URALLA SHIRE COUNCIL BUSINESS PAPER

Notice is hereby given, in accordance with the provision of the Local Government Act 1993 that a Meeting of Council will be held in the Council Chambers, 32 Salisbury Street, Uralla, commencing at 12:30pm. ORDINARY COUNCIL MEETING 27 August 2019

David Aber ACTING GENERAL MANAGER

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 1 Uralla Shire Council Council Business Paper – 27 August 2019

1. OPENING & WELCOME ...... 4 2. PRAYER ...... 4 3. ACKNOWLEDGEMENT OF COUNTRY ...... 4 4. APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE BY COUNCILLORS ...... 4 5. DISCLOSURES & DECLARATIONS OF INTEREST ...... 4 6. CONFIRMATION OF MINUTES ...... 4 7. URGENT, SUPPLEMENTARY AND LATE ITEMS OF BUSINESS ...... 29 8. WRITTEN REPORTS FROM DELEGATES ...... 29 9. MAYORAL MINUTE ...... 29 10. REPORTS OF COMMITTEES ...... 29 Report 1 – Report of the Audit, Risk and Improvement Committee Meeting held on 6 August 2019 ... 30 11. REPORTS TO COUNCIL ...... 36 Report 1 – Cash at Bank and Investments ...... 36 Report 2 – Monthly Report - Library ...... 40 Report 3 – Monthly Report - Visitor Information Centre ...... 42 Report 4 – Notice of Late submission of Report to Council - Funding for Stronger Country Communities Round 3 ...... 45 Report 5 – Draft Complaints Management Policy 2019 ...... 47 Report 6 – Recommendations from the Communications Workshop Discussion ...... 63 Report 7 – Heritage Advisory Services Summary for August 2019 ...... 69 Report 8 – Election of Chairman, Uralla Township and Environs Committee ...... 73 Report 9 – Development Approvals and Refusals for July 2019 ...... 83 Report 10 – Development Application 41-2019 – J Gray – Dual Occupancy and Tourist / Visitor Accommodation – 55 King Street, Uralla ...... 89 Report 11 – Uralla Pedestrian Access Mobility Plan (PAMP) for Adoption ...... 111 Report 12 – Public exhibition and consultation outcomes for proposed resignation of management from selected Council managed Crown Reserves...... 178 Report 13 – Draft Licence Variation EPL 1626 Uralla Sewer August 2019 ...... 202 Report 14 – Request from Uralla Arts Council for Approval to Continue the Constellations of the South Project ...... 234 Report 15 – Schedule of Actions as at 27 August 2019 ...... 240 12. MOTIONS ON NOTICE/QUESTIONS WITH NOTICE ...... 259 Notice of Motion 1 – Constitutional Referendum for Number of Councillors, Number of Wards and Method of Election of the Mayor ...... 259 13. CONFIDENTIAL MATTERS ...... 263 14. CONCLUSION OF THE MEETING ...... 263

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 2 Uralla Shire Council Council Business Paper – 27 August 2019

- B U S I N E S S A G E N D A - Ordinary Meeting of Council 27 August 2019 at 12:30pm 1. Opening & Welcome 2. Prayer 3. Acknowledgement of Country 4. Apologies and Requests for Leave of Absence by Councillors 5. Disclosures & Declaration of Interests 6. Confirmation of Minutes 7. Urgent, Supplementary & Late Items of Business 8. Written Reports from Delegates 9. Mayoral Minute 10. Reports of Committees Report 1 - Report of the Audit, Risk and Improvement Committee Meeting held on 6 August 2019 11. Reports to Council Report 1 - Cash at Bank and Investments Report 2 - Monthly Report - Library Report 3 - Monthly Report - Visitor Information Centre Report 4 - Notice of Late submission of Report to Council - Funding for Stronger Country Communities Round 3 Report 5 - Draft Complaints Management Policy 2019 Report 6 - Recommendations from the Communications Workshop Discussion Report 7 - Heritage Advisory Services Summary for August 2019 Report 8 - Election of Chairman, Uralla Township and Environs Committee Report 9 - Development Approvals and Refusals for July 2019 Report 10 - Development Application 41-2019 – J Gray – Dual Occupancy and Tourist / Visitor Accommodation – 55 King Street, Uralla Report 11 - Uralla Pedestrian Access Mobility Plan (PAMP) for Adoption Report 12 - Public exhibition and consultation outcomes for proposed resignation of management from selected Council managed Crown Reserves Report 13 - Draft Licence Variation EPL 1626 Uralla Sewer August 2019 Report 14 - Request from Uralla Arts Council for Approval to Continue the Constellations of the South Project Report 15 - Schedule of Actions as at 27 August 2019 12. Motions on Notice/Questions with Notice Notice of Motion - Constitutional Referendum for Number of Councillors, Number of Wards and Method of Election of the Mayor 13. Confidential Matters 14. Conclusion of the meeting

www.uralla.nsw.gov.au

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 3 Uralla Shire Council Council Business Paper – 27 August 2019

1. OPENING & WELCOME

2. PRAYER

3. ACKNOWLEDGEMENT OF COUNTRY

4. APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE BY COUNCILLORS

5. DISCLOSURES & DECLARATIONS OF INTEREST To be tabled at the Meeting.

6. CONFIRMATION OF MINUTES Minutes to be confirmed at the 27 August 2019 Meeting of Council: . Ordinary Meeting of Council held 23 July 2019 (copy enclosed) . Extraordinary Meeting of Council held 13 August 2019 (copy enclosed)

Minutes to be received and noted at the 27 August 2019 Meeting of Council: . Country Mayors Association Meeting held 2 August 2019 (copy enclosed)

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 4

ORDINARY MEETING OF COUNCIL S

E

Held at 12:30pm 23 July 2019 T

ROLL CALL U

Councillors: Cr M Pearce (Mayor) Cr R Crouch (Deputy Mayor) Cr R Bell N Cr M Dusting

Cr N Ledger I

Cr T O’Connor Cr L Sampson Cr I Strutt Cr T Toomey M

Staff: Mr D Aber, Acting General Manager Mr T Seymour, Director Infrastructure & Development Mr S Paul, Chief Financial Officer Minute Clerk

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 5 Minutes of the Uralla Shire Council at an Ordinary Meeting held at 12:30pm on 23 July 2019

TABLE OF CONTENTS

1. OPENING & WELCOME ...... 3 2. PRAYER ...... 3 3. ACKNOWLEDGEMENT TO COUNTRY ...... 3 4. APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE BY COUNCILLORS ...... 3 5. DISCLOSURES & DECLARATION OF INTERESTS ...... 3 6. CONFIRMATION OF MINUTES ...... 3 7. URGENT, SUPPLEMENTARY & LATE ITEMS OF BUSINESS ...... 4 8. WRITTEN REPORTS FROM DELEGATES (ACTIVITY SUMMARIES) ...... 4 9. MAYORAL MINUTE...... 6 11. REPORTS TO COUNCIL (SCHEDULED REPORTS) ...... 7 Report 1 – Cash at Bank and Investments ...... 7 Report 2 - Draft Complaints Management Policy 2019 and Complaints Management (CRM) Reporting ...... 7 Report 3 - 2018/19 Operational Plan Performance Report – Fourth Quarter Progress Report ...... 8 Report 4 – Draft - Gifts and Benefits Policy 2019 ...... 9 Report 5 Monthly Report - Library ...... 9 Report 6 - Monthly Report - Visitor Information Centre ...... 10 Report 7 - Development Approvals and Refusals for June 2019 ...... 10 Report 8 - Food Premises Annual Inspection Program 2018-2019 ...... 10 Report 9 - Heritage Advisory Services Summary for July 2019 ...... 11 Report 10 - Variation to budget for Waste Management Consultancy ...... 11 Report 11 - Schedule of Actions as at 23 July 2019 ...... 12 Report 12 - Regulatory Statistics Ending 30 June 2019 ...... 12 12. MOTIONS ON NOTICE / QUESTIONS WITH NOTICE ...... 12 Modification of Uralla Development Control Plan to Accommodate Renewable Electricity Generation ...... 12

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ATTENDANCE Present were the Chairperson Cr M Pearce (Mayor), Cr R Crouch (Deputy Mayor), and Councillors, R Bell, M Dusting, N Ledger, L Sampson, I Strutt, T Toomey, Acting General Manager (Mr David Aber), Director Infrastructure and Development (Mr T Seymour), Chief Financial Officer (Mr S Paul), Minute Clerk (L Mascord).

1. OPENING & WELCOME The Chair declared the meeting opened at 12:38 pm.

2. PRAYER The Chair recited the Uralla Shire Council prayer.

3.ACKNOWLEDGEMENT TO COUNTRY The Uralla Shire Council recognises the traditional custodians of the land on which this meeting is being held and acknowledge Aboriginal Elders past and present and we pay respect to them and their heritage.

4. APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE BY COUNCILLORS The Chair advised receipt of an apology from Cr T O’Connor.

MOTION (Crs I Strutt / M Dusting) That; Council accept the apology from Cr O’Connor for the Ordinary Meeting held 23 July 2019 and leave of absence be granted. 01.07/19 CARRIED

5. DISCLOSURES & DECLARATION OF INTERESTS The Chair advised there were no disclosures or declarations made.

6. CONFIRMATION OF MINUTES Minutes to be confirmed at the 23 July 2019 Meeting: . Minutes of Ordinary Meeting held 25 June 2019.

AMENDMENTS The Chair referred Councillors to the Minutes and called for any amendments. There were no amendments requested by Councillors.

MOTION (Crs I Strutt / M Dusting) That; Council adopt the Minutes, as a true and correct record of the Ordinary Meeting held 25 June 2019. 02.07/19 CARRIED

Minutes to be received and noted at the 23 July 2019 Meeting: . Budget Review and Finance Committee Meeting held 9 July 2019 . Bundarra s355 Committee June 2019

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MOTION (Crs R Crouch / N Ledger) That; Council receive and note the . Minutes of the Budget Review and Finance Committee Meeting held 9 July 2019 . Bundarra s355 Committee June 2019 03.07/19 CARRIED

7. URGENT, SUPPLEMENTARY & LATE ITEMS OF BUSINESS The Chair referred Councillors to the urgent, supplementary and/or late items of business recommended for addition to the published Meeting Agenda. Late Reports to Council: . Report 12 - Regulatory Statistics Ending 30 June 2019

PROCEDURAL MOTION (Crs R Crouch / R Bell) To hear Late Items of Business as additions to the Meeting Agenda. That; The late items of business be heard following Report 11 in the Meeting Agenda as; . Report 12 Regulatory Statistics Ending 30 June 2019 04.07/19 CARRIED

8. WRITTEN REPORTS FROM DELEGATES (Activity Summaries)

Councillors provided a verbal account of activities/meetings they have attended for the month.

COUNCILLOR NAME: Mark Dusting COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 25/06/2019 Ordinary Council Meeting Uralla 9/07/2019 Councillor Strategic Planning Workshop Uralla 9/07/2019 Budget Review and Finance Committee Meeting Uralla

COUNCILLOR NAME: Bob Crouch COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 9/07/2019 Councillor Strategic Planning Workshop Uralla 15/07/2019 Walcha Energy Presentation Walcha 23/07/2019 LGNSW President, Linda Scott, and Chief Executive Officer, Uralla Tara McCarthy, visit 23/07/2019 Ordinary Council Meeting Uralla

COUNCILLOR NAME: Levi Sampson COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 9/07/2019 Budget Review and Finance Committee Meeting Uralla 9/07/2019 Councillor Strategic Planning Workshop Uralla 9/07/2019 Uralla Township and Environs Committee Meeting Uralla 23/07/2019 Ordinary Council Meeting Uralla

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COUNCILLOR NAME: Natasha Ledger COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 2/07/2019 Tamworth Councillor Training Uralla 9/07/2019 NAIDOC Parade Week Uralla 9/07/2019 Councillor Strategic Planning Workshop Uralla 9/07/2019 Budget Review and Finance Committee Meeting Uralla 9/07/2019 Uralla Township and Environs Committee Meeting Uralla 23/07/2019 LGNSW President, Linda Scott, and Chief Executive Officer, Uralla Tara McCarthy, visit 23/07/2019 Stronger Country Communities Round 3 Uralla 23/07/2019 Ordinary Council Meeting Uralla

COUNCILLOR NAME: Tara Toomey COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 27/06/2019 UPC Drop in Session Uralla 9/07/2019 Councillor Strategic Planning Workshop Uralla 9/07/2019 NAIDOC parade Uralla 9/07/2019 Budget Review and Finance Committee Meeting Uralla 15/07/2019 Walcha Energy meeting Walcha 23/07/2019 LGNSW President, Linda Scott, and Chief Executive Officer, Uralla Tara McCarthy, visit 23/07/2019 Workshop Uralla 23/07/2019 Ordinary Council Meeting Uralla

COUNCILLOR NAME: Rob Bell COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 2/07/2019 Planning Short Course Tamworth 9/07/2019 Councillor Strategic Planning Workshop Uralla 9/07/2019 Budget Review and Finance Committee Meeting Uralla 23/07/2019 Ordinary Council Meeting Uralla 23/07/2019 LGNSW President, Linda Scott, and Chief Executive Officer, Uralla Tara McCarthy, visit 23/07/2019 Stronger Communities Round 3 Workshop Uralla

COUNCILLOR NAME: Tom O’Connor COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 2/07/2019 Councillor Training Local Strategic Planning Workshop Tamworth 9/07/2019 NAIDOC Week Flag Raising at Council Offices and Function Uralla at Library 9/07/2019 Budget Review and Finance Committee Chambers 9/07/2019 Councillor Strategic Planning Workshop Chambers 23/07/2019 LGNSW President, Linda Scott, and Chief Executive Officer, Chambers Tara McCarthy, visit 23/07/2019 Ordinary Council Meeting Chambers

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COUNCILLOR NAME: Isabel Strutt COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 2/07/2019 Local Strategic Planning Short course for Councillors Uralla 9/07/2019 NAIDOC Week Flag Raising Ceremony and Celebrations Uralla 9/07/2019 Budget Review and Finance Committee Meeting Uralla 9/07/2019 Councillor Strategic Planning Workshop Uralla 9/07/2019 Uralla Township and Environs Committee Meeting Uralla 23/07/2019 LGNSW President, Linda Scott, and Chief Executive Officer, Uralla Tara McCarthy, visit 23/07/2019 Councillor Workshop - Stronger Country communities Uralla funding - Round 3 23/07/2019 Ordinary Council Meeting Uralla

COUNCILLOR NAME: Michael Pearce COUNCIL MEETING DATE: 23 July 2019 DATE COMMITTEE/MEETING/EVENT LOCATION 26/6/2019 Mayor's Office- Admin. Uralla 2AD interview 27/6/2019 Mayor’s Office - Admin Uralla 1/7/2019 Mayor’s Office - Admin Uralla 2/7/2019 Mayor’s Office - Admin Uralla 3/7/2019 Mayor’s Office - Admin Uralla 4/7/2019 Mayor’s Office - Admin Uralla 6/7/2019 Uralla Lions Club Changeover Dinner Uralla 8/7/2019 Mayor’s Office - Admin Uralla 9/7/2019 NAIDOC week activities Uralla 9/7/2019 Budget, Review and Finance Committee Meeting Uralla 9/7/2019 Councillor Strategic Planning Workshop Uralla 10/7/2019 Mayor’s Office – Admin Uralla 10/7/2019 2AD interview 10/7/2019 Meet and greet with Alison McGaffin, DPC Tamworth Meeting with NEJO Executive Officer and Namoi JO Executive Officer and Chair 11/7/2019 Mayor’s Office - Admin Uralla 15/7/2019 Mayor’s Office - Admin Uralla. 16/7/2019 Mayor’s Office - Admin Uralla 17/7/2019 Mayor’s Office - Admin Uralla 18/7/2019 Mayor’s Office - Admin Uralla 22/7/2019 Mayor’s Office - Admin Uralla 22/7/2019 Meeting with NEJO Executive Office and Armidale Regional Armidale CEO 23/7/2019 Mayor’s Office - Admin Uralla 23/7/2019 Ordinary Council Meeting Uralla

9. MAYORAL MINUTE Submitted by: Mayor, Cr M Pearce Reference/Subject: National General Assembly of Local Government, Canberra 16-19 June 2019

MAYOR’S RECOMMENDATION: That; Council receive and note the Mayoral minutes.

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MOTION (Crs I Strutt / M Dusting) That; Council receive and note the Mayoral minutes. 05.07/19 CARRIED

11. REPORTS TO COUNCIL (Scheduled Reports)

Department: Organisational Services – Finance Submitted by: Chief Financial Officer Reference/Subject: Report 1 - Cash at Bank and Investments

OFFICER’S RECOMMENDATION: That; 1. Council note the cash position as at 30 June, 2019 consisting of cash and overnight funds of $1,632,035, term deposits of $14,900,000 totalling $16,532,035 of readily convertible funds. 2. Council note the loan position as at 30 June, 2019 totalling $2,426,609.

MOTION (Crs Ledger / Strutt ) That; 1. Council note the cash position as at 30 June, 2019 consisting of cash and overnight funds of $1,632,035, term deposits of $14,900,000 totalling $16,532,035 of readily convertible funds. 2. Council note the loan position as at 30 June, 2019 totalling $2,426,609.

06.07/19 CARRIED

Department: Corporate Services Submitted by: Acting Coordinator Governance and Risk Reference/Subject: Report 2 - Draft Complaints Management Policy 2019 and Complaints Management (CRM) Reporting

OFFICER’S RECOMMENDATION: That; 1. Receive and note this report and submissions received at Attachment A during public exhibition of the Draft Complaints Management Policy 2019 2. Adopt the Draft Complaints Management Policy 2019 at Attachment B as exhibited. 3. Allocate funding of $27,900 from reserves (via QBRS) to achieve system requirements for Complaints Management (CRM) reporting in accordance with the council resolution (Res No. 18.05/19) of 28 May 2019 as detailed by the Pacesetter proposal at Attachment C.

PROCEDURAL MOTION (Crs T Toomey / R Crouch) To move to Committee of the Whole

07.07/19 CARRIED

Cr M Dusting left the meeting at 1:37pm.

Councillors held a detailed discussion in committee regarding the report.

FORESHADOWED MOTION (Cr R Bell / R Crouch) That Council; 1. Receive a report at the next meeting outlining the comments of Acting General Manager regarding the role of Councillors and those areas of the Model of complaint handling not covered in this report. 2. Receive additional information on the requirements of the complaints handling process and the additional information for the CRM module.

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3. That this information include more detail in the costings.

PROCEDURAL MOTION (Crs T Toomey / R Crouch) To resume Standing Orders

08.07/19 CARRIED

Cr M Dusting returned to the meeting at 1:43pm.

The Chair outlined details of the discussion held in committee.

MOTION (Crs I Strutt / N Ledger) That Council; 1. Receive and note this report and submissions received at Attachment A during public exhibition of the Draft Complaints Management Policy 2019 2. Adopt the Draft Complaints Management Policy 2019 at Attachment B as exhibited 3. Allocate funding of $27,900 from reserves (via QBRS) to achieve system requirements for Complaints Management (CRM) reporting in accordance with the council resolution (Res No. 18.05/19) of 28 May 2019 as detailed by the Pacesetter proposal at Attachment C. 4. The role of the Councillor be included in the policy introduction as per Section 232 of the Local Government Act 1993. Following debate, the MOTION was PUT and LOST

The Chair declared the motion as lost.

The FORSHADOWED MOTION then became the MOTION

MOTION (Crs R Bell / R Crouch) That Council; 1. Receive a report at the next meeting outlining the comments of Acting General Manager regarding the role of Councillors and those areas of the Model of complaint handling not covered in this report. 2. Receive additional information on the requirements of the complaints handling process and the additional information for the CRM module. 3. That this information include more detail in the costings.

09.07/19 CARRIED

Crs I Strutt, N Ledger and L Sampson requested that their votes against the motion be recorded.

Meeting Adjourned 1:58pm. Meeting Reconvened 2:11pm.

Department: Corporate Services Submitted by: Acting Coordinator Governance and Risk Reference/Subject: Report 3 - 2018/19 Operational Plan Performance Report – Fourth Quarter Progress Report

OFFICER’S RECOMMENDATION: That; Council receive and note the 2018/19 Operational Plan Fourth Quarter Progress report.

PROCEDURAL MOTION (Crs M Dusting / I Strutt) To move to Committee of the Whole

10.07/19 CARRIED

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Councillors held a detailed discussion in committee regarding the report.

PROCEDURAL MOTION (Crs M Dusting / R Bell ) To resume Standing Orders

11.07/19 CARRIED

The Chair outlined details of the discussion held in committee.

MOTION (Crs M Dusting / I Strutt) That; Council receive and note the 2018/19 Operational Plan Fourth Quarter Progress report.

12.07/19 CARRIED

Department: Corporate Services Submitted by: Acting Coordinator Governance and Risk Reference/Subject: Report 4 - Draft - Gifts and Benefits Policy 2019

OFFICER’S RECOMMENDATION: That Council; 1. Exhibit the Draft Gifts and Benefits Policy 2019 at Attachment A for 28 days. 2. Subject to no submissions being received, adopt the Draft Gifts and Benefits Policy 2019 at Attachment A.

PROCEDURAL MOTION (Crs T Toomey / R Bell) To move to Committee of the Whole

13.07/19 CARRIED

Councillors held a detailed discussion in committee regarding the report.

PROCEDURAL MOTION (Crs R Bell / T Toomey) To resume Standing Orders

14.07/19 CARRIED

The Chair outlined details of the discussion held in committee.

MOTION (Crs I Strutt / N Ledger) That Council; 1. Exhibit the Draft Gifts and Benefits Policy 2019 at Attachment A for 28 days; and 2. Subject to no submissions being received, adopt the Draft Gifts and Benefits Policy 2019 at Attachment A.

15.07/19 CARRIED

Department: Corporate Services Submitted by: Coordinator Community Development & Engagement Reference/Subject: Report 5 Monthly Report - Library

OFFICER’S RECOMMENDATION: That the report be received and noted.

PROCEDURAL MOTION (Crs T Toomey / R Crouch) To move to Committee of the Whole

16.07/19 CARRIED

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Councillors held a detailed discussion in committee regarding the report.

PROCEDURAL MOTION (Crs T Toomey / R Crouch) To resume Standing Orders

17.07/19 CARRIED

MOTION (Crs T Toomey / R Crouch) That; The report be received and noted.

18.07/19 CARRIED

Department: Corporate Services Submitted by: Tourism Promotions and Operations Officer Reference/Subject: Report 6 - Monthly Report - Visitor Information Centre

OFFICER’S RECOMMENDATION: That; The report be received and noted.

MOTION (Crs T Toomey / N Ledger) That; The report be received and noted.

19.07/19 CARRIED

Department: Infrastructure & Development Submitted by: Director of Infrastructure & Development Reference/Subject: Report 7 - Development Approvals and Refusals for June 2019

OFFICER’S RECOMMENDATION: That; Council receive and note the development approvals and refusals for June 2019.

MOTION (Crs R Bell / I Strutt) That; Council receive and note the development approvals and refusals for June 2019.

20.07/19 CARRIED

Department: Infrastructure & Development Submitted by: Director of Infrastructure & Development Reference/Subject: Report 8 - Food Premises Annual Inspection Program 2018-2019

OFFICER’S RECOMMENDATION: That; Council receive and note the Annual Food Inspection Program results for 2018/2019.

PROCEDURAL MOTION (Crs R Bell / M Dusting) To move to Committee of the Whole

21.07/19 CARRIED

Councillors held a detailed discussion in committee regarding the report.

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PROCEDURAL MOTION (Crs R Bell / I Strutt) To resume Standing Orders

22.07/19 CARRIED

The Chair outlined details of the discussion held in committee.

MOTION (Crs R Bell / M Dusting) That; Council receive and note the Annual Food Inspection Program results for 2018/2019.

23.07/19 CARRIED

Department: Infrastructure & Development Submitted by: Director Infrastructure & Development Reference/Subject: Report 9 - Heritage Advisory Services Summary for July 2019

OFFICER’S RECOMMENDATION: That; The Heritage Advisory Services Summary for July 2019 be received and noted by Council.

MOTION (Crs N Ledger / R Crouch) That; The Heritage Advisory Services Summary for July 2019 be received and noted by Council.

24.07/19 CARRIED

Department: Budget Review and Finance Submitted by: Manager Waste, Water and Sewer Services Reference/Subject: Report 10 - Variation to budget for Waste Management Consultancy

OFFICER’S RECOMMENDATION: That Council:- Maintain the scope of works as modified and approved by Council in February 2019 and approve a budget variation of up to $33,000 for the Waste Management Consultancy;

Or

De-scope the project to only fund Uralla Landfill, Bundarra Landfill, the Kerbside waste collection services and the green waste sections of the Waste Management Consultancy brief within the original budget of $40,000.

PROCEDURAL MOTION (Crs N Ledger / T Toomey) To move to Committee of the Whole

25.07/19 CARRIED

Councillors held a detailed discussion in committee regarding the report.

PROCEDURAL MOTION (Crs M Dusting / T Toomey) To resume Standing Orders

26.07/19 CARRIED

The Chair outlined details of the discussion held in committee.

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MOTION (Crs I Strutt / R Bell) That Council;

De-scope the project to only fund Uralla Landfill, Bundarra Landfill, the Kerbside waste collection services and the green waste sections of the Waste Management Consultancy brief within the original budget of $40,000.

27.07/19 CARRIED

Department: General Manager’s Office Submitted by: Senior Executive Officer Reference/Subject: Report 11 - Schedule of Actions as at 23 July 2019

OFFICER’S RECOMMENDATION: That; Council receive and note the Schedule of Actions as at 23 July 2019.

MOTION (Crs M Dusting / R Bell) That; Council receive and note the Schedule of Actions as at 23 July 2019.

28.07/19 CARRIED

Department: Infrastructure & Development Submitted by: Director – Infrastructure & Development Reference/Subject: Report 12 - Regulatory Statistics Ending 30 June 2019

OFFICER’S RECOMMENDATION: That; That Council receive and note the Regulatory Function Statistics for the year ending 30 June 2019

MOTION (Crs R Crouch / I Strutt) That; That Council receive and note the Regulatory Function Statistics for the year ending 30 June 2019.

29.07/19 CARRIED

12. MOTIONS ON NOTICE / QUESTIONS WITH NOTICE

Submitted by: Cr R Crouch Reference/Subject: Modification of Uralla Development Control Plan to Accommodate Renewable Electricity Generation.

NOTICE of MOTION That Council modify the Uralla Development Control Plan to include sections on Wind and Solar powered electricity generating establishments similar to Sections 6.3 and 6.5 of Mid-western Regional Council’s Regional Development Control Plan, Amendment 4.

Amendment to Notice of Motion That Council, in conjunction with the development of the Local Strategic Planning Statement undertake a review of the Uralla Development Control Plan to include sections on Wind and Solar powered electricity generating establishments similar to Sections 6.3 and 6.5 of Mid-western Regional Council’s Regional Development Control Plan, Amendment 4.

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FORESHADOWED MOTION (Cr I Strutt / ) That Council undertake a review of the Uralla Development Control Plan to include sections on wind and solar powered generating establishments which may be proposed to be located within the Shire.

PROCEDURAL MOTION (Crs I Strutt / T Toomey) To move to Committee of the Whole

30.07/19 CARRIED

Councillors held a detailed discussion in committee regarding the report.

PROCEDURAL MOTION (Crs T Toomey / R Crouch) To resume Standing Orders

31.07/19 CARRIED

The Chair outlined details of the discussion held in committee.

Cr R Bell left the meeting at 3:27pm.

Cr R Bell returned to the meeting at 3:29pm.

MOTION (Crs R Crouch / I Strutt) That Council, in conjunction with the development of the Local Strategic Planning Statement, undertake a review of the Uralla Development Control Plan to include sections on wind and solar powered generating developments which may be proposed to be located within the Shire.

32.07/19 CARRIED

CLOSURE OF MEETING

The meeting was closed at:15:31 15:31

COUNCIL MINUTES CONFIRMED BY: RESOLUTION NUMBER: DATE: MAYOR:

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EXTRAORDINARY S

MEETING OF COUNCIL E

Held at 12:30pm

13 August 2019 T

U

ROLL CALL

Councillors: Cr M Pearce (Mayor) N

Cr R Crouch (Deputy Mayor) Cr R Bell I Cr M Dusting

Cr N Ledger Cr T O’Connor Cr L Sampson Cr I Strutt M Cr T Toomey

Staff: Mr David Aber, Acting General Manager Mr T Seymour, Director Infrastructure & Development Mr S Paul, Chief Financial Officer Minute Clerk

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 18 Minutes of the Uralla Shire Council at an Extraordinary Meeting held at 12:30 pm on 13 August 2019

TABLE OF CONTENTS

1. OPENING OF EXTRAORDINARY MEETING ...... 3 2. PRAYER ...... 3 3. ACKNOWLEDGEMENT OF COUNTRY ...... 3 4. APOLOGIES ...... 3 5. DISCLOSURES & DECLARATION OF INTERESTS ...... 3 6. PURPOSE OF EXTRAORDINARY MEETING ...... 3

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ATTENDANCE Present were the Chairperson, Cr R Crouch (Deputy Mayor), and Councillors, R Bell, N Ledger, T O’Connor, L Sampson, I Strutt, and T Toomey, Acting General Manager (Mr David Aber), Director Infrastructure and Development (Mr T Seymour), Chief Financial Officer (Mr S Paul), and Minute Clerk (L Mascord).

1. OPENING OF EXTRAORDINARY MEETING The Chair declared the meeting opened at 12:30pm.

2. PRAYER The Chair recited the Uralla Shire Council prayer.

3. ACKNOWLEDGEMENT OF COUNTRY The Uralla Shire Council recognises the traditional custodians of the land on which this meeting is being held and acknowledge Aboriginal Elders past and present and we pay respect to them and their heritage.

4. APOLOGIES The Chair advised receipt of an apology from Mayor Michael Pearce and Cr Mark Dusting.

MOTION (Crs I Strutt / T Toomey ) That Council accept the apology from Mayor Michael Pearce and Cr Mark Dusting for the Extraordinary Meeting held 13 August 2019. X01.08/19 CARRIED

5. DISCLOSURES & DECLARATION OF INTERESTS The Chair advised there were no disclosures or declarations made.

6. PURPOSE OF EXTRAORDINARY MEETING To carry forward recommended motions to the Local Government NSW Conference meeting 14-16 October 2019.

Proposed Motions for the Local Government NSW Annual Conference, October 2019

OFFICER’S RECOMMENDATION: 1. That LGNSW express the extreme dissatisfaction of the NSW Shires regarding the 2019/2020 Emergency Services Levy increase. That future increases be limited by the State Government’s Rates Cap increase and consider the long term financial sustainability of local government in NSW and their ability to meet such demands within their current budgets.

Cr O’Connor commented that council recognise that the increase in the Emergency Services Levy will be deferred and accepted by the State government.

MOTION (Crs T O’ Connor / R Bell) 1. That LGNSW express the extreme dissatisfaction of the NSW Shires regarding the 2019/2020 Emergency Services Levy increase. That future increases be limited by the State Government’s Rates Cap increase and consider the long term financial sustainability of local government in NSW and their ability to meet such demands within their current budgets.

X02.08/19 CARRIED

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OFFICER’S RECOMMENDATION: 2. That the LGNSW lobby the State and Federal Government to provide funding to assist communities to deal with the effects of drought locally. That funding be also set aside to assist the community to recover from the drought after the immediate effects have diminished and that recovery coordinators be appointed through the JOs to facilitate recovery.

MOTION (Crs I Strutt / L Sampson) 2. That the LGNSW lobby the State and Federal Government to provide funding to assist communities to deal with the effects of drought locally. That funding be also set aside to assist the community to recover from the drought after the immediate effects have diminished and that recovery coordinators be appointed through the JOs to facilitate recovery.

X03.08/19 CARRIED

OFFICER’S RECOMMENDATION: 3. That NSWLGA lobby the State Government for additional funding for the implementation of the Biosecurity Act 2015 for land being transferred to Councils and a statement of Biosecurity Risks be provided to Councils prior to the handover.

MOTION (Crs N Ledger / T Toomey) 3. That LGNSW lobby the State Government for additional funding for the implementation of the Biosecurity Act 2015 for land being transferred to Councils and a statement of Biosecurity Risks be provided to Councils prior to the handover. X04.08/19 CARRIED

OFFICERS RECOMMENDATION: 4. That LGNSW lobby the NSW Government to fund further research into potential safe products that can be generated from recyclables by local or regional councils to reduce the need to send raw materials overseas.

MOTION (Crs L Sampson/N Ledger) 4. That LGNSW lobby the NSW Government to fund further research into potential safe products that can be generated from recyclables by local or regional councils to reduce the need to send raw materials overseas. X05.08/19 CARRIED

OFFICERS RECOMMENDATION: 5. That LGNSW discuss with the Minister for Planning the requirements for; (i) the provision of regional plans that effectively integrate agricultural production and rural lifestyle with renewable power generation; (ii) the inclusion of a Statement of Economic Effects on the community in the approval process, and (iii) provisions to be included in the DA consent for rehabilitation of the sites.

MOTION (Crs L Sampson / N Ledger) 5. That LGNSW discuss with the Minister for Planning the requirements for; (i) the provision of regional plans that effectively integrate agricultural production and rural lifestyle with renewable power generation; (ii) the inclusion of a Statement of Economic Effects on the community in the approval process, and (iii) provisions to be included in the DA consent for rehabilitation of the sites. X06.08/19 CARRIED

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The Chair advised of the death of the former Councillor Leanne Doran’s father and councillors expressed their condolences to her at the meeting.

CLOSURE OF MEETING The meeting was closed at: 1:49pm

COUNCIL MINUTES CONFIRMED BY: RESOLUTION NUMBER:

This is Page 5 of the Minutes of the Uralla Shire Council at an Extraordinary Meeting of Council held on 13 August 2019 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 22 Country Mayors Association of

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

MINUTES

GENERAL MEETING

FRIDAY, 2 AUGUST 2019 THEATRETTE, PARLIAMENT HOUSE, SYDNEY

The meeting opened at 8.50 a.m.

1. ATTENDANCE: Armidale Regional Council, Cr Bradley Widders Council, Cr Kristy McBain, Mayor Council, Cr Dominic King, Mayor Council, Cr Brian Monaghan, Mayor Bland Shire Council, Mr Ray Smith, General Manager Council, Cr Scott Ferguson, Mayor Blayney Shire Council, Ms Rebecca Ryan, General Manager Broken Hill City Council, Cr Darriea Turley, Mayor Broken Hill City Council, Mr James Roncon, General Manager Cabonne Shire Council, Cr Kevin Beatty, Mayor Cabonne Shire Council, Mr Brad Byrnes, General Manager Shire Council, Cr Peter Laird, Mayor Council, Mr Tony Donoghue, General Manager - Regional Council, Cr Abb McAlister , Cr Ben Shields. Mayor Council, Cr Tracy Norman, Mayor Dungog Shire Council, MsCoralie Nichols, General Manager Federation Council, Cr Patrick Bourke, Mayor Federation Council, Mr Adrian Butler, General Manager Council, Cr Phyllis Miller, Mayor Forbes Shire Council, Mr Steve Loane, General Manager Council, Cr Doug Batten, Mayor Gilgandra Shire Council, Mr David Neeves, General Manager Glen Innes Shire Council, Cr Carol Sparkes, Mayor Goulburn Mulwaree Council, Cr Bob Kirk, Mayor Goulburn Mulwaree Council, Mr Warrick Bennett, General Manager Griffith City Council, Mr Brett Stonestreet, General Manager Council, Cr Jamie Chaffey, Mayor Gunnedah Shire Council, Mr Eric Growth, General Manager

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 23 Council, Cr John Coulton, Mayor Gwydir Shire Council, Mr Max Eastcott, General Manager , Cr Brian Ingram, Mayor Council, Cr Liz Campbell, Mayor Kiama Municipal Council, Cr Mark Honey, Mayor , Cr Danielle Mulholland, Mayor Council, Cr Paul Maytom , Mayor Leeton Shire Council, Ms Jackie Kruger, General Manager Lithgow City Council, Cr Ray Thompson, Mayor Lithgow City Council, Mr Andrew Muir, Acting General Manager Council, Cr Katrina Humphries, Mayor Moree Plains Shire Council, Mr Lester Rogers, General Manager , Cr Christopher Bilkey, Mayor Murray River Council, Mr Des Bilske, General Manager Shire Council, Mr George Cowan, General Manager Council, Cr Craig Davies, Mayor Oberon Shire Council, Cr Kathy Sajowitz, Mayor Oberon Shire Council, Mr Garry Wallace, General Manager Orange City Council, Cr Reg Kidd, Mayor Council, Cr Ken Keith, Mayor Parkes Shire Council, Cr Barbara Newton, Deputy Mayor Shellharbour City Council, Cr Marianne Saliba, Mayor Shoalhaven City Council, Cr Amanda Findley, Mayor Shoalhaven City Council, Mr Paul Keech, Director Assets and Works Snowy Monaro Regional Council, Cr John Rooney, Mayor , Cr James Hayes, Mayor Council, Cr Rick Firman, Mayor Temora Shire Council, Mr Gary Lavelle, General Manager Council, Cr Peter Petty, Mayor Upper Council, Cr John Stafford, Mayor Uralla Shire Council, Cr Michael Pearce, Mayor Uralla Shire Council, Mr David Aber, Acting General Manager Walcha Council, Cr Eric Noakes, Mayor Walcha Council, Mr Jack O’Hara, General Manager Council, Cr Milton Quigley, Mayor Warren Shire Council, Mr Glen Wilcox, General Manager Council, Mr Roger Bailey, General Manager , Cr Rowena Abbey, Mayor Yass Valley Council, Mr Chris Berry, Acting General Manager LGNSW Cr Linda Scott, President LDNSW Ms Tara McCarthy, Chief Executive

APOLOGIES:

As submitted

SPECIAL GUESTS: Hon Mark Coulton MP, Minister for Regional services, Decentralisation and Local Government, Assistant Trade and Investment Minister Hon Adam Marshall MP, Minister for Agriculture and western New South Wales Page 3

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 24 Geoff McKechnie APM, Assistant Commissioner, Commander, Western Region, New South Wales Police Force Richard Colbran, Chief Executive Officer, NSW Rural Doctors Network

2. ADOPTION OF MINUTES OF PREVIOUS MEETING:

RESOLVED that the minutes of the General Meeting held on 31 May 2019 be accepted as a true and accurate record (Parkes Shire Council /Tenterfield Shire Council).

3. Matters Arising from the Minutes Cr Peter Petty Tenterfield Shire advised that the Waste Levy Group was to meet with the Minister for Energy and Environment, to discuss the dot points outlined in the Associations resolution of 31 May

4. CORRESPONDENCE Outward (a) Mr Gordon Hinds, Managing Director, Better Energy Technology, thanking him for his presentation on 31 May 2019 (b) The Hon Matt Kean MP, Minister for Energy and Environment, regarding the need for increased fire management issues (c) The Hon Adam Marshall MP, Minister for Agriculture and Western NSW, regarding the need for increased fire management issues (d) The Hon Matt Kean MP, Minister for Energy and Environment, requesting support for the prioritisation of electricity grid connections at substations (e) The Hon Angus Taylor MP, Minister for Energy and Emissions Reductions, requesting support for the prioritisation of electricity grid connections at substations (f) The Hon Dominic Perrottet MP, Treasurer, calling on the NSW Government to implement a “Royalties for Regions” program based upon a set percentage of royalties being returned to Local Government (g) Cr Bruce Miller, Chair of Board, Local Government Super, thanking him for his presentation on 31 May 2019 (h) The Hon Shelley Hancock MP, Minister for Local Government, thanking her for her presentation on 31 May 2019 (i) The Hon Brad Hazzard MP, Minister for Health and Medical Research, thanking him for his presentation on 31 May 2019 (j) Mr Andrew Roberts, Chief Executive Officer, Field Solutions Group, thanking him for his presentation on 31 May 2019 (k) The Hon Shelley Hancock MP, Minister for Local Government, expressing the Associations concern about the proposed increase in RFS contributions (l) The Hon Gladys Berejiklian MP, Premier, expressing the Associations concern about the proposed increase in RFS contributions (m) Mr Shane Fitzsimmons, Commissioner NSW RFS, asking for a stay on implementation of the requirements under the Rural Fire Act 1997, that covers grasslands and non-curing crops to allow further assessments to take place, and inviting him to attend the November meeting

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 25

NOTED

5. FINANCIAL REPORT

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

6. Hon Mark Coulton MP, Minister for Regional Services, Decentralisation and Local Government, Assistant Trade and Investment Minister We live in a country underpinned by trade and the government has opened up more trade deals. India is the hardest to get a trade deal with which is important due to its growing middle class and insatiable appetite for energy. Getting into Mexico and other Latin American countries is important. is negotiating with the European Union and waiting to see what happens with Brexit. Any China United States agreement could be bad for Australia. Maldistribution of health professionals is a major problem and $550 million over 10 years is being put into a strategy including funding a generalist pathway. Telstra has raised issues about telecommunications and mobile black spots. There is a digital connectivity package to beef up data into country towns to produce greater speed and capability. There is no use moving people to country areas unless you can provide education, health and digital technology. The inland railway will foster country area development. Raising FAG’s to 1% is not going to be of great assistance to country areas as most of it will go to metropolitan areas. There needs to be reform of the existing formula. The Minister is prepared to have the fight and do the work.

7. Benefit Cost Ratios

RESOLVED That the Association write to the Premier requesting the removal of Benefit Cost Ratios for funding programs (Shoalhaven City Council/Kyogle Council)

8. Hon Adam Marshall MP, Minister for Agriculture and Western New South Wales Drought is affecting 96% of the State either severely or affected. All Country areas have been affected and people have been laid off work not only farmers and farm workers but also town support and service workers. Legal action for outstanding environmental cases are to be assessed under new laws rather than under laws that have not been in force for two years. Farm trespass laws are now being put in place and are to be enforced. An Agriculture Commissioner is to be appointed to protect rights to a farmer to farm. There is a need to look at how we manage the land to protect viable agricultural land from inappropriate development.

9. Geoff McKechnie APM, Assistant Commissioner, Commander, Western Region, New South Wales Police Force

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 26 The Stock Squad in 1947 dropped off but it has been reinstated in the last 5 or 6 years in response to rural crime. Its mission is look after “Incidents of Crime that Impact on the Functions of Pastoral, Agricultural and Aquaculture Industries” Members of the squad are detectives. It has three Zone Coordinators under the State Rural Crime Coordinator. Current direction is Education of Front Line Police, Increased Social Media, Advanced Community Engagement, Focused Operations and Investigations, and Developing Strategic Stakeholder Engagement. Local Government are hugh stakeholders in policing. In 2018 losses to primary producers were 1,454 head of cattle worth $1.376 million and 1,769 head of sheep worth $1.885 million. Future direction is centered on Enhanced Communication, Multi Force Operations, Increased Investigative Capacity, Targeting Hardening Research, Sale Yard Security, Stock Identification and Recruitment.

10. Richard Colbran, Chief Executive Officer, NSW Rural Doctors Network The Rural Doctors Network is now 30 years old. There are four goals in the Strategic Plan 2019-2022, Build and Sustain Shovel Ready Workforce, Response to Community Need, Evidence Based Rural Health Policy and RDN Excellence. Customers are health workers, communities, organisations, the sector that represents the workforce and communities and RDN. Targeted priorities include Regional Workforce Coordination and Collaboration, Workforce Organizational and Community Capability, Adaption to New Workforce Models, Targeted Recruitment Campaigns and Trust. Key initiatives are Rural NSW Annual Health, Workforce Needs Assessment, Regional Workforce Coordination Projects, Community/town Based Workforce Projects, Aboriginal Health and Service Model Co-funded Role Trials. Rural Health Pro is a personalised digital experience to network, nurture, support, recognize and reward rural health professionals

11. RFS Contribution Increase

RESOLVED That Country Mayors write to the Premier and to Minister Elliott requesting urgent response to our letter dated 3 June 2019 and copies be forwarded to LGNSW and the Minister for Local Government (Moree Plains Shire Council/Tenterfield Shire Council)

12. Model Code of Conduct

RESOLVED That Country Mayors write to the Minister for Local Government requesting that the Model Code of Conduct be reviewed to set the same limitation on Councillors that applies to Members of Parliament in respect to attending community functions (Shellharbour City Council/Tenterfield Shire Council)

13 FAG Grants

Page 6

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 27 RESOLVED That Country Mayors write to LGNSW supporting the ALGA resolution to remove the minimum per capita requirement and the Local Government Grants Commission be advised of the decision (Kyogle Council/Bega Valley Shire Council)

14. IPART Review of Local Government Election Costs

RESOLVED That in relation to IPART’s review of local government election costs the Country Mayors’ Association does not support the funding hierarchy recommended by IPART and its allocation of costs between the NSW Government and councils for the provision of election services of the NSW Electoral Commission (Moree Plains Shire Council/Tenterfield Shire Council)

15. Essential Energy Proposed Job Cuts

RESOLVED That Country Mayors write to Essential Energy objecting to the proposed job cuts (Moree Plains Shire Council/Tenterfield Shire Council)

16. IPART Rating Review Cr Sajowitz, reported that of particular significance to Oberon and other Councils who form part of the Unratable Land Working Party are the recommendations that • General exemptions should be based on land use not land ownership, and land used for commercial or residential purposes should not be exempt regardless of who owns it. This would help to ensure that land used mainly to deliver private benefits pays its fair share of rates • Some explicit exemptions should be retained or amended as they are consistent with the general exemptions. For example, these include those for land used by a religious body for that purpose, land vested in the NSW Aboriginal Land Council, and land owned by a hospital and used for that purpose. • Some explicit exemptions should be removed on the basis that the land is used for a commercial or residential purpose. For example, these include those for land owned or vested in a water authority, land below the high water mark used for the cultivation of oysters, and land used for commercial fishing Submissions to the rating recommendations are due mid-September

RESOLVED That Country Mayors gives authority to the Unratable Land Working Party to prepare a submission on behalf of the Country Mayors Association to the IPART Rating Review (Oberon Council/Moree Plains Shire Council)

There being no further business the meeting closed at 12.55pm.

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

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 28 Uralla Shire Council Council Business Paper – 27 August 2019

7. URGENT, SUPPLEMENTARY AND LATE ITEMS OF BUSINESS To be received at the Meeting.

8. WRITTEN REPORTS FROM DELEGATES To be received at the Meeting.

9. MAYORAL MINUTE There is no Mayoral Minute for the 27 August meeting.

10. REPORTS OF COMMITTEES

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 29 Uralla Shire Council Council Business Paper – 27 August 2019 REPORT OF COMMITTEE

Department: Corporate Services Submitted by: Acting Coordinator Governance and Risk Reference/Subject: Report 1 – Report of the Audit, Risk and Improvement Committee Meeting held on 6 August 2019

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK Goal: 4.2 An effective and efficient organisation Strategy: 4.2.6 Identify and manage risk associated with all Council activities and ensures a safe and healthy work environment workforce Activity: 4.2.6.1 Develop and incorporate a risk management framework which is effective and accessible Action: 4.2.6.1.3 Facilitate regular meetings of the Audit, Risk and Improvement Committee

SUMMARY: This report provides the minutes of the Audit, Risk and Improvement Committee Meeting held on 6 August 2019.

OFFICER’S RECOMMENDATION: 1. That Council receive and note the unconfirmed minutes of the Audit, Risk and Improvement Committee Meeting held on 6 August 2019 as detailed in Attachment A.

Prepared by staff member: Elisabeth Brown, Acting Coordinator Governance and Risk TRIM Reference Number: UINT/19/4654 Approved/Reviewed by Manager: David Aber, Acting General Manager Department: General Manager’s Office Attachments: Attachment A - Unconfirmed Minutes of ARIC Meeting 6 August 2019

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 30

M I N U T E S Audit, Risk and Improvement Committee Meeting 6 August 2019, 2:00pm, Council Chambers

Members (voting): Mr Michael O’Connor – Independent External Member (Chair) Ms Deborah Creed – Independent External Member Mr Paul Packham – Independent External Member Cr Tara Toomey Apologies Cr Bob Crouch

Attendees (non-voting): Mr David Aber – Acting General Manager Mr Simon Paul – Chief Financial Officer Ms Elisabeth Brown – Acting Coordinator Governance and Risk

Observers Cr Isabel Strutt L Mascord (Minute clerk)

1. Meeting Open The Chair declared the meeting open at 2:00pm

2 Acknowledgement of Country The chair acknowledged Country and Elders past and present

3 Apologies, Requests for Leave of Absence and Observers 3.1 The Chair acknowledged the apology of Cr Bob Crouch 3.2 The Chair acknowledged the presence of Lisa Mascord as Minute taker 3.3 The Chair advised there were no requests for leave of absence

4 Quorum Confirmation The Chair confirmed there was a Quorum

5 Disclosure and Declarations of Interest 5.1 The Chair Michael O’Connor disclosed he is member of the Armidale Regional Council Audit and Risk Committee, the Tamworth Audit and Risk Committee and the Walcha Council Audit and Risk Committee.

5.2 Deborah Creed disclosed she is a member of the Walcha Council Audit and Risk Committee.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 31

6 Confirmation of Minutes and Business Arising 6.1 Minutes from the 16 April 2019, Audit, Risk and Improvement Committee:

MOTION (M. O’Connor/P. Packham) CARRIED

That the committee confirm the minutes as a true and accurate record of the committee Meeting held on 16 April 2019.

6.2 Business Arising T. Toomey noted the Internal Audit Function was agreed at council and requested an update: Mr Paul advised that applications had been sought by Armidale Council but no candidates were appointed due to applicants withdrawing from the process. Deborah Creed suggested professional audit companies may be appropriate for shared internal audit. Mr Aber advised he would raise the matter at the next joint organisation meeting.

7. Reports

7.1 Explanation of the Agenda presented by Elisabeth Brown Ms Brown explained that Mr Fletcher (Risk Management and Safety Officer (RMSO)) has left the Council and the Business Paper provides an update of the Audit and Risk activity within council.

7.2 Report 1 - Enterprise Risk Management Progress Report P. Packham provided the following feedback: • That the handover document did not constitute a list of actionable items with budgets, resource allocations or timeframes therefore the Officers recommendation be amended from: That the Audit, Risk and Improvement Committee note and recommend to Council the current status and progress of Councils enterprise-wide risk management framework workplace safety system, and future actions to be undertaken. and changed to “That the Audit, Risk and Improvement Committee note to Council the current status and progress of Councils enterprise-wide risk management framework and workplace safety system, and future actions to be undertaken.”

MOTION (P. Packham/T. Toomey) CARRIED

That the Audit, Risk and Improvement Committee note to Council the current status and progress of Councils enterprise-wide risk management framework and workplace safety system, and future actions to be undertaken.

M. O’Connor provided the following feedback: The Motor Vehicle Accident Incident Report would normally include the requirement that the driver of the vehicle make a declaration that they had not consumed alcohol or drugs within the last 24 hours. It is recommended that this be investigated and the form updated if this is now a requirement.

7.3 Report 2 - Risk Management Action Plan (July 2018 - June 2019) 7.3.1 P. Packham provided feedback:

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 32

• in regards to the $10,797.30 refund on the insurance premium. Could this be expressed as a percentage of the total cost of the premium? (3.94% based on GST exclusive premiums of $274,353) • Attachment B Did not contain a lot of evidence or comment and inadequate detail in the commentary evidence field

7.3.2 E. Brown responded that the Workbook reflected much work to be done by council to address outstanding matters and further progress updates to be requested from the Director Infrastructure and Development. The workbooks and progress are reported to Statewide Mutual.

7.3.3 P. Packham provided the following feedback; • Wording needed to be improved to be more indicative of risk and controls • A date column should be added to the work book to show currency and if possible ‘traffic lights’ added

MOTION (M. O’Connor/D. Creed) CARRIED

1. That the Audit, Risk and Improvement Committee note the current status and progress of the Risk Management Action Plan 2018-2019 , including ‘ Continual Improvement Pathway Workbooks’ proposed improvements/actions to be considered for implementation in the 2019/20 financial year.

2. That the Audit, Risk and Improvement Committee recommend that Council note the proposed improvement /actions plans resulting from the StateWide Mutual ‘Continual Improvement Pathway Workbooks’.

7.4 Report 3 – Internal Audit Actions Progress Report 7.4.1 Simon Paul responded to the Recommendations in the Internal Audit report provided by Centium, noting progress to date and actions outstanding to be addressed as priority.

7.4.2 M. O’Connor provided the Feedback on Petty cash: • Collection from the patient transport section. • In regard to buses used by Tamworth Council. The agreed cost of transport was provided to the patient on booking of transport and the sum was noted on drivers pick up list. • That collection and accounting for cash transactions from the Patient transport section had not been noted as a potential risk and needed to be re-examined ACTION: Mr Paul to review the TCT cash management process/policy.

7.4.3 P. Packham provided the following feedback: • That responses to the Internal Audit process and progress reports be provided to the ARIC committee on a six monthly basis, to April and October meetings

7.4.4 D. Creed provided the following feedback: • that the policies on Procurement and tendering needed to be finalised as procurement posed a significant risk to Council

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 33

7.4.5 P. Packham provided the following feedback: • That procurement and tendering could be separated into two separate policies. • Recommended actioning the most complete policy as soon as possible. • Depending on the costs and the items some procurement may be combined into an amount that requires tendering rather than procurement.

7.4.6 D. Creed provided the following feedback: • Not all organisations have the in house competency to run a procurement process. Therefore the procurement and tendering process can become an external process.

7.4.7 T. Toomey provided the following feedback: • In regards to Item 4 Procurement and Tendering (page 130/175); that the internal and external Auditor’s recommendations (page 159/175) were inconsistent. The Internal Auditor suggested further action was required on the procurement provisions but the external auditor recorded that Nil action was required on the part of Council in regard to Item 4 Procurement and Tendering. • The current policy for procurement and tendering needed to be removed from the Website as it is in conflict with the recommendations of the October 18 business paper.

7.4.8 ACTION: Mr Paul to provide clarification regarding Item 4 status.

MOTION (M. O’Connor/P. Packham) CARRIED

1. That the Audit, Risk and Improvement Committee note the update report given by the Chief Financial Officer, Mr Simon Paul on Internal audit actions to be undertaken as per Attachments A and B.

The Chair adjourned the meeting at 3:15pm to provide a brief break. The meeting resumed at 3:20pm.

8. Confidential Business

8.1 Confidential Report 1- Audit Office of NSW Management Letters – Year Ended 30 June 2019

MOTION (T. Toomey/D. Creed) CARRIED

That the meeting move into confidential session.

MOTION (Cr Toomey/D. Creed) CARRIED

That the meeting move out of confidential session.

The committee noted the report and requested that a summary of audit reports and actions/progress responses be updated and provided on a summary spreadsheet to the next ARIC meeting and then six-monthly updates (April/October meetings).

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 34 9. Next Meeting The next meeting is scheduled for 15 October 2019, 2:00pm, Council Chambers, Uralla Shire Council.

10. Meeting Closed The Chair declared the meeting closed at 3:42pm.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 35 Uralla Shire Council Council Business Paper – 27 August 2019

11. REPORTS TO COUNCIL Report 1 – Ca sh at Bank a nd I nvestment s

REPORT TO COUNCIL

Department: Organisational Services - Finance Submitted by: Chief Financial Officer Subject: Report 1 - Cash at Bank and Investments

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Objective: 4.2 An effective and efficient organisation. Strategy: 4.2.2 Operate in a financially responsible and sustainable manner. Activity: 4.2.2.1 Maintain and control financial system and improve long-term sustainability Action: Maintain cash flow and maximise return on investment within risk parameters provided by the Office of Local Government

SUMMARY: Attached is a summary of bank accounts, term deposits, cash management account and investments in structured credit instruments. The investments have been made in accordance with the Act, the Regulations and Council’s Investment Policy.

OFFICER’S RECOMMENDATION: That: 1. Council note the cash position as at 31 July, 2019 consisting of cash and overnight funds of $1,737,801, term deposits of $14,500,000 totalling $16,237,801 of readily convertible funds.

2. Council note the loan position as at 31 July, 2019 totalling $2,403,563. BACKGROUND: In accordance with Regulation 212 of the Local Government (General) Regulations 2005, the following report is prepared about monies not currently required for use by Council and invested in forms of investment approved by Order of the Minister. REPORT: Current term deposits of $14,500,000 spread over the next twelve months will receive a range of interest from 1.8% to 2.75% with an average rate of 2.49%. Diary of maturing dates and amounts is attached.

Council’s General Fund bank balances (listed in the attachments) have been reconciled to the bank statement as at 31 July, 2019.

KEY ISSUES: The interest rate market is predicting further cuts to rates in the coming months. Indications from the RBA are that rates may fall further. The current budgeted interest rate (reduced by 0.5%) may still not be reflective of future earnings. The current low interest rates will continue to result in reduced investment returns over the coming year.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 36 Uralla Shire Council Council Business Paper – 27 August 2019

COUNCIL

1. Community Engagement/ Communication (per engagement strategy) N/A

2. Policy and Regulation Local Government Act 1993 Local Government (General) Regulations 2005

Order of the Minister re Investments

3. Financial (LTFP) Current interest rates affect Council’s ability to meet projected investment returns therefore reducing forecast revenue in the long term.

4. Asset Management (AMS) N/A

5. Workforce (WMS) N/A

6. Legal and Risk Management Risk management involves ensuring compliance with the Minister’s Orders regarding approved type of investments thus reducing risk of future losses on investments made.

7. Performance Measures N/A

8. Project Management N/A

Prepared by staff member: Simon Paul TRIM Reference Number: U18/167 Approved/Reviewed by Chief Financial Officer Manager: Department: Organisational Services - Finance Attachments: Council’s Investments as 31 July, 2019 Diary of Investment Maturity Dates and Amounts

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 37 Uralla Shire Council Council Business Paper – 27 August 2019

Uralla Shire Council Investments at 31 July, 2019 Cash at Bank – Operating Accounts: Institution Account Bank Statement National Australia Bank Main Account $60,232.42 National Australia Bank Trust Account $31,296.33 Community Mutual Bundarra RTC $25,361.83 Total $116,890.58 Business Investment (Cash Management) Account Institution Interest rate Balance 0.15% above $1,620,910.78 Professional Funds RBA cash rate Total $1,620,910.78

Term Deposits: Institution Interest rate Maturity Balance Westpac Banking Corporation 2.15% 25/01/2020 $600,000.00 Commonwealth Bank 2.65% 15/08/2019 $250,000.00 National Australia Bank 2.70% 26/08/2019 $1,000,000.00 Commonwealth Bank 2.71% 29/08/2019 $800,000.00 Bank of Queensland 2.60% 8/10/2019 $800,000.00 Bank of Queensland 2.60% 8/10/2019 $500,000.00 ANZ 2.70% 10/10/2019 $400,000.00 National Australia Bank 2.75% 15/10/2019 $500,000.00 Westpac Banking Corporation 2.71% 18/10/2019 $1,300,000.00 National Australia Bank 2.75% 21/11/2019 $300,000.00 ANZ 2.70% 26/11/2019 $800,000.00 Commonwealth Bank 2.32% 2/01/2020 $1,200,000.00 National Australia Bank 2.75% 16/01/2020 $700,000.00 ANZ 2.70% 30/01/2020 $500,000.00 Westpac Banking Corporation 2.27% 5/03/2020 $500,000.00 Bank of Queensland 2.20% 12/03/2020 $800,000.00 National Australia Bank 2.50% 1/04/2020 $600,000.00 National Australia Bank 2.50% 10/04/2020 $500,000.00 Commonwealth Bank 1.80% 30/04/2020 $500,000.00 National Australia Bank 2.34% 6/05/2020 $600,000.00 Westpac Banking Corporation 2.22% 19/06/2020 $1,350,000.00

Total $14,500,000.00

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 38 Uralla Shire Council Council Business Paper – 27 August 2019

Loans: Loan no. Purpose Balance 165 MGH Property $48,672.15 168 Community Centre $34,075.52 176 Library Extensions $166,255.67 177 Grace Munro Centre $133,031.20 181 Creative Village Works $3,995.35 185 Public Toilets Alma Park -$3.76 186 Public Toilets Pioneer Park $6,867.88 187 Undergrounding Power and Main Street Upgrade $137,857.66 188 Paving and Power Undergrounding $34,492.83 189 Bridge Construction $209,016.20 190 Bridge construction & industrial land development $1,629,302.46 Total $2,403,563.16

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 39 Uralla Shire Council Council Business Paper – 27 August 2019

REPORT TO COUNCIL

Department: Corporate Services Submitted by: Acting Senior Executive Officer Reference/Subject: Report 2 – Monthly Report - Library

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 1.3 A diverse and creative culture Strategy: 1.3.1 Provide enhanced and innovative library services that support and encourage lifelong learning. Activity: 1.3.1.1 Provide library services and programs Action: 1.3.1.1 Operate the library services to meet the agreed service levels

SUMMARY: This report provides an outline of activities at the Library for the month of July 2019.

OFFICER’S RECOMMENDATION: That the report be received and noted.

BACKGROUND: Not applicable.

REPORT:

Uralla Library is the fourth highest of fifteen branches for items loaned in the Central Northern Library Group (CNRL) for the month, ranking just behind the larger libraries and communities of Tamworth, South Tamworth and Narrabri. This month we welcomed twelve new members.

Activities held at the Library during July include:

• NAIDOC week celebrations were hosted by the Library and well attended with approximately 100 persons

• Nutcha Manthong, the featured Artist of the Month for July, exhibited a charming assortment of artwork featuring cats.

• The Uralla Lions Club utilised the Community Corner display cabinet to promote the community group and recruit for new members.

• Children’s Storytime, Lego Club, and Chess & Checkers Club as well as the adult programs Knattering Knitters, Book Discussion Group, and Colouring Group continue to be well attended and valued by the community throughout July.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 40 Uralla Shire Council Council Business Paper – 27 August 2019

• 7 x visits to Home Library Service customers for the month of July

• A new Library sign was installed above the entrance doors and the interior returns chute has been relocated to the front of the circulation desk

• Local police Sergeant Fiona McCormack visited Storytime and discussed safety for children. Uralla Storytimers and carers enjoyed exploring the police van.

• The school holiday Moon Landing workshop presented by CNRL staff was fully booked and thoroughly enjoyed by all attendees.

Figures to-date for 2019-20 Financial Year

New Month Loans Members July 1,454 12 Total 1,454 12

KEY ISSUES: Nil

Prepared by staff member: Gabrielle Stratton, Acting Senior Executive Officer TRIM Reference Number: UINT/19/4633 Approved/Reviewed by Manager: David Aber, Acting General Manager Department: General Manager’s Office Attachments: Nil

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REPORT TO COUNCIL

Department: Corporate Services Submitted by: Tourism Promotions and Operations Officer Reference/Subject: Report 3 – Monthly Report - Visitor Information Centre

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 2.1 An attractive environment for business, tourism and industry Strategy: 2.1.1 Promote Uralla Shire and the region as a place to live, visit and invest Activity: 2.1.1.1 Promote Uralla Shire through the Visitor Information Centre Action: 2.1.1.1 Operate the Visitor Information Centre to meet agreed service levels

SUMMARY: This report provides an outline of activities at the Visitor Information Centre (VIC) for the month of July 2019.

OFFICER’S RECOMMENDATION: That the report be received and noted.

BACKGROUND: As part of Council’s standing reports, Council is kept updated about functions and activities at the Visitor Information Centre (VIC), including monthly visitor numbers since January 2011.

REPORT: The VIC received a total of 752 visitors in July 2019. This represents an increase of 36.98% on the June figure of 549 but a decrease of 8.52% on the July 2019 figure of 822 visitors. The eight-year average for July is 840 visitors.

The majority of travellers who came through the Visitor Information Centre (VIC) came from New South Wales (64.23%), then Queensland (16.62%) and Victoria (9.71%). There were 21 international visitors, principally from UK (38%), Taiwan (24%), USA (14%) and then New Zealand and Vietnam (10% each).

Sales for July 2019 totalled $1,617 (ex GST) - a 30.93% increase on the June figure of $1,235 and a 25.82% decrease on the July 2018 figure of $2,174.

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Sales to-date for 2019/20 Annual July Sales Total Total Year Month (ex. GST) (ex GST) July $1,617 2014/15 $1,352 Total ($) $1,617 2015/16 $1,363 2016/17 $1,495 2017/18 $1,403 2018/19 $2,174 2019/20 $1,617

Uralla Visitor Information Centre Visitor Numbers 1600 1400 1200 1000 800 600 400 Numbers 200 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2010/11 953 603 1,021 1,376 837 889 2011/12 885 814 1,020 1,072 883 972 1,207 730 881 1,182 757 703 2012/13 779 690 1,008 1,130 764 757 1,120 856 1,044 1,305 1,018 741 2013/14 891 728 946 1,088 807 784 1,342 759 962 1,253 905 682 2014/15 811 694 980 1,187 798 903 1,205 778 1,050 1,353 985 830 2015/16 874 738 1,026 1,085 747 782 1,118 684 793 1,098 793 631 2016/17 734 804 882 889 699 842 1,002 578 1,007 1,204 1,052 760 2017/18 921 680 868 987 787 797 993 556 773 1,172 902 627 2018/19 822 635 731 955 659 772 907 573 742 1,010 829 549 2019/20 752 Month

COUNCIL IMPLICATIONS:

1. Community Engagement/ Communication (per engagement strategy) Nil

2. Policy and Regulation Nil

3. Financial (LTFP) Nil

4. Asset Management (AMS) Nil

5. Workforce (WMS) Nil

6. Legal and Risk Management Nil.

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7. Performance Measures Nil

8. Project Management Nil

Prepared by staff member: Tourism Promotions and Operations Officer TRIM Reference Number: UINT/19/4318 Approved/Reviewed by Manager: Director Infrastructure and Development Department: Infrastructure and Development Attachments: Nil

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REPORT TO COUNCIL

Department: Infrastructure & Development Submitted by: Director Infrastructure & Development Reference/Subject: Report 4 – Notice of Late submission of Report to Council - Funding for Stronger Country Communities Round 3

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 4.2 An effective and efficient organisation Strategy: 4.2.2 Operate in a financially responsible and sustainable manner Activity: 4.2.2.3 Maximise grant and funding partnership opportunities Action: 4.2.2.3.1 Identify and seek grant funding opportunities, as resources provide, for infrastructure and development projects or services

SUMMARY: This report is to notify Council that the Stronger Country Communities Round 3 Report will be submitted as a late Report.

OFFICER’S RECOMMENDATION: That Council note the Stronger Country Communities Round 3 Report will be submitted as a late Report to Council.

BACKGROUND: Nil

REPORT: Nil

CONCLUSION: Nil

COUNCIL IMPLICATIONS: 1. Community Engagement/ Communication (per engagement strategy) N/A

2. Policy and Regulation Nil

3. Financial (LTFP) Nil

4. Asset Management (AMS) Nil

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 45 Uralla Shire Council Council Business Paper – 27 August 2019

5. Workforce (WMS) Nil

6. Legal and Risk Management Nil

7. Performance Measures Nil

8. Project Management Manager Planning and Development

Prepared by staff member: Terry Seymour TRIM Reference Number: UINT/19/4639 Approved/Reviewed by Manager: Director of Infrastructure & Development Department: Infrastructure & Development Attachments: Nil

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 46 Uralla Shire Council Council Business Paper – 27 August 2019

REPORT TO COUNCIL

Department: Corporate Services Submitted by: Acting Coordinator Governance and Risk Reference/Subject: Report 5 – Draft Complaints Management Policy 2019

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 4.2 An effective and efficient organisation Strategy: 4.2.7 Ensure compliance with regulatory and statutory requirements and that operations are supported by effective corporate governance Activity: 4.2.7.1 Improve the corporate governance framework Action: 4.2.7.1.1 Establish and implement the Corporate Governance Improvement Action Plan

SUMMARY: This report provides a “Draft Complaints Management Policy 2019” at Attachment A, prepared in accordance with NSW Ombudsman Guidelines and endorsed (as amended) by council’s Audit Risk and Improvement Committee and the Council meeting held on the 23rd July 2019.

OFFICER’S RECOMMENDATION: That Council: 1. Approve the “Draft Complaints Management Policy 2019” at Attachment A for public exhibition for 28 days. 2. Subject to no submissions received during public exhibition, adopt the “Draft Complaints Management Policy 2019” at Attachment A. 3. That $14,000 be included in the current budget to fund the first stage of the Complaints Handling System for training to be completed and the system operational, with funding to be addressed at the quarterly budget review. 4. That $15,000 be listed in the 2020/2021 budget considerations for the full implementation of the Complaints Handling System.

BACKGROUND: A review of Council’s “Handling of Complaints Policy 2015” adopted 22 June 2015 [8.06/15] is required to ensure compliance with NSW Ombudsman guidelines. Since the last Council meeting on the 23rd July 2019 further revisions have been made to the policy and the revised copy of the policy is attached (Attachment A).

Related Resolutions During 2018 Council and the Audit Risk and Improvement Committee resolved as follows:

• At its meeting of 24 July 2018 the Audit and Risk Committee considered a “Draft Policy: Complaint Handling 2018” and resolved to recommend to Council that it be placed on public exhibition for a period of 28 days and adopted, subject to public submissions being received.

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The draft Policy was subsequently considered by Council at its Ordinary Meeting held 28 August 2018.

• At its Ordinary Meeting held 28 August 2018, Council resolved [15.08/18]: That Council: 1. Make the following amendments to the draft Policy: Complaint Handling 2018 [Attachment D]: a. Modify the first paragraph under Section 4.4 to read: Council has adopted a four-tiered approach to handling standard complaints. b. Insert as a third tier, ‘Review by the Governing Body’: If the Complainant remains unsatisfied with the outcome, the complaint, will be submitted to the Governing Body of Council. c. Insert as a second paragraph under Section 4.6: Council appreciates complainants are often under a degree of stress when lodging a complaint and Council will take reasonable steps to understand the issues. The decision on whether or not a complainant is behaving unreasonably and/or the complaint is vexatious is the responsibility of the General Manager. All complainants (including those whose complaints are deemed unreasonable or vexatious) will be advised of their right to appeal to the Council Governing Body. d. Insert on page 161 at Section 4.5.2 at the end of the second paragraph: The person appointed to be the independent Code of Conduct reviewer or their associate cannot become the investigator if it is determined that an investigation is required. 2. Refer the draft Policy: Complaint Handling 2018, as amended by (1) above, to Council’s Audit, Risk and Improvement Committee for its consideration.

• At its meeting of November 2018 the Audit Risk and Improvement Committee resolved “That a decision on the Policy: Complaint Handling 2018 be deferred until further review on policy and process is undertaken.”

• At its meeting of 16 April 2019 the Audit Risk and Improvement Committee considered a revised policy “Draft Complaints Management Policy 2019” prepared in accordance with NSW Ombudsman Guidelines and addressing issues raised by council and the committee in relation to previous draft policy, resolving as follows: That: 1. The Audit Committee endorse the Draft Complaints Management Policy 2019 for Council consideration and public exhibition; and 2. Clause 5.3 of the draft policy be amended to provide that the senior officer designated by the General Manager is not the Tier 1 reviewer.

Last Meeting At the council meeting held on the 23rd July 2019 the Council resolved [09.07/19]:

“That Council: 1. Receive a report at the next meeting outlining the comments of Acting General Manager regarding the role of Councillors and those areas of the Model of complaint handling not covered in this report. 2. Receive additional information on the requirements of the complaints handling process and the additional information for the CRM module. 3. That this information include more detail in the costings.”

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REPORT:

Revisions to the Document

Detailed revisions have now been made at the following points in the document and these are detailed below under the respective headings.

1. Further Document Information and Relationships

As requested at the July meeting, a section has been added to highlight the Councillors’ role under the Local Government Act 1993.

“The Councillors have a role under Section 232 of the Local Government Act 1993 as a member of the governing body to review the performance of the council, its delivery of services, and the delivery program and revenue policies. The Councillors also represent the interests of the residents and ratepayers.”

2. Objective

The 2nd paragraph has been simplified to make it easier to understand.

3. Policy

Emphasis on providing a timely response to the complainant has been added.

4. Lodging a Complaint

A complaint can be lodged by direct personal contact with a staff member or Councillor has been added.

5. Anonymous Complaints – Section 3.3

The following words have been added to clarify that a complainant can ask to have their complaint kept confidential.

“However, a complainant can ask to have their details withheld by the General Manager when the complaint is being investigated and for these details to be kept confidential”

6. Responsibilities

This is a complete addition to the policy and outlines and clarifies the responsibilities of the various levels of the organisation. The Councillors have been included in this section again to reinforce their role under the Local Government Act.

“RESPONSIBILITIES

Mayor and Councillors

Are responsible to ensure that complaints they receive are promptly referred to the General Manager and staff.

General Manager

• The General Manager is responsible to ensure that the Complaints Handling system is implemented and is operating in accordance with the associated procedures for the handling of complaints. • To ensure that when a request is made for review it is investigated under tier 1 of the system. • To carry out a review where a review has been requested under tier 2 of the system.

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• To work with any complaint that has escalated to tier 3 and ensure that the complaint is referred to the appropriate external organisation for investigation or for mediation or conciliation.

Managers and Supervisors

• Are responsible to ensure that complaints within their area of operation are appropriately investigated and managed by their staff in accordance with this policy. • Undertake Tier 1 reviews as required or if it cannot be resolved at a local level is referred to the General Manager for Tier 2 review.

Staff

• Are responsible for the implementation of this complaints management policy within their area of operation. • If staff cannot resolve the issue, then the matter should be referred to their manager or supervisor for Tier 1 review.“

7. Tier 3 Review

The language has been simplified to make it clearer regarding the recommendation to external review. External review can occur at any time where information comes to light that the person has received advice from a staff member or Councillor that is contrary to policy or is outside the provisions of the Act.

Cost to Implement the Complaints Handling System

A review of the detail to implement the Complaints Handling system has been carried out with Council’s IT staff. The following steps are involved in the system’s implementation:

1. Implementing the Customer Request Module a. The system is currently partially functional. A few staff can input into the system, but there has been no follow up on the process and a large number of complaints have not been formally closed off but are essentially completed. b. The decision has been made to close off everything over 3 months old to make the next stage of implementation simpler. c. Definitions need to be added to provide the core system. d. The above tasks are to be carried out in house and will be completed by November 2019, no additional funding required.

2. Definition of the Categories and Sub-Categories plus Initial Training a. The relevant categories and sub-categories need to be defined and simplified to provide for clear reporting and efficient processing of the complaints. (in house) b. Final determination of the responsible officers for the operation of the system. (in house) c. Training by external trainers on the administration of the system and how to use the system for the staff by external trainers. d. External costs of $14,000 to complete stage 2 and have a functional system for base operations.

3. Final Implementation a. Upgrade to Authority 7 System (this work is already planned and is not included in the costs). b. This will allow the full migration of the complaints handling system to field operations and the introduction of e-services through the Council’s Web Page.

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c. Final proofing of the system to fully operational status and automatic production of performance reporting to the organisation and Council. d. Cost to implement using consultant services will be $15,000 and is programmed to be completed in the next financial year, subject to funding allocation.

KEY ISSUES: • Review of Council’s “Handling of Complaints Policy 2015” is required to ensure compliance with NSW Ombudsman requirements, the Council’s Code of Conduct and the Local Government Act 1993.

COUNCIL IMPLICATIONS:

1. Community Engagement/ Communication (per engagement strategy) Community engagement has been held on the previous version of the policy and the changes are in relation to the comments made during this process.

2. Policy and Regulation o NSW Ombudsman Guidelines o The revised policy “DRAFT Complaints Management Policy 2019” at Attachment A is the Council’s policy to ensure that complaints are handled efficiently and effectively, and on adoption will replace the current “Handling of Complaints Policy 2015”.

3. Financial (LTFP) Financial details are provided above. Full cost to implement is $29,000 over two financial years.

4. Asset Management (AMS) Reports from the Complaints register are used to provide information on operational areas where a higher level of intervention is required like renewal or replacement.

5. Workforce (WMS) Full training is needed to ensure the system is operated to its full capacity and provides a full service to customers and to manage operations.

6. Legal and Risk Management The system is important for providing proof of service and that due diligence is being carried out within our operations.

7. Performance Measures The system has a high level of performance measures built in.

8. Project Management Project is programmed to be implemented over two financial years.

Prepared by staff member: Acting Coordinator Governance and Risk TRIM Reference Number: UINT/19/4662 Approved/Reviewed by Manager: David Aber, Acting General Manager Department: General Manager’s Office Attachments: Attachment A: “ Draft Complaints Management Policy 2019”

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 51

DRAFT

Policy:

Complaints Management

2019

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INFORMATION ABOUT THIS DOCUMENT

Date Adopted by Resolution No. Council Document Owner Executive Manager Corporate Services Document Coordinator Governance and Risk Development Officer Review Timeframe 4 years Last Review Date: Next Scheduled 2023 Review Date

Document History Doc No. Date Amended Details/Comments eg Resolution No.

Further Document Information and Relationships The Councillors have a role under Section 232 of the Local Government Act 1993 as a member of the governing body to review the performance of the council, its delivery of services, and the delivery program and revenue policies. The Councillors also represent the interests of the residents and ratepayers.

Related Legislation* Government Information (Public Access) Act 2009 (NSW) (the GIPA Act) Commission Against Corruption (ICAC) Act 1988 Privacy and Personal Information Protection Act 1998 (NSW) (PPIP Act). Local Government Act 1993 and Regulations Public Interest Disclosures Act 1994 Related Policies Internal Reporting Policy 2019 Code of Conduct 2019 Procedures for the Administration of the Code of Conduct 2019 Related Procedures/ NSW Ombudsman Guidelines Protocols, Statements, documents Note: Any reference to Legislation will be updated in the Policy as required. See website http://www.legislation.nsw.gov.au/ for current Acts, Regulations and Environmental Planning Instruments.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 53 DRAFT Policy: Complaints Handling 2019

TABLE OF CONTENTS

1. OBJECTIVE ...... 2 2. POLICY...... 2 3. LODGING A COMPLAINT ...... 2 3.1 The Public Officer ...... 3 3.2 Complaints that may not be investigated ...... 3 3.3 Anonymous Complaints ...... 3 3.4 Serious complaints ...... 3 3.5 Confidentiality ...... 4 4. RESPONSIBILITIES Mayor and Councillors ...... 4 5. COMPLAINT HANDLING SYSTEM ...... 5 6. COMPLAINT HANDLING PROCEDURE ...... 5 6.1 Tier 1a – Complaints that can be resolved directly ...... 5 6.2 Tier 1b – Complaints that can be resolved following investigation ...... 6 6.3 Tier 2 – Unresolved complaint referred for internal review ...... 6 6.4 Tier 3 – External review ...... 7 7. COMPLAINTS AGAINST THE GENERAL MANAGER AND COUNCILLORS...... 8 8. DEFINITIONS ...... 8 9. SCOPE OF POLICY ...... 9 10. REVIEW OF POLICY ...... 9

Page 1 of 9

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 54 DRAFT Policy: Complaints Handling 2019

1. OBJECTIVE

The aim of this policy is to implement a system for satisfactorily addressing complaints, as defined in Section 8 of this policy document, submitted or referred to the Uralla Shire Council.

The Council aims to ensure that each complaint is dealt with fairly and impartially. The basis of this policy is to provide a satisfactory system of review for complainants who are not satisfied with the initial response from council to their complaint. In order to minimise the complainant seeking resolution through an external organisation, the Council will strive to address complainant’s objections at the local level, wherever appropriate and possible.

The complainant can exercise their right to make further representations directly to external agencies such as the NSW Ombudsman, the Minister for Local Government or the Independent Commission Against Corruption (ICAC). This is seen as an action of last resort.

This policy does not override the General Manager's obligation, under Section 11 of the ICAC Act 1988, to notify the Commission of possible corrupt conduct. Complaints and compliments are a welcome form of feedback for Council and assist in the planning and improvement of Council's systems, procedures and policies.

2. POLICY

Council’s policy aims to minimise complaints by ensuring all services, policies and procedures are effectively managed, communicated and delivered to the community. However, Council recognises that at times complaints will arise. The policy that follows provides clear guidelines to ensure all complaints are dealt with on a prompt and equitable basis and a timely response is provided to the complainant.

3. LODGING A COMPLAINT

Complaints may be lodged with Council by: • Direct personal contact with a staff member or Councillor. • By telephone to our customer service staff • By personal email • By personal letter

Complaints should detail the name, address and contact phone numbers of the complainant together with a brief description of the issue(s) giving rise to the complaint. This allows Council staff to follow up on any further details needed to resolve the issue. Our Staff must follow the procedures set out in this policy. Any Councillor in receipt of a complaint should (preferably in writing) refer the matter directly to the General Manager’s Office.

Page 2 of 9

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3.1 The Public Officer

Council's Public Officer is charged under the Local Government Act with the responsibility of overseeing the management of complaints from the public concerning Council's affairs.

3.2 Complaints that may not be investigated

The General Manager or Public Officer may determine that a complaint will not be investigated where that complaint: • is considered frivolous, vexatious or not made in good faith or concerns a trivial matter • involves a matter where an adequate remedy or right of appeal already exists, whether or not the complainant uses the remedy or right of appeal • relates to a decision of elected Council • relates to conduct before a court, coroner or tribunal • relates to matters under investigation by the Minister for Local Government, ICAC, the NSW Ombudsman's office, a Minister of the Crown or government department or the NSW Police Service • relates to the appointment or dismissal of any employee or an industrial or disciplinary issue • relates to a decision, recommendation, act or omission which is more than one year old unless the complainant can show to the satisfaction of the General Manager that there were strong and extenuating circumstances that prevented the complaint being made within the one year period • relates to a matter awaiting determination by the elected Council • relates to the actions or conduct of private individuals • relates to a matter where there is insufficient information available or • involves a matter where the complainant declines or refuses to provide further information and/or there are threats made against Council.

Should the General Manager or Public Officer determine that a complaint will not be investigated, the complainant will be advised of the reason(s) for the decision.

3.3 Anonymous Complaints

Anonymous complaints will not be accepted. However, a complainant can ask to have their details withheld by the General Manager when the complaint is being investigated and for these details to be kept confidential. Confidentiality in regards to disclosure of sensitive information will be applied to all complaints according to the Privacy Act. Complete anonymity, however, cannot be guaranteed within the Council if a complaint is to be fully addressed.

3.4 Serious complaints

All complaints, including those received verbally, alleging corrupt conduct, pecuniary interest breaches, improper use of position, criminal action or maladministration are to be registered as detailed in the Procedure section of this Policy (Section 4) and referred to the General Manager or Public Officer.

Page 3 of 9

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Complaints of this nature will be dealt with in accordance with Council's Code of Conduct and Council’s Public Interest Disclosure Policy. If the allegation relates to the General Manager, the matter must be reported to the Mayor. Complaints against the General Manager will be managed in accordance with Section 7 of this policy

3.5 Confidentiality

Confidentiality will be given to complaints according to the principles in the Government Information (Public Access) Act. Wherever possible complaints are to be resolved and reviewed locally and have the fewest people necessary involved. Complaints are treated confidentially and information is only used for the purposes for which it was collected unless: • either the consent of the individual(s) is obtained • Council has reasonable grounds for believing the use of the information will reduce a threat to the life or health of any person, or • The use is authorised by law.

4. RESPONSIBILITIES

Mayor and Councillors

Are responsible to ensure that complaints they receive are promptly referred to the General Manager and staff.

General Manager

The General Manager is responsible to ensure that the Complaints Handling system is implemented and is operating in accordance with the associated procedures for the handling of complaints.

To ensure that when a request is made for review it is investigated under tier 1 of the system.

To carry out a review where a review has been requested under tier 2 of the system.

To work with any complaint that has escalated to tier 3 and ensure that the complaint is referred to the appropriate external organisation for investigation or for mediation or conciliation.

Managers and Supervisors

Are responsible to ensure that complaints within their area of operation are appropriately investigated and managed by their staff in accordance with this policy.

Undertake Tier 1 reviews as required or if it cannot be resolved at a local level is referred to the General Manager for Tier 2 review.

Staff

Are responsible for the implementation of this complaints management policy within their area of operation.

Page 4 of 9

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If staff cannot resolve the issue, then the matter should be referred to their manager or supervision for Tier 1 review.

5. COMPLAINT HANDLING SYSTEM

The procedure for handling complaints directly relating to the General Manager and Councillors is outlined in the Council Code of Conduct.

For all other complaints Council has adopted a three-tier approach:

Tier 1a and b – Frontline complaint handling

Tier 1a • Staff resolve complaints wherever possible at first contact. Staff will register all complaints and the resolution/action taken in the Records Electronic Document Management System.

Tier 1b • Frontline staff may need to refer the complaint to the appropriate Council Officer for resolution.

Tier 2 – Internal review • The General Manager, Public Officer or a designated senior officer, designated by the General Manager reviews unresolved complaints.

Tier 3 – External review • Unresolved complaints referred externally. This may take the form of:  Alternative dispute resolution procedure, such as mediation or conciliation  Complaint referred to external agency, such as the Ombudsman  Complainant informed of appeal procedure or other legal remedy.

6. COMPLAINT HANDLING PROCEDURE

6.1 Tier 1a – Complaints that can be resolved directly

Any staff member approached by persons enquiring how to lodge a complaint must advise that person of the methods available. There is no need to record the enquiry. A record is only made when the complaint is lodged regardless of how minor the complaint may be.

Upon receipt of a complaint, the staff member receiving the complaint must ensure that the complaint is registered in Council's electronic data management system and indexed under the Complaints Subject. Any verbal complaint should be recorded in full detail as a Customer Request in Council's electronic data management system and indexed to the Complaints Subject. Any written complaint in the form of a letter must be referred to the Records Section to be registered in Council's electronic data management system.

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Any electronic complaint (email) if received via the corporate mailbox is registered by Records, or by the officer receiving the email if sent to an individual officer's mailbox. Upon receipt of a written complaint, the General Manager or Public Officer shall forward a letter of acknowledgement of receipt and course of action to be taken.

6.2 Tier 1b – Complaints that can be resolved following investigation

A staff member receiving a verbal complaint of a minor nature should deal with the complaint at that time or refer it immediately to a more appropriate staff member who may be able to resolve the problem on the spot. The staff member who resolves the complaint should immediately register the complaint in Council's electronic data management system as a Customer Request and index to the Complaints Subject.

All complaints of a more serious or complex nature or minor verbal complaints that cannot be resolved on the spot must be registered in Council's electronic data management system in accordance with the workflow procedure for complaints and referred to the relevant senior officer for investigation, action and a response to the complainant. The complaint is also referred to the General Manager or Public Officer as part of the workflow process so that complaints may be monitored and followed up as necessary.

The General Manager or Public Officer will determine if a complaint should be lodged with an external agency or authority and will contact the complainant to refer that person to the appropriate agency or authority. The senior officer investigating the complaint will determine what, if any, remedial action will be taken and must ensure that all details of the investigation and remedial action taken or offered to the complainant and the subsequent response to the complainant are reported in Council's electronic data management system and linked to the original complaint registration.

All complaints should be acknowledged in writing with the complainant being provided with confirmation that the complaint has been recorded within Council’s electronic data management system and the appropriate contact details for further enquiries.

Where a manager has conducted an investigation, the relevant Director/senior officer must sign off on the report.

This process must be completed within ten working days of receipt of the complaint, excepting where further information is waiting to be received.

6.3 Tier 2 – Unresolved complaint referred for internal review

Complaints that have not been resolved to the satisfaction of the complainant under the Tier 1 procedure, will be then subject to internal review.

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 59 DRAFT Policy: Complaints Handling 2019

A Council officer upon being advised, by the complainant, that the complaint has not been dealt with satisfactorily must refer the matter to the General Manager’s Office or Public Officer. The General Manager or Public Officer will advise the complainant that the matter will undergo an internal review.

The internal review will be supervised by the General Manager or Public Officer or a senior officer (not the Tier 1 reviewer) designated by the General Manager. The final report of investigation will be reviewed by the General Manager. The focus of the investigation will be to resolve the complaint wherever possible. The General Manager or Public Officer or designated senior officer has the delegation to:

o reconsider the original decision or remedial action afresh and take any appropriate corrective action o overturn previous decisions and issue instructions as needed o Consider appropriate actions to be taken in cases where maladministration or detriment is revealed arising from the Council's dealing with the complaint.

The internal review must be conducted within fourteen days of referral of the matter in writing to the General Manager or Public Officer. The General Manager or Public Officer shall forward a letter to the complainant advising of the result of the review, any action taken and of the right to an external review.

6.4 Tier 3 – External review

Should a complaint and subsequent review not be resolved to the satisfaction of the complainant under Tier 2, the General Manager or Public Officer will advise the complainant that the complaint may be referred to an external agency for external review or offer the option of a dispute resolution process such as mediation or conciliation.

Complaints, dependent on their nature, can be referred to the following external agencies for an external review:

• The NSW Ombudsman Who investigates complaints concerning: o maladministration

• NSW Office of Local Government Who investigates complaints concerning: o serious noncompliance with the Act and regulations o systematic and serious deficiencies in Council functions and operations o pecuniary interests o failure to disclose o councillor misconduct

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 60 DRAFT Policy: Complaints Handling 2019

• The Independent Commission Against Corruption Who investigates complaints concerning: o corrupt conduct in the NSW public sector.

• Anti-Discrimination Board Who investigates complaints concerning: o discrimination o disability o vilification o victimisation o harassment

• Australian Competition and Consumer Commission Who investigates complaints concerning: o competitive neutrality

• Privacy NSW Investigates complaints concerning: o Breaches of the Privacy and Personal Information Act 1998.

• NSW Audit Office Who investigates complaints concerning: o serious and substantial waste of public money

7. COMPLAINTS AGAINST THE GENERAL MANAGER AND COUNCILLORS

A complaint against a Councillor or the General Manager is to be managed in accordance with the Uralla Shire Council Code of Conduct and Procedures for Administration of the Code of Conduct. This may involve referral to the Council’s Conduct Committee.

8. DEFINITIONS

Complaint: For the purpose of this policy a complaint is any expression of dissatisfaction with: o Level and quality of service or policies or procedures. o Service provided by Council staff, contractors and systems. o Impact of a particular policy and procedure. o Council’s decision making process. o Corrupt conduct or failure to declare pecuniary interest/conflict of interest. o Breach of Code of Conduct. o Wrong or misleading advice.

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Additionally, a valid complaint is one where Council has or would appear to have failed to respond appropriately to a request for a service or a report. A complaint for the purpose of this policy does not include: o Matters or services not related to Council, Council staff or Councillors o A request for services o A request for information or explanation of policies or procedures or decisions of Council o Reports of damaged or faulty infrastructure (e.g. road pothole) o Reports of hazards (e.g. fallen tree branch) o Reports concerning neighbours or neighbouring property (e.g. noise or unauthorised building works) o Lodgement of an appeal to a Council decision, policy or procedure (e.g. a complaint about an approved development or draft policy or plan – unless this is a recorded as a complaint about Council’s decision making process)

9. SCOPE OF POLICY

This policy applies to: o Council employees o Councillors o Council consultants and contractors o Council owned businesses o Community volunteers

10. REVIEW OF POLICY

The Complaints Management Policy is to be reviewed at least every four years.

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 62 Uralla Shire Council Council Business Paper – 27 August 2019

REPORT TO COUNCIL

Department: General Manager’s Office Submitted by: General Manager Reference/Subject: Report 6 – Recommendations from the Communications Workshop Discussion

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 4.1 A strong, accountable and representative Council Strategy: 4.1.2 Engage with the community effectively and use community input to inform decision making 4.1.3 Provide open, accountable and transparent decision making for the community

SUMMARY: The purpose of this report to put forward some of the recommendations made from the discussion at the Communications Workshop held on the 13th August 2019.

OFFICER’S RECOMMENDATION: That the results of the communication workshop on the 13th August 2019 be considered by the Council and that recommendations be made from the ideas for communication improvement listed in this report.

BACKGROUND: At its workshop held on the 13th August 2019, the Council undertook a holistic review of the methods of communication currently in practise by Uralla Shire Council.

With the introduction of the Community Strategic Plan and the Integrated Planning and Reporting (IP&R) Cycle, there is a growing need for the Council to have a strong communications network within its community. The ongoing success of IP&R depends on it. Details of the cycle are provided in Attachment A.

The aim of communications is to keep the public informed about the Council’s activities and the services it provides, and to seek community input into new strategies and plans being prepared as the strategic plan is being implemented. It is an important that the Council have a two-way path of communication and that a relationship is developed with the community. The current communications plan was adopted in 2015.

The workshop identified that the public wants good information that is timely, accessible, accurate and concise and that there are many diverse groups that make up the community we serve who sometimes have competing and different interests. The challenge is to have communication methods that meet all needs for communication to such a diverse group. Without good lines of communication gossip tends to fill the vacuum.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 63 Uralla Shire Council Council Business Paper – 27 August 2019

Communication Methods

The current communication methods utilised by Council include:

• Email • Facebook posts • Newsletter • Website posts • Press releases • Radio (interview or advertising) • Community Meetings • Committee Meetings • Letters • Telephone • Noticeboards

Direct forms of communication with individuals tends to be public meetings, telephone, email and letters. This allows for a direct engagement and response to people and provides a personal face and interaction with the Council. This does not allow for a mass communication of the councils progress or programs.

Broadcast forms of communication include updates to Council’s website, Facebook posts, Radio and Noticeboards. The message is placed in a public space and it is up to the individual whether they receive the message or are looking for information. The disadvantage for these methods is that people need the ability to obtain the message e.g. Web based methods may not be accessible to the outer areas of the Shire through the problems with internet coverage or people do not listen to the radio station or read the newspaper publishing our material.

Positive feedback received at the meeting indicated that the newsletter was a useful communication tool but there were concerns that it was not reaching the outer areas of the Shire because of problems with distribution by post. The monthly publication was the right frequency, however the newsletter does not have by necessity a lot of detail and other communication methods are required to provide further information.

What can we do to Improve our Communication?

The difficulty with this question, as discussed at the workshop, was that there is no “magic bullet” which meets all of Council’s communication needs. Council will need to maintain a suite of methods to keep lines of communication open with the community.

Ideas for Improvement are:

1. Making an A3 version of the newsletter which can be posted on community noticeboards. 2. Establishing space at community noticeboards in the villages for Council materials such as the newsletter, press releases and advertisements. Installing Council noticeboards in some communities may be necessary as well as ensuring there will be someone to keep them up to date. 3. Establishing email address registers of people who would like to be on a regular emailing list for council information or with links to council’s latest website updates and social media posts. 4. Establishing an email address register for local contractors who wish to be informed of opportunities to provide services to Council.

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5. Having a standard item for communication on the Council’s Ordinary Meeting agenda to discuss communication of the Council’s decisions at that meeting. 6. Provide letters to adjoining owners prior to construction works being carried out in the vicinity. 7. The weekly works report be published on the Council’s web page.

KEY ISSUES: • In the absence of clear concise communication people will use gossip to fill the void. • It is important to provide a united front on delivering the strategic plan as it is the council’s plan for the community. • There is no one solution to providing communication and Council will need to rely on a suite of methods.

CONCLUSION: No clear recommendations were made to bring forward to the Council meeting, however consideration needs to be given to the ideas generated at the workshop that can be put forward to our current service delivery and the Communications Management Plan.

COUNCIL IMPLICATIONS: 1. Community Engagement/ Communication (per engagement strategy) Improved communication will provide better informed input into our long term and medium term strategies. It will also give the community confidence in the Council’s performance.

2. Policy and Regulation The Communications Management plan has been in place since 2015 and needs to be reviewed in the light of the above discussions.

3. Financial (LTFP) Minimal cost is associated with the setting up of the web registers to allow direct mail out of releases and contract/purchasing opportunities.

4. Asset Management (AMS) Nil

5. Workforce (WMS) A review of the Communications role within the Council needs to be carried out.

6. Legal and Risk Management Clearer precise communications will reduce Council’s risk exposure.

7. Performance Measures Nil

8. Project Management Nil

Prepared by staff member: David Aber, Acting General Manager TRIM Reference Number: UINT/19/4653 Approved/Reviewed by Manager: N/A Department: Attachments: Attachment A – Integrated Planning & Reporting Cycle from IP&R Manual March 2013 Attachment B – Uralla Shire Council Wepbage Usage Data Attachment C – Uralla Shire Council Facebook Usage Data

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 65 Uralla Shire Council Council Business Paper – 27 August 2019

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 66 Uralla Shire Council Council Business Paper – 27 August 2019

Attachment B – Webpage Usage Data

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 67 Uralla Shire Council Council Business Paper – 27 August 2019

Attachment C – Facebook Usage Data

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REPORT TO COUNCIL

Department: Infrastructure & Development Submitted by: Director Infrastructure & Development Reference/Subject: Report 7 – Heritage Advisory Services Summary for August 2019

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 3.1 To preserve, protect and renew our beautiful natural environment Strategy: 3.1.2 Protect the Shire’s historic buildings and sites, recognising their value to the community Activity: 3.1.2.1 Provide heritage services and support Action: 3.1.2.1.1 Facilitate a Heritage Advisory Service and Local Heritage Assistance Fund

SUMMARY: This report summarises the activities undertaken by Mitch McKay, Council’s Heritage Advisor, on his monthly visit undertaken for August 2019. His next visit will be Tuesday, 3 September 2019.

OFFICER’S RECOMMENDATION: That the Heritage Advisory Services Summary for August 2019 be received and noted by Council.

BACKGROUND: The Heritage Advisory Services Summary is provided to Council for information purposes each month. The Heritage Advisor’s services are offered free to all residents of Uralla Shire so as to facilitate discussion of heritage conservation within the Shire.

COUNCIL IMPLICATIONS:

1. Community Engagement/ Communication (per engagement strategy): Provide heritage advisory services to the community to recognise and promote the value of Uralla Shire’s heritage.

2. Policy and Regulation: Privacy and Personal Information Protection Act 1998 OLG Model Policy – Private and Confidential Information

3. Financial (LTFP): Nil

4. Asset Management (AMS): Nil

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5. Workforce (WMS): Nil

6. Legal and Risk Management: Nil

7. Performance Measures: Nil

8. Project Management: Nil

Prepared by staff member: Matt Clarkson, Manager Development & Planning TRIM Reference Number: UINT/19/4522 Approved/Reviewed by Manager: Director Infrastructure & Development Department: Infrastructure & Development Attachments: Attachment 1 - Edited Heritage Advisor Summary Attachment 2 - Confidential Heritage Advisor Summary

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 70

HERITAGE ADVISORY MEMO No. 71 date: 6 August 2019 ………………………………………………………………………………………………………………………………………………………….

ITEM 1: Rocky River Goldfields

Met with a graphic designer who has been engaged by Uralla Shire Council to prepare the interpretive signs for this project.

There is a need to seek further generic images that could be used in this project that would break up the text.

A search over the internet found images that could be considered, however, they may be subject to copyright and a fee may be payable for use of an image or images.

Some of the images are by Samuel Thomas Gill, an English artist who migrated to Australia with his family in 1839. Gill produced some of the most vivid images of life on the Victorian goldfields. These included not only topographical views, but also graphic illustrations of methods used to extract the gold, sly grog tents, pugilist gatherings, the notorious license hunts and scenes of violence on the goldfields. He, like no other artist, gave the gold rushes a human face, presenting a psychological portrait of life on the goldfields.

Unlike many of his contemporaries, Gill also showed the dark side of the mining rushes: racial tension with Chinese miners, environmental destruction and the human toll that lay behind the rivers of gold.

The images credited to Gill are within the period of the Rocky River Goldfields, some within the Rocky’s boom years of 1852-1867. The images depict what would have been typical of life on the Rocky as well as on other goldfields throughout the Colony at that time.

HERITAGE ADVISORY MEMO No. 71

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 71 date: 6 August 2019 ………………………………………………………………………………………………………………………………………………………….

ITEM 2: Next Heritage Advisor visit

The Heritage Advisor’s next visit will be 3 September, 2019.

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REPORT TO COUNCIL

Department: General Manager’s Office Submitted by: Acting General Manager Reference/Subject: Report 8 – Election of Chairman, Uralla Township and Environs Committee

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 4.1 A strong, accountable and representative Council Strategy: 4.1.2 Engage with the community effectively and use community input to inform decision making Activity: 4.1.2.1 Incorporate inclusive community consultation and stakeholder engagement in Council decision making Action: 4.1.2.1.5 Conduct community engagement and consultation activities

SUMMARY:

The purpose of this report is for Council to appoint the Chairman for the Uralla Township and Environs Committee (UTEC) from the nominations received for the position.

OFFICER’S RECOMMENDATION:

That the appointment of the Chairman of the Uralla Township and Environs Committee be a matter for the Council’s consideration from the list of nominees received by the General Manager.

BACKGROUND:

The Council at its meeting held on the 25th June 2019 resolved [25.06/19]:

“That Council:

a) Extend the term of the Uralla Township and Environs Committee (UTEC), including all current members, to June 30 2020. b) Invite the committee to recommend a member of the committee for appointment as the Chairperson for the coming year; c) Authorise its delegates to the committee to explain the benefits of bi-monthly meetings to the committee; and d) Re-adopt the Uralla Township and Environs Committee Constitution 2018.”

REPORT:

The life of the committee is dependent on the adoption of the Constitution by the Council. At the meeting of UTEC held on the 13th August 2019 the Chair called for nominations for the position of Chairperson and the following nominations have been received for the position.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 73 Uralla Shire Council Council Business Paper – 27 August 2019

Nominee Put Forward by Kent Mayo Kent Mayo Kent Mayo Carol Higgenbottom Kent Mayo James Sinclair Kent Mayo Anne Mayo Colin Hull Colin Hull Colin Hull Kath Corcoran Noelene Porter Kath Corcoran

KEY ISSUES:

• The objective of the Committee is to advise Council on the future development and redevelopment of public spaces in and near Uralla. • The Committee will meet at least two times each year and will be operational until April 2019, with Council to review its continued operation at that time. Currently the next meeting is scheduled for the 10th September 2019. • Council may amend the Constitution, by resolution, at any time. • The Council appoints the Chairman of the Committee under Section 7.1 of their Constitution.

CONCLUSION:

This report recommends that Council appoint the Chairman for the Uralla Township and Environs Committee (UTEC) from the nominations received for the position.

COUNCIL IMPLICATIONS:

1. Community Engagement/ Communication (per engagement strategy) Nil

2. Policy and Regulation Nil

3. Financial (LTFP) Nil

4. Asset Management (AMS) Nil

5. Workforce (WMS) Nil

6. Legal and Risk Management Nil

7. Performance Measures Nil

8. Project Management Nil

Prepared by staff member: David Aber, Acting General Manager TRIM Reference Number: UINT/19/4648 Approved/Reviewed by Manager: N/A Department: Attachments: Attachment A – Constitution: Uralla Township and Environs Committee 2019

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 74

Constitution: Uralla Township and Environs Committee

2019

Constitution: Uralla Township and Environs Committee 2019, Page 1 of 8 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 75 INFORMATION ABOUT THIS DOCUMENT

Date Adopted by Council 25 June 2019 Resolution No. 25.06/19 Document Owner Director Community and Governance Document Development Coordinator Governance and Risk Officer Review Timeframe One year Next Scheduled Last Review Date: April 2019 April 2020 Review Date

Document History Doc No. Date Amended Details 1 11 April 2018 Draft for Council Ordinary Meeting 24 April 2018. 2 27 April 2018 Adopted on 24 April 2018 (Resolution No. 19.04/18). 3 25 June 2019 Adopted on 25 June 2019 (Resolution No. 25.06/19).

Related Legislation Local Government Act 1993 and General Regulation 2005

Related Policies Code of Conduct

Related Procedures/ Protocols, Statements, documents

Constitution: Uralla Township and Environs Committee 2019, Page 2 of 8 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 76 Contents

1. Interpretation ...... 4 2. Purpose of this Constitution ...... 4 3. Objective ...... 4 4. Term ...... 4 5. Membership ...... 5 6. Appointment of Members ...... 5 7. Committee Chairperson ...... 5 8. Committee Secretary ...... 5 9. Conduct of Meetings ...... 6 10. Duties of the Committee ...... 6 11. Correspondence ...... 6 12. Media and Publicity ...... 7 13. Limitations of Powers ...... 7 14. Delegated Authority ...... 7 15. Disclosure of Interest ...... 7 16. Amendment of this Constitution ...... 7 17. Dispute Resolutions ...... 8 18. Notice ...... 8

Constitution: Uralla Township and Environs Committee 2019, Page 3 of 8 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 77 Constitution

1. Interpretation 1.1 Unless otherwise indicated: (a) “Council” means Uralla Shire Council. (b) “Council Officials” means Councillors, Council staff, administrators, Council committee members and delegates of Council. (c) “The Act” means the Local Government Act 1993. (d) “Committee” means the Committee established by Council on 27 February 2018 as outlined in Resolution 31.02/18 and constituted under this Constitution. (e) “The General Manager” means the General Manager of Uralla Shire Council appointed under Section 334 of the Local Government Act 1993.

2. Purpose of this Constitution 2.1 Under the Local Government Act 1993, Council is able to delegate some of its functions to a Committee of Council. A Committee is appointed and reappointed in accordance with the provisions of Section 355 and Section 377 of the Act.

2.2 This Constitution provides a mandatory set of rules that defines the functions that Council has delegated to the Committee, the manner in which those delegated functions are to be undertaken by the Committee, and an administrative structure and procedures to ensure that Council is able to monitor the conduct and performance of the Committee, particularly with regard to managing potential liabilities that might arise as a result of the activities of the Committee, in a similar manner to that which Council monitors others performing Council’s functions under delegation.

3. Objective 3.1 The objective of the Committee constituted under this Constitution is to advise Council on: (a) The future development and redevelopment of the public spaces in and near the township of Uralla; and (b) Any other matters deemed relevant by Council.

3.2 Pursuant to clause 16 of this Constitution, Council may, by resolution, amend the objective of the Committee at any time.

4. Term 4.1 This Constitution operates for a twelve (12) month term, commencing from the date on which Council, by resolution, adopts this Constitution.

4.2 Pursuant to clause 16 of this Constitution, Council may, by resolution, terminate or extend the term of the Committee at any time. Constitution: Uralla Township and Environs Committee 2019, Page 4 of 8 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 78 5. Membership 5.1 The membership of the Committee shall be not less than six (6) and no more than twelve (12) persons appointed by Council in accordance with this Constitution.

5.2 A person remains a member until: (a) Death; or (b) Upon: (i) Delivering, either verbally or in writing, a resignation to a meeting of the Committee; (ii) Being absent from two (2) consecutive meetings of the Committee without leave of absence from the Committee; or (iii) Receiving written notification from Council that the person’s membership of the Committee has been terminated.

5.3 Casual vacancies may be filled in accordance with Clause 6.4 of this Constitution.

6. Appointment of Members 6.1 Council shall invite nominations for membership of the Committee, giving no less than 21 days of public notice.

6.2 All nominations shall be forwarded to Council for consideration by Council at a Council meeting. Council shall either appoint all nominees to the Committee, or, if more than twelve (12) persons have submitted applications, then Council may select a number from those nominated, the method of selection being at Council’s sole discretion.

6.3 In appointing members to the Committee, Council shall ensure the membership of the Committee reflects, as far as reasonably possible, the diversity of the township of Uralla and its immediate environs.

6.4 Should a casual vacancy arise, the Committee Secretary should promptly advise Council. Council will invite nominations from members of the public interested in being a member of the Committee and shall fill the vacancy from the nominations received.

7. Committee Chairperson 7.1 The Chairperson of the Committee shall be appointed by Council.

8. Committee Secretary 8.1 At the first meeting of the Committee, the Committee shall elect one of its number as Secretary. The method of election shall be decided by the Committee.

8.2 The Secretary is responsible for: (a) Dealing with all incoming and outgoing correspondence and tabling all correspondence at Committee Meetings for appropriate action; (b) Providing notice and agenda of meetings to Committee Members; Constitution: Uralla Township and Environs Committee 2019, Page 5 of 8 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 79 (c) Accurately recording minutes of each meeting and to promptly forward all minutes to the General Manager and to all members of the Committee; and (d) Retaining all documentation of the Committee as required by the Australian Standard on Records Management.

9. Conduct of Meetings 9.1 At all meetings of the Committee, the Chairperson shall occupy the Chair and preside. In the absence of the Chairperson, the Committee shall elect one of its number to preside at the Meeting.

9.2 A Meeting shall not proceed unless a quorum of at least one (1) more than half the number of members are present.

9.3 Meetings of the Committee shall be held as often as the Committee decides, but not less than two (2) per year.

9.4 Every Committee meeting is a public meeting and members of the public may attend. As such, it should be held in a public space. Members of the public who attend cannot participate unless invited to do so by the Chair.

9.5 A record of minutes in the usual form shall be kept by the Secretary of all Meetings, unless a Council officer is present at the Meeting and it is agreed that the Council officer take the minutes.

9.6 If the Chairperson ceases to be a member of the Committee, Council shall appoint a new Chairperson pursuant to Clause 7.1 of this Constitution.

9.7 If the Secretary ceases to be a member of the Committee, the remaining members of the Committee shall vote one (1) of their number to fill the vacancy.

9.8 The Secretary shall notify Council if any member fails to attend two (2) consecutive meetings of the Committee without leave of absence from the Committee.

10. Duties of the Committee 10.1 To undertake functions of Council limited to those conferred by Council resolution, as detailed in clause 3 of this Constitution.

10.2 To forward to Council within seven (7) days after a Meeting, a copy of the Minutes taken at that Meeting.

11. Correspondence 11.1 Committees are not permitted to forward official correspondence to government officials, representatives, departments or agencies.

11.2 All official correspondence must be signed by the General Manager.

Constitution: Uralla Township and Environs Committee 2019, Page 6 of 8 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 80 12. Media and Publicity 12.1 Committee members are not permitted to speak to the media on any Council matters in their capacity as a committee member. All media requests must be referred to the General Manager.

12.2 Committee members are not to publicise, promote or advertise the Committee’s activities unless authorised by the General Manager to do so.

13. Limitations of Powers 13.1 The Committee must not do anything or allow any person acting under its direction to do anything contrary to the interest of Council. For the purposes of this sub-clause, this includes but is not limited to, prohibiting the following: (a) Acting contrary to any direction from Council, which includes a direction from the General Manager; (b) Acting contrary to Council’s policies; (c) Advising any person that they may have a legal right or action against Council or any Council Official; (d) Making any admission of liability or accepting liability on behalf of Council or the Committee; (e) Acting contrary to Council’s Code of Conduct; (f) Acting outside the limits of the Committee’s delegation; and (g) Acting or presenting the Committee as independent of Council.

14. Delegated Authority 14.1 The Committee does not have any delegated functions pursuant to section 377 of the Act and does not have the power to direct Council Officials.

15. Disclosure of Interest 15.1 The Committee is a Committee of Council and, as such, Schedule 1 of Council’s Code of Conduct (Disclosures of Interests) applies to all committee members.

16. Amendment of this Constitution 16.1 This Constitution may only be altered by resolution of Council.

16.2 The Committee may request Council to consider an amendment to this Constitution once the proposed alteration is submitted to a General Meeting of the Committee and the notice conveying such a meeting contains: (a) The proposed alteration and the effect thereof; and (b) Such proposed alteration is approved by at least three-fourths of the members present at such a General Meeting.

Constitution: Uralla Township and Environs Committee 2019, Page 7 of 8 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 81 17. Dispute Resolutions 17.1 Where the Committee is unable to reach a determination on any issue, the Committee must refer that issue to the Chairperson for determination. Where the Committee resolves that it is dissatisfied with the resolution of that dispute by the Chairperson, it may, by notice in writing, request the General Manager review the issue. Should the Committee be dissatisfied with the decision by the General Manager, it may, by notice in writing to the General Manager, request that the matter be referred to Council for determination of the dispute by resolution of Council, whose determination of the dispute shall be final and binding upon the Committee.

18. Notice 18.1 Any notice required to be given by Council under this Constitution may be: (a) Sent to the last known address of the member; and (b) Deemed to be received on the second business day after posting.

Constitution: Uralla Township and Environs Committee 2019, Page 8 of 8 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 82 Uralla Shire Council Council Business Paper – 27 August 2019 REPORT TO COUNCIL

Department: Infrastructure & Development Submitted by: Director of Infrastructure & Development Reference/Subject: Report 9 – Development Approvals and Refusals for July 2019

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 2.1 An attractive environment for business, tourism and industry Strategy: 2.1.4 Implement tools to simplify development processes and encourage quality commercial, industrial and residential development Activity: 2.1.4.1 Process building and development applications Action: 2.1.4.1.1 Assess and determine development, construction, and other regulatory applications

SUMMARY: The following details the development approvals issued by Council and by private certification for July 2019 for the entire local government area. A listing of development applications outstanding with a status as at the end of July 2019 has also been provided.

For information purposes a summary of the development values is provided from January 2009 until the end of July 2019. Similarly, a summary of the number of dwellings approved within the local government area from 1 January 2008 until the end of July 2019 is provided.

OFFICER’S RECOMMENDATION: That Council receive and note the development approvals and refusals for July 2019.

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REPORT: Development Applications Approved: Development Applicant Property Development Application Number Mr G & Mrs S 116 Marble Hill Road, Dual Occupancy – Conversion of DA-37-2018 Selby Saumarez Ponds Shed to Dwelling Croft Surveying 216 Invergowrie Road, Modification – Subdivision of 3 DA-48-2018-2 & Mapping Invergowrie Rural Lots into 10 Rural Lots Mr T & Mrs R 113 Ferris Lane, Saumarez Conversion of Shed to Secondary DA-67-2018 Butcher Ponds Dwelling PONZ Armidale DA-37-2019 25 McCrossin Street, Uralla Storage Shed Pty Ltd Rossbuild 62 Lentara Road, DA-39-2019 Shed Contractors Invergowrie Mr C Clarey & DA-45-2019 25 Hill Street, Uralla Additional Street Sign Ms R Latimer Mr M Hunt & DA-46-2019 16 Leece Road, Uralla Dwelling Ms C Dawson DA-47-2019 Mr D R Handebo 24 Court Street, Bundarra Dwelling Secondary Dwelling and Tourist DA-48-2019 Ms C Ball 36 Bridge Street, Uralla & Visitor Accommodation DA-52-2019 Mr D R Handebo 24 Court Street, Bundarra Shed Monthly Estimated Value of Approvals: $466,491.00 Cancelled: Nil Withdrawn: Nil Refused: Nil Comparison to July 2018:

July 2018: $57,027.00 July 2019: $466,491.00 Year to date: $2,614,070.00 Year to date: $4,578,464.00 (Calendar Year) (Calendar Year)

Development Applications Outstanding

Application Applicant Property Development Status Number Mr P & Mrs F 33-37 Queen Street, Modification – Subdivision of Under DA-69-2010-4 Forrest Uralla 5 Urban Lots into 5 Urban Lots Assessment 19 Karava Place, Dual Occupancy & Conversion Awaiting DA-21-2017 Mr V Hudson Uralla of Shed to Dwelling Applicant 56 Salisbury Street & Mr G & Mrs A Subdivision of Two Urban Lots Under DA-26-2018-2 26 Uralla Street, Ward to Create Three Urban Lots Assessment Uralla Mr L & Mrs C 22 Baker Road, Awaiting DA-40-2018 2 Lot Subdivision Seccombe Invergowrie Applicant

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Development Applications Outstanding (continued)

Application Applicant Property Development Status Number Mr K Hartley – Starfish 192 Dumaresq Road, Natural Burial Ground – Awaiting DA-44-2018 Enterprises Saumarez Ponds Private Cemetery & Shed Applicant Network Ltd Ponz Armidale 29A Queen Street, Under DA-26-2019 Shed Pty Ltd Uralla Assessment Dual Occupancy – Tourist & Under DA-41-2019 Mrs J Gray 55 King Street, Uralla Visitor Accommodation Assessment 1425 Bundarra Road, Change of Use (Conversion of Awaiting DA-43-2019 Ms G Alexander Invergowrie Shed to Dwelling) Applicant 41 Saumarez War Change of Use – Dual Mr R & Mrs J Awaiting DA-49-2019 Service Road, Occupancy – Conversion of Kaehler Applicant Saumarez Shed to Dwelling 38 Barleyfields Road, Dwelling, Shed & Creek Under DA-50-2019 Mr P Simmons Uralla Crossing Assessment G J Gardner 52 John Street, Under DA-51-2019 Dwelling Homes Uralla Assessment 11 Baker Street, Under DA-53-2019 Mr D Coote Shed & Carport Bundarra Assessment Total: 12

Construction Certificates Approved: Application Applicant Property Construction Number Mr A & Mrs D Vanden 24 McDonalds Lane, Rocky CC-11-2019 Wind Turbine Hoogen River Mr M Hunt & Ms C CC-46-2019 16 Leece Road, Uralla Dwelling Dawson Refused: Nil Issued by Private Certifier: Application Applicant Property Construction Number CC-31-2019 Mr P Jacobs 54 Hill Street, Uralla Rear Verandah CC-35-2019 Mr T & Mrs J Bowe Lot 5 Somerset Close, Uralla Dwelling

CC-36-2019 Mr K & Mrs R Julius 18 McGregor Street, Uralla Carport

CC-37-2019 PONZ Armidale Pty Ltd 25 McCrossin Street, Uralla Storage Shed

Total Monthly Estimated Value of Construction Certificate Approvals: $797,413.00

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Complying Development Certificate Applications Approved: Nil Refused/Withdrawn: Nil Issued by Private Certifier: Application Number Applicant Property Construction Dwelling Additions & CDC-20-2017-3 Ms L Delacour 9 Salisbury Street, Uralla Alterations Dwelling Alterations & CDC-16-2018-2 Mrs K Wallace 18 Elizabeth Avenue, Uralla Additions CDC-7-2019 Mr N Cordery 2 Prince Avenue, Uralla Shed

Total Monthly Estimated Value of Complying Development Certificate Approvals: $12,000.00

Comparison to July 2018: July 2018: $60,000.00 July 2019: $12,000.00 Year to date: $1,845,810.00 Year to date: $1,083,500.00 (Calendar Year) (Calendar Year)

Calendar Year Development Values

Total Development Average Development Complying Year Value Development Value Application Value Development Value $ $ $ $ 2010 10,586,972 80,817 5,958,887 4,628,085 2011 6,584,483 51,846 3,449,607 3,134,876 2012 11,390,780 104,503 6,158,718 5,232,062 2013 9,259,318 76,523 4,678,720 4,580,598 2014 8,246,689 69,300 5,657,845 2,588,844 2015 9,137,065 85,393 6,980,198 2,156,867 2016 5,958,716 62,723 3,997,389 1,961,327 2017 8,131,959 82,979 5,953,666 2,178,293 2018 7,537,462 81,929 3,618,198 3,919,264 2019 5,661,964 92,819 4,578,464 1,083,500 2019 to date Financial Year Development Values

Total Development Average Development Complying Year Value Development Value Application Value Development Value $ $ $ $ 2009-2010 12,395,113 77,469 7,121,590 5,273,523 2010-2011 8,212,500 73,986 5,023,347 3,189,153 2011-2012 5,986,330 53,449 3,667,764 2,318,566 2012-2013 12,339,996 101,983 6,100,857 6,239,139 2013-2014 8,296,829 76,118 4,653,404 3,643,425 2014-2015 9,779,535 109,917 6,392,261 3,387,274 2015-2016 7,560,263 76,366 6,393,433 1,166,830 2016-2017 6,544,087 68,168 4,186,513 2,357,574 2017-2018 9,073,505 87,245 6,057,412 3,016,093 2018-2019 8,378,082 93,090 5,173,128 3,204,954 2019-2020 478,491 43,499 466,491 12,000 2019-2020 to date

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Approved Dwellings 2007-2019

Approved Dwellings in Uralla Shire

35

29 30 27 27 26 27 26 24 25 21 20 20 17 16 15 15

10 Number Dwellings of Number

5

0 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 Year Updated 31 July 2019

KEY ISSUES: • Development Applications approved by Council for July 2019 – 9 • Development Applications refused by Council for July 2019 – 0 • Development Applications cancelled by Council for July 2019 – 0 • Development Applications withdrawn by Applicant for July 2019 – 0 • Outstanding Development Applications as at 31 July 2019 – 12 • Construction Certificates approved by Council for July 2019 – 1 • Construction Certificates refused by Council for July 2019 – 0 • Construction Certificates issued by private certification for July 2019 – 4 • Complying Development Applications approved by Council for July 2019 – 0 • Complying Development Applications refused by Council for July 2019 – 0 • Complying Development Applications withdrawn by Applicant for July 2019 – 0 • Complying Development Applications issued by private certification – 0 • Total Development Value for 2019 as at 31 July 2019 – $5,661.964 • Average Development Value for 2019 as at 31 July 2019 – $92,819 • Development Application Value for 2019 as at 31 July 2019 – $4,578,464 • Complying Development Application Value for 2019 as at 31 July 2019 – $1,083,500 • Approved dwellings as at 31 July 2019 – 17

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COUNCIL IMPLICATIONS:

1. Community Engagement/ Communication (per engagement strategy) The Development Approvals and Refusals for July will be placed in the next available newsletter and uploaded to the Uralla Shire Council website.

2. Policy and Regulation Environmental Planning & Assessment Act, 1979. Environmental Planning & Assessment Regulations, 2000.

3. Financial (LTFP) Nil

4. Asset Management (AMS) Nil

5. Workforce (WMS) Nil

6. Legal and Risk Management Nil

7. Performance Measures Nil

8. Project Management Nil

Prepared by staff member: Administration Officer TRIM Reference Number: UINT/19/4260 Approved/Reviewed by Manager: Manager Development & Planning Department: Infrastructure & Development Attachments: Nil

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Department: Infrastructure & Development Submitted by: Director of Infrastructure & Development Reference/Subject: Report 10 – Development Application 41-2019 – J Gray – Dual Occupancy and Tourist / Visitor Accommodation – 55 King Street, Uralla

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 2.1 An attractive environment for business, tourism and industry Strategy: 2.1.4 Implement tools to simplify development processes and encourage quality commercial, industrial and residential development Activity: 2.1.4.1 Process building and development applications Action: 2.1.4.1.1 Assess and determine development, construction, and other regulatory applications

NOTE TO COUNCILLORS: In accordance with the provisions of S375A of the Local Government Act 1993, a Division is to be called whenever a motion for a planning decision is put to the meeting, for the purpose of recording voting on planning matters.

SUMMARY: Proposal: Dual Occupancy and Tourist / Visitor Accommodation Property description: Lot 1 Section 15 DP 759022 Assessment 9701 Applicant: Janet Gray Owner: Janet Gray Zoning: R1 General Residential Date received: 11 June 2019 Public notification or exhibition: Yes Exhibition period: 19 June 2019- 4 July 2019 Submissions: 1 Other approvals: Nil

SUMMARY: This report is for the determination of a development application with one submission requiring consideration.

The proposed development is for a Dual Occupancy and Tourist / Visitor Accommodation.

OFFICER’S RECOMMENDATION: That Council approve Development Application 41/2019 submitted by J Gray for a Dual Occupancy and Tourist / Visitor Accommodation on land known as 55 King Street, Uralla, being Lot 1 Section 15 DP 759022 subject to the following conditions:

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• PRESCRIBED CONDITIONS (under Environmental Planning and Assessment Regulation 2000)

(a) Compliance with National Construction Code & insurance requirements under the Home Building Act 1989

(b) Please Note: A reference to the National Construction Code is a reference to that Code as in force on the date the application is made for the relevant: (a) development consent, in the case of a temporary structure that is an entertainment venue, or (b) construction certificate, in every other case. 1. The work must be carried out in accordance with the requirements of the National Construction Code. 2. In the case of residential building work for which the Home Building Act 1989 requires there to be a contract of insurance in force in accordance with Part 6 of that Act, that such a contract of insurance must be entered into and be in force before any building work authorised to be carried out by the certificate commences.

3. For a temporary structure that is used as an entertainment venue, the temporary structure must comply with Part B1 and NSW H102 of Volume One of the National Construction Code.

(c) Erection of signs

(d) Please Note: This does not apply in relation to: (a) building work, subdivision work or demolition work that is carried out inside an existing building, which does not affect the external walls of the building development consent, in the case of a temporary structure that is an entertainment venue, or (b) Crown building work that is certified, in accordance with section 116G of the Act, to comply with the technical provisions of the State’s building laws. (c) a complying development certificate issued before 1 July 2004 only if the building work, subdivision work or demolition work involved had not been commenced by that date. 4. A sign must be erected in a prominent position on any site on which building work, subdivision work or demolition work is being carried out: (a) showing the name, address and telephone number of the principal certifying authority for the work, and (b) showing the name of the principal contractor (if any) for any building work and a telephone number on which that person may be contacted outside working hours, and (c) stating that unauthorised entry to the site is prohibited. 5. Any such sign is to be maintained while the building work, subdivision work or demolition work is being carried out, but must be removed when the work has been completed.

(e) Notification of Home Building Act 1989 requirements

(f) Please Note: This does not apply in relation to Crown building work that is certified, in accordance with section 116G of the Act, to comply with the technical provisions of the State’s building laws.

6. Residential building work within the meaning of the Home Building Act 1989 must not be carried out unless the principal certifying authority for the development to which the work relates (not being the council) has given the council written notice of the following information:

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(a) in the case of work for which a principal contractor is required to be appointed:

(i) the name and licence number of the principal contractor, and (ii) the name of the insurer by which the work is insured under Part 6 of that Act, (b) in the case of work to be done by an owner-builder: (i) the name of the owner-builder, and (ii) if the owner-builder is required to hold an owner-builder permit under that Act, the number of the relevant owner-builder permit. 7. If arrangements for doing the residential building work are changed while the work is in progress so that the information notified under the above becomes out of date, further work must not be carried out unless the principal certifying authority for the development to which the work relates (not being the council) has given the council written notice of the updated information.

136D Fulfilment of BASIX commitments

8. This clause applies to the following development: (a) BASIX affected development, (b) any BASIX optional development in relation to which a person has made an application for a complying development certificate that has been accompanied by a BASIX certificate or BASIX certificates (despite there being no obligation under clause 4A of Schedule 1 for it to be so accompanied). Shoring and adequacy of adjoining property

Please Note: This does not apply if the person having the benefit of the complying development certificate owns the adjoining land or the owner of the adjoining land has given consent in writing to that condition not applying.

9. If the development involves an excavation that extends below the level of the base of the footings of a building on adjoining land, the person having the benefit of the certificate must at the person’s own expense: (a) protect and support the adjoining premises from possible damage from the excavation, and (b) where necessary, underpin the adjoining premises to prevent any such damage. GENERAL CONDITIONS

10. The development shall be implemented in accordance with: (a) All documentation and correspondence submitted by the applicant, or their agents, in support of the Development Application, (b) The details set out on the plans approved and stamped by authorised officers of Council, except as amended by the conditions of this development consent. Reason: To ensure that the development proceeds in the manner proposed by the applicant and approved by Council.

11. The owner of the property is to ensure that any structure is installed: (a) to meet the setback requirements of the approved plans, (b) to be located within the confines of the lot, and; (c) so that it does not interfere with any easements or covenants upon the land. Reason: To avoid any structures being erected in a location where it would be inappropriate.

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12. The dwelling is to be inspected at the following stages of construction: • before the pouring of footings** • before covering drainage (under hydrostatic test) • before pouring any reinforced concrete structure ** • before covering the framework for any wall, roof or other building element ** • before covering waterproofing in any wet area** • before covering any stormwater drainage connections • when the building work is completed and all conditions of consent have been addressed** ** denotes a critical stage inspection (a mandatory inspection under Section 109C of the EP&A Act 1979). Please note that an Occupation Certificate cannot be issued for a *development where a critical stage or other nominated inspection has not been carried out. Applicants should give at least 24 hours’ notice to guarantee an inspection. *All sewer and drainage works associated with the approval are to comply with the requirements of AS 3500 and completed only by a licensed plumber and drainer Reason: To ensure compliance with appropriate standards.

13. A Construction Certificate must be obtained from a Certifying Authority before work commences. Reason: To ensure compliance with Cl.146 of the Environmental Planning and Assessment Regulation 2000.

14. Occupancy of the building is not to take place until the Principal Certifying Authority (PCA) has carried out a final inspection and an Occupation Certificate issued. Reason: To ensure compliance with the Environmental Planning and Assessment Act 1979 and to restrict the use of the premises until the terms of the Development Consent have been complied with so as to ensure the health and safety of occupants of the building.

15. Roof water is to be disposed in a manner that does not cause a nuisance for neighbouring properties, by one of the following methods: (a) By piping to the street gutter. (b) By piping to a rainwater tank and then via the overflow to the street gutter. Reason: To alleviate any potential stormwater problems with respect to the buildings on the allotment or adjoining allotments.

16. Parking facilities, including one (1) disabled car park, are to comply with Part D3.5 of Building Code of Australia and the requirements of Australian Standard 2890.1 – Parking Facilities – Off-street Car Parking and Australian Standard 2890.6 – Off Street Parking for People with Disabilities. Reason: To enable use of the car space by people with disabilities and to ensure compliance with the requirements of the Building Code of Australia.

17. All external lightning is to be positioned and directed so as to prevent the intrusion of light to the adjoining premises. Reason: To prevent the intrusion of light onto adjoining premises.

18. Drainage from evaporative air conditioners is to be directed onto lawn and garden areas only. It is not to be disposed of into Council’s storm water or sewerage systems. Reason: To ensure that Council’s stormwater and effluent systems are free of contamination and un-necessary load.

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19. For all construction work required on Council land (e.g. storm water, footpaths, kerb and gutter etc.) the applicant is to submit an Application to Conduct Work on Land to Which Council is the Regulatory Authority. The application must be approved prior to the issue of a Construction Certificate. Reason: To ensure pedestrian and vehicular safety during construction.

CONDITIONS TO BE COMPLETED PRIOR TO CONSTRUCTION COMMENCING

20. The owner/s of the property are to give Council written notice of the intention to commence works and the appointment of a Principal Certifying Authority (if the PCA is not Council) at least two days before the proposed date of commencement. Reason: To ensure compliance with the Environmental Planning and Assessment Regulation 2000

CONDITIONS TO BE COMPLIED WITH DURING CONSTRUCTION

21. The owner of the property is to ensure that any building is constructed: (a) to meet the setback requirements of the approved plans, (b) to be located within the confines of the lot, and; (c) so that it does not interfere with any easements or covenants upon the land. Reason: To avoid any buildings being erected in a location where it would be inappropriate. 22. The applicant shall ensure that noise pollution in minimised during the course of construction. The use of power tools and/or similar noise producing activities shall be limited to the following hours:- Monday to Saturday 7.00 AM to 5.00 PM Sunday & public Holidays No construction activities are to take place. Reason: To ensure that public amenity is not unduly affected by noise.

23. All works are to be executed in a good and workmanlike manner and all materials are to be installed as per manufacturers’ instructions and any applicable Australian Standards. Reason: To ensure that the building work is completed in accordance with the approval and is in a safe and healthy condition for use by occupants.

24. All construction materials, sheds, skip bins, spoil, temporary water closets etc. shall be kept wholly within the property and not placed on public land or in a position that may result in materials/debris being washed onto the roadway or into the stormwater drainage system. Reason: To preserve the amenity of the locality and protect stormwater systems.

25. Temporary kerb and gutter crossings shall be installed to protect existing kerbs, channels and/or laybacks. Such protection shall consist of timber, concrete, steel or the like and shall not cause any diversion or build-up of drainage flow. Materials that could cause interference with council’s drainage system shall not be used. Reason: To ensure that Council’s stormwater system is protected.

26. A copy of the approved and certified plans, specifications and documents incorporating conditions of approval and certification shall be kept on the Subject Site at all times and shall be readily available for perusal by any officer of Council or the PCA. Reason: To ensure compliance with approved plans.

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27. Where the proposed building works necessitate the cutting-in of new stormwater outlets into the existing street kerb, the Applicant and plumbing/drainage contractor shall ensure that the following procedures are adopted. (a) A kerb adaptor suitable for the particular kerb profile and capable of withstanding vehicular loadings is to be utilised, (b) Create the opening in the kerb by use of either a saw cut or bored hole only – breaking out the kerb by impact methods is not permitted, (c) The kerb adaptor is to be kept flush with the top and outside face of the kerb, and (d) The fixing of the kerb adaptor and filing in of side gaps is to be undertaken by the use of an epoxy resin – mortar or concrete is not to be used. Reason: Requirement of Council as the Road Authority.

28. Run-off and erosion controls must be implemented before construction, and maintained to prevent soil erosion, water pollution or the discharge of loose sediment on surrounding land, as follows: (a) divert uncontaminated run-off around cleared or disturbed areas, (b) erect a silt fence to prevent debris escaping into drainage systems or waterways, (c) prevent tracking of sediment by vehicles onto roads, (d) stock pile topsoil, excavated material, construction and landscaping supplies and debris within the site. Reason: To prevent pollution from detrimentally affecting the public or environment.

CONDITIONS TO BE COMPLETED PRIOR TO ISSUE OF OCCUPATION CERTIFICATE

29. Any damage caused to kerb, guttering crossovers and/or footpaths during building operations shall be rectified by the developer to the satisfaction of Uralla Shire Council’s Director Infrastructure & Regulation. Reason: To ensure that public infrastructure is maintained.

30. The developer is to meet the cost of and be responsible for the construction of vehicular entrances and exits in accordance with Council’s requirements. Reason: To provide appropriate access to the site.

ADVISORY NOTES – GENERAL

1. The Applicant is solely responsible for ensuring that all additional consents and agreements are obtained from other authorities, as relevant.

2. It is possible that a covenant may affect the land which is the subject of this consent. The grant of this consent does not necessarily override that covenant. You should seek legal advice regarding the effect of any covenants which affect the land.

3. Underground assets may exist in the area that is subject to your application. In the interests of health and safety and in order to protect damage to third party assets please contact Dial before you dig at www.1100.com.au or telephone on 1100 before excavating or erecting structures (This is the law in NSW). If alterations are required to the configuration, size, form or design of the development upon contacting the Dial before You Dig service, an amendment to the development consent (or a new development application) may be necessary. Individuals owe asset owners a duty of care that must be observed when working in the vicinity of plant or assets. It is the individual’s responsibility to anticipate and request the nominal location of plant or assets on the relevant property via contacting the Dial before you dig service in advance of any construction or planning activities.

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4. Any alteration to the drawings and/or documentation shall be submitted for the approval of Council. Such alterations may require the lodgement of an application to amend the consent under s4.55 of the Act or a fresh development application. No works other than those approved under this consent shall be carried out without the prior approval of Council.

5. Telecommunications Act 1997 (Commonwealth): Telstra (and its authorized contractors) are the only companies that are permitted to conduct works on Telstra’s network and assets. Any person interfering with a facility or installation owned by Telstra is committing an offence under the Criminal Code Act 1995 (Cth) and is liable for prosecution. Furthermore, damage to Telstra’s infrastructure may result in interruption to the provision of essential services and significant costs. If you are aware of any works or proposed works which may affect or impact on Telstra’s assets in any way, you are required to contact: Telstra’s Network Integrity Team on phone number 1800 810 443.

6. Prior to any works being undertaken within the road reserve, (including the footpath), a Section 138 approval must be obtained from Council. Please contact Council to obtain an application form.

END

BACKGROUND: There is no relevant background that can be provided in this instance.

REPORT: A Development Application was submitted on 11 June 2019 by J Gray for a Dual Occupancy and Tourist / Visitor Accommodation on land known as 55 King Street, Uralla. There is an existing dwelling on the lot.

KEY ISSUES: Privacy - The proposed dwelling is circa 20 metres from the neighbouring dwelling’s habitable rooms, and windows on the eastern side of the structure have been minimised. No significant impact expected.

Noise - There is nothing to suggest that approval of the application will result in an unreasonable increase in noise levels.

Lighting - External lighting has been conditioned in the Assessment Report. No significant impact expected.

Hydrant and footpath tree – Based on the information supplied, there will be no impact on the hydrant or tree.

Vehicular safety - The proposed driveway is circa 45 metres from the intersection. No significant impact expected.

Use of neighbour’s driveway - The new driveway proposed should generally stop the use of the neighbour’s driveway.

Fire hazard- The proposed dwelling is 900mm off the boundary, therefore a fire rated wall is not required.

Visual amenity / heritage impacts - The proposed dwelling is permissible in the zone, and the design appears to be sympathetic to the existing dwelling. Further, the existing dwelling is not an item of local heritage significance listed in Schedule 5 of the LEP.

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General amenity impacts of tourist / visitor accommodation - Dual occupancies and tourist / visitor accommodation are permitted in the zone, and the proposed development does not present as being inconsistent with surrounding development.

CONCLUSION: There are no apparent planning grounds to refuse the Development Application. In this context it is appropriate to approve the application subject to the recommended conditions of consent.

COUNCIL IMPLICATIONS:

1. Community Engagement/ Communication (per engagement strategy) Nil

2. Policy and Regulation Uralla Local Environmental Plan 2012 Uralla Development Control Plan 2011 Environmental Planning & Assessment Act 1979

3. Financial (LTFP) Nil

4. Asset Management (AMS) Nil

5. Workforce (WMS) Nil

6. Legal and Risk Management Nil

7. Performance Measures Nil

8. Project Management Nil

9. Disclosure of Political Donations and Gifts Has a Political Donations Disclosure Statement been received in relation to No this application? Political Donation Disclosure Statement register details N/A Have staff received a gift or benefit from anyone involved in this application No that needs to be disclosed? Gift and benefits register details N/A

Prepared by staff member: Manager of Development and Planning TRIM Reference Number: UINT/19/4077 Approved/Reviewed by Manager: Director of Infrastructure and Development Department: Infrastructure & Development Attachments: A – Aerial photo of site B – Submission C – Development Assessment Report D – Site Plan

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Attachment A – Aerial photo of site.

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REPORT TO COUNCIL

Department: Infrastructure & Development Submitted by: Director Infrastructure & Development Reference/Subject: Report 11 – Uralla Pedestrian Access Mobility Plan (PAMP) for Adoption

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 1.2 A safe, active and healthy shire Strategy: 1.2.1 Provide accessible quality sport and recreation facilities that encourage participation Activity: 1.2.1.2 Provide shared footpaths and cycleways Action 1.2.1.2.1 Develop a shared footpath and cycleway plan including disability access provisions in conjunction with the Pedestrian Access and Mobility Plan, subject to RMS funding approval (DIAP 2.6).

SUMMARY: The purpose of this report is to present the Uralla Pedestrian Access Mobility Plan (PAMP) for Council’s adoption.

OFFICER’S RECOMMENDATION: That Council adopt the Uralla Pedestrian Access Mobility Plan – August 2019.

BACKGROUND: Council received an offer of funding to develop a PAMP for Uralla from the Roads and Maritime Services (RMS) through the 2018/19 Active Transport Program. The funding was on a 50/50 basis for a maximum of a $7,500 contribution from RMS.

REPORT: The PAMP has been prepared by Constructive Solutions Pty Ltd.

The aim of this PAMP is to develop a long-term strategy and action plan for the provision of pedestrian facilities within Uralla in a coordinated and strategic approach that provides safe, convenient and connected pedestrian routes and infrastructure to the community.

This PAMP will assist Council in obtaining external funding for pedestrian facilities from agencies such as RMS for example. In particular, the PAMP will assist in grant funding applications for 50/50 grant funding for shared footpaths and bikeways under the “Active Transport Program”.

Constructive Solutions conducted an online survey to identify the community needs for pedestrian facilities. The survey opened on the 19th March 2019 and closed on Sunday 14 April 2019. At the end of the survey period, a total of 43 responses had been received.

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The survey responses are detailed in the PAMP.

As per the RMS guidelines, the draft of the Uralla PAMP was placed on public exhibition with the general public invited to view the plan and submit comments.

No submissions were received.

Minor modifications have been made to the document after further review by Council staff and the consultant. The modifications included:

• Amending section 4.2 to state no responses were received during the Public Exhibition period; • The addition of section 6.3 to describe accessible parking within Uralla; • The inclusion (in section 6.2.1) of the existing gravel pathway along Duke Street that connects Rowan Avenue (over a footbridge at the Creek) to East Street; and • The inclusion (in section 9.2.2 proposed augmentation works) of the additional path along Duke Street between East Street and Salisbury Street for connectivity.

KEY ISSUES: Nil.

COUNCIL IMPLICATIONS: 1. Community Engagement/ Communication (per engagement strategy) Consultation undertaken by online survey. Draft PAMP was placed on public exhibition for further comment.

2. Policy and Regulation Nil

3. Financial (LTFP) The PAMP will inform the LTFP

4. Asset Management (AMS) New assets will be included in Council’s Asset Register

5. Workforce (WMS) Council staff and contractors

6. Legal and Risk Management Maintaining Council assets to minimise legal and risk exposure

7. Performance Measures Works completed to appropriate standards

8. Project Management Infrastructure & Development Staff

Prepared by staff member: Director Infrastructure & Development TRIM Reference Number: UINT/19/4588 Approved/Reviewed by Manager: Director Infrastructure & Development Department: Infrastructure & Development Attachments: Attachment 1 - Constructive Solutions - Uralla Pedestrian Access Mobility Plan (PAMP) 2019 - (Rev 3 0)

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 112

Uralla Pedestrian Access Mobility Plan (Uralla PAMP) Final

Prepared for Uralla Shire Council

August 2019

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Report prepared by Constructive Solutions Pty Ltd

PO Box 1498 TAMWORTH NSW 2340

Phone: 02 6762 1969 Fax: 02 6762 1969 Email: [email protected] © 2019

This work is protected by copyright. Apart from any fair dealings for the purposes of study, research, criticism, or review, as permitted under the Copyright Act 1968, no part may be reproduced by any process without written permission. Copyright is the responsibility of the Director, Constructive Solutions Pty Ltd. Requests and enquiries should be directed to the Director, Constructive Solutions Pty Ltd, PO Box 1498, Tamworth, NSW 2340. This report has been prepared in accordance with the scope of services described in the contract or agreement between Constructive Solutions Pty Ltd and the client. The report relies upon data, surveys, measurements and results taken at or under the particular times and conditions specified herein. Any findings, conclusions or recommendations only apply to the aforementioned circumstances and no greater reliance should be assumed or drawn. Constructive Solutions Pty Ltd does not warrant that the information provided is complete and disclaims all responsibility and liability for any loss or damage incurred as a result of relying solely on the accuracy or completeness of this information. Furthermore, the report has been prepared solely for use of the Client and Constructive Solutions Pty Ltd accepts no responsibility for its use by other parties. Constructive Solutions Pty Ltd does not warrant the accuracy of any documents that are not provided directly by them in a hardcopy or non-editable electronic format.

DOCUMENT HISTORY AND STATUS

Issue Rev Issued To Date Reviewed Approved

2 0 USC 26/06/2019 M. Bloem T. Seymour

3 0 USC 15/08/2019 M. Bloem T. Seymour

Author: Jerome Malvern / Danielle Greentree Project Manager: Michael Bloem Project Name: Uralla PAMP Project Number: 201921 Name of Client: Uralla Shire Council

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Table of Contents

Executive Summary ...... 1 1 Introduction ...... 2 2 Study Area and Characteristics ...... 3 2.1 Study Area ...... 3 2.2 Characteristics...... 3 2.3 Data and Accident Statistics ...... 3 2.4 Public Transport ...... 3 2.5 Future Pedestrian Needs ...... 4 3 Background ...... 5 3.1 Aims and Objectives ...... 5 3.2 Plan Context ...... 6 3.3 Local Strategies ...... 6 3.3.1 40km/h High Pedestrian Activity Area Concepts Bridge Street Report ...... 6 3.3.2 Operational Plan 2018/2019 ...... 6 3.3.3 USC Combined Footpath/Bikeway Plan ...... 6 3.3.4 USC Disability Inclusion Action Plan ...... 6 3.4 State Strategies ...... 6 3.4.1 Future Transport 2056 ...... 6 3.4.2 Regional Plan for the New England ...... 7 3.4.3 NSW Long Term Transport Master Plan (December 2012)...... 7 3.4.4 NSW 2021 – A Plan to Make NSW Number One (September 2011) ...... 7 4 Public Consultation ...... 8 4.1 Initial Consultation ...... 8 4.1.1 Result of Public Survey ...... 8 4.2 Ongoing Consultation ...... 8 5 Pedestrian Facilities ...... 9 5.1 Classification and Types of Pedestrian Facilities ...... 9 6 Review of Existing Environment ...... 16 6.1 Existing Pedestrian Facilities ...... 16 6.1.1 Pedestrian Crossings ...... 16 6.1.2 Pedestrian Refuge...... 17 6.1.3 School Zones ...... 18 6.2 Existing Pedestrian Network ...... 20 6.2.1 Bridge Street East and East of CDB ...... 21 6.2.2 Bridge Street West and West of CBD ...... 22 6.3 Accessible Parking ...... 23 7 Infrastructure Programs ...... 23 7.1 Standards and Signage ...... 23 8 Non-Infrastructure Programs ...... 25 8.1 Ongoing Education of Pedestrians and Motorists ...... 25 8.1.1 Rules and Regulations - Pedestrians ...... 25

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9 Proposed Augmentation Works ...... 27 9.1 Qualitative Scoring Process ...... 27 9.2 Uralla Network – Existing and Proposed ...... 29 9.2.1 West of CBD ...... 30 9.2.2 East of CDB ...... 31 9.2.3 40km/hr Proposed High Pedestrian Activity Zone (HPAZ) ...... 35 10 Proposed Works – Signage ...... 36 11 Funding ...... 38 11.1 Costs ...... 38 11.2 Funding Sources - Construction...... 38 11.2.1 Development Contributions (Section 94) ...... 38 11.2.2 Additional Funding Sources ...... 38 11.3 Funding Sources - Maintenance ...... 38 12 Implementation and Maintenance ...... 39 12.1 Implementation Schedule ...... 39 12.1.1 Footpath and Shared Path Maintenance ...... 39 12.1.2 Maintenance of Other Pedestrian Facilities ...... 39 12.2 Auditing of Existing and Proposed Pedestrian Infrastructure ...... 39 12.3 Follow-up Activities ...... 39 13 References ...... 40 Appendix 1: Public Survey Results ...... 41 Appendix 2: Footpath and Shared Path Network Map ...... 55 Appendix 3: PAMP Route Descriptions ...... 57 Footpath Route Descriptions ...... 58 Appendix 4: Schedule of Works ...... 59 Uralla PAMP – Schedule of Works ...... 60

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Executive Summary

The Uralla Pedestrian Access and Mobility Plan (PAMP) has been prepared to guide the future provision and management of pedestrian facilities within the town of Uralla. The PAMP has been developed with reference to the NSW Roads and Maritime Services (RMS) document ‘How to Prepare a Pedestrian Access and Mobility Plan – An easy three stage guide (2002)’. The aim of the PAMP is to develop a long-term strategy and action plan for the development of pedestrian facilities within Uralla in a coordinated and strategic approach that provides safe, convenient and connected pedestrian routes and infrastructure to the community. Walking is an activity which is synonymous with a healthy lifestyle and the PAMP provides the framework for developing safe and convenient pedestrian routes for areas identified as important for enhanced sustainable safety, convenience and mobility. The PAMP includes a quantum of works totalling approximately $1,966,800.00 (GST Exclusive) and the following recommendations are made:  Adopt the schedule of works as provided in APPENDIX 4 for the ongoing construction of pedestrian and access mobility facilities;  Review and make recommendations with regards to the program of works for pedestrian and access mobility infrastructure for future Delivery Programs and Annual Operational Plans commensurate with the schedule of works in APPENDIX 4 and subject to available funding;  Where appropriate, apply to RMS for pedestrian and access mobility infrastructure funding;  Provide sufficient funds in future Delivery Programs and Operational Plans for the ongoing maintenance of infrastructure;  Ensure all pedestrian and access mobility infrastructure is either constructed or provided in accordance with the current guidelines and standards;  Ensure that pedestrian and access mobility infrastructure is included in future land development commensurate with the Uralla Shire Council’s ‘Section 94 Contributions Plan’;  Adopt an annual program for ongoing education with focus on rules and regulations and safety awareness with the Council website, newsletter and offices to be used at various times for the dissemination of educational material to cyclists, motorists and pedestrians;  Where possible, provide off-road shared paths which separate cyclists and pedestrians from motor vehicles, especially on designated heavy vehicle routes or roads with more than 5,000 vehicles per day; and  Educate cyclists, pedestrians and motorists of the varying rights and responsibilities with regards to interaction with the other parties. The following items are considered to be outside the scope and have not been covered in this document however, they may be reviewed in future versions of the PAMP:  Provision of lighting for footpaths and shared paths, and  Main street considerations such as line marking and line of sight issues.

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1 Introduction

The Uralla PAMP (referred herewith as the PAMP) is a strategic document that has been prepared for Uralla Shire Council (USC) to guide the future provision and management of pedestrian access and mobility facilities and identifies the actions needed to achieve these objectives. It has been developed with reference to the RMS document ‘How to Prepare a Pedestrian Access and Mobility Plan – An easy three stage guide (2002)’. The USC pedestrian network provides defined routes for pedestrians to travel around Uralla in a safe manner. The pedestrian network is comprised of off-road footpaths, at times with shared facilities for both cyclists and pedestrians. The Uralla PAMP has been developed to identify locations where connectivity of the pedestrian network is lacking in specific areas. Pedestrian access and mobility facilities need to be safe, smooth and low maintenance. Adopting lower standards for the construction of the facilities is not cost beneficial and creates more work including an unwanted financial burden for USC in the longer-term due to maintenance requirements to ensure that the infrastructure is safe and fit for purpose. The PAMP sets out a long-term strategy for the ongoing development of the pedestrian network within Uralla. These strategies include:  Augmentation of the existing network;  Improved signage including the provision of network signage at specific locations;  Non-infrastructure programs such as community awareness programs;  Appropriate facilities in particularly busy pedestrian areas;  Improved access for mobility impaired persons;  Reduced pedestrian injuries; and  Linking with existing transport, bike plan and pedestrian facilities for general improved access for all pedestrians.

The PAMP has been prepared with reference to the following Local, National and State strategies:  NSW Long Term Transport Master Plan (NSW Government 2012);  NSW 2021 – A Plan to Make NSW Number One (NSW Government 2011);  Future Transport 2056;  Regional Plan for the New England;  40km/hr High Pedestrian Activity Area Concepts Bridge Street Report;  USC Combined Footpath/Bikeway Plan; and  USC Disability Inclusion Action Plan.

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2 Study Area and Characteristics

2.1 Study Area

The study area for this PAMP comprises the township of Uralla, which is located on the northern tablelands of New South Wales, with an existing estimated population of 2,743 according to the 2016 census.

Figure 1 - Uralla Locality Map (Source: Google Maps)

2.2 Characteristics

Based on the 2016 census data and the current estimated population, the Uralla township has only decreased in population by 11 people over the previous 5 year period, representing a stable population. The population in the town is slowly ageing, with a median age of 43 in 2011 and a median age of 45 in 2016.

2.3 Data and Accident Statistics

The Australian Bureau of Statistics collects information regarding pedestrians as part of overall census data collection. Census data from Uralla indicates that in 2016 out of 1,128 respondents, 69 people within the town exclusively walked to work. This indicates a reasonable level of requirement for footpaths and other pedestrian infrastructure within the town. The NSW Transport Centre for Road Safety collates crash data collected via RMS, NSW Police and NSW Health and for the 4-year period from 2013 to 2017. During this period, there was one recorded pedestrian related incident, occurring on the New England Highway resulting in a serious injury.

2.4 Public Transport

Public transport within Uralla consists of inter-town buses and taxis. In addition, community/patient transport buses and school buses operate throughout the town. Trains running to and from Sydney, and Armidale are available at the Uralla Station.

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2.5 Future Pedestrian Needs

It is anticipated that future pedestrian needs will occur in areas which currently have or are anticipated to have large concentrations of pedestrian movements. Such areas include those around shopping and business centres, schools, medical facilities, and community facilities such as parks and sporting grounds. Allowances for pedestrian facilities within new residential, commercial and industrial developments are generally included as specific development consent conditions and/or by the provision of Section 94 development contributions (e.g.: shared path facilities for pedestrians and cyclists). It should also be noted that pedestrian facilities are also occasionally constructed as a result of developer initiatives to provide linkages with their developments and to enhance the appeal of the respective development itself.

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3 Background

3.1 Aims and Objectives

USC’s 10-year plan, as detailed in the Combined Delivery Program 2017-21 and Operational Plan 2018- 19 includes the following:

Goal 1.2: A safe, active and healthy shire. Strategy 1.2.1.2: Provide shared footpaths and cycleways. Goal 1.4: Access to and equity of services. Strategy 1.4.6.1: Develop and implement a range of strategies to improve access and inclusion to council facilities and services.

The aim of a PAMP is to provide guidance to USC to achieve the stated goals. The PAMP is a long- term strategy for the development of safe pedestrian access and increasing levels of mobility within Uralla and to address the barriers to pedestrian activity by providing a pedestrian network that has connectivity. In addition to people on foot, a pedestrian includes:  A person driving a motorised wheelchair that cannot travel at over 10 km/h (on level ground);  A person in a non-motorised wheelchair;  A person pushing a motorised or non-motorised wheelchair; and  A person in or on a wheeled recreational device or wheeled toy.

This PAMP includes an overview of existing pedestrian infrastructure and proposed future infrastructure. The proposed infrastructure considers previous planning for pedestrian infrastructure and input from stakeholders. Walking is an activity which is synonymous with a healthy lifestyle and provides an early introduction for children to road safety. It is a non-polluting form of transport which does not deplete the planet's non-renewable resources. This PAMP aims to provide safe and convenient pedestrian infrastructure in key areas of pedestrian generating activity. The provision of such infrastructure aims to encourage pedestrians to walk rather than use motorised transport. The following targets have been developed to support the strategy and assist with achieving the overall objectives:

Target 1: Facilitate improvements in the level of pedestrian access and priority, particularly in areas of high pedestrian movement and provide links with existing transport services, community facilities, cycleways, and public transport to better integrate land use; Target 2: Reduce pedestrian access severance and enhance safe and convenient crossing opportunities on major roads, including the identification and resolution of pedestrian crash clusters; Target 3: Provide improved facilities for those pedestrians who are aged, frail, or have a mobility difficulty via facilities that cater for all pedestrians. Ensure that all installations are undertaken in accordance with technical standards and relevant obligations under the Commonwealth Disability Discrimination Act 1996.

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3.2 Plan Context

The PAMP has not been developed from just a local perspective but is part of a broader campaign at a state and national level to increase physical activity amongst all Australians. The information provided in the following sections details the local, state and national strategies. Pedestrian infrastructure forms an integral component of residential development, economic development, community mobility and cohesion, and assists in addressing community and environmental concerns. USC has developed several strategies to address these issues, with pedestrian infrastructure being included as a priority in each plan.

3.3 Local Strategies

3.3.1 40km/h High Pedestrian Activity Area Concepts Bridge Street Report

In 2018, USC commissioned a study for the development of concept plans for a proposed 40km/h High Pedestrian Activity Area along Bridge Street (also referred to as the New England Highway) from John Street in the south to King Street in the north. This section of Bridge Street included four town blocks and five intersections and the current speed limit is 50km/h. The extent extracted from the concept design is shown in Section 9.2.3.

3.3.2 Operational Plan 2018/2019

The Operational Plan has been reviewed and planned projects and expenditure addressed within this report. The key targets within the plan have been the driving focus in the development of the PAMP.

3.3.3 USC Combined Footpath/Bikeway Plan

The proposed Footpath/Bikeway Plan was reviewed and the contents included Section 9 - Proposed Augmentation Works.

3.3.4 USC Disability Inclusion Action Plan

The Disability Inclusion and Access Plan has been developed to provide guidance to USC and community groups to build upon current functions and projects that support inclusion. This plan assists in assigning internal responsibility and endorses integration with existing operations. Key recommendations related to this PAMP are as follows:  The most often quoted difficulty was access to shops in the main street;  At Alma Park, access across the kerb, to the Liberty Swing, and to the public toilets; and  There is a high priority for a disability park at the Hill Street Medical Clinic with access to cross the kerb. These priorities from this plan have been considered as part of the development of the PAMP.

3.4 State Strategies

3.4.1 Future Transport 2056

According to the Transport Infrastructure Plan, transport has a vital role to play in ensuring access to jobs, education, health care and other services as well as enabling the social well-being of regional communities. Specifically related to pedestrians, the plan seeks to increase safety for pedestrians through providing pedestrian crossings, refuges and traffic calming devices as well as expand 40km/h zones in high pedestrian and local areas.

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Considerations for increased pedestrian safety in the Uralla context have been included in the PAMP.

3.4.2 Regional Plan for the New England

This plan provides guidance to inform the NSW Government’s land use planning priorities and decisions to 2036. The plan provides an overarching framework to guide subsequent and more detailed land use plans, development proposals and infrastructure funding decisions. The components of the regional plan relevant to this PAMP include:  Maximise walking, cycling and other transport connections;  Housing services and facilities within walking distance of each other, or easily accessible by public transport, make it easier for people to be active while accessing services. The NSW Government is developing healthy living guidelines to support active living; and  Facilitate more recreational walking and cycling paths, linkages with centres and public transport, and expand inter-regional and intra-regional walking and cycling links.

3.4.3 NSW Long Term Transport Master Plan (December 2012)

The NSW Long Term Transport Master Plan is an overarching framework that brings together land use planning with transport planning that integrates planning for freight and passenger movements. The plan includes actions for all modes of transport including road, rail, bus, ferries, light rail, cycling and walking. The specific actions with respect to cycling for Regional NSW include investment in local cycleways in partnership with local councils. The investment from the state government as described in the plan includes:  Determine road hierarchies to define road standards across NSW, including how the road system should provide for pedestrians and cyclists;  Make walking and cycling easier, safer and give customers choice when travelling within their towns;  Accessible transport services and roadside infrastructure; and  Invest in regional footpaths in partnership with local councils as many regional roads were built without suitable footpaths or space for walking, the State Government will work to improve and enhance walking paths in regional centres to increase the number of people who walk.

3.4.4 NSW 2021 – A Plan to Make NSW Number One (September 2011)

The NSW 2021 – A Plan to Make NSW Number One has the following goals which relate to walking:  Goal 10 – Improve road safety;  Goal 11 – Keep people healthy and out of hospital;  Goal 20 – Build liveable centres;  Goal 22 – Protect our natural environment; and  Goal 27 – Enhance cultural, creative, sporting and recreation opportunities. The provision of new and the maintenance of existing footpaths is not specifically identified, however USC’s approach to pedestrian infrastructure thus far is considered to be commensurate with the goals as listed above.

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4 Public Consultation

4.1 Initial Consultation

A public survey was carried out in March and April 2019. The aim of the survey was to ascertain the needs and concerns of pedestrians in Uralla. In order to ensure that relevant stakeholder views were represented, a survey was distributed throughout the community via USC’s website and Facebook page. A copy of the survey is provided in APPENDIX 1.

4.1.1 Result of Public Survey

At the end of the survey period, a total of 43 responses had been received with the following results:  30% of respondents were 46 to 55 years of age;  23% of respondents were 66 to 75 years of age;  18% of respondents were 56 to 65 years of age; and  67% of all respondents were female. The data collected indicated:  40% of respondents walked every day, mainly to the town centre or supermarket;  Almost 16% of respondents walk to access recreational facilities;  21% of respondents walk to work;  68% of respondents are making use of available pedestrian facilities for recreation and fitness; and  27% of respondents indicated a level of disability within their family and friend group. The following were highlighted as the most important issues that need addressing from special needs residents:  unevenness of footpaths;  wheelchair accessibility in the main street;  lack of paved footpaths and kerb ramps;  height of kerbs; and  the need for additional pedestrian crossings. The majority of respondents provided further information with specific information regarding areas of interest, room for improvement and suggestions for new or improved paths. These comments have been considered when developing the proposal for future pedestrian facilities. A full summary of survey results has been provided in APPENDIX 1.

4.2 Ongoing Consultation

As per the RMS guidelines, it is a requirement that the final draft of the Uralla PAMP be placed on public display for a period of 21 days with the general public invited to view the plan and submit comments. Public exhibition was undertaken during the period 27 June 2019 to 25 July 2019 with zero submissions received from the public.

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5 Pedestrian Facilities

5.1 Classification and Types of Pedestrian Facilities

Pedestrians are vulnerable within the road and rail corridor and are therefore reliant on pedestrian facilities and traffic control devices to control and protect them. This can be achieved by implementing a number of pedestrian facilities with defined objectives as described in Table 1.

Table 1 – Classification of Pedestrian Facilities

Classification Objective Pedestrian Facility

Time separated To minimise conflict between pedestrians Pedestrian crossings (zebra) facilities and vehicles by allotting short time periods Children’s crossings for use of section of road by pedestrians, alternating with periods of use by vehicles. Pedestrian Actuated Traffic Signals (mid-block) Pelican Crossings Pedestrians at Signalised Intersections

Physical To increase the safety of pedestrians by use Pedestrian refuges pedestrian of physical aids within the roadway so as to Traffic islands facilities reduce conflict between pedestrians and simplify the decisions which both pedestrians Medians and drivers have to make. Kerb extensions Loading islands Safety zones Pedestrian fencing

Grade separation To increase the safety of pedestrians by Underpasses and bridges eliminating conflict between vehicles and pedestrians.

Warning signs To warn of the presence of pedestrians or pedestrian facilities ahead.

(Source: AS1742.10-2009)

Most pedestrian activity occurs within the verge of the road reserve. At locations where there is high pedestrian activity, the verge is generally sealed with concrete or pavers to provide all weather access footpaths. These paved footpaths can vary in width from between 1.2 metres to the full width of the verge depending on the location. In Uralla, the width of paved footpaths varies but can be generally described as per Table 2. Table 2 – Paved Footpath Widths in Uralla

Location Paved Footpath Width Residential Areas 1.2 to 2 metres Shared Paths (1) 1.5 to 2.5 metres Commercial Areas Full width of the verge

Note (1) - Some footpaths in Uralla are classified as shared paths for use by both pedestrians & cyclists.

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The provision of kerb ramps at the interface of the verge and road pavement complements footpaths allow for the safe movement of pedestrians from the verge on one side of the road to the other. The kerb ramps also assist people with disabilities or those with young children to move safely, as the ramp allows wheeled mobility devices such as wheelchairs, walkers and prams to smoothly transition from one surface level to another. Other pedestrian facilities, including cut-through access across median islands, and tactile ground surface indicators (tactile markers), combine with footpaths and kerb ramps to facilitate safe pedestrian movements. Details of the pedestrian facilities in place in Uralla are provided in Table 3.

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Table 3 - Pedestrian Facilities in Uralla

Pedestrian Facility Footpaths and Shared Paths A paved area of varying width located within the road verge. Where provision is made for bicycles to use these footpaths, they are known as shared paths. COUNCIL BUSINESS PAPER - 27 AUGUST 2019

Kerb Ramps A section of kerb which is angled to as to provide a smooth transition from one surface level to another, allowing wheeled movements. 127

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Pedestrian Facility Pedestrian Crossing (zebra) A section of road delineated by white stripes parallel to the centre line and associated signage. Pedestrian crossings require a warrant for installation. An alternative is the St George crossing which is delineated by white stripes on a red background. COUNCIL BUSINESS PAPER - 27 AUGUST 2019

Pedestrian Refuge An island located in the middle of the road whereby pedestrians can wait until traffic has passed. Generally installed where it difficult for pedestrians to cross the full width of the road in one attempt. 128

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Pedestrian Facility Children’s Crossing A section of road that has control devices in place to allow for the crossing of pedestrians (usually school children). The control devices are only in place during specific times of the day. A Children’s Crossing Supervisor may also be present at those crossings which have satisfied RMS requirements. COUNCIL BUSINESS PAPER - 27 AUGUST 2019 A Children’s Crossing may also be located at a marked pedestrian crossing.

Kerb Extensions Are constructed along a kerb to minimise the width of roadway to be crossed and to provide pedestrians with improved visibility of approaching traffic.

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Pedestrian Facility Pedestrian Fencing / Bollards Installed at the kerb to direct pedestrians to a crossing point or to prevent pedestrians from crossing at specific locations. COUNCIL BUSINESS PAPER - 27 AUGUST 2019

Tactile Markers Plastic composite materials with raised ‘bumps’ are set into the pavement directly adjacent to pram ramps. The ‘bumps’ allow visibility impaired pedestrians to note upcoming crossings via canes.

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Pedestrian Facility Pedestrian Bridge A grade separation for pedestrians from traffic (road or rail) or for providing all weather access. This can include a separate bridge for pedestrians only or the inclusion of a pedestrian footpath incorporated in a road bridge. There are seven pedestrian bridges and COUNCIL BUSINESS PAPER - 27 AUGUST 2019 one pedestrian underbridge integrated with the existing footpath network Uralla.

Warning Signs Advanced warning signage for road users to warn of the presence of pedestrians or pedestrian facilities ahead. High Pedestrian Activity Zones use warning signs and reduced speed limits to inform drivers of higher pedestrian occurrence in these zones.

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6 Review of Existing Environment

6.1 Existing Pedestrian Facilities

6.1.1 Pedestrian Crossings

Marked pedestrian crossings are only provided in locations accordance with the pedestrian crossing warrant as per RMS requirements. There are two marked pedestrian crossings located in Uralla as shown in Figure 2.

1 Hill Street Near the Bridge Street intersection

2 Bridge Street Mid block between Salisbury Street and Hill Street COUNCIL BUSINESS PAPER - 27 AUGUST 2019

Figure 2 – Pedestrian Crossing Locations 132

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6.1.2 Pedestrian Refuge

There are five pedestrian refuges / cut-through median islands located in Uralla as shown in Figure 3. These median islands have been constructed to separate traffic as well as to provide an area for pedestrians to wait whilst traffic has passed. They are typically located in the median islands on the approaches to a roundabout or in mid-block locations.

1. Queen Street Near the Park Street intersection

2. Bridge Street Between John St and Park Street

3. Salisbury Street In front of the Council building

4. King Street Mid block between Bridge Street and Maitland Street

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 5. Wood Street Mid block in Children’s Crossing

Figure 3 – Pedestrian Refuge Locations

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6.1.3 School Zones

All roads fronting schools have a 40km/h speed limited school zones between the hours of 8:00am and 9:30am and 2:00pm and 4:30pm on designated school days in NSW as shown in Figure 4. Some schools also have part-time children crossings adjacent to the school as shown in Figure 5. Schools which fulfil RMS requirements may also have part-time children’s crossing supervisors.

1. Bridge Street Between John Street and Salisbury Street

2. Bridge Street North of King Street to Barley Fields Road

3. Wood Street Between Maitland Street and Bridge Street

4. John Street COUNCIL BUSINESS PAPER - 27 AUGUST 2019 From Hunter Place to Uralla Street,

5. Uralla Street From John Street to Park Street

6. Park Street From Uralla Street to Queen Street

7. Queen Street From Park Street to John Street

Figure 4 – School Zone Locations 134

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1 St Josephs’ Primary School Wood Street

2 St Josephs’ Primary School Bridge Street (New England Highway), Wood Street

3 Uralla Central School Park Street COUNCIL BUSINESS PAPER - 27 AUGUST 2019

Figure 5 – School Crossing Locations

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6.2 Existing Pedestrian Network

The entire pedestrian network in Uralla is shown in Figure 6 and the following sections of the report provide more detail as to the composition of the network. COUNCIL BUSINESS PAPER - 27 AUGUST 2019

136 Figure 6 – Uralla Footpath Network

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6.2.1 Bridge Street East and East of CDB

Figure 7 details the existing network encompassing the eastern side of Uralla from Bridge Street.

 The footpaths are typically concrete with the footpaths fronting the main shopping areas of the CBD being brick paved.  There is a short bitumen section (approx. 60 metres) from the car park behind the USC chambers which links to the main footpath in Salisbury Street.  The brick paved section is approximately 500 metres in length from Salisbury Street to mid- block between Hill Street and King Street.  The condition of the brick paved areas varies and in most instances the width is approximately 3 metres.  Other than the bricked paved sections, the concrete sections of footpath provide COUNCIL BUSINESS PAPER - 27 AUGUST 2019 pedestrian access from the Bridge Street intersection with Barley Fields Road, terminating at John Street.  Further east, the footpath network commences at the intersection of Woods Street and traverses the length of Maitland Street, terminating at Park Street to the west and King Street to Salisbury Street to the east.  Additional pathways include:  The northern side of King Street from Bridge Street, terminating at Maitland Street and continuing to the rail overpass footbridge on the southern side.  Both sides of Hill Street with the footpath on the northern side commencing at Bridge Street and terminating at Duke Street and the footpath on the southern traversing the block between Bridge Street and Maitland Street.  On the northern side of Salisbury Street, the footpath has been constructed in concrete between Bridge Street and Maitland Street.  On the southern side of Salisbury Street, the concrete footpath traverses parkland to link Figure 7 – Uralla Footpath Network – Eastern Side with the Maitland Street footpath.  The length of the footpath network is approximately 3.5 kilometres on the eastern side of Uralla.  The network consists of footpaths that have recently been constructed and are in good condition however, there are some sections of the network that are ageing and in need of

137 maintenance and or repair.

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6.2.2 Bridge Street West and West of CBD

Figure 8 details the existing network encompassing the western side of Uralla from Bridge Street.

 The footpaths are typically concrete with the footpaths fronting the main shopping areas of the CBD being brick paved.  The brick paved section is approximately 550 metres in length from Salisbury Street to mid-block between Hill Street and King Street.  The condition of the brick paved areas varies and in most instances the width is approximately 3 metres.  There is approximately 650 metres of bitumen and blue metal paths within the network including a short section within the CBD.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019  There are three separate footpaths in Queen Street.  A concrete and bitumen footpath crosses Alma Park which links to the concrete footpath in Queen Street.  The concrete network provides access to the CBD, Uralla Central School and the cemetery.  The condition of the network overall varies, with some sections in need of maintenance or repair.  The length of the footpath network is approximately 4 kilometres on the western side of Uralla.

Figure 8 – Uralla Footpath Network – Western Side 138

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6.3 Accessible Parking

Throughout Uralla there are a number of on and off street accessible parking spaces. Generally, these parking spaces have poor linemarking and do not meet current standards (AS 2890.5—1993 – Parking Facilities – On street Parking and AS 2890.6.2009 - Parking Facilities – Accessible). During regular Council maintenance reviews, it is recommended that these facilities be upgraded to meet these standards. For all future works, facilities should be installed as per current standards. The photographs below detail the current facilities.

Photograph 1 – CBD Car Park Photograph 2 – Main Street

Photograph 3 – Sporting Fields Photograph 4 – Tourist Information Centre

7 Infrastructure Programs

7.1 Standards and Signage

The exposed nature of walking, particularly close to roadways, means that pedestrians are vulnerable to injuries resulting from accidents caused by poor construction standards. Where footpaths are constructed using cheap, inferior surfaces (such as grass, gravel, or coarse textured bitumen) the likelihood of use by the community, particularly the aged and disabled will significantly decrease. Where economically feasible, USC will use concrete, fine-textured bitumen or asphalt in the construction of footpaths. Where ever possible all proposed new footpaths shall be constructed as off- road shared paths. Where traffic volumes exceed 5,000 vehicles per day, or are nominated restricted access vehicle routes, off-road shared paths are to be mandatory to ensure separation from road traffic. Current RMS and Austroads guidelines specify that shared path construction must have a minimum width of 2.5 metres wherever possible, however provision is made for areas where existing constraints necessitate the use of a 2 metre width.

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Appropriate pedestrian signage is to be erected, where not currently present around all current and future infrastructure. Signage is to be prepared and installed in accordance with the recommended standards provided in AustRoads ‘Guide to Road Design Part 6A: Paths for Walking and Cycling’.

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8 Non-Infrastructure Programs

Road Safety Education programs are part of the National School Curriculum. RMS pamphlets are available for children, parents and other pedestrian, as well as educational pamphlets for motorists. These pamphlets are regularly distributed via schools. More needs to be done to ensure that motorists, cyclists and pedestrians all understand their rights and obligations and improvements need to be made to shared path design and the inclusion of shared paths in future development throughout Uralla. As part of the PAMP, USC may consider implementing the following non-infrastructure programs on an annual basis:  Ongoing education of pedestrians;  Appropriate design of recreational foot paths/shared paths; and  Appropriate recreational area development.

8.1 Ongoing Education of Pedestrians and Motorists

Ongoing education of pedestrians will be facilitated by the Road Safety Officer with particular focus on the following:  Rules and regulations; and  Safety awareness. The USC website, newsletter and offices will all be used at various times for the dissemination of educational material to cyclists, motorists and pedestrians.

8.1.1 Rules and Regulations - Pedestrians

In many cases cycleways are provided as shared paths for the dual use of pedestrians and cyclists, with off-road cycleways in Uralla being shared paths. This shared use can result in conflicts and accidents between cyclists and pedestrians. Pedestrians complain that cyclists ride two abreast and don’t make way for them, and cyclists complain that pedestrians will not move aside for them. Adopting a minimum width of 2 metres for the future construction of shared paths, and providing centrelines, arrows and signage where appropriate can assist in reducing this conflict. Advising pedestrians of cycleway etiquette, such as keeping left on shared paths and listening for the bell of approaching bikes, via appropriate signage is another way of reducing this conflict. There is a need for pedestrians to be made aware of Rule 239 from the Australian Road Rules regarding right of way: (1) A pedestrian must not be on a bicycle path, or part of a separated footpath designated for the use of bicycles, unless the pedestrian: a. Is crossing the bicycle path or separated footpath by the shortest safest route; and b. Does not stay on the bicycle path or separated footpath for longer than necessary to cross the bicycle path or separated footpath safely.

(2) However, a pedestrian may be on a bicycle path, or part of a separated footpath designated for the use of bicycles, if: a. The pedestrian is: i. In or pushing a wheelchair; or ii. On rollerblades, roller skates, or a similar wheeled recreational device; and iii. There is no traffic control device, or information on or with a traffic control device, applying to the bicycle path or separated footpath that indicated that the pedestrian is not permitted to be on the bicycle path or the part of the separated footpath that is designated for the use of bicycles.

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(3) A pedestrian who is crossing a bicycle path, or a part of a separated footpath designated for the use of bicycles, must keep out of the path of any bicycle, or any pedestrian which is permitted under sub-rule (2) to be on the bicycle path, or the path of the separated footpath designated for the use of bicycles.

(4) In the Australian Road Rules: Bicycle path means a length of path beginning at a bicycle path sign or road marking, and ending at the nearest of the following: a. An end bicycle path sign or end bicycle path road marking; b. A separated footpath sign or separated footpath road marking; c. A road except a road related area; and d. The end of the path.

Separated footpath means a length of footpath beginning at a separated footpath sign or separated footpath road marking, and ending at the nearest of the following: a. An end separated footpath sign or end separated footpath road marking; b. A bicycle path sign or bicycle path road marking; c. A no bicycle sign or no bicycles road marking; d. A road (except a road related area); and e. The end of the footpath.

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9 Proposed Augmentation Works

The proposed works have been identified by considering the following factors:  Community feedback from the consultation process,  Routes that provide additional safety,  The connectivity a route provides,  The existing and potential demand a route may have,  The comfort a route may provide,  The potential for a route to increase tourism to the area,  The recreational value of the route, and  The cost effectiveness of constructing the route. Details of the proposed works are provided below with additional mapping of the proposed shared path network for provided in APPENDIX 2.

9.1 Qualitative Scoring Process

A qualitative scoring system has been developed to assist with the ranking of the proposed works in order of priority according to the desirable outcomes for USC and the community. The scoring criteria is outlined in Table 4. The route scores and rankings for each route are provided in APPENDIX 3 along with a description of characteristics relating to each assessment criteria. Due to the relatively small budget per year (inclusive of RMS funding) available for construction and maintenance of infrastructure, the construction priority list is not expected to be completed in the near future. The remaining routes have been listed in order of ranking. Selected routes can be constructed subject to state or federal grants of funding from other sources. Further details on the proposed schedule of works are provided in APPENDIX 4. It should be noted that whilst the proposed locations of new shared paths are indicated on the plans in the following section of the report, the actual locations may be subject to change due to unforeseen limitations and restrictions as part of the future project development for each site.

Table 4 - Qualitative Scoring Criteria

Maximum Criteria Description Points Points Notable feedback from community Community Request +10 10 consultation Crash History +5 Speed zone less than 80km/h +5 +5 Most direct route +3 Safety Intersection crossing (per crossing) -1 20 Potential use from vulnerable users; adjacent to schools +15 or aged care facilities +5 Providing links to attractors and/or Connectivity generators +10 20 Enhance the network by filling in gaps +10

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Maximum Criteria Description Points Points Connection of small residential area +3 Existing/Potential Connection of medium residential area +6 10 Demand Connection of large residential area +9 Potential future development in area +3 Straight +2 Level +3 Comfort 10 runs through parkland or reserve +5 steep grade -3 Tourism Potential to enhance tourism for the area +10 10 Provides longer rides or loop +7 +7 Recreation Provides access to sporting facilities +5 +5 10 Provides access to parks +3 +3 All new construction +0 +0 All widening of existing footpath +8 +8 Cost Effectiveness 10 Some widening of existing footpath +5 +5 No kerb ramps required +2 +2

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9.2 Uralla Network – Existing and Proposed

The proposed augmentation works will create a pedestrian network that encompasses the CBD and provides greater pedestrian access to sporting fields. The existing and proposed network is outlined in Figure 9. COUNCIL BUSINESS PAPER - 27 AUGUST 2019

Figure 9 – Uralla Pedestrian Network – Existing and Proposed 145

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9.2.1 West of CBD

Location Details

No 17 Location: Queen Street

Length: 110 metres Type: Concrete Width: 2.5 metres Estimate: $35,800.00 Priority Rank: 17

No 19 Location: Alma Park

Length: 160 metres Type: Concrete

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Width: 2.5 metres Estimate: $52,000.00 Priority Rank: 19

Figure 10 – Proposed Linkages West of CDB 146

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9.2.2 East of CDB

Location Details

No 1: Maitland Street (Park St to East St)

Length: 340 metres Type: Concrete Width: 2.5 metres Estimate: $110,500.00 Priority Rank: 1

No 2: Plane Avenue to Sporting Fields

Length: 850 metres Concrete

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Type: Width: 2.5 metres Estimate: $276,300.00 Priority Rank: 2

No 3: King Street to Rail Overpass

Length: 225 metres Type: Concrete Width: 2.5 metres Estimate: $73,200.00 Priority Rank: 3

No 4: Dangar Street (Gostwyck Rd to King St)

Length: 425 metres Type: Concrete Width: 2.5 metres Estimate: $138,200.00 Priority Rank: 4

Figure 11 – Proposed Linkages East of CDB 147

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Location Details

No 5: Gostwyck Street to McCrossin Street

Length: 260 metres Type: Concrete Width: 2.5 metres Estimate: $84,500.00 Priority Rank: 5

No 6: East Street (Dumaresq St to Gostwyck Rd)

Length: 860 metres Type: Concrete Width: 2.5 metres COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Estimate: $279,500.00 Priority Rank: 6

No 7: Gostwyck Road to Gostwyck Street

Length: 520 metres Type: Concrete Width: 2.5 metres Estimate: $169,000.00 Priority Rank: 7

No 8: Duke Street (East St to Salisbury St)

Length: 300 metres Type: Concrete Width: 2.5 metres Estimate: $97,500.00 Priority Rank: 8

148

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Location Details

No 9: Duke Street (Hill St to Salisbury St)

Length: 270 metres Type: Concrete Width: 2.5 metres Estimate: $87,800.00 Priority Rank: 9

No 10 Salisbury Street (Maitland St to East St)

Length: 520 metres Type: Concrete 2.5 metres

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Width: Estimate: $169,000.00 Priority Rank: 10

No 11: King Street (Gostwyck St to Dangar St)

Length: 165 metres Type: Concrete Width: 2.5 metres Estimate: $53,700.00 Priority Rank: 11

No 12: Gostwyck Street (McCrossin Street to King Street

Length: 100 metres Type: Concrete Width: 2.5 metres Estimate: $42,300.00 Priority Rank: 12

149

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Location Details

No 13: Mihi Street

Length: 160 metres Type: Concrete Width: 2.5 metres Estimate: $52,000.00 Priority Rank: 13

No 14: Bridge Street (John St to Dumaresq St)

Length: 220 metres Type: Concrete Width: 2.5 metres Estimate: $71,500.00 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Priority Rank: 14

No 15: Dumaresq Street (Bridge St to East St)

Length: 115 metres Type: Concrete Width: 2.5 metres Estimate: $37,400.00 Priority Rank: 15

No 16: John Street (Bridge St to Maitland St)

Length: 210 metres Type: Concrete Width: 2.5 metres Estimate: $68,300.00 Priority Rank: 16

No 18: Location: Park Street (Bridge St to Maitland St)

Length: 210 metres

Type: Concrete Width: 2.5 metres Estimate: $68,300.00

150 Priority Rank: 18

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9.2.3 40km/hr Proposed High Pedestrian Activity Zone (HPAZ)

Further detail on the proposed 40km/hr High Pedestrian Activity Zone (HPAZ) can be found in the “40km/hour High Pedestrian Activity Area Concepts – Bridge Street, Uralla NSW” report prepared by Rupert GH Milne Home Landscape Consulting. Figure 10 outlines the concept design area for the proposed HPAZ. COUNCIL BUSINESS PAPER - 27 AUGUST 2019

151 Figure 12 – Proposed 40km/hr Proposed High Pedestrian Activity Zone (HPAZ)

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10 Proposed Works – Signage

Knowing the location of the footpath network is important for pedestrians. Appropriate route directional signage located at specific locations is proposed to alert cyclists and pedestrians. A typical example of route signage is shown in Figure 13.

Figure 13– Route Directional Signage Example

(Source: NSW Bicycle Guidelines)

In addition to route signage, the installation of warning, advisory and regulatory signage, pavement markings and centre line marking, particularly for shared paths is also proposed to enhance the existing network. Examples of the different forms of signage for cyclists and road users are shown in Figure 14.

Figure 14 – Regulatory Signage (Source: NSW Bicycle Guidelines)

Installation of shared path behavioural signage is recommended as this will also reinforce any education programs as described in Section 5 and encourage shared path users to behave in a co-operative manner. Examples of the behavioural signage and suggested layouts and grouping are provided in Figure 15.

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Figure 15 – Shared Path Behavioural Signage (Source: NSW Bicycle Guidelines)

Furthermore, consistency with signage and pavement markings is also proposed which will require the replacement of existing signage at specific locations and the installation of new signage and pavement markings on the network. It is anticipated that the required works for signage will be identified as part of the routine inspections to be undertaken by the relevant USC officers.

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11 Funding

11.1 Costs

All of the proposed shared path and footpath locations as detailed in Section 9 and indicated on the maps provided in APPENDIX 2 have been inspected in terms of feasibility for the future expansion of the pedestrian network for Uralla. The costs of providing the infrastructure have been tabulated in APPENDIX 4.

11.2 Funding Sources - Construction

Funding for the construction of footpaths and shared path infrastructure and associated facilities is generally provided as per the funding arrangements as detailed in Table 5.

Table 5 – Funding Contributions for Footpath Construction

Road Classification RMS Contribution USC Contribution (1) State Roads (incl. National Highway) 100% Nil (2)

Local Roads 50% (3) 50% (3)

Note (1) – USC contributions can comprise of funding sources including the General Fund, Restricted Reserves, Section 94 contributions and adjacent landholder contributions. Note (2) – USC contributions to cycleways on State Roads are provided on a case by case basis dependent on specific arrangements with RMS. Note (3) – Whilst the 50/50 funding contribution is the typical funding arrangement, there is scope for USC to request an increased contribution from RMS on a case by case basis.

11.2.1 Development Contributions (Section 94)

Council’s Section 94 Plan has been prepared to satisfy the requirements of the Environmental Planning and Assessment Act (1979) and Regulation (2000), enabling USC or an accredited certifier to levy contributions from development for the provision of community infrastructure including pedestrian and cycleway infrastructure. The Section 94 Plan ensures that adequate community infrastructure is provided for future development and that the existing community is not burdened by the provision of community infrastructure required as a result of future development. From time to time, developers may offer to construct shared paths in lieu of payment of related contributions in conjunction with the construction of residential areas. These ‘works in kind’ offers or developer initiatives often receive favourable consideration as they can result in the timely and coordinated provision of infrastructure which enhances the appeal of the respective development itself.

11.2.2 Additional Funding Sources Funding for the construction of footpaths and shared path infrastructure can also be derived from community partnership programs inclusive of in-kind support from local community organisations.

11.3 Funding Sources - Maintenance

Funding for the maintenance of footpaths and shared path infrastructure and associated facilities is generally provided from the USC General Fund and/or Restricted Reserves. No specific funding is provided by RMS for maintenance activities associated with footpaths and shared path infrastructure and associated facilities. The provision of funding for the maintenance of footpath and cycleway infrastructure and associated facilities is included with the overall funding provided for road and bridge maintenance. The amount allocated for footpath and shared path maintenance each year is commensurate with the required maintenance of deficiencies identified as part of routine inspections.

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12 Implementation and Maintenance

12.1 Implementation Schedule

Given USC’s existing financial commitments it is unrealistic to expect that all of the proposed works nominated in the USC PAMP will be completed in the next 10 years. To do so would require a substantial increase in the funding for pedestrian infrastructure in future budgets, potentially to the detriment of other facilities and services. As a consequence, it is proposed to use the schedule of works provided in APPENDIX 4 to target infrastructure construction based on available funding over future years.

12.1.1 Footpath and Shared Path Maintenance

Given that footpaths form the majority of pedestrian facilities throughout Uralla, pavement maintenance is a high priority. Footpaths and shared paths require regular inspection and routine maintenance to ensure that the pavement is maintained in a smooth and safe condition. Inspections resulting in a condition rating are undertaken by USC Officers on an annual basis. Concrete pavements should have cracks repaired, or whole sections repaired when the extent of cracking or failures is assessed as extreme. Well-constructed concrete paths could be expected to have an average useful life of 50 years. For asphalt or bitumen footpaths, routine maintenance comprises of the repair of crack and potholes, with resurfacing required every 5 to 10 years in accordance with condition assessment undertaken by USC Officers. For footpaths that have brick pavers, routine maintenance is comprised of the replacement of damaged pavers and the relaying of a section of pavers as necessary.

12.1.2 Maintenance of Other Pedestrian Facilities

Other pedestrian facilities are inspected by USC Officers on an annual basis, or following receipt of a community complaint, to assess the condition of the asset and identify any maintenance that may be required.

12.2 Auditing of Existing and Proposed Pedestrian Infrastructure

It is recommended that USC consider undertaking bicycle safety audits as per Austroads “Guide to Road Design Part 6A” for all existing facilities to ensure compliance with the relevant standards and to identify any relevant safety issues or concerns. Conducting an audit will help identify issues with:  The general requirements of the path;  Signage, delineation and lighting;  Surface;  Identification of maintenance requirements; and  Identification of physical obstructions. Furthermore, it is recommended that a safety audit be conducted during planning for and after construction of cycling and pedestrian infrastructure.

12.3 Follow-up Activities

A review of the PAMP to be undertaken as part of the development of USC’s future Delivery Programs and Operational Plans.

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13 References

 AS1428.1, Design for access and mobility – General requirements for access  AS1742.10, Manual of uniform traffic control devices – Pedestrian control protection  Austroads 2017, Guide to Road Design Part 6A: Paths for Walking and Cycling  NSW Government December 2012, NSW Long Term Transport Master Plan  NSW Government December 2012, New England North West Regional Action Plan  NSW Government September 2011, NSW 2021 – A Plan to Make NSW Number One  NSW Government, Road Rules 2008  NSW Roads and Maritime Services 2012, How to Prepare a PAMP  NSW Roads and Traffic Authority 2008, Delineation  Uralla Shire Council Operational Plan 2018/19  Road Safety Action Plan

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Appendix 1: Public Survey Results

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Q5 What is the estimated distance travelled (round trip)?

Distance Number of Respondents 0km to 5km 32 5km to 10km 4 10km + 2 Unknown 5

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Q7 What improvements would you like to see to the current infrastructure that would encourage you to walk more frequently?

Please note some duplicate comments have not been included.

Community Responses Thunderbolts Way Happy with current infrastructure. Like the wide roads. Footpaths needed in some areas. Better access and less steps into shops - ensure that all new construction access is at footpath level - ramp if necessary. A safe crossing is important Footpaths around Dumeresq and all of Queen St would link town and that area as a great walking loop. An exercise path that is continuous and about 5 kilometres around town Better footpaths in some areas More pathways around the town boundary Being able to get off the road on back streets More walking tracks Love mount mutton track More footpaths and upgrades to some existing walkways I would like to see a flat level walking path that would allow me to walk without difficulty. So that I could improve my heart rate by walking quickly on a safe level pathway. The pathway or track does not have to be long. 250 metres would be acceptable as walking this four times is one kilometre allowing me to improve my mobility, heart rate, blood pressure and many other advantages. I would be happy to drive to the location and do weekly walks. Ensure all footpaths are flat with no breaks in the concrete... I am now in a wheelchair full time and this is imperative... CBD kerb are too high, my own driveway access to leave property, evening out of hill outside my property More walking trails through local nature reserves or public land. Both are unfortunately very limited here in Uralla. Public land is either very limited or poorly marked on Google maps and similar. 2. Pathway on the western side of Alma Park and extends up and around Mt Mutton is poor quality and overly rocky. Just needs to be covered with quality fine road base or similar. I’m Not suggesting it needs to be concrete or bitumen, just better surface covering than what is there. the surface of the pathways not risen to much so people don't trip and for other people that have walkers etc are able to get about better because of this reason. Better walkways ours are old and very uneven Better lighting in the evening and night Wide roads, eg: Maitland St, Salisbury Rd do not have pedestrian crossings Bridge Rd only has one, but with increasing traffic, this is not sufficient Hence we need more pedestrian crossings More fitness paths/equipment/bike tracks Better footpaths, most are uneven and some are hard to walk as they are up hill A dedicated walking track for fitness Better Lighting Better connection between public spaces, walking tracks, parks and improvements done to the underpass. Stop horses being on footpaths

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Community Responses Footpath to sporting complex I know this could be difficult but there needs to be a pedestrian crossing around the intersection of Hill/Bridge streets. Many people walk up Bridge Street (and you have the caravan park on Queen Street) and crossing the road at Hill/Bridge intersection to get to the bakery etc is quite tricky (especially if, like me, you have mobility issues). Suggest a pedestrian crossing on the Alternate Root side which wouldn't interfere so much with traffic turning right on to Bridge St from Thunderbolt Way (Hill Street). Connect sporting complex to CBD More shade trees None, I don't perceive any real problems. More footpaths Maintained footpaths Additional pedestrian crossing Wheelchair friendly Footpaths clear (including overhanging) and no trip hazards Level footpaths Level walking paths that can be used for prams and wheel chairs More and level footpaths, better lighting, sign posts with information, duress alert capability slowing down traffic changing speed through town to 40 Footpaths with no bumps or holes Wider path

The responses have been assessed and taken into consideration as part of the development of the PAMP with specific measures adopted, as deemed appropriate.

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Q8 What areas of Uralla's footpaths and other pedestrian infrastructure do you feel require attention?

Community Responses Walking tracks Some do Pedestrian Crossing at Hill St, removing Bike shelter P.C. in Salisbury St, outside Council building Highway underpass to VIC is a neglected asset The height between the road kerb and pedestrian path is too high for people with ambient disabilities to step up easily and they tend to walk along the road until they find a ramp or crossing. This is dangerous as heavy trucks and double B's use the main road. Dumeresq St desperately needs a foot path as does southern end of Queen St - it randomly stops past the school. Entire length of Bridge St Footpaths to school from town The top end of the main street(towards the King Street intersection) both sides of the road Outside CBD Need to smooth them out Queen St and Woodville general area. Pedestrian crossing needs to be safe and used be everyone. I can’t see how you can improve the footpath in front of the shops, as explained I find it uncomfortable. No straight flat level at all. Height of gutters on Main Street to get up onto the footpath. Most of them The footpaths near the Alternate Root Café, requires looking at, I have found it a bit dangerous when walking down that part of the pathway. Side streets Lots of streets have no footpaths. No footpath makes it difficult when it rains because the pedestrian area becomes a gutter Pretty well all, except Bridge St in CBD and foot/cycle path along King/Maitland Sts Maintenance is required passim, and extensions of footpaths in Woodville where there are none, and along Maitland St towards sports ground Around the school, the footpaths are terrible Near central school in Park street A walking track on racecourse road as people are always walking on the single lane road and it is a hazard Between McMaugh Gardens and town centre clear of debris and clearer signage around work sites Highway Crossing, Walking trails and creek side paths At the back of school where buses are no path on opposite side and very muddy when wet Any without concrete paths Bridge Street Streets without trees. It is just so uncomfortable in the heat to be walking. The only thing that occurs is that stepping after exiting from one's car onto the curb is in places quite a high step for people with bad knees.

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Community Responses Woodville Corner near Church cafe, blue metal all over the footpath There isn't enough footpaths around town in general. Out to golf club The height Main Street Maitland Street through Porter Park and under bridge In front of central school Just need to fix un level areas It is not safe after dark, inadequate lighting - could be solar and motion activated. There is no way to call for help anywhere. don't know Some of the ramps from street level to footpath are too steep Better footpath to the brewery

The comments have been noted and provided to USC for consideration as part of their annual maintenance program for footpaths.

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Q10 What pedestrian infrastructure would best address these needs? (e.g. gaps between footpaths you use, or locations where wheelchair access is poor / non-existent)

Community Responses NA I am aware that some people with disabilities struggle with the state of our footpaths A new pedestrian crossing is required in front of Foodworks at Salisbury St. across Bridge Street. The road is very wide and traffic coming South through the Town turning into Salisbury St. cut the corner. The Pedestrian crossing should also cross Salisbury St. for similar safety reasons Footpaths in aforementioned areas! One of my children has very low tone (congenital) and falls easily on uneven surfaces. The train station carpark Wheel chair access to many of the shops/businesses in the main street. There are a lot of problems on the footpaths that need attention, eg outside Uralla Central School, Uralla Anglican Church No existing footpaths in Queen St (southern end) for disabled man who walks to main st every day. I like to park at the back of the shops and walk down to the shops. One access path is good but the accommodate the back of the pharmacy could be improved immensely. It is very rocky, many dips and an uneven surface for anyone with balance problems. Or with a walker There is not enough disable parks on the Main Street which require a driveway so a wheelchair can get up onto the footpath Lowering kerbs in shopping centre, levelling of slippery grassy hill so i can put bins out without a struggle and fear of falling, grading of dirt/grass footpaths It would be good to see ramps, to the footpaths were the road is too high for people to get onto the footpath, e.g.: people with wheelie walkers (Aged people), wheel chairs. Up grade old paths Footpaths should be continuous everywhere, wheelchair access is a legal requirement School pedestrians need to be marked more! I’ve have had a couple of close encounters with my 6 year with people not stopping! another footpath Existing wheelchair ramps have loose rocks/blue metal need to be leaned more often. and the one down near Michaels café the lip where the bottom of the ramp meets the road is to high, when you're pushing a wheelchair unassisted and you hit the lip you nearly tip out. Kerbside wheelchair access Footpath From car park down lane between Dales and Chemist I love the mobility map. Older buildings are difficult to adopt and I accept that. I would like disability access at Hampden Park to be highlighted: I asked at Seasons about disability parking and they didn't know. Maitland Street / Plane Avenue and Bridge Street The trees on Duke Street are a good example of shade trees that do not interfere with power lines. In the hot weather I changed my route to make the most of theses. Our summers are only going to get hotter. One manages one's physical problems the best one can, using a cane or choosing an easier route to where one wishes to go. One cannot possibly accommodate everybody with the thousands of infirmities that people may have by making a smooth, flat area throughout the town for access. To

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Community Responses attempt to do so would not only cost millions that we don't have, it would open a gigantic can of worms every time members of the ageing population discovers they don't manouvre their bodies as well as they used to when the ground is uneven! Maintenance of paths Better footpaths Lighting would help also Wheelchair access in main street. slowing down the traffic

The responses have been assessed and taken into consideration as part of the development of the PAMP with specific measures adopted, as deemed appropriate.

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Q11 Where do you see additional/new footpath infrastructure would be desirable? (e.g. gaps between footpaths you use, or locations where wheelchair access is poor / non-existent)

Community Responses Walking tracks or footpaths associated with major roads close to town Not sure Gaps between Blisters and footpath in Bridge St need a more aesthetic and safer system, as recommended in the Consultant's report. The main problem is that Disability Car Access Bays are mainly all located (very badly) in the rear carpark behind the shops on the eastern side. Access can only be made through the interconnecting walkway to the main shopping street with no wheelchair access to most shops because of high steps. Not really a solution especially when there are quite a few people in motorised wheelchairs coming from McMaugh Gardens Aged Care facility As previously stated Dumeresq St and southern end of Queen St. Bridge Street should have a walking path covering the north and south ends of town Paved footpaths from school to central town. Wheel chair access on a lot of corners could be improved Woodville Up queen street Woodville area is popular for walkers/joggers and has a lack of suitable areas to exercise safely. I think as in question 10. If that drive way to the back of the pharmacy was seen to then access to the disabled or even wheelchair access would be an advantage. And the steps to the fro t entrance would not have to be used Footpaths further than the block around the Main Street.. unless I use the road I have no means of getting anywhere alone in my wheelchair. Main Street, sporting complex The footpath heading from The Alternate Root Café to the Post office, I think needs looking at and maybe to be made wider for the access of wheelie walkers, wheel chairs etc., and more ramps down the main street, near NAB, as the footpaths are getting higher for the older people to get onto the pathway I’d like to see walkways on all are main roads in the township I have no special needs to be addressed Track along the creek at porter park needs to be sealed Central school, Park street Hill st north of alma park and Fitzroy st north Main Street needs more ramps, and also in front of Doctors in Hill street and post office. In the CBD and outer public spaces Around uralla central school Not aware of any problems. I will ask Daphne Field Major walking streets leading to town. Hill, Salisbury, Bridge, King Streets From bridge to showground More footpaths Out to sporting complex Gaps between footpaths

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 166 Uralla Shire Council Uralla PAMP (Final)

Community Responses Sporting places Maintain existing footpaths before creating new ones! To sporting complex Bowling club area

The responses have been assessed and taken into consideration as part of the development of the PAMP with specific measures adopted, as deemed appropriate.

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 167 Uralla Shire Council Uralla PAMP (Final)

Q12 Have you identified any areas where there are impediments to use of the footpath? (parked vehicles, kids on bikes, trailers, vegetation, camber, condition of surface etc.)

Community Responses No There is nothing wrong with the footpath. It is stable and even, with interlocking brick finish which looks good. The footpath is generously wide with adequate seating. Landscaped areas define the angle parking which is good. From the perspective of using a pram the curbs are difficult to navigate crossing roads. They need to be tapered at points where a road intersects for ease of use. This would be critical for those who use a wheelchair. It's not too bad on Bridge St but the side roads are shocking for it. Several areas are broken around town which need replacing. Overgrown weeds on footpaths, especially on the walk to the tourist information centre from the supermarket The school block both Uralla central and St Joseph’s, raised edges anywhere around town need to be seen to Council needs to regularly check the footpaths around town themselves. Yes, outside my home, footpath is not graded, due to no private driveway and hill to road, i have to park in communal driveway/pedestrian access Condition of surface as answered in Q7 The gardens in the main street are nice and would like to see them stay, but the trees etc need to be maintained so people in cars can see when to pull out of their car spot. I’d like to see paths all the way to sports complex Only impediments to walking in streets with no footpath at all. Walking on the road is not always safe, especially when it gets dark and lighting is poor. See also Q8 answer Footpath around Marsden park is incomplete the footpath near the school isn't even, part of it lifts up. this won't make is easy for anyone in a wheelchair to use. Hill St access into Hampden Park to public toilets, whole area needs sealing at the moment loose rocks on the driveway access, impediments to public. Also Pioneer park across from the Visitor info centre loose gravel, not only an impediment to disabled people but the general public. Also across from the public toilets ...needs a couple of ramps + the gravel/cement & driveway on the corner is a hazard. Not easy to navigate in wheel chair Main street parking and ease of access onto footpath. Highway Crossing Underpass is dirty and dangerous. Yes horses on footpath including in main street Loss material on eastern side of Bridge Street near doctor’s surgery Not really. There are some areas of dirt driveways that have eroded into potholes on the rare occasions we have rain, that can make the going tricky, but only if you aren't watching where you are going. I refer specifically to the parking areas behind the shops of Bridge St, accessed from either Hill St or Salisbury St. Gravel on path in Bridge Street Down in alma park Condition of surface Wheelchair access Under bridge and coming out near Gun area

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 168 Uralla Shire Council Uralla PAMP (Final)

Community Responses Queen Street at Uralla Creek

The comments have been noted and provided to USC for consideration as part of their annual maintenance program for footpaths.

Q13 Do you have any further comments?

Community Responses No I am happy with current infrastructure but I am aware that there may be problems for others. I suggest provision of more street furniture to match the existing locally produced stuff, to give people the sense that they OWN the place...and to encourage them to stroll leisurely and linger in the CBD. Wheelchair or ambient disability access could be provided if a parallel ramp/step construction 1500mm wide can be constructed to connect possibly two shops on the sloping footpath. This would still leave plenty of footpath width however some of the seat/tables may need to be relocated. Shop owners could then level their entrances to allow better disability access. The use of a portable wheelchair ramp can also be used to some shops, accessible on call to the shopkeeper. This would also facilitate access to mothers with prams or ambient disabled with a walker. Not at this stage. Any changes should ensure Uralla’s heritage features are respected. Would there be any possible grants to enable shops/businesses to help improve wheel chair access to their business such as for ramps etc? Monitor the footpath with regular or yearly maintenance. Why do we constantly need consultants to undertake the work of Council staff? I understand that this is mainly for footpaths etc, but I feel that looking at ramps and rails in some shops for the people that require help looking into their shops, the elderly with wheelie walkers, wheel chairs etc. Why ask about special needs concerns when I have answered no to question 9? I would love to see a footpath along all of Uralla Creek, this would like many parks to each other and also to the CBD It’s a tripping hazard for people walking the path and anyone in a wheelchair will struggle to actually use it. As there isn't a path across the road from the school, it's just grass. I fear that a very large amount of ratepayers' money will be spent on this program, to satisfy what I think is only a small part of the population. Most people accept the available access when they choose to live in a particular place. Sometimes it could be the case that an accident causes major disability suddenly, but governmental infrastructure is available to help in these instances. I think money would be better spent on upgrading small sections of water mains 3/20/2019 12:22 PM 26 No. Thankyou. :) Why can't thus be an in-house decision and discussion Wheelchair access all over Uralla !!!!!! We need on road cycle facilities

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 169 Uralla Shire Council Uralla PAMP (Final)

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 170 Uralla Shire Council Uralla PAMP (Final)

Appendix 2: Footpath and Shared Path Network Map

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 171 Uralla Shire Council Uralla PAMP (Final)

Proposed Uralla Footpath and Shared Path Network Map (2019) COUNCIL BUSINESS PAPER - 27 AUGUST 2019

172

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Uralla Shire Council Uralla PAMP (Final)

Appendix 3: PAMP Route Descriptions

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 173 Uralla Shire Council Uralla PAMP (Final)

Footpath Route Descriptions

Community Existing/Potential Description Safety Connectivity Comfort Tourism Recreation Request Demand Queen Street 10 5 0 5 5 0 5 Alma Park 0 5 5 3 5 0 8 Park Street (Bridge Street to Maitland Street) 0 5 10 5 5 0 4 John Street (Bridge Street to Maitland Street) 0 5 15 8 5 0 4 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Dumaresq Street (Bridge Street to East Street) 5 5 14 7 5 0 4 Bridge Street (John Street to Dumaresq Street) 10 10 10 5 5 0 2 Maitland Street (Park Street to East Street) 0 20 20 10 10 0 10 East Street (Dumaresq Street to Gostwyck Road) 10 10 15 9 5 0 8 Duke Street (Hill Street to Salisbury Street) 5 10 15 6 5 0 8 Salisbury Street (Maitland Street to East Street) 0 10 15 8 5 0 9 Plane Avenue to Sporting Fields 10 15 20 10 10 0 10 Gostwyck Road to Gostwyck Street 2 15 15 5 5 0 8 Gostwyck Street to McCrossin Street 5 15 15 8 8 0 7 Mihi Street 2 10 15 5 5 0 8 Gostwyck Street (McCrossin Street to King Street) 3 10 15 5 5 0 9 King Street (Gostwyck Street to Dangar Street) 5 20 10 6 5 0 0 Dangar Street (Gostwyck Road to King Street) 8 8 15 6 5 10 7 King Street to Rail Overpass 10 10 15 10 5 0 10

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Appendix 4: Schedule of Works

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 175 Uralla Shire Council Uralla PAMP (Final)

Uralla PAMP – Schedule of Works

Length Width Priority Description Cost ($) (m) (m)

1 Maitland Street (Park Street to East Street) 340 2.50 $110,500.00 2 Plane Avenue to Sporting Fields 850 2.50 $276,300.00 3 King Street to Rail Overpass 225 2.50 $73,200.00 4 Dangar Street (Gostwyck Road to King Street) 425 2.50 $138,200.00 5 Gostwyck Street to McCrossin Street 260 2.50 $84,500.00 East Street (Dumaresq Street to Gostwyck 6 Road) 860 2.50 $279,500.00 7 Gostwyck Road to Gostwyck Street 520 2.50 $169,000.00 Duke Street (between East Street and 8 Sailsbury Street) 300 2.50 $97,500.00 9 Duke Street (Hill Street to Salisbury Street) 270 2.50 $87,800.00 10 Salisbury Street (Maitland Street to East Street) 520 2.50 $169,000.00 11 King Street (Gostwyck Street to Dangar Street) 165 2.50 $53,700.00 Gostwyck Street (McCrossin Street to King 12 Street) 130 2.50 $42,300.00 13 Mihi Street 160 2.50 $52,000.00 14 Bridge Street (John Street to Dumaresq Street) 220 2.50 $71,500.00 15 Dumaresq Street (Bridge Street to East Street) 115 2.50 $37,400.00 16 John Street (Bridge Street to Maitkand Street) 210 2.50 $68,300.00 17 Queen Street 110 2.50 $35,800.00 18 Park Street (Bridge Street to Maitland Street) 210 2.50 $68,300.00 19 Alma Park 160 2.50 $52,000.00

Total $1,966,800.00

Notes: (1) Estimated costs are inclusive of kerb ramps and traffic control provisions during construction based on a $130/m2 rate for construction. (2) Estimated costs are current as at May 2019. (3) Estimated costs are indicative only and sites should be fully investigated prior to any detailed design and construction activities. (4) It is recommended that estimated costs be adjusted in accordance with an appropriate indexation rate for future annual operational plans. (5) Concrete is the nominated material type for each path however this may be adjusted in order to satisfy available funding (for example – asphalt).

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 176 Constructive Solutions Pty Ltd www.constructivesolutions.com.au

Tamworth Office:

PO Box 1498

Tamworth NSW 2340

Phone: 02 6762 1969

Email: [email protected]

Brisbane Office

PO Box 133

Paddington QLD 4064

Phone: 0427 011 143

Email: [email protected]

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 177 Uralla Shire Council Council Business Paper – 27 August 2019

REPORT TO COUNCIL

Department: Infrastructure & Development Submitted by: Environmental Management Coordinator Reference/Subject: Report 12 – Public exhibition and consultation outcomes for proposed resignation of management from selected Council managed Crown Reserves

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 2.4 Communities that are well serviced with essential infrastructure Strategy: 2.4.1 Develop a strategically located network of quality, safe and accessible amenities that are adequately maintained and renewed

SUMMARY: This report recommends that Council make application to the Minister for Department of Industry - Crown Lands to resign as manager of the Crown Reserves that have no strategic value to Council and no identified value to the community, to avoid ongoing management costs and maintenance liabilities.

OFFICER’S RECOMMENDATION: That Council make a written application to the Minister for Department of Industry - Crown Lands requesting approval of Uralla Shire Council’s resignation as Crown Land Manager of Crown land reserves identified as:

• Lot 31 DP 755838 Kentucky South Reserve; • Lot 153 DP 755838 Kentucky South Reserve; • Lot 7010 DP 93183 Bundarra CBD Reserve; and • Lot 7002 DP 1072010 Rocky River Recreation Reserve.

BACKGROUND: At the 28 May 2019 Ordinary Council Meeting a report was considered which detailed Council’s working group evaluation of the strategic value of Crown Lands managed by Council.

The report recommended the following list of Crown lands for Council to apply to the Minister to resign as Crown Land Manager:

• Lot 322 DP 755811 Saumarez Ponds - (Barry Munday) Recreation Reserve; • Lot 153 DP 755838 Kentucky South Reserve; • Lot 31 DP 755838 Kentucky South Reserve; • Lot 7010 DP 93183 Bundarra CBD Reserve; • Lot 7002 DP 1072010 Rocky River Recreation Reserve, and • Lot 7302 DP 1155531 Saumarez Reserve.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 178 Uralla Shire Council Council Business Paper – 27 August 2019

Council resolution 27.05/19 was to:

1. Place the proposal on public exhibition for a period of 28 days, and

2. In the event of no objections being received, make a written application to the Minister for Department of Industry - Crown Lands confirming Council’s resignation request as Crown land manager of the following Crown land reserves;

• Lot 322 DP 755811 Saumarez Ponds - (Barry Munday) Recreation Reserve; • Lot 153 DP 755838 Kentucky South Reserve; • Lot 153 DP 755838 Kentucky South Reserve; • Lot 7010 DP 93183 Bundarra CBD Reserve; • Lot 7002 DP 1072010 Rocky River Recreation Reserve, and • Lot 7302 DP 1155531 Saumarez Reserve.

Once the public exhibition process commenced, a request was received from the community seeking a three (3) week extension to the public exhibition period. The request was approved by the Director Infrastructure and Development.

REPORT: On 14 August 2019, Council was advised by Crown Lands that management responsibility cannot be resigned from Crown reserves which have been devolved to Council. Under this provision, Council is not eligible to resign from the management of Lot 7302 DP 1155531 Saumarez Reserve.

Thirteen (13) submissions were received during the public exhibition:

• Twelve communicated a request to Council to retain management responsibility of Lot 322 DP 755811 Saumarez Ponds - (Barry Munday) Recreation Reserve for public recreation.

• One suggested an option for use of Crown reserves for seed collecting and revegetation by a commercial entity. This submission did not specifically relate to the reserves listed in this report.

In this context, the working group removed two parcels from the recommended list for Council to apply to the Minister to resign as Crown Land Manager presented to the May 2019 Ordinary Council Meeting:

1. Lot 7302 DP 1155531 Saumarez Reserve as it is not eligible, and

2. Lot 322 DP 755811 Saumarez Ponds - (Barry Munday) Recreation Reserve due to public interest in Council retaining management of the land.

CONCLUSION: With consideration to the submissions received during public exhibition, and the advice received from the NSW Department of Industry - Office of Crown Lands, it is appropriate for Council to submit an application to the Minister to resign as Crown Land Manager from the following Crown reserves:

• Lot 31 DP 755838 Kentucky South Reserve; • Lot 153 DP 755838 Kentucky South Reserve; • Lot 7010 DP 93183 Bundarra CBD Reserve; • Lot 7002 DP 1072010 Rocky River Recreation Reserve.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 179 Uralla Shire Council Council Business Paper – 27 August 2019

COUNCIL IMPLICATIONS: 1. Community Engagement/ Communication (per engagement strategy) N/A

2. Policy and Regulation Crown Land Management Act 2016 Local Government Act 1993

3. Financial (LTFP) Resignation as manager for non-viable Crown land reserves will impact positively on the LTFP.

4. Asset Management (AMS) Nil

5. Workforce (WMS) Nil

6. Legal and Risk Management Resignation as manager for non-viable Crown land reserves reduces Council’s risks associated with public liability and biosecurity.

7. Performance Measures Nil

8. Project Management Nil

Prepared by staff member: Environmental Management Coordinator TRIM Reference Number: UINT/19/4578 Approved/Reviewed by Manager: Manager Development and Planning Department: Infrastructure and Development Attachments: Attachment 1 - August - Attachment 1 - Submissions Crown Land Resignation - CONFIDENTIAL - 21 August 2019 Attachment 2 - August - Attachment 2 - Submissions Crown Land Resignation - REDACTED - 21 August 2019 Attachment 3 - Map 1. Saumarez Ponds (Barry Munday) Recreation Reserve (25105) Attachment 4 - Map 2. Kentucky South Reserve (73275) Attachment 5 - Map 3. Kentucky South Reserve (55570) Attachment 6 - Map 4. Bundarra CBD Reserve (83105) Attachment 7 - Map 5. Rocky River Recreation Reserve (97253) Attachment 8 - Map 6. Saumarez Reserve at Primrose Hill (85626)

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 180 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 181 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 182 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 183 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 184 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 185 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 186 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 187 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 188 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 189 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 190 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 191 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 192 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 193 COUNCIL BUSINESS PAPER - 27 AUGUST 2019 194 Stephen Powley 951 Retreat Road Balala 2358 02 67787012

SUBMISSION to...... RESIGNATION of CROWN LANDS MANAGEMENT

Dear Councillors I am opposed to the recommendation being put to you, to resign from the management of some Crown lands in Uralla Shire. I do understand the frustration that Councils feel when the State Government cost shifts it's responsibilities to Local Government. However, instead of looking at this as a burden, you could be looking for the advantages. During the Council term of 2008 / 2012, an idea was put forward by me, to lease a lot of land, which I think was Crown Land under the management of USC, to Fields Nursery. The lot is in the Enmore locality. Cr. Robert Bell would most likely remember the land and the idea of the lease, as Steve Fields, one of his staff, Cr. Bell, ( he was the DES at the time ) and I, drove out and inspected the land. The idea of the lease was that Fields Nursery would grow grasses and trees on the land and Fields Nursery would have the rights to collecting seeds from what they had planted. To make this feasible, Steve Fields required a minimum of a ten year lease. A part of the plan was that the nursery would plant shrubs and trees along the bank of Saumarez Creek, to reestablish the riparian zone. There was an objection from one of the neighbours and Council was advised by the General Manager, Tom O'Connor, that any Council land could not be leased for any more than a two year period. So that made it unfeasible for the nursery to proceed. I realise now, that I should have approached this in a different way. Instead of the nursery leasing the land, I think now that it would have been a better idea for the nursery to have been contracted by USC to maintain and revegetate the land. The payment for the maintenance of the land, would be the rights for the contractor to the collection and ownership of seeds from any flora on the land. This way there is no lease to worry about and signing up for a ten year plus contract, should be easily arranged. -My thinking is that this arrangement could be applied to any land that Council has control over. I feel that there is an opportunity to create some native flora reserves in the Shire, at little cost to USC. Not to mention the benefits for wildlife, especially considering that some of these lots of land adjoin wetlands. As a matter of courtesy, I will send a copy of this submission to Fields Nursery, seeing that I have mentioned them.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 195 Map – Saumarez Ponds (Barry Munday) Recreation Reserve (25105)

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 196 Map – Kentucky South Reserve (73275)

55 570

73275

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 197 Map – Kentucky South Reserve (55570)

55 570

73275

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 198 Map – Bundarra CBD (83105)

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 199 Map – Rocky River Recreation Reserve (97253)

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 200 Map – Saumarez Reserve at Primrose Hill (85626) COUNCIL BUSINESS PAPER - 27 AUGUST 2019 201 Uralla Shire Council Council Business Paper – 27 August 2019

REPORT TO COUNCIL

Department: Infrastructure and Development Submitted by: Director Infrastructure and Development Reference/Subject: Report 13 – Draft Licence Variation EPL 1626 Uralla Sewer August 2019

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 3.1 To preserve, protect and renew our beautiful natural environment Strategy: 3.1.3 Protect and maintain a healthy catchment and waterways Activity: 3.1.3.1 Maintain compliant catchment and waterways management Action: 3.1.3.1.4 Maintain compliance with Environmental Protection Licence requirements for the Uralla landfill, sewer and water treatment plants

SUMMARY:

A sewer overflow from Councils reticulation system in 2017 led to an investigation into the incident by the Environmental Protection Agency (EPA). On the basis of that investigation, the Environmental Protection Authority issued Council an Official Caution and required Council to complete a Pollution Studies and Reduction Program (PRP). The terms of the PRP required that the assessment and details of the accepted recommendations are submitted to the EPA by 31 July 2019. Further, “if any of the assessment recommendations are not proposed to be implemented, the licensee must provide an explanation as to why they will not be implemented.”

Council accepted the PRP and engaged consultants to undertake the investigations.

At its June meeting Council considered the report prepared by the consultants and resolved at 37.06/19 to:-

1. Accept the recommendations outlined in the “Review of Uralla Shire Sewer Reticulation Maintenance and Monitoring Report” dated 13 May 2019 prepared by Tonkin Consulting as summarised in Table 1 and Table 2 as attached to this report; and 2. Approve $138,000 as a variation to the water and sewerage budgets for the 2019/2020 Financial Year at the Quarterly Budget Review for the items identified for implementation in the 2019/2020 Financial Year.

The EPA have proposed a further PRP to incorporate the proposed actions as detailed in the report presented to Council at its June 2019 meeting.

The PRP is included as a draft variation to the Environmental Protection Licence sewer treatment plant and reticulation network. It is recommended that Council accept the conditions of the draft licence variation Pollution Studies and Reduction Program and communicate the same to the EPA.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 202 Uralla Shire Council Council Business Paper – 27 August 2019

OFFICER’S RECOMMENDATION:

That Council: Accept the conditions of the Pollution Studies and Reduction Program as proposed on the draft Environmental Protection Licence (EPL 1626) at U1 for the Uralla sewer treatment plant and reticulation network.

BACKGROUND:

Uralla Shire Council holds an Environmental Protection Licence (EPL 1626) under the Protection of Environment Operations Act 1979 for the Uralla Sewer Treatment Plant. The licence applies to the premises of the sewerage treatment plant along with the sewer reticulation system owned and operated by Council. The NSW Environmental Protection Agency (EPA) is the regulatory body that monitors EPL performance and compliance.

REPORT:

The proposed PRP provides for a reporting regime against the set of actions that Council has agreed to implement.

The PRP appears reasonable and appropriate.

KEY ISSUES:

• Council will need to submit a progress report to the EPA every 6 months regarding the progress of the proposed actions.

CONCLUSION:

It is recommended that Council accept conditions of the Pollution Studies and Reduction Program as proposed on the draft Environmental Protection Licence (EPL 1626) for the Uralla sewer treatment plant and reticulation network.

COUNCIL IMPLICATIONS:

1. Community Engagement/ Communication (per engagement strategy) Nil

2. Policy and Regulation Environment Protection Licence ("EPL") No. 1626 Section 120 of the Protection of the Environment Operations Act 1997

3. Financial (LTFP) Additional annual costs

4. Asset Management (AMS) Improved asset management practices

5. Workforce (WMS) Nil

6. Legal and Risk Management Conditions of Environmental Protection Licence 1626 are legally binding. The Pollution Studies and Reduction Program report will form continuing conditions on the EPL until such time as all matters are resolved.

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7. Performance Measures As required by conditions listed in the Environmental Protection Licence 1626.

8. Project Management Manager Waste, Water and Sewer Services

Prepared by staff member: Director of Infrastructure and Development TRIM Reference Number: UI/19/4603 Approved/Reviewed by Manager: Director of Infrastructure and Development Department: Infrastructure and Development Attachments: Attachment 1 - Cover Letter from the EPA dated 7 August 2019 Attachment 2 - Uralla STP - EPL 1626 - draft variation notice August 2019

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 204 Our reference: : SF13/4479; DOC19/660129 Contact: : Indumini Kariyawasam – 02 6773 7000 – [email protected] Date : 7 August 2019

Mr Terry Seymour Director (Infrastructure & Regulation) Uralla Shire Council PO Box 106 URALLA NSW 2358

Email: [email protected] BY EMAIL

Dear Mr Seymour,

RE: Draft Licence Variation for Uralla Sewage Treatment Plant - Environment Protection Licence (EPL) - 1626

I refer to the proposed plant upgrades that have been recommended to improve the current monitoring and maintenance system of the Uralla Sewage Treatment Plant.

On 28 June 2019, the Environment Protection Authority (EPA) received an email confirming that Uralla Shire Council has accepted to implement the proposed recommendations outlined in the report titled, Review of Uralla Shire Sewer Reticulation Maintenance & Monitoring Report dated 13 May 2019. I note this report was submitted in accordance with PRP U1.1.

Please find attached a draft licence variation notice for your review and comment. The draft notice proposes to remove PRP UU1.1 and replace it with a new PRP to reflect the progress of the proposed plant upgrades, due to be completed by the end of 2021/2022 financial year.

Please provide any comments in writing to the EPA by 23 August 2019. Comments can be received via email to [email protected] or PO Box 494 Armidale 2350. If comments are not received by this date, the EPA may issue the notice as currently drafted.

Please contact Indumini Kariyawasam on (02) 6773 7000 if you wish discuss this matter further.

Yours sincerely,

REBECCA SCRIVENER Head Regional Operations Unit - Armidale Environment Protection Authority

Encl: draft licence variation no. # 1582929

Email: [email protected] PO Box 494 Armidale NSW 2350 85 Faulkner Street, Armidale NSW 2350 Tel: (02) 6773 7000 Fax: (02) 6772 2336 ABN 43 692 285 758 COUNCIL BUSINESSwww.epa.nsw.gov.au PAPER - 27 AUGUST 2019 205 Section 58(5) Protection of the Environment Operations Act 1997 Licence Variation

Licence - 1626

URALLA SHIRE COUNCIL ABN 55 868 272 018 PO BOX 106 URALLA NSW 2358

Attention: Mr Terry Seymour

Notice Number 1582929 File Number EF13/3781 Date

NOTICE OF VARIATION OF LICENCE NO. 1626 BACKGROUND

A. URALLA SHIRE COUNCIL (“the licensee”) is the holder of Environment Protection Licence No. 1626 (“the licence”) issued under the Protection of the Environment Operations Act 1997 (“the Act”). The licence authorises the carrying out of activities at FLAT ROCK ROAD, URALLA, NSW, 2358 ("the premises"). B. The licence includes a Pollution Studies & Reduction Program (the "PRP") at condition U1.The PRP required the licensee to engage a suitably qualified person to assess the current sewer reticulation system, maintenance & monitoring programs and outline implementations to improve the current monitoring & maintenance system. C. The PRP also required the licensee to submit a report ("the Report") on assessment and details of the recommendations to be implemented to improve the current system with corresponding time frames and a cost/benefit analysis, to the EPA Armidale Office by 31 July 2019. D. The licensee submitted the Report on 28 June 2019 and informed the EPA that all the recommendations outlined in the Report have been accepted to be implemented. E. The requirements of condition U1 have been completed. F. This variation notice DRAFTremoves condition U1 and replaces it with a new PRP to reflect the progress of the recommended plant upgrades. The new PRP ensures that the proposed upgrade actions are carried out within the relevant time frame. G. This variation does not authorise a significant increase in the environmental impact of the activities authorised or controlled by the licence.

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 206 Section 58(5) Protection of the Environment Operations Act 1997 Licence Variation

VARIATION OF LICENCE NO. 1626

1. By this notice the EPA varies licence No. 1626. The attached licence document contains all variations that are made to the licence by this notice. 2. The following variations have been made to the licence:  Condition U1 - This PRP has been completed and replaced with a new PRP to ensure that the recommended plant upgrades are carried out in a timely manner.

......

(by Delegation)

INFORMATION ABOUT THIS NOTICE

 This notice is issued under section 58(5) of the Act.  Details provided in this notice, along with an updated version of the licence, will be available on the EPA’s Public Register (http://www.epa.nsw.gov.au/prpoeo/index.htm) in accordance with section 308 of the Act.

Appeals against this decision  You can appeal to the Land and Environment Court against this decision. The deadline for lodging the appeal is 21 days after you were given notice of this decision.

When this notice begins to operate

 The variations to the DRAFTlicence specified in this notice begin to operate immediately from the date of this notice, unless another date is specified in this notice.  If an appeal is made against this decision to vary the licence and the Land and Environment Court directs that the decision is stayed the decision does not operate until the stay ceases to have effect or the Land and Environment Court confirms the decision or the appeal is withdrawn (whichever occurs first).

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COUNCIL BUSINESS PAPER - 27 AUGUST 2019 207 Section 55 Protection of the Environment Operations Act 1997 Environment Protection Licence

Licence - 1626

Licence Details Number: 1626 Anniversary Date: 01-April

Licensee URALLA SHIRE COUNCIL

PO BOX 106

URALLA NSW 2358

Premises URALLA SEWAGE TREATMENT PLANT FLAT ROCK ROAD URALLA NSW 2358

Scheduled Activity Sewage treatment

Fee Based Activity Scale Sewage treatment processing by small plants > 100-219 ML annual maximum volume of discharge

Region North - Armidale Ground Floor, NSW Govt Offices, 85 Faulkner Street ARMIDALE NSW 2350 Phone: (02) 6773 7000 Fax: (02) 6772 2336

PO Box 494 ARMIDALE NSW 2350

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INFORMATION ABOUT THIS LICENCE ------5

Dictionary ------5 Responsibilities of licensee ------5 Variation of licence conditions ------5 Duration of licence ------5 Licence review ------5 Fees and annual return to be sent to the EPA ------5 Transfer of licence ------6 Public register and access to monitoring data ------6 1 ADMINISTRATIVE CONDITIONS ------7

A1 What the licence authorises and regulates ------7 A2 Premises or plant to which this licence applies ------7 A3 Other activities ------8 A4 Information supplied to the EPA ------8 2 DISCHARGES TO AIR AND WATER AND APPLICATIONS TO LAND ------8

P1 Location of monitoring/discharge points and areas ------8 3 LIMIT CONDITIONS ------9

L1 Pollution of waters ------9 L2 Concentration limits ------9 L3 Volume and mass limits ------11 L4 Waste ------11 L5 Potentially offensive odour ------11 L6 Other limit conditions ------11 4 OPERATING CONDITIONS ------12

O1 Activities must be carried out in a competent manner ------12 O2 Maintenance of plant and equipment ------12 O3 Emergency response ------13 O4 Processes and management ------13 O5 Other operating conditions ------13 5 MONITORING AND RECORDING CONDITIONS ------13

M1 Monitoring records ------13 M2 Requirement to monitor concentration of pollutants discharged ------14 M3 Testing methods - concentration limits ------14 M4 Recording of pollution complaints ------14

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M5 Telephone complaints line ------15 M6 Requirement to monitor volume or mass ------15 M7 Requirement to record bypass incidents from sewage treatment plants ------16 M8 Other monitoring and recording conditions ------17 6 REPORTING CONDITIONS ------17

R1 Annual return documents ------17 R2 Notification of environmental harm ------18 R3 Written report ------18 R4 Other notifications ------19 R5 Annual system performance report ------19 R6 Other reporting conditions ------20 7 GENERAL CONDITIONS ------20

G1 Copy of licence kept at the premises or plant ------20 G2 Contact number for incidents and responsible employees ------20 G3 Signage ------21 G4 Other general conditions ------21 8 POLLUTION STUDIES AND REDUCTION PROGRAMS ------21

U1 Implementation of Recommended Actions to Improve Monitoring & Maintenance of the Plant. ------21 9 SPECIAL CONDITIONS ------22

E1 Special Dictionary ------22 DICTIONARY ------24

General Dictionary ------24

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Information about this licence

Dictionary A definition of terms used in the licence can be found in the dictionary at the end of this licence.

Responsibilities of licensee Separate to the requirements of this licence, general obligations of licensees are set out in the Protection of the Environment Operations Act 1997 (“the Act”) and the Regulations made under the Act. These include obligations to:  ensure persons associated with you comply with this licence, as set out in section 64 of the Act;  control the pollution of waters and the pollution of air (see for example sections 120 - 132 of the Act);  report incidents causing or threatening material environmental harm to the environment, as set out in Part 5.7 of the Act.

Variation of licence conditions The licence holder can apply to vary the conditions of this licence. An application form for this purpose is available from the EPA. The EPA may also vary the conditions of the licence at any time by written notice without an application being made. Where a licence has been granted in relation to development which was assessed under the Environmental Planning and Assessment Act 1979 in accordance with the procedures applying to integrated development, the EPA may not impose conditions which are inconsistent with the development consent conditions until the licence is first reviewed under Part 3.6 of the Act.

Duration of licence This licence will remain in force until the licence is surrendered by the licence holder or until it is suspended or revoked by the EPA or the Minister. A licence may only be surrendered with the written approval of the EPA.

Licence review The Act requires that the EPA review your licence at least every 5 years after the issue of the licence, as set out in Part 3.6 and Schedule 5 of the Act. You will receive advance notice of the licence review.

Fees and annual return to be sent to the EPA For each licence fee period you must pay:  an administrative fee; and  a load-based fee (if applicable).

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The EPA publication “A Guide to Licensing” contains information about how to calculate your licence fees. The licence requires that an Annual Return, comprising a Statement of Compliance and a summary of any monitoring required by the licence (including the recording of complaints), be submitted to the EPA. The Annual Return must be submitted within 60 days after the end of each reporting period. See condition R1 regarding the Annual Return reporting requirements.

Usually the licence fee period is the same as the reporting period.

Transfer of licence The licence holder can apply to transfer the licence to another person. An application form for this purpose is available from the EPA. Public register and access to monitoring data Part 9.5 of the Act requires the EPA to keep a public register of details and decisions of the EPA in relation to, for example:  licence applications;  licence conditions and variations;  statements of compliance;  load based licensing information; and  load reduction agreements.

Under s320 of the Act application can be made to the EPA for access to monitoring data which has been submitted to the EPA by licensees.

This licence is issued to: URALLA SHIRE COUNCIL

PO BOX 106

URALLA NSW 2358

subject to the conditions which follow.

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1 Administrative Conditions

A1 What the licence authorises and regulates A1.1 This licence authorises the carrying out of the scheduled activities listed below at the premises specified in A2. The activities are listed according to their scheduled activity classification, fee-based activity classification and the scale of the operation.

Unless otherwise further restricted by a condition of this licence, the scale at which the activity is carried out must not exceed the maximum scale specified in this condition.

Scheduled Activity Fee Based Activity Scale Sewage treatment Sewage treatment processing by small > 100 - 219 ML annual plants maximum volume of discharge A1.2 The objectives of this licence are to:

a) prevent as far as practicable sewage overflows and sewage treatment plant bypasses; b) require proper and efficient management of the system to minimise harm to the environment and public health; and c) require practical measures to be taken to protect the environment and public health from sewage overflows and sewage treatment plant effluent.

A1.3 This licence is to be construed in a manner that will promote the objectives referred to in the condition above.

A2 Premises or plant to which this licence applies A2.1 The licence applies to the following premises:

Premises Details URALLA SEWAGE TREATMENT PLANT FLAT ROCK ROAD URALLA

NSW 2358

LOT 1 DP 229729, LOT 1 DP 610456, LOT 1 DP 881409, LOT 2 DP 881409

PARISH OF URALLA SEE MAP IN EMAIL DOC15/27984 AND TEXT IN EMAIL DOC15/27984-01.

A2.2 The premises also includes the reticulation system owned and operated by the licensee that is associated with the sewage treatment plant(s) identified in condition A2.1.

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A3 Other activities A3.1 This licence applies to all other activities carried on at the premises, including:

Ancillary Activity

Chemical Storage Facilities Waste Facilities - waste storage, transfer separating or processing

A4 Information supplied to the EPA A4.1 Works and activities must be carried out in accordance with the proposal contained in the licence application, except as expressly provided by a condition of this licence.

In this condition the reference to "the licence application" includes a reference to: a) the applications for any licences (including former pollution control approvals) which this licence replaces under the Protection of the Environment Operations (Savings and Transitional) Regulation 1998; and b) the licence information form provided by the licensee to the EPA to assist the EPA in connection with the issuing of this licence.

2 Discharges to Air and Water and Applications to Land P1 Location of monitoring/discharge points and areas P1.1 The following utilisation areas referred to in the table below are identified in this licence for the purposes of the monitoring and/or the setting of limits for any application of solids or liquids to the utilisation area.

P1.2 The following points referred to in the table are identified in this licence for the purposes of the monitoring and/or the setting of limits for discharges of pollutants to water from the point.

Water and land EPA Identi- Type of Monitoring Point Type of Discharge Point Location Description fication no. 1 Discharge to waters At the end of the outlet drain from the disinfection unit to Rocky Creek shown as point marked "Discharge point " on map titled 'Proposed Site Plan' Figure 2 received by the EPA on 26 August 2002.

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2 Influent volume monitoring Located at weir downstream of inlet to STP identfied as point labelled "volume monitoring point" Figure 2, Proposed Site Plan received by the EPA on 26 August 2002. 3 Discharge to waters Discharge of bypass flows from inlet works to Chinamans Gully labelled "storm overflow" on map titled "Pipelines Layout" received by the EPA on 4th February 2003. 4 Effluent quality monitoring Downstream of the disinfection unit shown as point marked "testing point" on map titled 'Proposed Site Plan' Figure 2 received by the EPA on 26 August 2002.

3 Limit Conditions

L1 Pollution of waters L1.1 Except as may be expressly provided in any other condition of this licence, the licensee must comply with section 120 of the Protection of the Environment Operations Act 1997.

L1.2 The licensee may only discharge untreated or partially treated sewage from the sewage treatment plant and/or the reticulation system subject to the conditions of this licence, including O1 and O2.

L2 Concentration limits L2.1 For each monitoring/discharge point or utilisation area specified in the table\s below (by a point number), the concentration of a pollutant discharged at that point, or applied to that area, must not exceed the concentration limits specified for that pollutant in the table.

L2.2 Where a pH quality limit is specified in the table, the specified percentage of samples must be within the specified ranges.

L2.3 To avoid any doubt, this condition does not authorise the pollution of waters by any pollutant other than those specified in the table\s.

L2.4 Water and/or Land Concentration Limits

POINT 1

Pollutant Units of Measure 50 percentile 90 percentile 3DGM 100 percentile concentration concentration concentration concentration limit limit limit limit

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Biochemical milligrams per litre 15 - oxygen demand Faecal colony forming 200 - Coliforms units per 100 millilitres Nitrogen milligrams per litre 1 - (ammonia)

Nitrogen milligrams per litre 10 - (total)

Oil and milligrams per litre 10 - Grease

pH pH 6.5-8.5 -

Phosphorus milligrams per litre 1 - (total)

Total milligrams per litre 20 - suspended solids

L2.5 The limits specified in the table above apply to discharges from Point 1 from October to May.

L2.6 The limits specified in the table below apply to discharges from Point 1 from June to September

POINT 1

Pollutant Units of Measure 50 percentile 90 percentile 100 percentile concentration limit concentration limit concentration limit Biochemical mg/L 15 - Oxygen Demand Total Suspended mg/L 20 - Solids Oil and Grease mg/L 10 -

Ammonia mg/L 5 - Nitrogen Total Nitrogen mg/L 15 -

Total mg/L 1 - Phosphorous Faecal Coliforms cfu/100mL 200 -

pH pH 6.5-8.5 -

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L3 Volume and mass limits L3.1 For each discharge point or utilisation area specified below (by a point number), the volume/mass of: a) liquids discharged to water; or; b) solids or liquids applied to the area; must not exceed the volume/mass limit specified for that discharge point or area.

Point Unit of Measure Volume/Mass Limit 1 megalitres per year 219

L4 Waste L4.1 The licensee must not cause, permit or allow any waste generated outside the premises to be received at the premises for storage, treatment, processing, reprocessing or disposal or any waste generated at the premises to be disposed of at the premises, except as expressly permitted by the licence.

L4.2 This condition only applies to the storage, treatment, processing, reprocessing or disposal of waste at the premises if those activities require an environment protection licence.

L4.3 The licensee may receive and/or transfer sewage and sewage sludge and residues (K130) waste generated outside the premises for treatment, processing or reprocessing at the premises. The licensee must take reasonable steps to ensure that sewage and sewage sludge and residues (K130) received at the premises has been lawfully discharged in accordance with a trade waste agreement or customer contract (as applicable) in force between the licensee and the generator of the waste. The licensee must treat, process or reprocess the sewage and sewage sludge and residues (K130) waste in accordance with this licence prior to discharge from the premises.

L4.4 The licensee may receive, store, treat, process or reprocess and/or transfer at the premises sewage products generated or stored outside the premises by the licensee’s other sewage treatment systems. Sewage products must be received, treated, processed or reprocessed in accordance with this licence.

L5 Potentially offensive odour L5.1 No condition in this licence identifies a potentially offensive odour for the purposes of section 129 of the Protection of the Environment Operations Act 1997.

Note: Section 129 of the Protection of the Environment Operations Act 1997 provides that the licensee must not cause or permit the emission of any offensive odour from the premises but provides a defence if the emission is identified in the relevant environment protection licence as a potentially offensive odour and the odour was emitted in accordance with the conditions of a licence directed at minimising odour.

L6 Other limit conditions

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L6.1 Discharges through point 3 are only permitted when the STP inflow exceeds 80 L/s.

4 Operating Conditions

O1 Activities must be carried out in a competent manner O1.1 Licensed activities must be carried out in a competent manner. This includes: a) the processing, handling, movement and storage of materials and substances used to carry out the activity; and b) the treatment, storage, processing, reprocessing, transport and disposal of waste generated by the activity.

Note: The requirements of O1.1 apply to the whole of the premises, including the reticulation system.

O1.2 Biosolids at the premises must be stored, treated, processed, classified, transported and disposed in accordance with the Biosolids Guidelines, or as otherwise approved in writing by the EPA.

Note: This condition does not apply to the reuse or disposal of biosolids by the licensee at locations other than the premises.

O2 Maintenance of plant and equipment O2.1 All plant and equipment installed at the premises or used in connection with the licensed activity: a) must be maintained in a proper and efficient condition; and b) must be operated in a proper and efficient manner.

Note: The requirements of O2.1 apply to the whole of the premises, including the reticulation system.

Appropriate treatment processes

O2.2 Sewage or effluent must not be discharged from Point(s) 1 and 3 unless it has been treated in accordance with the requirements of the table below.

Required treatment process Flow range

Screening, extended aeration and UV disinfection All sewage inflows of less than 40 L/s

Screening and secondary treatment All sewage inflows of 40 L/s or more but less than 80 L/s Screening All sewage inflows of 80 L/s or more

Note: The flows noted in the table above are the inflows to the premises' sewage treatment plant(s).

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O3 Emergency response O3.1 In the event of an overflow or bypass that harms or is likely to harm the environment, the licensee must use all practicable measures to minimise the impact of the overflow or bypass on the environment and public health. These measures are to be implemented as soon as practical after the licensee or one of the licensee’s employees or agents becomes aware of the overflow or bypass.

O4 Processes and management O4.1 The licensee must ensure that any extensions to the reticulation system after January 2004 are planned, designed, constructed and installed to prevent as far as practicable overflows from the premises.

Note: “The premises” includes both the new and the previously existing parts of the sewage treatment system.

O5 Other operating conditions O5.1 Prohibition on acceptance of pesticides

The licensee must not consent to the receipt of organochlorine pesticides (including dieldrin, heptachlor and chlordane) into the sewage treatment system after June 2004.

O5.2 New sewage pumping stations

Dry weather overflows resulting in pollution of waters from any sewage pumping station(s) installed within the sewage treatment system after January 2004 are not permitted.

5 Monitoring and Recording Conditions

M1 Monitoring records M1.1 The results of any monitoring required to be conducted by this licence or a load calculation protocol must be recorded and retained as set out in this condition.

M1.2 All records required to be kept by this licence must be: a) in a legible form, or in a form that can readily be reduced to a legible form; b) kept for at least 4 years after the monitoring or event to which they relate took place; and c) produced in a legible form to any authorised officer of the EPA who asks to see them.

M1.3 The following records must be kept in respect of any samples required to be collected for the purposes of this licence: a) the date(s) on which the sample was taken; b) the time(s) at which the sample was collected; c) the point at which the sample was taken; and d) the name of the person who collected the sample.

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M2 Requirement to monitor concentration of pollutants discharged M2.1 For each monitoring/discharge point or utilisation area specified below (by a point number), the licensee must monitor (by sampling and obtaining results by analysis) the concentration of each pollutant specified in Column 1. The licensee must use the sampling method, units of measure, and sample at the frequency, specified opposite in the other columns:

M2.2 Water and/ or Land Monitoring Requirements

POINT 4

Pollutant Units of measure Frequency Sampling Method

BOD milligrams per litre Monthly Representative sample Conductivity microsiemens per Monthly Representative sample centimetre Faecal Coliforms colony forming units per Monthly Representative sample 100 millilitres Nitrate + nitrite milligrams per litre Monthly Representative sample (oxidised nitrogen) Nitrogen (ammonia) milligrams per litre Monthly Representative sample Oil and Grease milligrams per litre Monthly Representative sample pH pH Monthly Representative sample Phosphorus (total) milligrams per litre Monthly Representative sample Total Kjeldahl milligrams per litre Monthly Representative sample Nitrogen Total suspended milligrams per litre Monthly Representative sample solids

M3 Testing methods - concentration limits M3.1 Subject to any express provision to the contrary in this licence, monitoring for the concentration of a pollutant discharged to waters or applied to a utilisation area must be done in accordance with the Approved Methods Publication unless another method has been approved by the EPA in writing before any tests are conducted.

M4 Recording of pollution complaints M4.1 The licensee must keep a legible record of all complaints made to the licensee or any employee or agent of the licensee in relation to pollution arising from any activity to which this licence applies.

M4.2 The record must include details of the following: a) the date and time of the complaint;

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b) the method by which the complaint was made; c) any personal details of the complainant which were provided by the complainant or, if no such details were provided, a note to that effect; d) the nature of the complaint; e) the action taken by the licensee in relation to the complaint, including any follow-up contact with the complainant; and f) if no action was taken by the licensee, the reasons why no action was taken.

M4.3 The record of a complaint must be kept for at least 4 years after the complaint was made.

M4.4 The record must be produced to any authorised officer of the EPA who asks to see them.

M5 Telephone complaints line M5.1 The licensee must operate during its operating hours a telephone complaints line for the purpose of receiving any complaints from members of the public in relation to activities conducted at the premises or by the vehicle or mobile plant, unless otherwise specified in the licence.

M5.2 The licensee must notify the public of the complaints line telephone number and the fact that it is a complaints line so that the impacted community knows how to make a complaint.

M5.3 The preceding two conditions do not apply until 3 months after: the date of the issue of this licence.

M5.4 For the purpose of condition M5.1, operating hours are defined as twenty-four hours a day, seven days a week.

M5.5 The public notification referred to in condition M5.2 must include specific reference to the fact that the complaints line may be used by the community for the reporting of overflows.

M6 Requirement to monitor volume or mass M6.1 For each discharge point or utilisation area specified below, the licensee must monitor: a) the volume of liquids discharged to water or applied to the area; b) the mass of solids applied to the area; c) the mass of pollutants emitted to the air; at the frequency and using the method and units of measure, specified below.

POINT 2

Frequency Unit of Measure Sampling Method Continuous kilolitres per day Flow meter and continuous logger

M6.2 In the event that the licensee cannot comply with a volume monitoring method as required by this licence solely due to the failure or malfunction of essential monitoring equipment, volume may be estimated using another agreed method approved in writing by the EPA. This provision only applies for the duration of the failure or malfunction. The licensee is to rectify the failure or malfunction as soon as practicable.

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M6.3 The licensee must:

a) submit in writing to the EPA a proposal for a method of volume estimation; or

b) use a method of volume estimation already approved in writing by the EPA,

to be used in the event that essential monitoring equipment referred to in the previous condition has failed or malfunctioned.

M6.4 Equipment used to monitor the volume must provide data that is within 5 percent of the actual volume over the likely full range of flow required to be measured by the equipment.

M7 Requirement to record bypass incidents from sewage treatment plants M7.1 The licensee must record the following details in respect of each bypass of any of the appropriate treatment processes required by condition O3 which may be reasonably expected to adversely affect the quality of the final discharge:

a) the EPA point identification number through which the bypass discharged; b) the date, estimated start time and estimated duration of the bypass; c) the estimated volume of the bypass; d) the level of treatment of the sewage at the STP prior to discharge; e) the probable cause of the bypass; f) any actions taken to stop the bypass happening; and g) any actions taken to prevent the bypass happening again.

M7.2 In addition to the details listed in the previous condition, the licensee must also record classification as a wet or dry weather bypass in respect of each bypass referred to in the previous condition. A dry weather bypass is a bypass that occurs when the flow rate of sewage at the inflow volume monitoring point of the STP does not exceed 24L/s and a wet weather bypass occurs when this flow is equalled or exceeded at any time during the bypass event.

M7.3 From October 2003 the licensee must record the following details in relation to each observed or reported overflow from the reticulation system and from the sewage treatment plant:

a) the location of the overflow; b) the date, estimated start time and estimated duration of the overflow; c) the estimated volume of the overflow; d) a description of the receiving environment of the overflow; e) classification as a dry or wet weather overflow; f) the probable cause of the overflow; g) any actions taken to stop the overflow happening; h) any actions taken to clean up the overflow; and i) any actions taken to prevent the overflow happening again.

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M8 Other monitoring and recording conditions M8.1 Biosolids at the premises must be recorded, monitored and classified in accordance with the Biosolids Guidelines, to the extent that those Guidelines are applicable, or as otherwise approved in writing by the EPA.

Note: This condition does not apply to the reuse or disposal of biosolids by the licensee at locations other than the premises.

6 Reporting Conditions

R1 Annual return documents R1.1 The licensee must complete and supply to the EPA an Annual Return in the approved form comprising:

1. a Statement of Compliance, 2. a Monitoring and Complaints Summary, 3. a Statement of Compliance - Licence Conditions, 4. a Statement of Compliance - Load based Fee, 5. a Statement of Compliance - Requirement to Prepare Pollution Incident Response Management Plan, 6. a Statement of Compliance - Requirement to Publish Pollution Monitoring Data; and 7. a Statement of Compliance - Environmental Management Systems and Practices.

At the end of each reporting period, the EPA will provide to the licensee a copy of the form that must be completed and returned to the EPA.

R1.2 An Annual Return must be prepared in respect of each reporting period, except as provided below.

R1.3 Where this licence is transferred from the licensee to a new licensee: a) the transferring licensee must prepare an Annual Return for the period commencing on the first day of the reporting period and ending on the date the application for the transfer of the licence to the new licensee is granted; and b) the new licensee must prepare an Annual Return for the period commencing on the date the application for the transfer of the licence is granted and ending on the last day of the reporting period.

R1.4 Where this licence is surrendered by the licensee or revoked by the EPA or Minister, the licensee must prepare an Annual Return in respect of the period commencing on the first day of the reporting period and ending on: a) in relation to the surrender of a licence - the date when notice in writing of approval of the surrender is given; or b) in relation to the revocation of the licence - the date from which notice revoking the licence operates.

R1.5 The Annual Return for the reporting period must be supplied to the EPA via eConnect EPA or by registered post not later than 60 days after the end of each reporting period or in the case of a transferring licence not later than 60 days after the date the transfer was granted (the 'due date').

R1.6 The licensee must retain a copy of the Annual Return supplied to the EPA for a period of at least 4 years

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after the Annual Return was due to be supplied to the EPA.

R1.7 Within the Annual Return, the Statements of Compliance must be certified and the Monitoring and Complaints Summary must be signed by: a) the licence holder; or b) by a person approved in writing by the EPA to sign on behalf of the licence holder.

Note: The term "reporting period" is defined in the dictionary at the end of this licence. Do not complete the Annual Return until after the end of the reporting period.

Note: An application to transfer a licence must be made in the approved form for this purpose.

R2 Notification of environmental harm R2.1 Notifications must be made by telephoning the Environment Line service on 131 555.

R2.2 The licensee must provide written details of the notification to the EPA within 7 days of the date on which the incident occurred.

Note: The licensee or its employees must notify all relevant authorities of incidents causing or threatening material harm to the environment immediately after the person becomes aware of the incident in accordance with the requirements of Part 5.7 of the Act.

R3 Written report R3.1 Where an authorised officer of the EPA suspects on reasonable grounds that: a) where this licence applies to premises, an event has occurred at the premises; or b) where this licence applies to vehicles or mobile plant, an event has occurred in connection with the carrying out of the activities authorised by this licence, and the event has caused, is causing or is likely to cause material harm to the environment (whether the harm occurs on or off premises to which the licence applies), the authorised officer may request a written report of the event.

R3.2 The licensee must make all reasonable inquiries in relation to the event and supply the report to the EPA within such time as may be specified in the request.

R3.3 The request may require a report which includes any or all of the following information: a) the cause, time and duration of the event; b) the type, volume and concentration of every pollutant discharged as a result of the event; c) the name, address and business hours telephone number of employees or agents of the licensee, or a specified class of them, who witnessed the event; d) the name, address and business hours telephone number of every other person (of whom the licensee is aware) who witnessed the event, unless the licensee has been unable to obtain that information after making reasonable effort; e) action taken by the licensee in relation to the event, including any follow-up contact with any complainants; f) details of any measure taken or proposed to be taken to prevent or mitigate against a recurrence of

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such an event; and g) any other relevant matters.

R3.4 The EPA may make a written request for further details in relation to any of the above matters if it is not satisfied with the report provided by the licensee. The licensee must provide such further details to the EPA within the time specified in the request.

R4 Other notifications R4.1 Where either:

a) sewage or partially treated sewage is discharged from the premises as a result of a bypass of the sewage treatment plant, or b) an observed or reported overflow has occurred from the reticulation system, and overflow or bypass may pose a risk to public health, the licensee is to promptly give appropriate notification to any parties that are likely to be affected, including: i) the potentially affected community, ii) the Department of Health; and iii) all other parties as identified in the Incident Notification Protocol.

R4.2 The licensee should follow the Incident Notification Protocol required by PRP101.

R5 Annual system performance report R5.1 The licensee must supply to the EPA an Annual System Performance Report not later than 60 days after the end of each reporting period.

R5.2 The report is to supplement the Annual Return and must include but need not be limited to:

a) the 50 percentile, 90 percentile, 100 percentile and 3DGM values calculated from the monitoring data required by this licence for the reporting period for each pollutant which has corresponding concentration limits specified in this licence; b) the total amounts of biosolids, as classified in the Biosolids Guideline, disposed of on-site, off-site and to landfill during the reporting period; c) a diagram showing the major process elements, discharge points and monitoring points at the premises’ sewage treatment plant(s),where there has been any significant change since the previous reporting period or this information has not been provided previously to the EPA; d) the number of dry and wet weather bypasses recorded over the reporting period (recorded in accordance with condition M7); e) a breakdown of the total number of complaints received by the licensee during the reporting period in relation to the premises into categories of “odours – sewage treatment plant”, “odours – reticulation system”, “water pollution – sewage treatment plant”, “water pollution – reticulation system” and any other category indicated by the complaints; f) a summary of observed, reported or recorded wet weather overflows and observed, reported or recorded dry weather overflows and sewage treatment plant bypasses. These data are to be for the current reporting period and for the four previous twelve-month periods, for which data has been

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collected. Any significant actions taken to address bypasses or overflows are to be noted; g) the amount of rainfall measured at a rain gauge at the STP, or at the rain gauge closest to the centre of the catchment of the sewage treatment system, for each month of the reporting period; and h) a brief progress report on the implementation over the reporting period of actions specified in PRP100.

R5.3 The Annual System Performance Report must be presented in a format approved in writing by the EPA.

R5.4 The requirements of R5.2 (d), (e), (f) and (g) apply to the part of the reporting period beginning three months after the date the licence is varied to include this condition.

R6 Other reporting conditions R6.1 When the licensee notifies the Department of Health or Safe Food NSW Shellfish Quality Assurance Program of a bypass or overflow incident, the licensee must also notify the EPA by telephoning its Pollution Line service on 131 555. Notifications are to be given as soon as practicable after the licensee or one of the licensee’s employees or agents becomes aware of the incident, and must include all relevant information including the information required under condition M9.1 or M7.1.

7 General Conditions

G1 Copy of licence kept at the premises or plant G1.1 A copy of this licence must be kept at the premises to which the licence applies.

G1.2 The licence must be produced to any authorised officer of the EPA who asks to see it.

G1.3 The licence must be available for inspection by any employee or agent of the licensee working at the premises.

Note: For the purposes of this condition, “the premises” refers to each Sewage Treatment Plant(s) described in condition A2.1.

G2 Contact number for incidents and responsible employees G2.1 The licensee must operate 24-hour telephone contact lines for the purpose of enabling the EPA to directly contact one or more representatives of the licensee who can: a) respond at all times to incidents relating to the premises; and b) contact the licensee’s senior employees or agents authorised at all times to: i) speak on behalf of the licensee; and ii) provide any information or document required under this licence.

G2.2 The licensee is to inform the EPA in writing of the appointment of any subsequent contact persons, or changes to the person’s contact details as soon as practicable and in any event within fourteen days of the appointment or change.

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G3 Signage G3.1 The location of EPA point number(s) 1, 2, 3 & 4 must be clearly marked by signs that indicate the point identification number used in this licence and be located as close as practical to the point.

G4 Other general conditions Clean-up

G4.1 In the event of an overflow or bypass that harms or is likely to harm the environment, the licensee must use all practicable measures to minimise the impact of the overflow or bypass on the environment and public health. These measures are to be implemented as soon as practical after the licensee or one of the the licensee's employees or agents becomes aware of the overflow or bypass.

8 Pollution Studies and Reduction Programs

U1 Implementation of Recommended Actions to Improve Monitoring & Maintenance of the Plant. U1.1 This PRP refers to the Report 14 - Pollution Studies & Reduction Program for EPL 1626 for Uralla Sewage Treatment Plant ("the Report"), Council Business Paper, Uralla Shire Council published on 25 June 2019. The Report outlines the recommended plant improvements in Table 1 - Analysis of High Priority Recommendations from Pollution Studies & Reduction Programs Review by Tonkin, 2019 and Table 2 - Other Recommendations from Tonkin.

The licensee must implement the recommendations listed in Table 1 & Table 2 of the Report in the corresponding time frames and submit six-monthly progress reports to the EPA's Manager, Regional Operations, Armidale.

The Progress Reports must include, but are not limited to the following information.

1. Details of the completed actions during the relevant reporting period; 2. Any issues or problems encountered during the relevant reporting period; and 3. Comments on achieving the completion date of 30 Sept 2022 for proposed program improvements.

Due dates for the progress reports are as follows:

Progress Report 1 - By 31 Mar 2020 Progress Report 2 - By 30 Sept 2020 Progress Report 3 - By 31 Mar 2021 Progress Report 4 - By 30 Sept 2021 Progress report 5 - By 31 Mar 2022 Final Report - By 30 Sept 2022

Progress reports can be submitted by email to:[email protected] or via post to PO Box 494

Environment Protection Authority - NSW COUNCIL BUSINESS PAPER - 27 AUGUST 2019 228Page 21 of 26 Section 55 Protection of the Environment Operations Act 1997 Environment Protection Licence

Licence - 1626

Armidale NSW 2350.

9 Special Conditions

E1 Special Dictionary

Term Definition

ug/L Means micrograms per litre.

access chamber access chamber a structure constructed to provide physical access to sewer pipes. Also know as a manhole. approved Means approved in writing by the EPA. The EPA's approval may be given unconditionally, or subject to conditions. Biosolids Has the same meaning as in Schedule 1, Part 3 of the Protection of the Environment Operations Act 1997. Biosolids Guidelines Means the "Environmental Guidelines: Use and disposal of biosolids products" published by the EPA in October 1997, or any subsequently updated guidelines which replace this publication. bypass bypass Means circumstances where sewage has been received at the sewage treatment plant but is discharged from the plant without it being treated, processed or reprocessed by means of any or all the designed treatment processes of the plant. A new bypass event is defined as a bypass that commences at least 24 hours after the end of the previous bypass. cfu Means colony forming units.

condition Means a condition of this licence.

designed overflow Means a designed structure (excluding access chambers) in the reticulation system structure which operated as a relief to allow sewage to discharge at a planned location or a sewage pumping station, but does not include a bypass from a sewage treatment plant. designed overflow Means an overflow from a designed overflow structure.

dry weather bypass Means a bypass that occurs when the flow rate of sewage at the inflow point of the STP does not exceed the flow rate specified in M7.2. dry weather overflow Means an overflow that is not a wet weather overflow.

dry weather sewage Means a discharge of sewage or effluent from the STP that occurs when the flow rate of treatment plant sewage at the inflow point of the STP does not exceed the flow rate specified in M7.2. discharge effluent Means sewage that has received all of the designed treatment processes at the sewage treatment plant. fc Means faecal coliforms expressed in colony forming units per 100mL.

grease trap waste Grease interceptor trap waste - domestic. Grease interceptor trap waste - industrial. (K110)

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ISO Means International Standards Organisation.

kL Means kilolitre.

L/s Means litres per second.

metal-A Means the following metals: arsenic, cadmium, chromium, copper, lead, mercury, nickel, selenium, silver and zinc. mL Means millilitres.

ML Means megalitres.

offensive odour Has the same meaning as in the Protection of the Environment Operations Act 1997.

overflow Is a discharge of untreated or partially treated sewage from the sewage treatment system. reticulation system Means that part of the sewage treatment system owned and operated by the licensee which collects and transports sewage to the sewage treatment plant and includes all sewer pipes (whether greater or less than 300mm diameter), sewer rising mains, access chambers, vent shafts, designed overflow structures, sewage ejection units and sewage pumping stations, but does not include the sewage treatment plant. sewage Means untreated liquid waste received in the reticulation system.

sewage ejection unit Is a pump intended to control the transport of sewage from premises normally occupied by no more than 10 persons, or of an average daily flow of sewage not exceeding 2,000 litres through the sewer pipes, where steep hills and other variations in the land topography can prevent or limit the gravity flow of sewage to the sewage treatment plant. sewage products Means any by-product of the treatment processes and includes biosolids, raw sludge, liquid sludge, thickened sludge, digested sludge, screenings and grit. sewage pumping Is a structure which controls the transport of sewage through the sewer pipes, where station (SPS) steep hills and other variations in the land topography can prevent or limit the gravity flow of sewage to the sewage treatment plant, but does not include a sewage ejection unit. sewage sludge & Bacterial sludge (septic tank), night soil, sewerage sludge & residues. residues (K130) sewage treatment Is a facility at which sewage is stored and treated following delivery from the reticulation plant (STP) system prior to discharge, and includes discharge structures and STP bypass points. sewage treatment Means the reticulation system and the sewage treatment plant used for the transport, system treatment and discharge of effluent and sewage. Trade waste Means agreements reached between the licensee and industrial and commercial agreements customers to restrict the amount of toxic and other potentially harmful substances discharged to the reticulation system. TRC Means total residual chlorine.

waters Has the same meaning as in the Protection of the Environment Operations Act 1997.

wet weather bypass Means a bypass that occurs when the flow rate of sewage at the inflow point of the STP equals or exceeds the rate specified in condition M7.2. wet weather overflow A wet weather overflow is an overflow where the probable cause is rainfall.

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Dictionary General Dictionary

3DGM [in relation Means the three day geometric mean, which is calculated by multiplying the results of the analysis of to a concentration three samples collected on consecutive days and then taking the cubed root of that amount. Where one limit] or more of the samples is zero or below the detection limit for the analysis, then 1 or the detection limit respectively should be used in place of those samples

Act Means the Protection of the Environment Operations Act 1997

activity Means a scheduled or non-scheduled activity within the meaning of the Protection of the Environment Operations Act 1997

actual load Has the same meaning as in the Protection of the Environment Operations (General) Regulation 2009

AM Together with a number, means an ambient air monitoring method of that number prescribed by the Approved Methods for the Sampling and Analysis of Air Pollutants in New South Wales.

AMG Australian Map Grid

anniversary date The anniversary date is the anniversary each year of the date of issue of the licence. In the case of a licence continued in force by the Protection of the Environment Operations Act 1997, the date of issue of the licence is the first anniversary of the date of issue or last renewal of the licence following the commencement of the Act.

annual return Is defined in R1.1

Approved Methods Has the same meaning as in the Protection of the Environment Operations (General) Regulation 2009 Publication

assessable Has the same meaning as in the Protection of the Environment Operations (General) Regulation 2009 pollutants

BOD Means biochemical oxygen demand

CEM Together with a number, means a continuous emission monitoring method of that number prescribed by the Approved Methods for the Sampling and Analysis of Air Pollutants in New South Wales.

COD Means chemical oxygen demand

composite sample Unless otherwise specifically approved in writing by the EPA, a sample consisting of 24 individual samples collected at hourly intervals and each having an equivalent volume.

cond. Means conductivity

environment Has the same meaning as in the Protection of the Environment Operations Act 1997

environment Has the same meaning as in the Protection of the Environment Administration Act 1991 protection legislation

EPA Means Environment Protection Authority of New South Wales.

fee-based activity Means the numbered short descriptions in Schedule 1 of the Protection of the Environment Operations classification (General) Regulation 2009.

general solid waste Has the same meaning as in Part 3 of Schedule 1 of the Protection of the Environment Operations Act (non-putrescible) 1997

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flow weighted Means a sample whose composites are sized in proportion to the flow at each composites time of composite sample collection.

general solid waste Has the same meaning as in Part 3 of Schedule 1 of the Protection of the Environmen t Operations Act (putrescible) 1997

grab sample Means a single sample taken at a point at a single time

hazardous waste Has the same meaning as in Part 3 of Schedule 1 of the Protection of the Environment Operations Act 1997

licensee Means the licence holder described at the front of this licence

load calculation Has the same meaning as in the Protection of the Environment Operations (General) Regulation 2009 protocol

local authority Has the same meaning as in the Protection of the Environment Operations Act 1997

material harm Has the same meaning as in section 147 Protection of the Environment Operations Act 1997

MBAS Means methylene blue active substances

Minister Means the Minister administering the Protection of the Environment Operations Act 1997

mobile plant Has the same meaning as in Part 3 of Schedule 1 of the Protection of the Environment Operations Act 1997

motor vehicle Has the same meaning as in the Protection of the Environment Operations Act 1997

O&G Means oil and grease

percentile [in Means that percentage [eg.50%] of the number of samples taken that must meet the concentration limit relation to a specified in the licence for that pollutant over a specified period of time. In this licence, the specified period concentration limit of time is the Reporting Period unless otherwise stated in this licence. of a sample]

plant Includes all plant within the meaning of the Protection of the Environment Operations Act 1997 as well as motor vehicles.

pollution of waters Has the same meaning as in the Protection of the Environment Operations Act 1997 [or water pollution]

premises Means the premises described in condition A2.1

public authority Has the same meaning as in the Protection of the Environment Operations Act 1997

regional office Means the relevant EPA office referred to in the Contacting the EPA document accompanying this licence

reporting period For the purposes of this licence, the reporting period means the period of 12 months after the issue of the licence, and each subsequent period of 12 mo nths. In the case of a licence continued in force by the Protection of the Environment Operations Act 1997, the date of issue of the licence is the first anniversary of the date of issue or last renewal of the licence following the commencement of the Act.

restricted solid Has the same meaning as in Part 3 of Schedule 1 of the Protection of the Environment Operations Act waste 1997

scheduled activity Means an activity listed in Schedule 1 of the Protection of the Environment Operations Act 1997

special waste Has the same meaning as in Part 3 of Schedule 1 of the Protection of the Environment Operations Act 1997

TM Together with a number, means a test method of that number prescribed by the Approved Methods for the Sampling and Analysis of Air Pollutants in New South Wales.

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Means total suspended particles TSP Means total suspended solids TSS Means the elements antimony, arsenic, cadmium, lead or mercury or any compound containing one or Type 1 substance more of those elements

Type 2 substance Means the elements beryllium, chromium, cobalt, manganese, nickel, selenium, tin or vanadium or any compound containing one or more of those elements

utilisation area Means any area shown as a utilisation area on a map submitted with the application for this licence

waste Has the same meaning as in the Protection of the Environment Operations Act 1997

waste type Means liquid, restricted solid waste, general solid waste (putrescible), general solid waste (non - putrescible), special waste or hazardous waste

End Notes

1 Licence varied by notice 1015317, issued on 13-Mar-2003, which came into effect on 07-Apr-2003.

2 Licence varied by notice 1029318, issued on 26-Aug-2003, which came into effect on 20-Sep-2003.

3 EPA Condition ID S40934 amended 13-08-04

4 Licence varied by notice 1061543, issued on 06-Jul-2006, which came into effect on 06-Jul-2006.

5 Condition A1.3 Not applicable varied by notice issued on which came into effect on

6 Licence varied by notice 1128833, issued on 08-Jun-2011, which came into effect on 08-Jun-2011.

7 Licence varied by notice 1504644 issued on 05-Mar-2013

8 Licence varied by notice 1517214 issued on 25-Sep-2013

9 Licence varied by notice 1528149 issued on 05-Feb-2015

10 Licence varied by notice 1547651 issued on 20-Jan-2017

11 Licence varied by notice 1564480 issued on 09-Nov-2018

12 Licence varied by notice 1579876 issued on 29-May-2019

Environment Protection Authority - NSW COUNCIL BUSINESS PAPER - 27 AUGUST 2019 233Page 26 of 26 Uralla Shire Council Council Business Paper – 27 August 2019

REPORT TO COUNCIL

Department: Infrastructure and Development Submitted by: Director Infrastructure and Development Reference/Subject: Report 14 – Request from Uralla Arts Council for Approval to Continue the Constellations of the South Project

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 4.2 An effective and efficient organisation Strategy: 4.2.2 Operate in a financially responsible and sustainable manner Activity: 4.2.2.3 Maximise grant and funding partnership opportunities Action: 4.2.2.3.1 Identify and seek grant funding opportunities, as resources provide, for infrastructure and development projects or services

SUMMARY: This report seeks Council’s determination about whether or not to provide approval for the Uralla Arts Council to continue the Constellations of the South Project in The Glen. The Uralla Arts Council is looking to lodge an application for funding via the Stronger Country Communities Round 3 program.

The funding available for projects in Uralla Shire Local Government Area is $777,856.

Funding will be allocated to projects that clearly demonstrate community support for projects and align with the program objectives; noting at least 50 per cent of the Round Three funding available in the Uralla Local Government Area will be allocated to projects supporting young people.

OFFICER’S RECOMMENDATION: That:

Option A 1) Written approval to continue the Constellations of the South project in The Glen be given to the Uralla Shire Arts Council to support a funding application under Round 3 of the Stronger Country Communities program administered by the NSW State Government. 2) The written approval is to note that: a) Council will not be held liable for any monetary or in kind contribution toward the project; b) Council approval for each of the proposed sculptures and the location is required prior to the commencement of construction; c) Engineering drawing including structural certification be provided prior to commencement of any works; d) Evidence of Public liability insurance of $20 million dollars be provided to Council; e) All works be undertaken in a safe manner to the satisfaction of Council. 3) Thank the Uralla Arts Council for taking this initiative.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 234 Uralla Shire Council Council Business Paper – 27 August 2019

Or

Option B 1) Written approval to continue the Constellations of the South project in The Glen not be given to the Uralla Shire Arts Council to support a funding application under Round 3 of the Stronger Country Communities program administered by the NSW State Government. 2) Thank the Uralla Arts Council for taking this initiative.

REPORT: By letter attached to an email dated 13th August 2019 (Attachment A) the Uralla Arts Council has requested Council’s approval for the Arts Council to continue with the Constellation of the South project in The Glen. This will support the Uralla Arts application for funding through the Stronger Country Communities Round 3 program for the continuation of the Constellation of the South project in The Glen. Details of the project as envisioned by the Uralla Arts Council is provided at Attachment 2.

The Uralla Arts Council is a not for profit organisation and as such is eligible to apply for grant funding in this round.

Of the 8 proposed sculptures 2 are already in place. It is understood the Uralla Arts Council are seeking $150,000 of the available $777,856.

A successful application will allow for some progression on this project with the Arts Council’s estimate to complete the project at $300,000.

DISCUSSION: The funding for the program is limited to $777,856.

Council will be submitting a list of projects for funding under this same program and is effectively competing with the Uralla Arts Council for funding.

The administration of the project, if successful will be by the State Government directly with the funding applicant.

Community support for this project has not been determined.

A successful application for the funds for this project will provide a substantial boost to the ultimate realisation of the 8 statues.

CONCLUSION: The Uralla Arts Council have requested approval from Uralla Shire Council to continue the Constellation of the South project.

Community support for the project has not been determined.

A successful grant application at $150,000 would provide for 50% of the costs as estimated by the Uralla Arts Council to conclude the project.

COUNCIL IMPLICATIONS: 1. Community Engagement/ Communication (per engagement strategy) N/A

2. Policy and Regulation N/A

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 235 Uralla Shire Council Council Business Paper – 27 August 2019

3. Financial (LTFP) Realisation of Council assets

4. Asset Management (AMS) Minor impact#

5. Workforce (WMS) Nil

6. Legal and Risk Management Structural integrity of sculptures to protect public safety and considerations of works on Council owned land

7. Performance Measures Nil

8. Project Management By others

Prepared by staff member: Director Infrastructure and Development TRIM Reference Number: UINT/19/4634 Approved/Reviewed by Manager: Director Infrastructure and Development Department: Infrastructure and Development Attachments: Attachment 1 - Uralla Arts Council - Letter requesting approval Constellations of the South Attachment 2 - Uralla Arts Council - Constellations of the South Concept Plan

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 236 Uralla Arts Council, Inc. 16 Bligh Avenue URALLA NSW 2358 ABN: 18 226 133 751

Mr David Aber Acting General Manager Uralla Shire Council 32 Salisbury Street URALLA NSW 2358 Dear David Aber I am writing to you as the president of Uralla Arts Council to seek approval from the Uralla Shire Council to continue with a project which started over 15 years ago down at The Glen which is maintained and managed by Council. Uralla Arts are planning to submit an application in the 3rd Round of the Stronger Country Community Fund grants to continue with the project called the Constellations of the South, which portrays the southern stars through sculptures. Currently 2 of the planned 8 installations have been erected on local granite rocks. The remaining granite is already on site. As I stated earlier this project started over 15 years ago and Uralla Shire Council was of great assistance. Surveying of the area was completed and plans submitted. Also to the advantage of the project are the many sculptors that live within the Uralla area. Uralla Arts is a not for profit organisation which is run by volunteers and has been providing and assisting with all forms of art to the community, such as the annual Lantern Parade, plays, comedy nights and music events. We held an unpublicised meeting at The Glen last Sunday which saw about 25 locals turning out to support and work together to get this project under way again. I have attached the concept plans for the project which will be broken down into many stages in the application. I look forward to hearing from you regarding this request. If you require any further information please don’t hesitate to ask. Kind regards Wendy Kurko Uralla Arts President [email protected]

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 237 Starlight Sculptures.

Project description:

These sculptures are planned to represent the eight major circumpolar constellations that define Australia's night sky. Already, two large sculptures representing the iconic Southern Cross and Carina have been installed by two of Australia's leading sculptors, Joan Relke and Carl Merten.

Cast by the local Phoenix Foundry, these attract many visitors to the site, easily seen and accessible to The Glen, situated at the north of Uralla township besides the New England Highway. The six other sculptures will be sited to form a parabola and create a landscaped space for community activities as well as being a unique tourist attraction by night when the chosen constellations will be visible within each sculpture.

The Starlight Sculpture project has already been started, seed-funded by a Third City of the Arts grant of $22,000 and community involvement. Further funding of $300,000 is required for us to complete this project that is the only one of its kind in Australia.

The benefits are not just limited to the community. Visitors to Uralla also enjoy discovering the arts, hospitality and history of this town founded on gold and wool as well as its clear and brilliant night sky.

The Starlight project will give another six sculptors a creative opportunity to respond to the awe-inspiring magnitude of the cosmos, creating a special cultural destination for tourists and travelers using the New England Highway. The employment opportunities for the Uralla business community and the two foundries are obvious as each artist will be encouraged to live and work in Uralla and liaise with either or both the Phoenix and G&C foundries to cast the sculpture. Local businesses will sponsor each sculptor during their stay.

The site has already been mapped and six large local granite bases for each sculpture are on site. The next stage will involve raising and installing each stone in its already marked parabolic position, landscaping, putting together expressions of interest for sculptors and organizing the project for completion. Each sculptor's proposal will be assessed on design, relevance to the constellation and their ability to complete the work, including casting, within four months time and on a budget of $50,000.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 238 With further development around the ideas presented in this paper, the impression created by its location as the entrance to the town could be without equal and be a lasting legacy for future residents and visitors to Uralla.

Submitted on behalf of Uralla Arts Council by

Carl Merten & Charlie Rudd 67755593 677W624

13-03-2018

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 239 Uralla Shire Council Council Business Paper – 27 August 2019 REPORT TO COUNCIL

Department: General Manager’s Office Submitted by: Acting Senior Executive Officer Reference/Subject: Report 15 – Schedule of Actions as at 27 August 2019

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 4.1 A strong, accountable and representative Council Strategy: 4.1.1 Provide clear direction for the community through the development of the Community Strategic Plan, Delivery Program, and Operational Plan Activity: 4.1.1.2 Deliver integrated strategic planning and reporting requirements

SUMMARY: The purpose of this report is to provide Council with the Schedule of Actions updates as at 27 August 2019.

OFFICER’S RECOMMENDATION: That Council receive and note the Schedule of Actions as at 27 August 2019.

BACKGROUND: Following every council meeting, the resolutions of council which require action by council staff are compiled into a single document. This document is referred to as the Schedule of Actions. The purpose of the Schedule of Actions is to track the progress of and to provide confirmation to council when these actions are complete. The Schedule of Actions is presented to council at its ordinary meetings.

REPORT: The Schedule of Actions as at 27 August 2019 shows a total of 37 resolutions with actions which are either currently pending or completed. Actions which were completed as at the date of Council’s last ordinary meeting, 23 July 2019, have been removed from the document.

Prepared by staff member: Gabrielle Stratton, Acting Senior Executive Officer TRIM Reference Number: UINT/19/4592 Approved/Reviewed by Manager: David Aber, Acting General Manager Department: General Manager’s Office Attachments: A. Schedule of Actions as at 27 August 2019

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 240 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

23 Mar 26.03/15 Land Disposal – That Council: MDP/DID 2/6/15 B 2015 Karava Place, Uralla 3. Give the General Manager delegation to negotiate payment options; and 4. Endorse the fixing of the Council Seal on any necessary documentation relating Lot 103 – No agreement made to the subdivision and sale. May 2018: Lot 103 – no agreement with landholder has been reached as landholder is unwilling to negotiate. 23 Nov 24.11/15 Bergen Road Land That the Council approve for the exchange of land associated with the DID Nov Survey plans completed. Awaiting B

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 2015 Acquisition and reconstruction of Bergen Road and authorise the General Manager to complete all 2019 result of other like applicants. Exchange for Road documentation. Item to be revisited. Works 25 July 17.07/16 2.18.06.9 Gazetting That Council: 2016 of Compulsorily 1. Proceed with the compulsory acquisition of the Land described as Lot 1, 2, 3 DID Feb Gazettal pending for Lots 1, 2 and B Acquired Land for and 7 in Deposited Plan 1184102 (and formerly known as Part Lots 234, 383 2020 3. Referred to Council’s solicitors. Thunderbolts Way and 268 in Deposited Plan 755846) for the purpose of a public road realignment realignment in accordance with the requirements of the Land Acquisition (Just Terms Compensation) Act 1991.

2. Make an application to the Minister and the governor for approval to acquire DID Lot 7 (Crown Land) to be B the Land described as Lot 1, 2 and 7 in deposited Plan 1184102 (and formerly progressed separately with the known as Part Lots 234, 383 and 268 in Deposited Plan 755846) by compulsory Lands Department. process under Section 177 of the roads Act 1993

25 July 18.07/16 2.18.06.10 That Council: 2016 Gazetting of Land 1. Proceed with the compulsory acquisition of the Land described as Lot 1, 2 and 3 DID Feb 20 1. Noted. B Acquired for in Deposited Plan 1208204 (and formerly known as part of Lot 38 in Deposited approaches to new Plan 753662 and part of the Crown Land described as Lot 110 in Deposited Plan Emu Crossing Bridge 753656) for the purpose of a public road in accordance with the requirements of the Land Acquisition (Just Terms Compensation) Act 1991. 2. Make an application to the Minister and the Governor for approval to acquire DID August 2018 – Further delays as B the Land described as Lot 1, 2 and 3 in Deposited Plan 1208204 (and formerly OLG has requested extension of known as part of Lot 38 in Deposited Plan 753662 and part of the Crown Land Lands Department approval for Lot described as Lot 110 in Deposited Plan 753656) by compulsory process under 110 and updated confirmation of Section 177 of the Roads Act 1993. status of land claims. August 2019. Department of 241 Planning, Industry and Environment, Lands and Water has

Uralla Shire Council – Schedule Of Actions – Page 1 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

advised of no objection to the compulsory acquisition of Lot 110. Advice referred to Council solicitors to progress.

28 Feb 23.02/17 Dept: I&R That: 2017 Submitted by: 1. The minutes of the Uralla Local Traffic Committee held on 6 December 2016 be 1. Noted C Director I & R noted by Council. COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Reference/Subject: 2. For the King St and Maitland St intersection, Council prepare a couple of 2. Completed C Report 13 - Uralla intersection layouts incorporating traffic calming and considering pedestrian Local Traffic continuity for the consideration of the Traffic Committee in response to the Committee recorded accident history. 3. Council drafts a Road Closure policy for review by the LTC. DID 3. Under preparation. Draft to be B circulated to LTC. 4. That Council undertake further investigation regarding sight distances and DID 4. Completed C other factors affecting traffic at the Bargibal access from Thunderbolts Way for submission to the next Local Traffic Committee Meeting. 28 Feb 26.02/17 Dept: I&R Submitted That: 1. Budgeted for construction in 2017 by: 1. The open channel on the southern side of Rowan Avenue be piped with funding DID May B 17/18. Rescheduled to be DIR I&R from the Uralla Stormwater Management Levy subject to sufficient funding 2019 completed by November 2019. Reference/Subject: being available. Design commenced. Report 16 - Rowan 2. A low level trash rack/screen be fitted to the stormwater outlet under Rowan Avenue. DID April 18 Avenue, Stormwater 2. Installed during December 2017. C Drainage 3. The residents of 21 and 23 Rowan Avenue be advised of councils resolution. DID Dec 17 3. Completed C 25 July 22.07/17 Dept: I&R: That Council; a) Completed C 2017 Submitted by: (a) endorse the proposed upgrades to the Uralla Sports complex including the DID Dir I&R construction of the canteen facilities and disabled toilets and access, b) No residual funding available. C Reference/Subject: (b) provide additional seating around the perimeters of the fields and oval if SCCF Round 2 funding has Report 11 - Uralla residual funding is available, and provision for seating. Sporting Complex c) develop a plan of management for the sharing of the facilities among the user c) Under preparation. B groups, (d) staff investigate relocation and redevelopment of the playground area. d) Playground completed – turf to C be placed in the spring. Funded under SCCF Round 1. 242

Uralla Shire Council – Schedule Of Actions – Page 2 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

19 Dec 15.12/17 Dept: Community & That; 2017 Governance 1. Council note the minutes of the Audit and Risk Committee Meeting held on 21 Submitted by: Dir November 2017 C&G 2. Council adopt the following Committee Recommendation: Report No. 6.2 Audit Reference/Subject: and Risk Committee Review Committee Recommendation 6.2.1 Report 8 – Report of That Council: the Audit and Risk a) Set the meeting schedule for 2018 as follow: Committee Meeting • 9am Tuesday, 10 April 2018 RMSO Noted C held on 21 November • 9am Tuesday, 10 July 2018

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 2017 • 9am Tuesday, 16 October 2018 - Draft 2017/18 Financial Statements • 9am Tuesday, 27 November 2018 - Presentation 2017/18 Audited Financial Statements, prior to Ordinary Council Meeting held at 12:30pm) b) Note the resignation of independent external Committee member Mr Sean Johnston and thank him for his contribution. RMSO Noted C c) Call for expressions of interest for a new external Committee member with relevant skills and experience, including accounting and auditing RMSO 28/2/18 c) EOI called and reported to C standards in the public sector environment. March Ordinary Meeting d) Defer receipt of the Fraud and Corruption Prevention Policy and Plan final d) Noted for inclusion in 2018 drafts, and consider their priority as part of the forward meeting plan, as RMSO 31/1/18 Audit & Risk Committee C required by section 6.1 of the Committee Charter. Forward Plan. Report No. 6.4 Procurement Policy Final Draft Committee Recommendation 6.4.1: That: a) the draft Procurement Policy be circulated to senior Council staff to review a) Email sent to senior staff for implementation functionality with feedback to be provided to the CFO 27/11/1 seeking feedback C Chief Financial Officer; and 7 b) Prepare Council paper to put b) the Chief Financial Officer make minor amendments as might be identified policy on public exhibition for in the review process to improve functionality, and CFO/DCG 28 days. c) report the draft Procurement Policy to Council recommending public 5/1/18 c) Tendering provisions expected exhibition for 28 days prior to adoption. to be drafted in the next three B months (by 30 Sept 2019). 3. Council: a) note the Committee’s request to receive a report on cash handling procedures CFO 21/11/1 Noted. Internal audit C and practices at Council’s waste facility, including recommendations for 7 completed; draft report improvements identified at 7.1 Cash Handling at Waste Facilities, under Other provided to ARIC. Final report Business. to go to ARIC 16/4/19 243 b) as part of implementing its internal audit program in 2018, prioritise an internal members with final report to go audit of all cash handling and petty cash procedures and practices, and receive RMSO 31/1/18 to next ARIC meeting C a report via the Audit and Risk Committee on the findings and recommendations for improvement. Uralla Shire Council – Schedule Of Actions – Page 3 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

24 April 19.04/18 Dept: C&G 1. That Council note the minutes of the Audit, Risk and Improvement RMSO 27.04.1 Noted C 2018 Submitted by: RMSO Committee Meeting held on 10 April 2018, Attachment A. 8 Reference/Subject: 2. Report No. 2 Chair's Review of Committee Performance. Report 4 – Report of Committee Recommendation 2.1: RMSO Noted C the Audit, Risk That Council receive and note the Audit, Risk and Improvement Committee 27.04.1 and Improvement Chair’s Review of Committee Performance Report [Attachment B]. 8 Committee Meeting 3. Report No. 3 Policy Risk Management 2018. held on 10 April 2018 Committee Recommendation 3.1: That Council: Placed on Exhibition from 27

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 a. place the draft Policy: Risk Management 2018, as amended by the CGR April to 25 May 2018. C Committee, on public exhibition for a period of 28 days [Attachment C]. No submissions received, b. adopt the draft Policy: Risk Management 2018 to replace the Risk CGR added to Policy Register Management Policy adopted in 2014, subject to no public submissions C being received. 4. Report No. 4 2018 Internal Audit Program Committee Recommendation 4.1: That Council receive and note the: a. Charter: Internal Audit 2018, as modified by the Committee [Attachment D]. RMSO Noted C b. 2018 Internal Audit Program, as modified by the Committee [Attachment E]. RMSO Noted C 5. Report No. 5 Committee Annual Program Committee Recommendation 5.1:

That Council receive and note the 2018 Annual Committee Program, as modified RMSO Noted C by the Committee [Attachment F].

6. Report No. 6 Policy: Fraud and Corruption Control 2018 and Strategy: Fraud and Corruption Control 2018. Committee Recommendation 6.1: Placed on Exhibition from 27 a. That Council: CGR April to 25 May 2018. C i. place the draft Policy: Fraud and Corruption Prevention 2018 on

public exhibition for a period of 28 days [Attachment G]. No submissions received,

added to Policy Register. ii. adopt the Policy: Fraud and Corruption Prevention Policy 2018,

subject to no public submissions being received. CGR

C Strategy added to Corporate b. That Council adopt the Strategy: Fraud and Corruption Control 2018, as Documents Register following modified by the Committee, and note the financial implications for its CGR adoption. C

244 implementation [Attachment H]. 7. Report No. 7 Risk Management Action Plan 2017-18 Committee Recommendation 7.1:

That Council: Uralla Shire Council – Schedule Of Actions – Page 4 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

a. receive and note the four improvement actions plans (footpaths, trees and tree DID Noted C roots, signs as remote supervision, and stormwater management) resulting from Council’s insurer’s ‘Continual Improvement Pathway Workbooks’ used to self- assess the integrity of Council’s existing systems [Attachment I]. b. refer the four improvement action plans (footpaths, trees and tree roots, signs as remote supervision, and stormwater management) to the Director Infrastructure DID Pending. B and Regulation for consideration as to funding and resourcing for implementation as part of the 2018/19 Operational Plan and Budget preparation process.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 24 April 50.04/18 Dept: I&R Submitted That Council resolve to: 2018 by: DID • Endorse option 2 of the Kehoe Myers report dated 6 April 2018 for the DID Noted C Ref/Subject: Late subdivision of the Uralla Industrial Estate, being Lot 14 DP 787477, Rowan Report 2 – Industrial Avenue Uralla, Survey and design consultant Land Subdivision • Progress detailed design of the subdivision and the construction of Stage 1, DID Ongoing commissioned. DA considered at B the Feb 2019 Council meeting. • Install billboard signage at the property indicating the endorsed layout and Draft detailed design under review. undertake additional marketing of the project. DID Signage installed. Valuation received. B Probity advice received and probity plan developed. DA Consent concluded. 24 July 35.07/18 Dept: DIR That; MDP Pending funding for Open B 2018 Submitted by: MDP Council consider the proposal detailed in the petition in the preparation of the Uralla Spaces Strategy. Ref/Subject: Report 14 Open Spaces Strategy. - Petition for a Primitive Campground at The Glen recreation area. 25 Sept 22.09/18 Dept: DID That; MDP Referred to Department of C 2018 Submitted by: MDP Council endorse Planning Proposal – Amendment to Schedule 1 of the Uralla LEP Planning & Environment Ref/Subject: Report 2012, prepared by Bath Stewart Associates Pty Ltd for Kanha Pty Ltd and submit the 10 – DIVISION document to the Department of Planning and Environment for a Gateway November 2018 – Gateway DECISION - Planning Determination. Determination received and Proposal, public exhibition commenced. Amendment to the December 2018 – Public 245 Uralla Local exhibition completed: no Environment Plan submissions received. 2012 (ULEP 2012) by February 2019 – Request for the inclusion of site DPE Tamworth to provide Uralla Shire Council – Schedule Of Actions – Page 5 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

specific enabling mapping services lodged. clause under Schedule May 2019 – final mapping 1 ‘Additional approved for gazettal. permitted uses’ of the July 2019- Request to make the ULEP 2012 LEP sent. August 2019 - Complete C 25 Sept 30.09/18 Dept: DID That Council resolve to: MDP 2018 Submitted by: MDP 1. Consider readoption of the lapsed slogan, “Find Yourself In Uralla”, and the 1. Noted B Ref/Subject: Report stylised copperplate “Uralla” logo, in the context of the development of a

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 16 – Destination Marketing Plan 2. Noted B Recommendations of 2. Consider installation of “Find Yourself” street banners in Uralla should the Uralla Township and slogan be readopted through the future development of a Destination Environs Committee Marketing Plan. 3. Engagement commenced B July and August 2018 3. Engage with Uralla Arts in relation to their proposal to design a makeover meetings for The Glen recreation area information shelter. 4. Pending B 4. Engage with Uralla Arts in relation to their proposal to provide a strategy for the completion of “Constellations of the South” installation at The Glen recreation area. 5. Pending – will be B 5. Engage with Uralla Arts in relation to their proposal to provide undertaken as part of the specifications and cost estimates for walking track works and exercise development of the Open stations at The Glen recreation area. Spaces Strategy B 6. Incorporate minor “Fibonacci” design components within a prominent existing park or other public area within Uralla to gauge public interest in the concept. 6. Pending 7. Write to the Uralla Township and Environs Committee and advise that no funding is available under the Regional Tourism Product Development 7. Complete C Program for upgrading or developing meeting and/or local community facilities—including picnic or playground areas, local parks, barbeques, meeting facilities and regional and town entry features. 8. Advertise the Uralla Township and Environs Committee member vacancy 8. Complete C resulting from the resignation of Fay Porter. 9. Provide a copy of this report and Council’s resolution to the Uralla 9. Complete C Township and Environs Committee. 28 Nov 21.11.18 Dept: Infrastructure That Council; MDP 2018 and Regulation 1. Include consideration of the Rocky River Tennis Courts in the Uralla Open 1. Pending funding for Open A Submitted by: MDP Spaces Strategy and provide UTEC with information regarding the tenure Spaces Strategy. Ref/Subject: Report 8 of the site, specifically with regard to leasing. 246 - Recommendations 2. Instruct Council’s heritage advisor to investigate the history of Fuller of Uralla Township Memorial Park as part of the reference material for the Uralla Open Spaces C and Environs Strategy. 2. Refer April Heritage Committee Officer’s report Uralla Shire Council – Schedule Of Actions – Page 6 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

September and 3. Instruct Council’s heritage advisor to research the history of the plaque C October 2018 that was removed when Thunderbolt’s Grave was enhanced and provide 3. Refer April Heritage meetings suggestions on options for interpretive signage for the layout of the Officer’s report Pioneer Cemetery. 4. Investigate options for suitable visual enhancement of the dump point and A toilet at the Pioneer Cemetery. 4. Pending 5. Invite the McCrossin’s Mill Museum to submit an application for C advertising signage at the Pioneer Cemetery directing people to the 5. Pending Museum for further information regarding the history of the cemetery.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 6. Review the information available on tourist sites within Uralla and possible A means of imparting information on significant sites to the travelling public. 6. Pending 7. Consult with representatives from community groups once Council has a C draft plan for the installation of the new playground equipment in Alma 7. Completed Park which was formerly allocated to Pioneer Park under Round 1 of the Stronger Country Communities Fund. 28 Nov 29.11/18 Dept: I & R That; DID/MDP 1. Complete C 2018 Submitted by: DID 1. The Heritage Advisory Services Summary for November 2018 be received Ref/Subject: Report 15 - and noted by Council; and Heritage Advisory Services 2. That consideration be given to utilising the bronze plaques prepared for 2. Pending funding for Open B Summary Nov 2018 the Old Cemetery in Uralla as part of the Open Spaces Strategy. Spaces Strategy. 28 Nov 31.11/18 Submitted by: Cr I That Council; GM 2018 Strutt a) Note the latest LGNSW report on the Impact of Cost Shifting on Local a) Noted C Ref/Subject: Notice Government in New South Wales; of Motion 1 - Impact b) strongly supports the actions of LGNSW in calling on the New South Wales b) Noted C of Cost Shifting on and Federal Governments to end cost shifting and to make a commitment Local Government in to make no new, increased or transferred responsibilities to local NSW government without a corresponding source of revenue sufficient for the responsibility; c) write to State Member the Hon. Adam Marshall MP and Federal Member Dec c) Complete C Hon. Barnaby Joyce MHR confirming the detrimental effect of cost-shifting 2018 for Local Government and stating Council’s strong support for the actions of LGNSW to achieve an end to cost shifting; d) refer this matter to the New England Joint Organisation and the Country d) Pending B Mayors Association seeking support from these organisation for LGNSW actions to bring an end to cost shifting. 18 Dec 31.12/18 Dept: Infrastructure That Council; MWWSS 4 Feb

247 2018 and Regulation 1. Engage the necessary consultancy services to undertake an assessment of CFO 2019 1. Consultant engaged C Submitted by: the long term waste management options available to Council; 2. Noted and included MWWSS 2. Approve a budget variance of up to $40,000 from the Waste Management in QBR3 Budget for the consultancy; 3. Completed at the C Uralla Shire Council – Schedule Of Actions – Page 7 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

Ref/Subject: Report 3. Instruct the Budget Review and Finance Committee to receive a draft scope Feb BRFC meeting. 15 - Waste of works for approval prior to engaging the consultant. C Management Services Options Evaluation 18 Dec 34.12/18 Submitted by: Cr Tara That; DID Noted B 2018 Toomey Should funding be received for the High Pedestrian Activity Area-Bridge Street Detailed Ref/Subject: Notice Design, Council resolve to; of Motion 1 – Bridge 1) As part of the community engagement strategy for the project:

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 St Design Project a) Publicise proposed designs of the project to the Uralla Shire community via Council’s newsletter and Facebook page and other print media where relevant. b) Provide relevant additional information to any address where street frontage is impacted by the design. c) Give consideration to suggestions and/or ideas which come from community consultation activities and provide feedback to the community which articulates that consideration. 2) Give consideration to the design intent of the Creative Village project and confirm to the design consultant the elements of the Creative Village project Council would like to see incorporated into the detailed design. 3) Request the design consultant address the potential for the project to increase traffic on local streets parallel to Bridge Street. 4) Refer the draft detailed design to the UTEC committee for comment. 5) Review traffic and accident data for local streets parallel to Bridge Street to determine if there has been an increase in traffic numbers and accidents over time. 6) Receive advice from the General Manager about the arrangements for the planting and maintenance of those blisters in Bridge Street not currently maintained by the generosity of volunteers. 7) Define the impact of any proposed project design on our Long Term Financial Plan and the next annual budget after implementation of the design is commenced. 26 Feb 18.02/19 Committee: Budget That Council: GM I. Item 1: VIC stock pricing B 2019 Review & Finance Address the actions identified in the ‘First Tranche of Potential Actions’ list, in the continuously reviewed as stocks Submitted by: GM Report, as follows: are reordered and replenished. Ref/Subject: Report 1 I. Items: 1, 3, 4, and 14 be implemented or researched further then, where Item 3: Business case being - LTFP – Horizontal viable, implemented by staff as quickly as possible. prepared for energy initiatives 248 Service Review – Item 4: Stewart Brown business Priority Actions II. Items: 2, 5, 6, 9, 11, 13, 16 and 18 be researched further and then plans to address overhead com- presented to Council as quickly as possible for consideration and direction. munity care costs and recovery: will refer to these for outcomes. Uralla Shire Council – Schedule Of Actions – Page 8 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

III. Items: 7, 8, 10, 12, 15 and 17 are to have separate cost/benefit assessments Item 14: Have identified potential prepared and presented to Council prior to, where possible, the final phone cost savings in capability to determination of the 2019/20 budget. renegotiate phone fleet pricing. Further investigation required. IV. Items directly relating to Bundarra, specifically Item 6, be referred to the Internet costs are currently at Bundarra School of Arts Hall Committee. retail price. Uralla Library and Bundarra Library internet costs partly funded by grant money. There are potential savings in the

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 future once all council sites are connect through the NBN.

II. Item 2: Full cost recovery for non- statutory fees and charges to be addressed in 2019/20 budget. Item 5: Pending further research Item 6: Pending further research and consultation with the Bundarra s355 School of Arts Hall Committee. Item 9: Pending further research Item 11: Further research being undertaken Item 13: Further research being undertaken Item 16: Pending further research Item 18: Landfill opening days to be addressed in waste management consultancy (see item 7 below)

III. Item 7: Strategic review of waste services to be undertaken. Draft Scope of Works for Waste Management Consultancy approved per resolution 21.02/19 Item 8: Pending further research

249 Item 10: Pending further research Item 12: An option to implement business paper efficiencies was put

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to council workshop as additional budget item. Item 15: Pending Item 17: See item 7 above

IV. Noted 26 Feb 31.02/19 Dept: Community & That Council: CGR Feb 1. Complete C 2019 Governance 1. Exhibit the “Draft Code of Conduct 2019” (Attachment 1) for 28 days; and 2018 2. Complete C Submitted by: CGR 2. Exhibit “Draft Procedures for the Administration of the Draft Code of 3. Policies adopted with no C Ref/Subject: Report Conduct 2019” (Attachment 2) for 28 days; submissions received COUNCIL BUSINESS PAPER - 27 AUGUST 2019 10 - Draft Code of 3. Subject to no submissions being received within 42 days, Council adopt the 4. Pending B Conduct 2019 and Draft Code of Conduct 2019 and Draft Procedures for the Administration of 5. Pending B Draft Procedures for the Draft Code of Conduct 2019; and the Administration of 4. Review council’s panel of conduct reviewers as required by the Draft Code. the Draft Code of 5. Request the Mayor to ask the New England Joint Organisation to consider Conduct 2019 the establishment of a regional panel of Conduct Reviewers for the member Councils of the Organisation. 26 Feb 48.02/19 Dept: Infrastructure & That Council: MDP 2019 Development receive and note the minutes of Uralla Township and Environs Committee for Tuesdays Submitted by: MDP 13 November and 11 December 2018 and adopt the following suggestions as Ref/Subject: recommendations: Report 25 - 1. Council provide clear parameters to the Uralla Township and Environs 1. Completed C Recommendations of Committee. UTEC November and 2. Council explore the concept of Uralla 2358 in the development of a Fibonacci 2. Pending funding for B December 2018 Discovery Park or other options in the Pioneer Park Precinct with the Uralla Open Spaces meetings community and seek avenues of funding as part of the development of the Strategy. Open Space Strategy. 26 Feb 54.02/19 Submitted by: Cr Tara That Council: DID 1. Consultant engaged. B 2019 Toomey 1) Resolve to progress the detailed design, costings and tender Detailed design Ref/Subject: Uralla documentation of the VIC in accordance with the plans put on display; and works progressing. VIC 2) Draw on the VIC Restricted Funds to meet the costs. 2. Noted C 26 21.03/19 Dept: Community and That CCDE May a) Have liaised with Uralla B March Governance a) Council participate providing one of the Uralla based medical practices 2019 Clinic – 32 Bridge Street and 2019 Submitted by: CCDE commits to hosting a medical student in the Bush Bursary, CWA they have agreed to have a Ref/Subject: Report 5 – Scholarship Program 2019. medical student, preferably 2019 Bush Bursary/ b) Council allocate $3,000 for the sponsorship of one medical student into in January 2020. They are 250 CWA’sScholarship the 2019/20 Operational Plan and Budget. yet to confirm in writing. Program

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26 45.03/19 Dept: Infrastructure and That; DID June March Development Council authorise the General Manager to effect the purchase of a 20 ha portion of Lot 38 2019 In progress. B 2019 Submitted by: MWWSS DP 753656 as detailed in this report, for the agreed Land Acquisition (Just Terms Ref/Subject: Confidential Compensation) value of up to $132,000 plus GST (if applicable) and reasonable associated Report Acquisition of costs, including reasonable legal costs incurred by the landowners in entering into the land Bundarra Sewerage Private Treaty Agreement. Treatment Plant 23 Apr 09.04/19 Dept: General Manager’s That Council; SEO June Signed agreement sent to B 2019 Office Enter into the partnership agreement with the Northern Inland Academy of Sport at 2019 Northern Inland Academy of

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Submitted by: SEO Attachment A and allocate $2,000.00 in the 2019/20 Budget for the NIAS Associate Support on 14 May 2019 for Ref/Subject: Report 3 – Partnership. participation in the 2019 Northern Inland program. To be progressed in Academy of Sport 2019/20 financial year. Proposal 23 Apr 27.04/19 Submitted by: Cr Toomey That Council; MWWSS a) Advertising undertaken C 2019 Ref/Subject: Notice of a) Progress discussions with the Uralla community with a view to finding a suitable b) Persons directed to web C Motion 1 – Uralla Return location to host a Return and Earn facility for the Uralla Shire. sites for information. and Earn b) As part of these discussions, direct people to the TOMRA Cleanaway website c) Pending – if required. A (http://www.tcnsw.com.au/) and the Return and Earn website (https://returnandearn.org.au/) to ensure that people and organisations who may be interested in being involved, are aware of the 3 return and earn systems and their hosting obligations and benefits. c) In the absence of any other location becoming available, Council Staff should give strong consideration to a location on Council land that provides the community with 24hrs access to an automated Return and Earn facility.

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28 May 18.05/19 Dept: Corporate Services That Council; CGR 2019 Submitted by: CGR 1. Approve the “Draft Complaints Management Policy 2019” at Attachment A for 1. On public exhibition to 28 B Ref/Subject: Report 4 – public exhibition for 28 days; June 2019 Draft Complaints 2. Subject to no submissions received during public exhibition, adopt the “Draft 2. 3. 4. 5. : Report prepared for A Management Policy 2019 Complaints Management Policy 2019” at Attachment A; July meeting 3. Receive a report about the capability of and capacity for existing council resources to provide the following information: a) The number of complaints received; b) The outcomes of complaints including complaints received at the front line;

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 c) Issues arising from complaints; d) Systematic issues identified; and e) The number of requests received for internal and/or external review of our complaints handling. 4. The report is to identify the likely costs and timeframes (for both system augmentation and on-going administration) required to enable a, b, c, d and e (of item 1 above) to be provided to Council at 6 monthly intervals. 5. That the July Ordinary Meeting of Council receive the report. 28 May 27.05/19 Dept: Infrastructure & That Council; EMC 2019 Development 1. Place the proposal on public exhibition for a period of 28 days, and 1. Completed. C Submitted by: EMC 2. In the event of no objections being received, make a written application to the 2. Report prepared for August Ref/Subject: Report 11 – Minister for Department of Industry - Crown Lands confirming Council’s resignation meeting after consideration C Proposed Resignation of request as Crown land manager of the following Crown land reserves; of submissions and advice Management from • Lot 322 DP 755811 Saumarez Ponds - (Barry Munday) Recreation from the Crown. Selected Council Reserve; Managed Crown • Lot 153 DP 755838 Kentucky South Reserve; Reserves • Lot 153 DP 755838 Kentucky South Reserve; • Lot 7010 DP 93183 Bundarra CBD Reserve; • Lot 7002 DP 1072010 Rocky River Recreation Reserve, and • Lot 7302 DP 1155531 Saumarez Reserve. 28 May 30.05/19 Dept: General Manager’s That Council; GM 1. Noted A 2019 Office 1. Acknowledge the General Manager received an average result of ‘Exceeds 2. Pending Submitted by: GM Expectations’ for his 2018-2019 mid-term performance review conducted on Ref/Subject: Confidential Thursday 4th April 2019. Report 1 – General 2. Engage with Local Government NSW to develop a General Manager’s Manager Mid Term Performance Agreement for Uralla Shire Council that better reflects the needs Performance Review of Council.

252 1/07/2018 to 31/12/2018

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25 June 10.06/19 Dept: Infrastructure & 1. Note the advice from Hon. Minister Melissa Pavey MP regarding revised NSW MWWSS 1. Noted C 2019 Regulation Government funding of up to $6.557 million to complete the Bundarra Sewerage Scheme; 2. Pending B Submitted by: MWWSS and Ref/Subject: Late 2. Authorise the General Manager to undertake the necessary negotiations to Report 2 – Funding extinguish the funding agreement with Infrastructure NSW and enter into a new funding Approval Safe and agreement with NSW Department of Industry – Water. Secure Water Program Bundarra Sewer Scheme

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 25 June 13.06/19 Dept: General 1. In accordance with Sections 533, 534, 535 and 536 of the Local Government Act CFO 1. (a) to (m) inclusive C 2019 Manager’s Office 1993, make and levy the rates and annual charges for 2019-20 as set out below: completed in July 2019. Submitted by: CFO a) That in relation to Ordinary Rates, Council apply the 2.7% rate increase as 2. Amended C Ref/Subject: Report 2 – determined by the Independent Pricing and Regulatory Tribunal; 3. Updated C Public Exhibition of b) That pursuant to Section 494 of the NSW Local Government Act 1993, Council 4. Amended C Draft Delivery Program make and levy the following Ordinary Rates for the year 1 July 2019 to 30 June 2020: 2017-21 and Operational Plan 2019- Category & Sub-Category Base Amount $ Base Amount % Ad-Valorem 20 Rate in the $ Farmland $290.00 8.18% 0.3753 Residential – Ordinary $290.00 45.93% 0.3753 Residential – Rural $290.00 31.13% 0.3753 Business $290.00 41.20% 0.3753 Mining $290.00 0.00% 0.3753

c) That in relation to water supply charges and pursuant to Sections 501 and 502 of the NSW Local Government Act 1993, Council make and levy the following charges on all consumers connected to, or capable of being connected to, the Uralla or Bundarra water supply systems for water supply services for the year 1 July 2019 to 30 June 2020:

Location Water Supply Access Charges Uralla Water $341.00 Bundarra Water $341.00 Water Supply Consumption Charges per kL Uralla Water $2.47 Bundarra Water $2.47

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d) That in relation to sewerage service charges pursuant to Sections 501 and 502 of the NSW Local Government Act 1993, Council make and levy the following rates and charges on all residential consumers connected to, or capable of being connected to, the Uralla or Bundarra sewer system for sewerage services for the year 1 July 2019 to 30 June 2020:

Location Residential Sewer Access Charges Uralla Sewerage $601.00 Bundarra Sewerage

e) That in relation to sewerage service charges pursuant to Sections 501 and 502 of

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 the NSW Local Government Act 1993, Council make and levy the following rates and charges on all non-residential consumers connected to, or capable of being connected to, the Uralla or Bundarra sewer systems for sewerage services for the year 1 July 2019 to 30 June 2020:

Location and charge Non-Residential Sewer Access Charges Uralla Sewerage – Access $420.00 Bundarra Sewerage – Access Sewer Usage Charges per kL Uralla Sewerage – Usage $1.31 Bundarra Sewerage – Usage

f) That in relation to trade waste charges pursuant to Sections 501 and 502 of the NSW Local Government Act 1993, Council make and levy the following rates and charges on all non-residential consumers connected to, or capable of being connected to, the Uralla or Bundarra sewer systems for trade waste services for the year 1 July 2019 to 30 June 2020:

Location and charge Trade Waste Annual Charges Uralla Sewerage – Access $77.50 Bundarra Sewerage – Access Trade Waste Usage Charge per kL Uralla Sewerage – Usage $1.40 Bundarra Sewerage – Usage

g) That in relation to the sewerage service charges for Bundarra noted at (d), (e), and (f) above, Council has determined, in accordance with resolution X09.03/19 that Council “lift the charge for the coming Financial Year (2019/2020) and reapply it from the financial

254 year after the additional required funding (for the implementation of the Bundarra Sewerage Scheme) is secured”. However, since additional funding is not able to be secured prior to 30 June 2019 the following charges will not apply:

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1. Residential sewer service charge – Bundarra Sewerage $601.00 2. Non-residential sewer service charge – Bundarra Sewerage $420.00 3. Non-residential sewer usage charges per kL – Bundarra Sewerage $1.31 4. Trade waste access charges – Bundarra Sewerage $77.50 5. Trade waste usage charge per kL – Bundarra Sewerage $1.40 h) That in relation to stormwater management services (drainage charges) pursuant to Section 496A of the NSW Local Government Act 1993, Council make and levy the following annual charge on all urban residential, business and industrial lots with

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 impervious surfaces for stormwater management services for the year 1 July 2019 to 30 June 2020:

Charge per Lot Stormwater Service Management Charge Urban residential levy $25.00 Urban strata residential levy $12.50 Charge per 350m2 Urban Business and industrial $25.00

i) That in relation to environmental levy pursuant to Section 501 of the NSW Local Government Act 1993, Council make and levy the following annual charge on all rateable properties as an environmental levy for the year 1 July 2019 to 30 June 2020:

Description Charge Environmental Levy $305.00

j) That in relation to waste management charges pursuant to Sections 496 of the NSW Local Government Act 1993, Council make and levy the following annual charges for the provision of waste management collection services on each parcel of rateable land for which services are available for the year 1 July 2019 to 30 June 2020:

Waste Charge Description Residential Charge Uralla Residential $342.00 Bundarra Residential $342.00 Invergowrie Residential $342.00 Additional Recycling Bin $118.00

k) That in relation to waste management charges pursuant to Sections 503(2) of the NSW Local Government Act 1993, Council make and levy the following annual charges for the removal of material from non-rateable properties for the year 1 July 2019 to 30 June 255 2020:

Waste Charge Description Non-Rateable Charge Uralla Non-Rateable $342.00 Uralla Shire Council – Schedule Of Actions – Page 15 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

Bundarra Non-Rateable $342.00 Additional Recycling Bin $118.00

l) That in relation to waste management charges pursuant to Sections 501 of the NSW Local Government Act 1993, Council make and levy the following annual charges for the removal of material from non-residential properties for the year 1 July 2019 to 30 June 2020:

Waste Charge Description Non Residential Charge Uralla Commercial – Large $256.00

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Bundarra Commercial – Small $197.00 Bundarra Commercial – Large $256.00

m) That the interest rate on overdue rates and charges, pursuant to Section 566(3) of the NSW Local Government Act 1993, be the maximum rate of interest payable on overdue rates and charges for the 2019-2020 rating year of 7.5% as determined by the Office of Local Government; and

2. On page 162 of the Operational Plan, as it appears in the June 2019 Business Paper, immediately under the table titled “Trade Waste Charges – Non-Residential”, remove the paragraph commencing with “In relation to the sewerage service charges for Bundarra noted above…” in its entirety, including the five line items, numbered from 1 to 5, immediately below the paragraph.

3. That the Building Inspections (including Compliance and Occupation Certificates) Inspection fee be amended to $205.30.

4. On pages 163 and 165 of the Operational Plan, as it appears in the June 2019 Business Paper, the Waste Facility Fee and the Environmental Levy be combined to align with the charge as it appears on the annual rates notice. 25 June 19.06/19 Dept: General 1. Approve the participation of Council in a ‘shared service’ arrangement with CFO July 1. Candidate interview C 2019 Manager’s Office Armidale Regional Council, and other councils, for the provision of Internal Audit 2019 undertaken on 4 July 2019. Submitted by: General Services, noting that the resource(s) for these services will be employed by 2. Noted. C Manager Armidale Regional Council (ARC); 3. Letter sent. C Ref/Subject: Report 4 – 2. Note that the budgeted internal fee ($30,000 in the 2019/20 financial year) for Shared Internal Audit internal audit services is to be allocated for this purpose; Resource 3. Advise ARC that Council’s participation in the shared service arrangement is conditional upon the Internal Audit employee(s) of ARC being the provider of the professional internal audit services, as opposed to managing the outsourcing of 256 those services, unless otherwise approved by the USC General Manager. 25 June 36.06/19 Dept: Infrastructure & That the Draft Uralla Pedestrian Access Mobility Plan – June 2019 as amended by DID Public exhibition completed. C 2019 Development information provided during the workshop be placed on public exhibition for 21 days. Report prepared for August Submitted by: DID meeting. Uralla Shire Council – Schedule Of Actions – Page 16 of 18 SCHEDULE OF ACTIONS – RESOLUTION REGISTER Key A: Action B: Being processed C: Completed MEETING RESOLUTION REPORT TITLE COUNCIL RESOLUTION RESPONSIBLE ACTION COMMENTS STATUS DATE NO. OFFICER DATE

Reference/Subject: Report 13 – Uralla Pedestrian Access Mobility Plan for Public Exhibition 23 July 09.07/19 Dept: Corporate That Council; GMO August 1. Report presented to B 2019 Services 1. Receive a report at the next meeting outlining the comments of Acting 2019 August Ordinary Meeting Submitted by: Acting General Manager regarding the role of Councillors and those areas of the 2. Noted Coordinator Model of complaint handling not covered in this report. 3. Noted

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 Governance and Risk 2. Receive additional information on the requirements of the complaints Ref/Subject: Report 2 handling process and the additional information for the CRM module. - Draft Complaints 3. That this information include more detail in the costings. Management Policy 23 July 15.07/19 Dept: Corporate That Council; CGR July 1. On exhibition until 27 B 2019 Services 1. Exhibit the Draft Gifts and Benefits Policy 2019 at Attachment A for 28 days; 2019 August 2019 Submitted by: Acting and Coordinator 2. Subject to no submissions being received, adopt the Draft Gifts and Governance and Risk Benefits Policy 2019 at Attachment A. Reference/Subject: Report 4 – Draft Gifts and Benefits Policy 2019 23 July 27.07/19 Budget Review and That Council; DID Completed. Consultant C 2019 Finance De-scope the project to only fund Uralla Landfill, Bundarra Landfill, the Kerbside engaged. Submitted by: MWWSS waste collection services and the green waste sections of the Waste Management Reference/Subject: Consultancy brief within the original budget of $40,000. Report 10 - Variation to budget for Waste Management Consultancy 23 July 32.07/19 Submitted by: Cr R That Council, in conjunction with the development of the Local Strategic Planning MDP In progress B 2019 Crouch Statement, undertake a review of the Uralla Development Control Plan to include Reference/Subject: sections on wind and solar powered generating developments which may be Notice of Motion - proposed to be located within the Shire. Modification of Uralla Development Control Plan to Accommodate 257 Renewable Electricity Generation

Uralla Shire Council – Schedule Of Actions – Page 17 of 18 Responsibility Matrix

Each of the resolution actions is assigned to a responsible local government officer, who provides progress reports to the Council each month. Set out below is the responsibility legend used throughout this Schedule of Actions document:

• GM General Manager General Manager’s Office • COUNCIL BUSINESS PAPER - 27 AUGUST 2019 SEO Senior Executive Officer General Manager’s Office • CFO Chief Financial Officer General Manager’s Office • MHR Manager Human Resources General Manager’s Office • DID Director Infrastructure and Development Infrastructure and Development • EMC Environmental Management Coordinator Infrastructure and Development • MWWSS Manager Waste, Water and Sewerage Services Infrastructure and Development • MDP Manager Development and Planning Infrastructure and Development • MIW Manager Infrastructure and Works Infrastructure and Development • EMCS Executive Manager Corporate Services Corporate Services • CCDE Coordinator Community Development and Engagement Corporate Services • CTI Coordinator Technology and Information Corporate Services • TPOO Tourism Promotion and Operations Officer Corporate Services • RMSO Risk Management and Safety Officer Corporate Services • EMACC Executive Manager Aged and Community Care Aged and Community Care • MMG Manager McMaugh Gardens Aged Care Aged and Community Care • MCC Manager Community Care Aged and Community Care 258

Uralla Shire Council – Schedule Of Actions – Page 18 of 18 Uralla Shire Council Council Business Paper – 27 August 2019

12. MOTIONS ON NOTICE/QUESTIONS WITH NOTICE NOTICE OF MOTION

Submitted by: Clr Tom O’Connor Reference/Subject: Notice of Motion 1 – Constitutional Referendum for Number of Councillors, Number of Wards and Method of Election of the Mayor

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK

Goal: 4.1 A strong, accountable and representative Council 4.2 An effective and efficient organisation Strategy: 4.2.2 Operate in a financially responsible and sustainable manner Activity: 4.2.2.1 Maintain and control financial system and improve long term financial sustainability Action: 4.2.2.1.10 Identify strategies to achieve annual expenditure reduction

SUMMARY: If the Council wishes to reduce the number of Councillors consideration needs to be made at this meeting to provide notice under the provisions of Section 224 (2) of the Local Government Act. The timeframe means a decision must be made not be less than 12 months before the next ordinary council election. A decision on the number of Councillors will have a flow on effect on the wards and consideration needs to be made about the number of councillors and whether wards will be retained.

COUNCILLORS’S MOTION:

That Council: 1. Conduct a constitutional referendum on a proposal to reduce the number of councillors from nine to seven, at the next local government election scheduled for September 2020; 2. Conduct a constitutional referendum on a proposal to abolish the ward system for the Uralla Shire Council, at the next local government election scheduled for September 2020; and 3. Conduct a constitutional referendum on a proposal to rescind the election of the mayor by electors at large at the next local government election scheduled for September 2020.

BACKGROUND: The electors of the Shire of Uralla on 14 September 2012 voted Yes (1,977 votes - 55.96% to 1,556 votes - 44.04%) to the constitutional referendum:

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The Mayor of the Uralla Shire Council is currently elected by the Councillors. Do you favour the election of the Mayor by electors for a four year term, reducing the number of wards from three to two (one urban one rural) and maintaining nine councillors (including the Mayor) to enable the election of four Councillors from the two wards.

At the Council meeting of Tuesday 26 February 2019, Council passed a Resolution (18.02/19) in respect to the "Long Term Financial Plan – Horizontal Service Review – Priority Actions". Resolution 18.02/19 stated, in part, That Council address the actions identified in the ‘First Tranche of Potential Actions’ list, in the Report, as follows: (II) Items: 2, 5, 6, 9, 11, 13, 16 and 18 be researched further and then presented to Council as quickly as possible for consideration and direction.

Item 5 was to Reduce the Number of Councillors for a saving of $30,000.

This Council meeting is the last opportunity to consider this recommendation to meet the required timeline for consideration of proposals at the next council elections scheduled for September 2020.

REPORT: Section 224 (2) of the Local Government Act requires a council to determine the number of its councillors for the following term of office not less than 12 months before the next ordinary election, scheduled to be held in September 2020. So Council is required to make this determination at this meeting, being just over 12 months prior to the next ordinary council election.

The Uralla Shire Council has nine Councillors, four elected from each of Ward A and Ward B, plus the Mayor elected at large. Section 224 (1) states that a Council must have at least 5 and not more than 15 councillors (one of whom is the mayor). To implement a saving of $30,000 a reduction of at least two councillors would be required. To reduce the number of councillors, Council must make this determination and also resolve to hold a constitutional referendum in conjunction with the 2020 council election [Section 224(3)].

Ward A, which is nominally the Urban Ward per the 2012 constitutional referendum, has a sizeable percentage of its electors in rural and rural residential areas. In addition, the Uralla Shire Council has a long history of councillors elected for wards in which they did not or no longer reside. This was the case even when there was three wards. The rationale for having wards; that key minority sectors can be more readily elected; does not appear to be the significant factor within the Uralla Shire Community that it may once have been.

There is a case to consider the abolition of wards. The abolition of wards, provided by Section 210 (2) of the Local Government Act, also requires a constitutional referendum in accordance with Section 210 (5) of the Act.

The constitutional referendum of September 2012, which resulted in a majority of 421 yes votes was followed by complaints by many electors that stated that the question was confusing and that many did not understand that a yes vote was for (1) the type of election for mayor and (2) the reduction of the number of wards.

There is a case, should Councillors agree with the abolition of wards and the reduction of the number of councillors, for there to be just one election for seven councillors with the elected councillors electing the mayor annually.

KEY ISSUES: Each of the determinations, other than a determination to remain with the status quo, will require a constitutional referendum.

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 260 Uralla Shire Council Council Business Paper – 27 August 2019

The constitutional referendum would be held in September 2020 along with the next council election, which will be held under the current conditions. Should the referendum obtain a majority ‘yes’ vote the new conditions would apply to the 2024 council election. The current status will continue for the next term of office.

CONCLUSION: Council has four options:

Option 1 - Keep the status quo That Council resolve to retain the nine councillors.

Option 2 - Reduce the number of Councillors from nine to seven (including the Mayor) That Council resolve to hold a constitutional referendum to seek agreement to reducing the number of councillors from nine to seven.

Option 3 - Reduce the number of Councillors from nine to seven (including the Mayor) and abolish the ward system for the Uralla Shire Council. That Council resolve to hold a constitutional referendum to seek the agreement for the Council to 1. reduce the number of councillors, including the mayor, from nine to seven, 2. to abolish the ward system for the Uralla Shire Council.

Option 4 - Reduce the number of Councillors from nine to seven (including the Mayor) and abolish the ward system for the Uralla Shire Council and rescind the method of election of the mayor by electors. Council resolve to hold a constitutional referendum to seek agreement for the Council to:

(1) reduce the number of councillors, including the mayor, from nine to seven, (2) to abolish the ward system for the Uralla Shire Council, (3) to rescind the election of the mayor by the electors at large and for the Mayor to be elected by the Councillors.

COUNCIL IMPLICATIONS:

1. Community Engagement/ Communication (per engagement strategy) Less councillors may put an extra workload on the councillors to maintain representation to the community. Councillors may have to travel more throughout the shire instead of representing their wards.

2. Policy and Regulation Nil effect

3. Financial (LTFP) A saving of $30,000 has been identified by reducing the number of councillors.

4. Asset Management (AMS) Nil effect

5. Workforce (WMS) Nil effect

COUNCIL BUSINESS PAPER - 27 AUGUST 2019 261 Uralla Shire Council Council Business Paper – 27 August 2019

6. Legal and Risk Management Nil effect

7. Performance Measures Nil effect

8. Project Management Nil effect

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13. CONFIDENTIAL MATTERS

14. CONCLUSION OF THE MEETING

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END OF BUSINESS PAPER

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