was similar to the 2016-17 figure. Guyra ranks 11 (175,346), and Inverell 15 (97,182).

The trend of smaller yards closing continues. As an example, in 2011 there were 47 cattle saleyards in operation. The current number of 39 equates to a 17% drop in selling facilities. Sheep selling facilities have dropped by 21% with the closure of seven (7) smaller saleyards.

Page 130 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

WASTE MANAGEMENT

Kerb Side Recycling Collection

Recycling % Waste Number of Average Household 2018-2019 (tonnes) stream Services Yield (kg)/week

Item 9.32 July 34.94 22 3,777 2.31

August 36.14 22 3,777 2.39

September 33.38 22 3,777 2.21

October 32.16 18 3,777 2.13

November 40.75 22 3,777 2.70

December 34.60 24 3,777 2.29

January 43.02 23 3,777 2.85

February 37.10 23 3,780 2.45

Kerb Side Waste Collection

Number of Average Household 2018-2019 Waste (tonnes) % Waste Stream Services Yield (kg) / week

July 120.46 78 3,891 7.74

August 129.52 78 3,891 8.32

September 118.54 78 3,891 7.62

October 148.70 82 3,891 9.50

November 147.56 78 3,891 9.50

December 112 76 3,891 9.40

January 146.42 77 3,891 9.40

February 123.15 77 3,895 8.03

Page 131 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

ECONOMIC DEVELOPMENT

Facilitation of Market and Business Opportunities:

Design Thinking Workshop – Wednesday, 6 March Through our new partnership with the University of New England

Item 9.32 (UNE) Smart Region Incubator, Council hosted this workshop on the theory and practice of design thinking to enable businesses to problem solve in a new way. There was a great turnout of 22 people with fantastic feedback received and motivation to attend more of these events. Go to https://www.une.edu.au/about-une/faculty-of- science-agriculture-business-and-law/unebs/smartincubator for more information.

The Next Crop – Tuesday, 19 March Behavioural scientist Allan Parker, Peak Performance Development Pty Ltd, has partnered with The Land newspaper to bring a new project to rural NSW communities. This is a FREE community forum to unearth ideas on how to bring prosperity to our regional town using our existing resources and capabilities. Go to https://www.theland.com.au/news/next-crop/ for updates.

Strengthening the Glen Innes Highlands Brand:

Minerama – 8 to 10 March A great Minerama was held this year with approximately 3,500 visitors through the gates of the new location at the Glen Innes Showground. The partnership with UNE proved fruitful, with 108 children participating. Visit https://www.minerama.com.au/ for more information.

Shop Local Sub-Committee Business In Glen (BIG) is leading a sub-committee to deliver a Shop Local initiative. Initial discussions have been held around developing surveys and insights to create a strategy to be implemented next year. This will utilise the $10, 000 that Council has allocated BIG in the 2018-19 Operational Budget for the purposes of encouraging the community to shop locally. Like the Glen Innes Shop Local page at https://www.facebook.com/gleninnesshoplocal/

Centennial Parklands Management and Master Plan Appointed Consultant, Environmental Partnership, were hosted in Glen Innes for two (2) days by Council to complete Phase one (1) of the project. Phase one (1) included stakeholder consultation and a site visit. Congratulations to all participants for an open- minded collaborative approach.

Facilitating Growth and Supporting Business Development:

Australian Celtic Festival Council was successful in obtaining a Destination NSW Event Development Fund grant of $44,011. The grant will fund the filming of a new television advertisement and digital advertising campaign ($9,685). The new footage will be videoed at the 2019 Australian Celtic Festival (ACF). The remainder of the grant ($34,326) will be used to upgrade permanent lighting at the Australian Standing Stones site.

Page 132 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Preparations are well under way for this year’s ACF which will be held from 2 to 5 May, in collaboration with the ACF volunteers. The program is being printed in early April. Tickets for the ACF, 100,000 welcomes, and Showground dinners are all for sale online. Go to https://www.australiancelticfestival.com/ for more information.

The Seed Scheme – 12 months business mentoring for six (6) local business women Item 9.32 Council submitted an expression of interest for this scheme and was accepted into the Seed Scheme process. Following promotion to attract women to submit applications, The Rural Woman in partnership with Regional Bank Australia are pleased to announce THE Seed SCHEME will launch in Glen Innes with six (6) women being selected to join a pod. A pod is a group of women in one (1) geographic area who have received scholarship support under THE Seed SCHEME.

The Glen Innes pod members are:

1. Marianne la Cour - Colours on Grey. 2. Cecily Tarrant - Highland Hub. 3. Nellie Hayes - Raine and Horne Rural. 4. Kristy Campion – P&G Print and Design. 5. Judith Russell - Interiors By You. 6. Julie Fuller - Hen House. For more information go to https://theruralwoman.com.au/the-seed-scheme/

Recognising and Supporting the Agricultural Economy:

Drought Relief Event Funding Success Funding has been approved under the Federal Government’s Drought Funding Programme for a drought relief event to the value of $40,000. This event is currently being developed by Council in conjunction with GLENRAC. It is proposed to be held in June 2019, in consideration that ‘Chill In Glen’ is not running this year, to support the community and businesses in a generally quiet period. The event must be held before the end of the current financial year due to funding criteria and requirements. The event has been named “Glen Innes Highlands Rugged Bash”.

Visitor Information Centre (VIC) resourcing, clean and pleasant atmosphere, merchandise sales & volunteers:

VIC Sales:

Operational Plan Target: 15% increase in sales from a base value of $90,000 = $103,500 annual sales target – $8,625 per month average.

February Results: The February sales total was $4,344.72, bringing the Year to Date total to $69,360.81 which represents 67% of the Year to Date target. See Figure 1.1 – Visitors Information Centre Sales Month on Month below.

Page 133 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 9.32

Figure 1.1 – Visitors Information Centre Sales Month on Month – Retail, Trainlink Fees, Total

VIC Statistics:

VIC origin – Captured total for February was 1,052. See Figure 1.2 – Visitors Information Centre visitor origin below.

Figure 1.2 – Visitors Information Centre visitor origin

VIC Enquiries – Total enquiries for March were 1,183. See Figure 1.3 – Visitors Information Centre Enquiries below.

Page 134 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 9.32

Figure 1.3 – Visitors Information Centre Enquiries Channel

Glen Innes Highlands Website Glen Innes Highlands AW Stats February. See Figure 1.4 – Glen Innes Highlands AW Stats (Server) – Year to date and Figure 1.5 – Glen Innes Highlands Google Analytics – February below.

Figure 1.4 – Glen Innes Highlands AW Stats (Server) – Year to date

Page 135 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 9.32 Figure 1.5 – Glen Innes Highlands Google Analytics – February

Minerama Website Minerama website AW Stats February. See Figure 1.6 below.

Figure 1.6 – Minerama AW Stats (Server) – February

Emmaville Mining Museum Website Emmaville Mining Museum website AW Stats February. See Figure 1.7 below.

Figure 1.7 – Emmaville Mining Museum - AW Stats (Server) – February

Australian Celtic Festival Website Australian Celtic Festival website AW Stats February. See Figure 1.8 below.

Figure 1.8 – Australian Celtic Festival – AW Stats (Server) – February

Social Media Glen Innes Highlands Facebook likes are continuing to dramatically increase month on month. Minerama likes peaked in January/February due to the upcoming festival. See Figure 1.9 – Social Media likes and followers – Year to date below.

Page 136 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Item 9.32

Figure 1.13 – Social Media likes and followers – year to date

Grants Update

2017-18 Grant Applications Number of Grants Approved Value of Grants 12 $1,051,535

2018-19 Grant Application Approved

Value of Grant Description Grant NSW Government – Back to Business $5,000 Department of Environment and Heritage – Community Heritage $50,000 Projects Transport for NSW – Country Passenger Transport Infrastructure – $22,000 Bus Shelters – Deepwater and Glen Innes Regional Sports Fund – Regional Netball Facility (approved to full $4,221,492 grant application stage) Stronger Country Communities Fund Round 2: $1,872,413  Upgrade Kerry Mead Park $471,770;  Upgrade Wilson Park $512,443;  Upgrade Glen Innes Tennis Club $56,530;  Upgrade Deepwater Tennis Courts $1380,000;  Upgrade Community Hall 33 East Avenue $54,500;  Upgrade Glen Innes Bowling Club $77,589;  Upgrade access and disabled toilets Anglican Church $108,955;  Upgrade Grey Street Stage Four (4) Meade to Ferguson Street $452,586.

Page 137 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Drought Communities Programme – Extension: $878,594  Provide public drinking water stand pipe Deepwater $50,003;  Re-sheeting gravel roads $360,000;  New Public Toilets Apex Park, Deepwater $106,468;  New Public Toilets Melling Park $101,968; Item 9.32  Shared Footpath upgrade $120,194;  (GLENRAC) Drought Support Officer $100,000;  Drought Relief Event $39,961. Transport NSW – Fixing Country Roads – Wellington Vale Road HML $60,000 Assessment Project Destination NSW Event Development Fund – Australian Celtic Festival $48,403 Building Better Regions Fund (Netball Stadium) – Round Three (3) $1,278,508 Total Value of Successful Grants Approved 2018-19 $8,436,410

Grant Applications Lodged and Pending Decision

Value of Grant Description Grant Growing Local Economies – Upgrade sheep selling facilities Glen $1,295,000 Innes Saleyards (approved to full grant application stage) Roads and Maritime Services (RMS) Active Transport Grant $120,000 RMS Drought Relief Heavy Vehicle Access $249,800 Community Heritage Grant $20,000  Small Heritage Grant Maximum $10,000;  Heritage Advisor Maximum $10,000. Drought Communities Programme – Upgrade facilities King George $120,782 Oval Total Value of Grants Lodged and pending Decision $1,805,582

Unsuccessful Grant Applications

Value of Grant Description Grant Public Reserve Management Fund – Upgrade of Tregurtha Way $54,737 NSW Cultural Fund – Youth Art and Cultural Centre $180,277 NSW Cultural Fund – Refurbish Town Hall $1,432,739 Transport NSW - Fixing Country Roads – Bald Knob Road Upgrade $2,930,000

Grant Applications in Progress but not Lodged

Value of Grant Description Grant Department of Infrastructure – Bridges Renewal Program TBC

Page 138 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Council has not formally been advised, however, it would appear that the application for the upgrade of the sheep selling facility at the Glen Innes Saleyards, under the Growing Local Economies Fund, has been refused. This is a bitterly disappointing outcome as Council was virtually assured that the application would be successful. The application: 1. Met the requirement of a Business case ratio of better than one (1), meaning for

Item 9.32 every dollar spent a return of greater than one dollar ($1) would be achieved; 2. The project was identified under the Regional Economic Development Strategy developed for the Functional Economic Region comprising Glen Innes Severn and Tenterfield. 3. Council was allocated funds under the Growing Local Economy Fund along with Tenterfield Shire and funding was therefore not a competitive process against other Councils in NSW; 4. Tenterfield Shire Council supported the project; and 5. The project was about job retention versus new industry, an outcome which met the funding criteria. When Council obtains formal advice regarding the project and the NSW State elections are completed, staff will pursue other funding opportunities.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this report.

CONCLUSION The statistics in this report deliver information to Council on the key activities undertaken in Council’s Department of Development, Planning and Regulatory Services during February 2019.

RECOMMENDATION That Council notes the information in this report.

Page 139 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.33 Public Viewing Area - Wind Turbine Blade

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

Item 9.33 ANNEXURES Annexure A Letter of Support from Glen Innes Jockey Club Annexure B Letter of Support from Rotary Club of Glen Innes

ECM INDEXES Subject Index: PARKS AND RESERVES: Design and Construction

PURPOSE The purpose of this report is to update Council regarding the installation of a wind turbine blade that has been gifted to Council.

BACKGROUND Council has been given a surplus blade from the White Rock Wind Farm. The blade was damaged during construction and was unable to be utilised within the project.

The blade was originally proposed to be located within Veness Park, however, a new site on the corner of Dumaresq Street and Ferguson Street has been adopted.

The blade is 59.5 metres in length, and is currently stored at a business premises in Glen Innes opposite the new site.

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

This item also links to Council’s Delivery Program Objective CS 7.1.1 'Provide safe community spaces.'

(b) Financial Considerations The installation of the blade at the recommended site will utilise existing engineering certification of the footings to protect against wind forces.

Installation will also require the construction of concrete footings and steel fabrication for mountings, plus the use of cranes to lift the blade into position. These works have been estimated at $30,000, and funds have been set aside from the public art budget for the purpose. At this point in time only the funds sufficient to install the blade itself have been allocated, and further works at the site will be the subject of funding requests under the White Rock Community Fund.

COMMENTARY This project provides a significant opportunity to identify Glen Innes as a centre for renewable energy.

Page 140 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The location of the wind farm turbines on private land means that access to get “up close” is limited. While the size of the components is impressive from a distance, to be able to stand immediately beside a blade is an experience that many will enjoy.

Item 9.33

Image: Visual depiction of blade location and parking area

The land currently comes under the management of the Glen Innes Jockey Club. The Club is supportive of the project and has made some requests regarding ongoing management of the surrounding area. Council is working with the Club to improve the visual amenity of the whole site fronting the Gwydir Highway and forming the western access to Glen Innes.

The land is Crown land and Council has received conflicting advice from the Department that has led to delays in obtaining approval to utilise the site as public parkland. The current advice is that official “Landowners Consent” is not required, however, Council is still required to apply for a special purpose “Rest Area” status for the site and Council will be required to manage the land as such.

Glen Innes Rotary Club has expressed an interest in collaborating on the project by installing a picnic shelter at its cost (attached as Annexure B). It is recommended that this offer be accepted.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications Council requires permission from Crown Lands NSW to occupy the site.

(c) Social Implications The installation of a public viewing area for a wind turbine blade provides for amusement of the public, and creates incentive for travellers to break their journey in Glen Innes, thereby potentially supporting local retail businesses such as food outlets and cafes.

Page 141 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications The blades are designed to last 25 years in service without maintenance. Council

Item 9.33 should adopt a policy that the structure will be discarded after 25 years, thereby committing to no renewal expenditure.

CONCLUSION The opportunity to install a public viewing area for a wind turbine blade at the corner of Dumaresq and Ferguson Streets requires agreement with the Glen Innes Jockey Club, which has offered the site with some requests for various items of work to be performed by Council.

The site has been recommended as a site that has consensus support across the community and it is recommended that Council negotiate an agreement with the Glen Innes Jockey Club that achieves mutually beneficial outcomes.

RECOMMENDATION 1. That Council authorises the General Manager to negotiate and enter into an agreement with the Glen Innes Jockey Club for the use of the proposed site for the turbine blade at the intersection of Dumaresq and Ferguson Streets, Glen Innes. 2. That Council collaborates with the Glen Innes Rotary Club regarding its offer to install a picnic table at the blade viewing site. 3. That Council authorises the General Manager to sign any documentation required by Crown Lands NSW to enable Council to utilise the site as a rest area for viewing the turbine blade. 4. That Council acknowledges that the viewing blade will not be replaced or renewed at the end of its life as a public ornament. 5. That Council seeks funding for additional works at the site from the White Rock Wind Farm Community Development Fund.

Page 142 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.34 Reuse of Water at Glen Innes Sewer Treatment Plant

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

ANNEXURES Item 9.34 There are no annexures to this report.

ECM INDEXES Subject Index: SEWERAGE & DRAINAGE: Effluent Reuse – Sewer Treatment Plant

PURPOSE The purpose of this report is to provide Council with an opportunity to respond to a verbal request to purchase discharged effluent from the Glen Innes Sewer Treatment Plant.

BACKGROUND Council owns and operates a tertiary Sewer Treatment Plant at 299 New England Highway, Glen Innes. Adjoining land has recently been purchased and the new owner of that land has expressed an interest in procuring discharge water for use in high value agricultural pursuits.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective ED 3.1.1 'Be responsive and proactive to business interest/receptive to innovation and relocation.'

This item also links to Council’s Delivery Program Objective EH 1.4.1 ‘Promote energy efficiency and the use of renewable resources across Council facilities and assets.’

(b) Financial Considerations The grant of a licence to access water for a trial will have no direct financial impacts on Council.

COMMENTARY To enable further investment in the future, the interested party seeks to obtain access to recycled water to conduct a trial of subsurface irrigation (underground drip tape) to test whether this method will be successful on a larger scale. This trial phase will also inform future development that utilises recycled water from the site.

It is intended that only a portion of the available water would ever be allocated to an enterprise that did not represent the optimum value for the community. Room should be left for other expressions of interest that may arise, including one that has already been received for a medicinal cannabis project under glass on Council land. That expression is in a very early phase, however, the opportunity to attract a glasshouse style facility that employs a significant number of people should be pursued vigorously. This proposed trial will potentially benefit such ventures by providing data regarding any particular issues that may arise with the use of recycled effluent at the site. Such

Page 143 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

issues may include whether additional filtration is needed to prevent biofilm growth in pipes and drippers.

(a) Governance/Policy Implications Council needs to ensure that equal and fair access is provided to all potential developers who may wish to utilise this resource. For that reason, the

Item 9.34 recommendation is made generally to any person wishing to take up the offer.

(b) Legal Implications Reuse of treated effluent requires approval under section 60 of the NSW Local Government Act 1993.

(d) Environmental Implications Water from the Sewer Treatment Plant is currently released into the Furracabad Creek. This water is of high quality, but does still contain contaminants that require Council to pay a pollution levy to the NSW Environment Protection Authority in the order of $5,000 to $10,000 per annum. Reuse of the water would therefore remove some pollution from the environment.

Significant monitoring of groundwater around the irrigated area and salinity levels within the soil would be required under a section 60 approval and undertaken to ensure that water application does not create problems over time.

(e) Economic/Asset Management Implications The proposed trial would cause no direct impacts on Council assets.

CONCLUSION A verbal expression of interest has been received from an adjoining landholder to conduct a trial using Council treated effluent for a small scale irrigation plot. The plot comprises approximately 10% of the available land that may be used in a future development. It is recommended that Council makes water available for the purpose free of charge, with all data from the trial to be supplied to Council.

RECOMMENDATION 1. That Council authorises the General Manager to grant a licence to any person for the use of recycled effluent, free of charge, for the purpose of conducting a single trial of irrigation on an area of up to 10 hectares of land for a 12 month period. 2. That any such licence is conditional upon the licensee obtaining all necessary approvals and providing all necessary equipment at no cost to Council, noting, however, that Council will not charge the licensee for reasonable staff time associated with obtaining any NSW State Government approval. 3. That any such licence also includes the information that is to be obtained from the trial, and a provision that Council is provided with a report detailing the results of the trial within three (3) months of completion of the trial period and prior to any further commercial licences being granted to the licensee.

Page 144 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.35 Review of Drought Management Plan

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

ANNEXURES Item 9.35 Annexure A Drought Management Plan V4

ECM INDEXES Subject Index: WATER SUPPLY: Integrated Water Cycle Management

PURPOSE The purpose of this report is to present Council with the reviewed Drought Management Plan, for adoption. Please refer to the Annexure relating to this report).

BACKGROUND The Drought Management Plan was last adopted by Council on 24 September 2015 and is due for review every three (3) years. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective IM 1.3.1 ‘Maintain appropriate levels of service across the LGA.’

This item also links to Council’s Delivery Program Objective STC 1.2.2 ‘Provide clear messaging of Council's achievements, strategic objectives and actions.’

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY Drought is an inevitable event within the Australian climate, and poses a risk to town water supplies. A Drought Management Plan outlines the steps that Council will take in the event of drought to manage the risk and ensure that the water supply does not run out.

Council has made significant changes to the water supply for Glen Innes in recent times, with the upgrading of the Red Range Road Bore and the Eerindii Ponds. This has placed Glen Innes in the enviable position of claiming “drought proof” status, with a minimum of 27 months of water supply in hand from the time that flow ceases in the Beardy Waters.

The current drought is now one of the most severe on record, yet Council still has two (2) years of water supply in hand for Glen Innes.

Some comment has been received that the existing Drought Management Plan does not initiate water restrictions sufficiently early, particularly with respect to the impact on the Beardy Waters from an environmental and landholder use perspective.

These comments are understandable, but do not take into account all of the relevant information.

Page 145 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Purpose of a Drought Management Plan The purpose of a Drought Management Plan is to ensure that the community does not completely run out of water in any circumstance. Water restrictions are therefore imposed at varying stages calculated with respect to consumption demand, evaporation effects and available volume remaining. The cost of owning and

Item 9.35 maintaining water infrastructure is very significant, and this must be considered when determining what the stored water is to be used for.

Environmental Issues The question arises as to when water should cease to be pumped from the Beardy Waters, and whether or not the water should be left in the weir for other purposes such as use by adjoining landholders or released for downstream users. The level of 1,500mm below top water level has been chosen as the point at which pumping ceases. This leaves 30% of the available water within the weir.

It could be argued that this level could be set higher, however, there is little to be gained in doing so. Due to the shallowness of the weir, at average depth of just one metre, water that remains unused will inevitably be lost to evaporation from the shallows in any case. Water in the main stream remains when the level reaches 1,500mm below, and evaporation effects are much less significant.

Some have questioned why water is not released for downstream users. This would be an extremely bad management practice from an environmental perspective with the current infrastructure. The only means of release of water is via a valve located near the base of the weir, and water released from that point would be cold, anaerobic and contain high levels of solids due to siltation against the wall. Water released from other similar structures in the region has resulted in significant fish kills due to these water quality issues, and release from shallow on-stream weirs is not routinely practiced due to these impacts.

It would be possible to install a release mechanism using pump and pipe or siphon over the weir wall, and water quality issues would not be experienced in that case. The reality though is that the volume of water in the storage is miniscule in the overall system, and would be lost to evaporation and absorption into dry creek beds. This was demonstrated in the failed Mann River pumping system, where water used to be pumped from the Mann River to a point in the Beardy Waters approximately four kilometres (4km) upstream of the weir as a drought relief measure. Anecdotal reports from staff suggest that the pumped water never actually made it to the weir but was instead lost to these effects.

Changes The Drought Management Plan has been reviewed with minor changes only to reflect some additional infrastructure, and no real changes to the intervention levels for the implementation of restrictions. The levels for Deepwater have been changed to use a depth below top water level rather than a percentage of the total volume to provide clarity. No changes have been made to the Glen Innes intervention levels.

Management Plan As the water supplies for Deepwater and Glen Innes are very different, restrictions are imposed at different times depending on stage volumes in each supply.

Page 146 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Glen Innes Level Trigger Actions

Ongoing  Increase public awareness of water saving initiatives;  Monitor/minimise unaccounted for water

1  Beardy Waters Weir at  Increase public awareness of water saving initiatives and Low 30%, 1500mm below current restrictions; weir level.  Review emergency procedures. Item 9.35  Off-Stream Storage  Initiate pumping from Red Range Road Bores if not already in 100% both North and use South Pits  Cease weekly pumping from the Beardy Waters Weir,  2 Years remaining commence weekly pumping from North Pit to South Pit to maintain South Pit at 90% capacity (180 Ml)

2  Eerindii Ponds South  Increase public awareness of water saving initiatives and Low - Pit 100% current restrictions; Moderate  North Pit 200Ml  Use alternative water sources (not reticulated) for roadworks.  17 Months remaining

3  Eerindii Ponds South  Increase public awareness of water saving initiatives and Moderate Pit 100% current restrictions;  North Pit 100Ml  Implement construction of New Bore at Off-Stream Storage  13 Months remaining

4  North Pit Depleted  Community consultation and increase public awareness of Moderate  Off-Stream Storage water saving initiatives and current restrictions; – High contains 200Ml in South pit  8 Months remaining

5  Off-Stream Storage  Community consultation and increase public awareness of High – contains 100Ml in water saving initiatives and current restrictions; Extreme South Pit  4 months remaining  Major System Failure  Contamination of Water Supply

Deepwater Level Trigger Actions

Ongoing  Increase public awareness of water saving initiatives;

1  Weir level 300mm  Increase public awareness of water saving initiatives and Low below top water level current restrictions;  Review alternative water source availability;  Review emergency procedures.

2  Weir level 600mm  Increase public awareness of water saving initiatives and Low - below top water level current restrictions; Moderate

3  Weir level 800mm  Increase public awareness of water saving initiatives and Moderate below top water level current restrictions;

4  Weir level 1000mm  Community consultation and increase public awareness of Moderate below top water level water saving initiatives and current restrictions; – High  Initiate procedures for water from alternative sources.

5  Weir level 1500mm  Community consultation and increase public awareness of Extreme below top water level water saving initiatives and current restrictions; or  Implement emergency fire-fighting procedures:  MAJOR SYSTEM  Water carted in from Glen Innes or best available source FAILURE  CONTAMINATION OF WATER SUPPLY

Page 147 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The restriction strategies have been made common between Deepwater and Glen Innes systems with five (5) levels of restrictions to be implemented.

Restriction 1 2 3 4 5 Level DOMESTIC

Item 9.35 Garden Sprinklers Hand Held Buckets No watering No Watering Watering 2hrs/d * Hose or restricted to Drippers 2hrs/d 2hrs/d Swimming Hose can only Permit No filling of Filling and Filling and Pools Private be used for required for pools over topping up of topping up of 2hrs/d filling pools 2,000l. Top pools pools over 2,000l up only with prohibited prohibited buckets for 2hrs/d Wash paved Hose can be Buckets only Buckets only Banned only Banned only areas and used for except as except as except as except as roof 2hrs/d required by required by required by required by law law law law PUBLIC / COMMERCIAL Public Sprinklers Sprinklers Hand Held Hand Held Reused water Gardens 2hrs/d * 1hr/d # hoses 2hrs/d hoses 1hr/d # only * Sports Sprinklers Sprinklers Hand Held Hand Held Reused water Grounds 2hrs/d * 1hr/d # hoses 2hrs/d hoses 1hr/d # only * Market Sprinklers Sprinklers Sprinklers Sprinklers With council Gardens and 6hrs/d $ 6hrs/d $ 4hrs/d + 4hrs/d + permit only Orchards Nurseries Sprinklers Sprinklers Hand Held Hand Held With Council and 2hrs/d * 1hr/d # hoses 4hrs/d hoses 2hrs/d permit only Commercial + * Flower Gardens Washing No Hose only to Manual Manual Banned only Motor Restrictions be used for buckets only buckets only except as Vehicles 2hrs/d Machine Machine required by recirculation recirculation law only only Bowling Sprinklers Sprinklers Hand Held Hand Held Reused water Greens 2hrs/d * 1hr/d # hoses 2hrs/d hoses 1hr/d # only * Fountains Hose can only Topping up Banned Banned Banned be used for prohibited 2hrs/d Household No No No Restriction No Restriction With Council Water Restrictions Restrictions permit only Cartage from Town Water Supply Automatic No No Banned Banned Banned flush Toilets Restrictions Restrictions INDUSTRIAL Ready Mixed No No With Council With Council With Council Concrete Restrictions Restrictions Permit Only Permit Only Permit Only Others No No With Council With Council With Council Restrictions Restrictions Permit Only Permit Only Permit only * between 6-8 pm # between 6-7 pm + between 6-8 am and 6-8 pm $ between 6-9 am and 6-9 pm

(a) Governance/Policy Implications Once adopted by Council, the revised Drought Management Plan will become policy of Council.

(b) Legal Implications There are no legal implications arising from this report.

(c) Social Implications A clear Drought Management Plan provides the community with confidence in the security of the urban water supply. The Drought Management Plan also

Page 148 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

provides for a staged implementation of water restrictions to balance the desire of the community for constant access to unrestricted water supply against the need to conserve water for periods of extended drought.

(d) Environmental Implications The implementation of a sound Drought Management Plan is not primarily aimed

at providing for environmental outcomes, rather, its sole purpose is to provide for Item 9.35 water security for urban residents and businesses in times of the most severe drought.

(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this report.

CONCLUSION Council’s Drought Management Plan has been reviewed to include minor changes that have occurred since the Plan was last reviewed in September 2015. Changes are relatively minor and the revised Plan is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the reviewed Drought Management Plan attached as an Annexure to this report. 2. That the Mayor communicates the Drought Management Plan to the community with support from Council staff as required.

Page 149 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.36 Review of Plant and Fleet Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

Item 9.36 ANNEXURES Annexure A Plant and Fleet Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy PLANT EQUIPMENT AND STORES: Fleet Management

PURPOSE The purpose of this report is to review Council’s Plant and Fleet Policy.

BACKGROUND Council operates a significant number of plant and fleet as part of its operations.

This objectives of the Plant and Fleet policy are to:  Review plant and vehicle procurement to ensure that acquisitions are appropriate for Council’s present and future needs, in providing services to current and future generations;  Manage plant, vehicle and equipment assets to ensure that value is maintained;  Optimise plant and vehicle renewal to ensure value for money, based on ‘whole of life cycle’ principles;  Instil confidence relating to probity, ethical behaviour, impartiality, independence, openness, integrity and professionalism in plant procurement;  Maintain a modern, efficient, safe and sustainable plant and vehicle fleet.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective IM 1.3.6 ‘Maintain appropriate levels of service across the LGA.’

(b) Financial Considerations Council’s fleet of plant and vehicles costs in the order of $2.4 million annually to own and operate, including depreciation. This amounts to approximately 8.6% of Council’s total operational expenditure.

COMMENTARY The policy has been reviewed with only some minor changes required, primarily involving changes to responsible staff position names.

The annual renewal provision has been modified to remove the opportunity cost component in the calculation of the provision amount. While the opportunity cost is a valid component when calculating the whole of life cost of an asset, it is not a component of the actual expense of funding a replacement asset.

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The forward plan for fleet renewal will be determined from the Asset Management Plan and formalised within annual Operational Plans as opposed to a separate fleet profile.

The practice of disposing of plant and fleet items through on line auctions has proven to be a successful and cost effective means of disposal. The revised policy provides for this process to be the standard method of disposal for all plant and fleet items.

Item 9.36 The addition of an implementation/communication section to the policy brings it in line with other Council policies.

(a) Governance/Policy Implications The Plant and Fleet Policy provides a framework for managing Council’s plant and fleet assets, in conjunction with Council’s Plant and Fleet Asset Management Plan.

(b) Legal Implications The Local Government Act 1993 requires that tendering methods are used for acquisitions and disposals in excess of $150,000 in value. The Road Transport (General) Act 2013 specifies requirements for the mass, loading and dimension of vehicles to ensure they are roadworthy.

(c) Social Implications The maintenance of a safe and modern fleet ensures that staff have the means to efficiently deliver services and maintain infrastructure assets which are essential to social fabric.

(d) Environmental Implications The Plant and Fleet Policy requires consideration of the environmental performance of motor vehicles in procurement processes, and selection to minimise emissions.

(e) Economic/Asset Management Implications It is important that plant and fleet assets are regularly maintained, and replaced at optimum times, to minimise the cost to Council in delivering services and in the construction and maintenance of infrastructure assets. The maintenance of a self-funding plant renewal reserve ensures that plant and fleet can be replaced at optimum times and provide a buffer in the event plant breakdowns occur.

CONCLUSION The reviewed Plant and Fleet Policy provides a framework for ensuring that Council maintains a modern, efficient, safe and sustainable fleet appropriate for the business needs. Amendments to the Policy are relatively minor and the reviewed Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the reviewed Plant and Fleet Policy attached as an Annexure to this report. 2. That the Director of Infrastructure Services communicates the changes to the Plant and Fleet Policy to relevant Technical Services staff members.

Page 151 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.37 Recommendations from the Roads Consultative Committee

REPORT FROM: INFRASTRUCTURE SERVICES Author: Jai Brummell - Personal Assistant - Infrastructure Services

Item 9.37 ANNEXURES Annexure A Minutes - Roads Consultative Committee - 21/2/19

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Street Index: Roads Consultative Committee

PURPOSE The purpose of this report is for Council to consider endorsing two (2) recommendations made at the Roads Consultative Committee meeting held on 21 February 2019.

The first recommendation relates to the application of a 20 tonne gross load limit to through traffic for a section of Bald Nob Road, Dundee. The second recommendation relates to the naming of the bridge over the Sheep Station Creek on Tablelands Road, Red Range.

BACKGROUND The Roads Consultative Committee representatives include Councillors, relevant Council staff, residents of various urban and rural localities and one (1) member of the commercial or public transport sector. The Committee is required to consult constructively regarding the management of the road network and make recommendations to Council with regard to road infrastructure matters.

For some time, Council has been campaigning at the State and Federal level for the reclassification of the Bald Nob Road as a Regional Road in order to secure additional funding for its maintenance.

At the Roads Consultative Committee meeting held on 15 November 2018, it was proposed to contact the Wollen family suggesting that a dedication be made in Giles Wollen’s name for the bridge over the Sheep Station Creek on Tablelands Road, Red Range. A motion was passed for a letter to be sent to the Wollen family seeking consideration of this proposal.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective IM 1.1.1 ‘Continue to engage with the community through established Community Committees to ensure their needs are understood.’

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY At the Roads Consultative Committee meeting held on 21 February 2019, the matter of Bald Nob Road was raised as Item 4.8. Council’s Director of Infrastructure Services noted that an application was lodged under the Transport for NSW Fixing Country

Page 152 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Roads Program to rehabilitate the three (3) middle sections comprising approximately nine kilometres (9km). Unfortunately, the application was unsuccessful. In a follow up phone call from Martin Hollander, Freight Initiatives Manager at Transport for NSW, Council was advised that it was ‘perilously close’ to getting the funding. Mr Hollander further advised that when applying for the next round of funding, he is willing to work with Council to complete the application and that he is confident Council will be successful. Item 9.37 The Director raised the matter of the resolution passed at the Ordinary Council Meeting held on 26 October 2017, to consider a road closure should the reclassification attempts be unsuccessful. He then suggested the alternative of introducing a load limit, set at a level that would minimise the negative impact on local residents. It was noted that if a load limit is applied, exemptions will be provided for access to property on Bald Nob Road. It was suggested that the application of a load limit will adversely affect regional freight movements and will in turn increase pressure on Roads and Maritime Services to adopt financial responsibility for this road.

The following recommendation was made by the Committee in relation to this matter:

That the Roads Consultative Committee recommends to Council that a 20 tonne gross load limit to through traffic be applied to the section of Bald Nob Road between Morven Road and the Gwydir Highway with exemptions provided for access to property along this road.

At the same meeting, a letter of response from Gordon Wollen was tabled as Item 11.3, confirming that all members of the Wollen family would be honoured to have the bridge over Sheep Station Creek on Tablelands Road dedicated in his father’s name.

The following recommendation was made by the Committee in relation to this matter:

That the Roads Consultative Committee recommends to Council that the bridge over Sheep Station Creek on Tablelands Road be dedicated as “Giles Wollen Bridge”, following his recent passing and in recognition of his contribution to the community through many years of active participation in the Roads Consultative Committee.

The minutes from the Roads Consultative Committee meeting held on 21 February 2019 are attached as Annexure A relating to this report, and provide further information on the matters discussed.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no Economic/Asset Management implications arising from this report.

Page 153 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

CONCLUSION The Roads Consultative Committee duly considered the matters brought before it, and the recommendations arising from the meeting require endorsement from Council.

RECOMMENDATION Item 9.37 1. That Council applies a 20 tonne gross load limit to through traffic on the section of Bald Nob Road between Morven Road and the Gwydir Highway, with exemptions provided for access to property along this road. 2. That Council dedicates the bridge over Sheep Station Creek on Tablelands Road as the “Giles Wollen Bridge”; following Mr Wollen’s recent passing, and in recognition of his contribution to the community through many years of active participation in the Roads Consultative Committee.

Page 154 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.38 Review of the Public Gates - Installation, Maintenance and Removal Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Sam Price - Manager of Infrastructure Delivery

Item 9.38

ANNEXURES Annexure A Public Gates - Installation, Maintenance and Removal Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy Register ROADS: Permit

PURPOSE The purpose of this report is to present Council with the reviewed Public Gates – Installation, Maintenance and Removal Policy, for adoption. Please refer to the Annexure relating to this report.

BACKGROUND The Public Gates – Installation, Maintenance and Removal Policy was adopted by Council on 23 July 2015 and is due for review every two (2) years, with the proposed change for it to be extended to every three (3) years. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective IM 1.3.12 ‘Maintain appropriate levels of service across the LGA.’

(b) Financial Considerations Council has no specific revenue or expenditure budget for public gates, however, fees are charged for each new public gate application. This revenue covers compulsory administrative and advertising processes. Council does incur costs for periodic condition inspections and enforcement relating to public gates as part of its standard inspection regime.

COMMENTARY Council aims to provide a managed approach to the provision of public gates and grids. Supporting internal procedures have been developed to provide a transparent process for the approval, inspection, assessment, maintenance, repair and removal of public gates within the Glen Innes Severn Local Government Area (LGA).

The Public Gates – Installation, Maintenance and Removal Policy, and the relating procedures are based on the industry best practice and the provisions of the Roads Act 1993, which enables Council to grant permits for the installation of public gates and grids in certain circumstances.

This Policy applies to all roads maintained by Council within the Glen Innes Severn LGA. It does not apply to Crown Roads, as the NSW Department of Lands is the controlling authority responsible for these roads.

Page 155 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

The policy has had minor changes only, with the policy review timeframe changed to three (3) years, to be in line with similar policies.

(a) Governance/Policy Implications Once adopted by Council, the revised Public Gates – Installation, Maintenance

Item 9.38 and Removal Policy will become policy of Council.

(b) Legal Implications Council can manage public gates on public roads for which Council is the roads authority, in accordance with Part 9 Division 2 (Sections 128 to 137) of the Roads Act 1993, and Part 6 (Sections 73 to 76) of the Roads Regulation 2008.

This legislation prescribes those circumstances where Council may grant a public gate permit to an occupier of land adjoining an unfenced public road. Any permit remains with the land and the permit holder is taken to be the current occupier of that land.

Once a permit is issued, the installation, maintenance and removal of the public gate and bypass become the responsibility of the permit holder. The permit holder is also responsible for maintaining approach roads up to 20 metres each side of the public gate, as well as for maintaining appropriate signage.

(c) Social Implications The ability to install public gates generally benefits the occupiers of land through which a public road passes, as it allows livestock to be contained without the need for installing and maintaining fences on each side of the road reserve. However, public gates can be a source of risk for Council and road users, and motorists are burdened with the added risk that livestock may be present along unfenced sections of road at all times of the day and night.

Any person opening a public gate must close the gate, or else may be penalised, and is also liable for any loss or damage incurred to the occupier of land as a result of the gate being left open.

(d) Environmental Implications Localised environmental risks and control measures are considered on a site specific basis at the time of granting any public gate permit.

(e) Economic/Asset Management Implications Where public gates are present on a road, these often represent the roughest sections of road due to level differences and potholes which form on either side of grids. Council grader operators often cannot grade in close proximity to grids without risk of filling the grid with gravel or causing damage to the grids. While some public gates are well-maintained by the permit holders, others are regularly in poor condition requiring inspection and interventions to have the grids and approach roads upgraded or maintained. From an asset management perspective, it would be preferable that new public gates only be installed where absolutely required and that existing public gates be reduced in number over time.

Page 156 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

CONCLUSION Council’s Public Gates – Installation, Maintenance and Removal Policy has been reviewed to include changes that have occurred since the current Policy was adopted in 23 July 2015. Changes are relatively minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION Item 9.38 1. That Council adopts the Public Gates – Installation, Maintenance and Removal Policy attached as an Annexure to this report. 2. That the reviewed Public Gates – Installation, Maintenance and Removal Policy is distributed by the Manager of Infrastructure Delivery to all relevant staff.

Page 157 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

9.39 Department of Infrastructure Services: Monthly Report - February 2019

REPORT FROM: INFRASTRUCTURE SERVICES Author: Jai Brummell - Personal Assistant - Infrastructure Services

Item 9.39

ANNEXURES Annexure A Grading Map Annexure B Maintenance Items Reported - February 2019 Annexure C Drinking Water Monitoring Program Results for February 2019

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE The purpose of this report is to review the progress of the Department of Infrastructure Services towards completing the works objectives identified in the 2018/19 Glen Innes Severn Council Operational Plan.

BACKGROUND

(a) Relevance to Integrated Planning and Reporting Framework Council’s Operational Plan sets out the capital projects and maintenance works to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary.

COMMENTARY

1. INFRASTRUCTURE DELIVERY

1.1 Regional Roads: Roadside vegetation control and pothole patching were ongoing. Roadside slashing has commenced. Preparation work is underway for the rehabilitation project to be undertaken on Wellington Vale Road, with construction scheduled to commence in early March.

1.2 Local Sealed Roads: Pothole patching and vegetation control has been carried out on various roads throughout the area.

A bitumen seal extension project has been completed on Gulf Road. Works included minor shape correction, lime stabilisation and a two (2) coat spray seal.

1.3 Local Unsealed Roads: Roads that have been graded since the previous report include Polhill Road, Coles Road, Kings Plains Road, Ruwenzorie Road, Arnolds Road, Gordons Road, Swamp Oak Road, Kangaroo Flat Road, Pattersons Road, Mt Slow Road,

Page 158 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

Jerrockie Road, Costellos Road, Pretty Valley Road, Ryans Road, Fishers Road, Kookabookra Road and Pinkett Road.

Please refer to Annexure A relating to this report which shows grading accomplishment for unsealed roads.

1.4 Bridges and Causeways: Item 9.39 A number of bridge inspections were carried out in February 2019 in order to assess and categorise the remaining timber bridges to be replaced under Council’s 2019/20 Capital Works Program. A timber bridge on Six Mile Road was found to be in poor condition and will be replaced in this financial year. An additional bridge on Browns Road bridge was also found to be in a poor condition, and will be brought forward to this year’s program for replacement.

Repair works will be undertaken on the Spirabo Road causeway once the necessary permit is received from NSW Department of Industry (Fisheries).

1.5 Town and Village Works: Ongoing vegetation control, street sweeping and pothole repairs have been completed in various locations.

Major upgrade works commenced on Grey Street between Meade Street and Ferguson Street. These works included power upgrades through the centre of the road, street light upgrades, new trees and the removal of the existing concrete centre parks. Once all the power upgrades have been completed, this entire section of Grey Street will be prepared for a 40mm asphalt seal.

Image: Upgrade Works – Grey Street, Glen Innes

Construction also commenced on the shared pathway between Lambeth Street and Railway Street. This is a 2.5 metre concrete path over the existing rail

Page 159 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

corridor and will connect the newly formed path adjacent to Melling Park via Railway Street, to the western end of Wentworth Street. A future project will extend this shared pathway along Wentworth Street to connect to the parklands and Central Business District (CBD).

Item 9.39

Image: Shared Pathway over rail corridor

1.6 Sundry Debtor Works: Minor private works are ongoing.

Current expenditure for the local road and bridges maintenance budget is shown below in Table 1.1.

LOCAL ROAD AND BRIDGE MAINTENANCE EXPENDITURE

Expenditure to the end of Percent Ledger Description Budget February Complete

Sealed Urban Road 5030-2330 $190,087 $200,037 105% Maintenance Unsealed Urban Road 5033-2330 $30,000 $26,476 88% Maintenance Sealed Rural Road 5070-2330 $392,468 $108,594 28% Maintenance Unsealed Rural Road 5090-2330 $1,800,000 $1,261,266 70% Maintenance Timber Bridge 5150-2330 $60,000 $35,145 59% Maintenance TOTAL $2,472,555 $ 1,631,519 66% Table 1.1 - Local road and bridge maintenance expenditure

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2.0 MAINTENANCE AND WORKS REQUESTS

2.1 Status Updates on Councillor Works Requests: Current works requests from Councillors are shown below in Table 2.1 below.

Councillor Enquiry Location Status/Response

Item 9.39 Frendon Potholes Meade Street Completed.

Frendon Seal Gravel Patch Maybole Road Awaiting sealing contractor.

Frendon Signage Wellington Vale Road Completed.

Frendon Seal Damage Emmaville Road Completed.

Frendon Clean Up Heron Street Completed.

Forwarded to Planning staff Frendon Slippery Road Section Moore Street to investigate.

Will be completed next Frendon Re-sheeting Abbotts Road grade.

Currently looking into Sparks Footbridge repairs King Edward Park options for replacement.

Design complete. Pending Sparks Kerb and guttering Railway Street scheduling.

Sparks Rubbish clean up Lang Street Parks to undertake work.

Sparks Drainage Old Grafton Road Pending construction.

Smith Road Repair Strathbogie Road Pending construction.

Pinkett Road (west of Awaiting machine to carry Smith Heavy patch the Mann River) out heavy patching program.

Smith Drain Blocked Oakwood Road Pending construction. Table 2.1 - Works Requests Received from Councillors

Please note that all scheduling of maintenance works is subject to weather and varying demands of Council’s resources. Council is regularly inspecting roads at the request of residents.

3.0 MAINTENANCE ENQUIRIES AND RESPONSES

3.1 Maintenance Enquiries Received: Please refer to Annexure B relating to this report which shows all maintenance enquiries received since the last report (Table 3.1).

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3.2 Response to Maintenance Enquiries:

Total Out of Time In Time Reports Completed Yet to be completed Completed Yet to be completed 79 8 250 69 2016 406 21% 79%

Item 9.39 179 11 586 201 2017 977 19% 81% 45 26 483 289 2018 843 8% 92% 0 6 66 60 2019 132 5% 95% Table 3.2 - Response to Maintenance Enquiries

The priority ratings, represented by P1, P2 etc. range from urgent priority (P1) to lowest priority (P6). A rating of PX represents enquiries that will not be addressed as maintenance tasks as they either require capital funding or do not fall within Council’s responsibility. Table 3.3 below provides further explanation for each priority rating, as well as the (arbitrarily set) maximum days of response for each rating.

ADOPTED LEVELS OF SERVICE Max Days Priority of Examples Urban Areas Examples Rural Areas Rating Response Deep (>100mm) holes in either footpath or road; trees blocking road; Deep (>300mm) unavoidable holes in road; trees blocking road; P1 1 Very High Footpath Risks; flood waters…… flood waters…… Large nests of unavoidable potholes in road; fallen signage; lose material on roads/footpath; medium to high footpath risks, blocked Large nests of unavoidable potholes in road; severe scour in in roads drains which could lead to flooding of main area; major signage (stop (>50% of width lost); slippery sections of road…. P2 14 signs, culvert guide posts); Potholes in sealed roads; damaged signs etc.; minor signage (street Damaged culverts on class 2-4 roads; 50% of the road surface covered signs, parking signs); scour on sealed roads at kerb edges; any areas with small potholes, scour and corrugations on class 2 -4 roads; major P3 30 of water pooling in main streets of towns. signage (culvert guide posts, stop signs) Damaged culverts on class 5 -7 roads; roadside drainage obstructed/blocked culverts on class 2 -4 roads; 50% of the road Stormwater diverting onto roads due to obstructed path; minor surface covered with small potholes, scour and corrugations on class surface damage (loss of seal, cracking) on sealed roads. 5-7 roads; low lying limbs on class 2-4 roads; minor signage (street P4 180 signs); Damaged culverts on class 8 roads; roadside drainage Potholes in unsealed roads; stormwater “pooling” in table drains of obstructed/blocked culverts on class 5-7 roads; low lying limbs on un-kerbed streets; low footpath risks. P5 720 class 5-7 roads. Any works that will require large amounts of funds and/or detailed Any works that will require large amounts of funds and/or detailed planning; really low priority works that will not have any effect on planning; really low priority works that will not have any effect on P6 1,000 infrastructure if not completed in the next two years. infrastructure if not completed in the next two years. PX N/A No Maintenance Works Required No Maintenance Works Required Table 3.3 – Adopted Levels of Service

4. INTEGRATED WATER AND SUSTAINABILITY SERVICES 4.1 Water Quantity and Quality: As at 28 February 2019, the Beardy Weir was at 50% capacity, and the Deepwater Weir was 350mm below. There was a trace of blue-green algae present in the Eerindii Ponds. Due to ongoing drought conditions, level one (1) restrictions are now in place for Deepwater. Under level one (1) restrictions residents may use garden sprinklers only between the hours of 6pm and 8pm. This information has been broadcast via Council’s Website and Facebook Page, published in the Our Council column of the Glen Innes Examiner, and requests to broadcast have been sent to local radio stations.

The New South Wales (NSW) Health Drinking Water Monitoring Program Result Summary Report is included as Annexure C relating to this report. This report

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shows that 100% of the samples provided were within the Australian Drinking Water Guidelines (ADWG) for chemistry and microbiology.

4.2 Water: The following works were carried out during February 2019:

 Hydrochloric Acid is being dosed into the clarifier at the Water Treatment Item 9.39 Plant to bring the raw water pH down prior to treatment;  Water services were repaired at the following locations: - 17 Oxford Street; - 178 West Avenue; - 7 Veness Street; and - 168B Hunter Street.  A 300mm asbestos water main was repaired in Oliver Street;  A 80mm cast iron water main was repaired at 7 Heron Street;  A 100mm asbestos water main was repaired at 200 Church Street;  New water services have been connected at the following locations; - 104 Ferguson Street; and - 25 Hilton Street.  Contractors Prominent have carried out their annual service on all equipment;  The eastern and western side clarifier have been drained and cleaned;  The water service at King Edward Park has been renewed;  The water meter replacement program continued;  Water meter restrictors have been installed at various locations;  Water staff members attended the ‘Mad, Bad, Sad’ customer service training;  Special water meter readings were taken as required.

4.3 Sewer: The following works were carried out during February 2019:  A new sewer service has been connected at 27 Heron Street;  The sewer mains at the Glen Innes Showground were cleaned before the annual Glen Innes Agricultural Show;  Sewer choke repairs took place at the following locations: - 35 Derby Street; - 227 Meade Street; - Glen Innes Pound; - 7 Severn Street, Deepwater; and

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- 156 Taylor Street.  A sewer service has been renewed with a reflux valve (installed for backflow prevention) at 61 Lawrence Street;  Sewer services have been partly renewed to eliminate tree root regrowth at 35 Derby Street and 100 Church Street;

Item 9.39  A new sewer service has been connected for Lot 5, Grey Street;  Contractors Interflow have relined a collapsed sewer main at 227 Meade Street;  The bio solids at the Glen Innes Sewerage Treatment Plant have been removed and refilled.

5. GLEN INNES AGGREGATES The total Year to Date (YTD) revenue at 28 February 2019 is $2,685,186 (exclusive of GST). The YTD cash profit is $835,370.

Glen Innes Aggregates (GIA) crushing has moved to stage two (2) throughout February which has replenished Council’s sealing and concrete aggregates. This will continue so adequate supplies are available throughout the winter months and for the start of the summer sealing season.

February also saw the supply and delivery of 4,200 tonne of DGB 20 (20mm nominal size Densely Graded Base) and sealing aggregates to Roads and Maritime Services’ New England Highway rehabilitation projects North of Glen Innes.

Local contractor sales were good throughout the month along with Council being supplied drainage rock and road base for the Melling Park Project. Crusher dust and road base with added dust suppression was delivered and used on the Grey Street Upgrade Project. This product and additive was selected in order to reduce the impact on local businesses and residents.

The Deepwater Pit supplied 1,300 tonne of material to the Gulf Road sealing project and is now ready for the next crushing campaign, due to commence in late March. This

Page 164 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019 campaign will then move to four (4) other borrow pits around the Council area to supply the next round of road re-sheeting projects scheduled in the winter months.

Work has continued at Norths Pit with benching and sediment control being the primary focus. Plans are in place to rehabilitate the site in the near future, with all extraction work to be discontinued.

Item 9.39 The current drought has reduced the level of the Beardy Waters to 1,200mm below the weir level at the time of writing this report. At this level a significant area of mud flats are exposed. These mud flats have been created from siltation within the weir over many decades, and contain elevated levels of nutrient, especially phosphorous. Testing in the past has demonstrated that phosphorous levels within the mud are approximately 40 times the target amount for crop production in agricultural land. This poses a problem for water quality within the weir, but also creates an opportunity for the material to be harvested and reused as topsoil. A good market for topsoil exists, and the quarry has difficulty in sourcing material to on-sell. It is envisaged that the mud could be blended with crusher dust to make an excellent product for Council and community use, and at the same time gradually improve the condition of the weir storage. It is recommended that Council extracts some material from the flats on a trial basis subject to obtaining any necessary approvals from the relevant NSW State Government agencies.

6. PLANT AND EQUIPMENT The following works were carried out during February 2019:  2158 – Jet Patcher: Service carried out and hopper flaps replaced;  1212 – Case Loader: Fault in brake circuit repaired, alternator repaired and worn articulation pins inspected;  1211 – Cat Loader: Starter motor replaced and ignition switch repaired;  1107 – Hino Water Truck: Hydraulic motor and housing on water pump replaced;  2113 – Street Sweeper: Blower fan belts replaced;  1451 – Sheppard Dog Trailer: Wiring in trailer drawbar rewired and an anti- lock braking system (ABS) sensor fitted;  2103 – Hino Tipper: Engine checked in response to ‘check engine’ light;  2205 – Volvo Grader: 9,000 hour service carried out;  2362 – Dynapac Roller: Air conditioner condenser replaced and hydraulic pump resealed (under warranty);  1119 – Mitsubishi Fuso: Water pump replaced;  2109 – Volvo Truck: Water pump replaced, belts and fan hub assembly replaced;  1153 – Emulsion Tank: Seal between pump and motor replaced;  Ongoing servicing and repairs to Rural Fire Service (RFS) fleet;  Ongoing general maintenance and servicing on light vehicles and small plant items.

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(a) Governance/Policy Implications Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures, including the adopted Schedule of Unsealed Maintained Roads.

(b) Legal Implications

Item 9.39 There are no legal implications arising from this report.

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

(e) Economic/Asset Management Implications Works are scheduled to fully utilise all funds allocated to capital and maintenance projects, so as to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION The current status of Infrastructure Services’ recurrent works is documented above.

RECOMMENDATION 1. That Council notes the information in this report. 2. That Council obtains any necessary approvals for the extraction of sediment material from the exposed mud flats of the Beardy Weir. 3. That, subject to obtaining the necessary approvals, Council authorises the Quarry Manager to extract sediment material from the Beardy Waters during times of drought for use in topsoil products.

Page 166 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

10 CORRESPONDENCE, MINUTES, PRESS RELEASES

10.1 Status Report regarding Councillor Enquiries

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Debbie Duffell - Executive Assistant Item 10.1

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting.

PURPOSE The purpose of this report is to provide an update regarding the status of Councillor enquiries.

BACKGROUND Following the adoption of the Councillor Access to Staff and Premises Policy in October 2018, Councillors are required to lodge their enquiries with the General Manager on the Councillors’ Enquiry Form.

(a) Relevance to Integrated Planning and Reporting Framework Council’s Operational Plan sets out the capital projects and maintenance works to be undertaken during the financial year.

(b) Financial Considerations Financial considerations for each enquiry will be taken into consideration during the assessment/investigation process.

COMMENTARY Shown below is the list of Councillors’ enquiries that have been received since the implementation of this procedure up to the end of February 2019:

Date Councillor Enquiry Comments / Status Received

31/10/18 Cr C Sparks Shade for outside of Town Hall Coffee Discussions held with the Shop lessees who have agreed to use umbrellas on the outdoor tables. Completed.

31/10/18 Cr C Sparks Consideration of Fairy Lights (solar Trialled on a couple of powered) in the trees in the CBD from trees, however, the visual RSL to Central Hotel impact was not very significant. Completed.

23/11/18 Cr C Sparks Park Toilets - Anzac Park: Toilet access As discussed at the for wheelchairs is poor (suggestions Ordinary Council Meeting included right and left handrails in held on 22/11/19, the toilets) - Melling Park: Toilets needed Anzac Park toilets were urgently (disabled). updated two to three years ago. All future

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Date Councillor Enquiry Comments / Status Received toilets will be built to have right and left handrails. The Melling Park toilets are now enshrined within Item 10.1 a Council resolution (27.11/18) to be done as part of the Communities Drought Programme funding, along with Apex Park at Deepwater. Completed.

28/11/18 Cr C Sparks Request for discussion regarding some Discussions have been ideas that came up at the Mayors held on 19/3/19 with Weekend Seminar regarding swimming ideas to be considered for pools and how they are managed. Cr the 2019/20 swim Smith and Cr Sparks would like to run season. an idea past Hein and Graham Price. Progressing. Cr D Newman 28/11/19 Request for another seat at the The Manager of cemetery. Recreation and Open Spaces has advised that a seat is to be installed as soon as resources allow. Progressing.

3/12/18 Cr C Sparks Complaints about the gate at Deepwater The Manager of Cemetery. Recreation and Open Spaces is investigating this matter. Progressing.

4/12/18 Cr G Frendon Blackberry bushes south of Saleyards This information was and north of 51 Lawrance Street, Glen passed on to the Weeds Innes. Authority. Completed.

19/12/18 Cr C Sparks Suggestion to give out scavenger Councils, as a rule, do licences. not permit scavenging at landfills due to potentially significant public liability and Work Health and Safety claims. Council is constructing a “Buy Back Shed” at the Glen Innes Landfill which will be a good alternative to allowing scavenging rights. Completed.

11/1/19 Cr S Toms Request for toilets to be cleaned at the Completed. Standing Stones site.

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Date Councillor Enquiry Comments / Status Received

22/1/19 Cr C Sparks Query regarding the Redfins to train at Arrangements were made the Swim Centre from 6 to 7pm on with the Redfins Club. Tuesday, Wednesday and Thursday. Completed.

Item 10.1 15/2/19 Cr C Sparks Request for the Artist, James Rogers to Once the Director of give a report to Council. Development, Planning and Regulatory Services has the necessary information, he will include it in his regular monthly report to Council and circulate it to the Public Art Reference Group. Completed.

19/2/19 Cr C Sparks Toilets at Deepwater – community The Director of members would prefer an extension to Development, Planning the existing toilets to provide disability and Regulatory Services access. will further discuss this request with the Mayor. Progressing.

20/2/19 Cr C Sparks Moving of the Council Tip. The current Glen Innes Landfill has at least 25 years further use. The current plan, as adopted by Council, is to pursue the adjoining quarry as a future landfill when the current site is full. Completed.

22/2/19 Cr C Sparks Town Hall clock. Arrangements have been put in place to ensure that the clock is wound up on a weekly basis, however, there are ongoing problems with the reliability and functioning of the mechanical clock works. Initial investigations show that the installation of a Tempus clock controller and GPS receiver, which make adjustments automatically, and also adjust after any power outages and daylight savings, would cost in the vicinity of $22,000 (not including electrician costs). A cover to prevent dust and dirt entering the

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Date Councillor Enquiry Comments / Status Received mechanism would also be required. Progressing.

Item 10.1 22/2/19 Cr C Sparks Emmaville Pool closure. The pool was closed due to the main pump failing. Discussions have been held with the contractor regarding discounts to be applied, and to extend the season by a further two (2) weeks. Completed.

(a) Governance/Policy Implications In line with the Councillor Access to Staff and Premises Policy, Councillors are required to lodge enquiries on the Councillors’ Enquiry Form or the Councillors’ Request for Maintenance Form.

(b) Legal Implications There are no legal implications arising from this report.

(d) Environmental Implications There may be environmental implications, depending on the nature of individual enquiries.

(e) Economic/Asset Management Implications There may be economic and/or asset implications, depending on the nature of individual enquiries.

CONCLUSION The current status of the Councillors’ enquiries is documented above.

RECOMMENDATION That Council notes the information in this report.

Page 170 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019

10.2 Correspondence and Press Releases

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Acting Records Supervisor

Item 10.2 ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE The following reports, publications and press releases have been received and are available on request:

Correspondence  OLG Circulars;  Weekly Report from the Member for Northern Tablelands, Minister for Tourism and Major Events and Assistant Minister for Skills, Adam Marshall;  Australian Local Government Association Newsletter;  Heritage Council of NSW regarding appointment of a new Chair, Deputy Chair and four (4) new members to the Heritage Council of New South Wales;  Media alert from the Member for Northern Tablelands, Minister for Tourism and Major Events and Assistant Minister for Skills, Adam Marshall, regarding the launch of Armidale’s first autonomous vehicle trial and welcoming the new interns and nurses at the Armidale Rural Referral Hospital;  Correspondence from Roads and Maritime Services regarding changes to the New England Highway due to ongoing construction of the Bolivia Hill upgrade project.

Press Releases  Member for Northern Tablelands, Minister for Tourism and Major Events and Assistant Minister for Skills, Adam Marshall;  Federal Member for New England, Barnaby Joyce;  Essential Energy;  Local Government NSW;  Minister for Aged Care, Minister for Indigenous Health, Member for Hasluck, Ken Wyatt AM, MP;  Grafton to Inverell Cycle Classic;  Roads Australia.

Publications  LG Focus – February 2019.

All of the above reports and press releases were sent by email to each Councillor for their information as they were received.

RECOMMENDATION That the information be noted.

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10.3 Minutes of Council Community Committee Meetings for Information

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Acting Records Supervisor

Item 10.3

ANNEXURES Annexure A Australian Standing Stones Management Board - 16/01/19 Annexure B Open Spaces Committee - 16/01/19 Annexure C Youth Advisory Committee - 17/12/18

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council

PURPOSE The minutes listed as annexures above have been received from committees of Council for the information of Council.

RECOMMENDATION That the information be noted.

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10.4 Minutes of Non-Council Community Committees for Information

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Acting Records Supervisor

Item 10.4

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Meetings - Local Community Committees

PURPOSE The following minutes have been received from community committees for the information of Council:

Local Traffic Committee 5/02/19 Sapphire Wind Farm Committee 22/01/19

RECOMMENDATION That the information be noted.

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11 REPORTS FROM DELEGATES

11.1 Reports from Delegates

REPORT FROM: GENERAL MANAGER’S OFFICE Item 11.1 Author: Debbie Duffell - Executive Assistant

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council

PURPOSE The following meetings were held by Section 355 Community Committees of Council during February 2019.

Name of Committee Councillor Delegate(s) Date

Glen Innes and District Sports Council AGM Cr Parsons 11/2/19 Minerama Committee meeting Cr Sparks 13/2/19 Open Spaces Committee AGM Cr Sparks 13/2/19 Australian Standing Stones Management Cr Price, Cr Toms 20/2/19 Board meeting Minerama Committee meeting Cr Sparks 20/2/19 Glen Innes Severn Cemetery Committee AGM Cr Price, Cr Smith 21/2/19 Library Committee AGM Cr Sparks 21/2/19 Roads Consultative Committee AGM Cr Sparks, Cr Frendon, 21/2/19 Cr Price, Cr Smith, Cr Toms Emmaville Mining Museum Committee AGM Cr Frendon 21/2/19 Glencoe Hall Committee AGM Cr Newman 24/2/19 Aboriginal Consultative Committee AGM Cr Sparks, Cr Newman 25/2/19 Saleyards Committee meeting Cr Sparks, Cr Frendon, 27/2/19 Cr Toms

The following is a list of meetings and functions attended by Councillors during February 2019:

Date Name of Councillor Name of Meeting / Function attended Cr Sparks (Mayor) Open Day at the Chapel Theatre 3/2/19 Minerama meeting at the Showground 4/2/19 Chapel Theatre AGM 4/2/19

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Radio 2CBD 4/2/19 Safe in our Town meeting 5/2/19 Local Traffic Committee meeting 5/2/19 Mayoral Walk 6/2/19

Glen Innes High School Dux Ceremony 8/2/19 Item 11.1 Tamworth Art Exhibition (Arts North West) 8/2/19 Red Cross meeting 11/2/19 Glen Innes Family and Youth Support Services 12/2/19 meeting Interagency meeting 13/2/19 Minerama Committee meeting 13/2/19 Open Spaces Committee AGM 13/2/19 Mayoral Walk 13/2/19 Peace Torch Run Welcome 14/2/19 Presentation for the Hughes family, Show 15/2/19 Committee luncheon, Civic Welcome, Showgirl presentation with Adam Marshall, MP Seniors Week Luncheon / Mayoral Awards / Choir 19/2/19 at Life Choices – Support Services Mayoral Walk 20/2/19 Minerama Committee meeting 20/2/19 GLENRAC (Water Usage) 20/2/19 Library Committee AGM 21/2/19 Minerama meeting at Church Street 21/2/19 Roads Committee meeting and AGM 21/2/19 Meeting with Gary Barnes, Secretary for John 21/2/19 Barilaro, Peter Sniekers, Director of Development, Planning and Regulatory Services and the General Manager Youth at the Library film night 22/2/19 New England Joint Organisation meeting at 25/2/19 Inverell Centennial Parklands meeting at the Town Hall 26/2/19 Mayors Walk 27/2/19 Lands Council presentation of artefacts, with 27/2/19 friends of the Armidale Aboriginal Art Saleyards Committee meeting 27/2/19 Meeting with Frank Price, Chief Executive Officer 28/2/19 Royal Freemasons Benevolent Institution Inspection of building at 152 Wentworth Street re 28/2/19 Youth Centre

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Ordinary Council meeting 28/2/19 Cr Newman (Deputy Opening of the Glen Innes Show 15/2/19 Mayor) Youth Advisory Committee meeting 18/2/19 Seniors Week Luncheon 19/2/19

Item 11.1 Glencoe Hall Committee meeting AGM 24/2/19 Aboriginal Consultative Committee AGM 25/2/19 Ordinary Council meeting 28/2/19 Cr Frendon Youth Advisory Committee meeting 18/2/19 Roads Committee meeting and AGM 21/2/19 Ordinary Council meeting 28/2/19 Cr Price GLENRAC AGM 1/2/19 Meeting with Keith Stevenson and the Mayor and 5/2/19 Deputy Mayor re wind power Backtrack movie 7/2/19 Glen Innes District Historical Society meeting 11/2/19 Glen Innes Highlands Visitor Association meeting 11/2/19 Showground Trust meeting 13/2/19 Glen Innes Local Health Committee meeting 18/2/19 Australian Standing Stones Management Board 20/2/19 meeting Roads Committee meeting and AGM 21/2/19 Glen Innes Severn Cemetery Committee AGM 21/2/19 Inspection of building at 152 Wentworth Street re 28/2/19 Youth Centre Ordinary Council meeting 28/2/19 Cr Smith Roads Committee meeting and AGM 21/2/19 Ordinary Council meeting 28/2/19 Fire crew to Tingha and Wallangarra fires Various meetings with the General Manager on local issues raised by constituents Cr Toms Chapel Theatre Documentary “Back Track Boys” 7/2/19 Glen Innes Local Health Committee meeting 18/2/19 Roads Committee meeting and AGM 21/2/19 Centennial Parklands Master Plan meeting on site 25/2/19 Centennial Parklands Master Plan community 26/2/19 meeting Town Hall Ordinary Council meeting 28/2/19

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RECOMMENDATION That the information be noted.

Item 11.1

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12 MATTERS OF AN URGENT NATURE

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13 CLOSED COUNCIL REPORTS

CLOSED COUNCIL To consider Confidential Reports (Section 10A(2) of The Local Government Act 1993) Where it is proposed to close part of the Meeting, the Chairperson will allow members of the public to make representations to or at the meeting, before any part of the meeting is closed to the public, as to whether or not that part of the meeting should be closed to the public. The Chairperson will check with the General Manager whether any written public submissions or representations have been received as to whether or not that part of the meeting should be closed to the public. The grounds on which part of the Council or Committee meeting may be closed to the public are listed in Section 10A(2) of the Local Government Act 1993 and are as follows: (a) personnel matters concerning particular individuals other than Councillors, (b) the personal hardship of any resident or ratepayer, (c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business, (d) commercial information of a confidential nature that would, if disclosed: (i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the council, or (iii) reveal a trade secret, (e) information that would, if disclosed, prejudice the maintenance of law, (f) matters affecting the security of the council, councillors, council staff or council property, (g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege, (h) during the receipt of information or discussion of information concerning the nature and location of a place or an item of Aboriginal significance on community land, (i) alleged contraventions of any code of conduct requirements applicable under section 440. Section 10A(3) of the Act provides that Council, or a Committee of the Council of which all the members are councillors, may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the public. Section 10B(3) of the Act provides that if a meeting is closed during discussion of a motion to close another part of the meeting to the public (as referred to in section 10A(3) of the Act), the consideration of the motion must not include any consideration of the matter or information to be discussed in that other part of the meeting (other than consideration of whether the matter concerned is a matter referred to in section 10A(2) of the Act). Section 10B(1) of the Act provides that a meeting is not to remain closed to the public during the receipt of information or the discussion of matters referred to in section 10A(2): (a) except for so much of the discussion as is necessary to preserve the relevant confidentiality, privilege or security, and (b) if the matter concerned is a matter other than a personnel matter concerning particular individuals, the personal hardship of a resident or ratepayer or a trade secret - unless the Council or committee concerned is satisfied that discussion of the matter in an open meeting would, on balance, be contrary to the public interest. For the purpose of determining whether the discussion of a matter in an open meeting would be contrary to the public interest section 10B(4) of the Act states it is irrelevant that: (a) a person may interpret or misunderstand the discussion, or (b) the discussion of the matter may: (i) cause embarrassment to the Council or committee concerned, or to councillors or to employees of the council, or (ii) cause a loss of confidence in the Council or committee.

Page 179 Glen Innes Severn Council – Open Ordinary Meeting – 28 March 2019 RECOMMENDATION That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 10A(2) of the Local Government Act 1993: Item Report Reason 13.1 Request for Land - (d) (i) commercial information of a Dumaresq Street Industrial confidential nature that would, if disclosed Estate prejudice the commercial position of the person who supplied it.

The following two recommendations will also be put to the Closed Council:

RECOMMENDATION That Council moves out of Closed Council into Open Council.

RECOMMENDATION That the Confidential Closed Council Resolutions be recommended for adoption to the Ordinary Meeting of the Whole of Council.

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