GLEN INNES SEVERN COUNCIL

BUSINESS PAPER

FOR THE COUNCIL MEETING

TO BE HELD ON THURSDAY, 27 AUGUST 2020

COMMUNITY CONSULTATION SESSION GUIDELINES Note: Due to the current COVID-19 pandemic, submissions for the Community Consultation Session are to be made in writing and approved submissions will be forwarded to Councillors prior to the commencement of the meeting. 1. The Council may hold a public forum prior to each Ordinary meeting of the Council for the purpose of hearing oral submissions from members of the public on items of business to be considered at the meeting. Public forums may also be held prior to Extraordinary Council meetings. The duration of public forums will be 15 minutes, and they will commence at 5.45pm on the day of a set Council meeting. 2. Public forums are to be chaired by the Mayor or their nominee. Only the names of speakers, the organisation that they are representing and the topic that they are speaking about will be recorded in Council’s Meeting Minutes 3. To speak at a public forum, a person must first make an application to the Council in the approved form. Applications to speak at the public forum must be received by 12 noon on the Tuesday before the meeting, and must identify the item of business on the agenda of the Council meeting the person wishes to speak on, and whether they wish to speak ‘for’ or ‘against’ the item. 4. A person may apply to speak on no more than two (2) items of business on the agenda of the Council meeting. 5. Legal representatives acting on behalf of others are not to be permitted to speak at a public forum unless they identify their status as a legal representative when applying to speak at the public forum. 6. The General Manager or their delegate may refuse an application to speak at a public forum. The General Manager or their delegate must give reasons in writing for a decision to refuse an application. 7. No more than three (3) speakers are to be permitted to speak ‘for’ or ‘against’ each item of business on the agenda for the Council meeting. 8. If more than the permitted number of speakers apply to speak ‘for’ or ‘against’ any item of business, the General Manager or their delegate may request the speakers to nominate from among themselves the persons who are to address the Council on the item of business. If the speakers are not able to agree on whom to nominate to address the Council, the General Manager or their delegate is to determine who will address the Council at the public forum. 9. If more than the permitted number of speakers apply to speak ‘for’ or ‘against’ any item of business, the General Manager or their delegate may, in consultation with the Mayor or the Mayor’s nominated Chairperson, increase the number of speakers permitted to speak on an item of business, where they are satisfied that it is necessary to do so to allow the Council to hear a fuller range of views on the relevant item of business. 10. Approved speakers at the public forum are to register with the Council any written, visual or audio material to be presented in support of their address to the Council at the public forum, and to identify any equipment needs no more than one (1) day before the public forum. The General Manager or their delegate may refuse to allow such material to be presented. 11. The General Manager or their delegate is to determine the order of speakers at the public forum. 12. Each speaker will be allowed a maximum of five (5) minutes to address the Council. This time is to be strictly enforced by the Chairperson. 13. Speakers at public forums must not digress from the item on the agenda of the Council meeting they have applied to address the Council on. If a speaker digresses to irrelevant matters, the Chairperson is to direct the speaker not to do so. If a speaker fails to observe a direction from the Chairperson, the speaker will not be further heard. 14. A Councillor (including the Chairperson) may, through the Chairperson, ask questions of a speaker following their address at a public forum. Questions put to a speaker must be direct, succinct and without argument. 15. Speakers are under no obligation to answer a question put under clause 14. Answers by the speaker, to each question are to be limited to two (2) minutes. 16. Speakers at public forums cannot ask questions of the Council, Councillors or Council staff. 17. The General Manager or their nominee may, with the concurrence of the Chairperson, address the Council for up to three (3) minutes in response to an address to the Council at a public forum after the address and any subsequent questions and answers have been finalised. 18. Where an address made at a public forum raises matters that require further consideration by Council staff, the General Manager may recommend that the Council defer consideration of the matter pending the preparation of a further report on the matters.

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

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

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020 GLEN INNES SEVERN COUNCIL

Notice is herewith given of an ORDINARY MEETING

That will be held at the Glen Innes Severn Learning Centre, William Gardner Conference Room, Grey Street, Glen Innes on: Thursday, 27 August 2020 at 6.00pm ORDER OF BUSINESS

1 ACKNOWLEDGEMENT OF COUNTRY ...... 6

2 OPENING BY MINISTER FROM THE FRATERNAL ...... 6

3 APOLOGIES AND APPLICATIONS FOR A LEAVE OF ABSENCE BY COUNCILLORS ...... 6

4 MINUTES OF PREVIOUS ORDINARY MEETING - 23 JULY 2020 TO BE CONFIRMED ...... 6

5 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON- PECUNIARY INTERESTS ...... 6

6 MAYORAL MINUTE(S) ...... 7

6.1 First Steps in Phasing Out Single Use Plastic ...... 7

6.2 Fighting for a Local Government Voice in the National Cabinet ..... 9

7 REPORTS TO COUNCIL ...... 12

7.1 2020 Local Government NSW Annual Conference ...... 12

7.2 Request for a Letter of Support for the proposed Rangoon Wind Farm Project ...... 17

7.3 Christmas/New Year Arrangements for 2020/2021 ...... 20

7.4 Resolution Tracking Report ...... 26

7.5 Review of Principal Activities in the Operational Plan measured against the Delivery Program ...... 29

7.6 Sale of Cross Street Land ...... 35

7.7 Insurance Renewals for the 2020/2021 Financial Year ...... 39

Page 1 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.8 Procurement and Management of Electricity Contract ...... 50

7.9 Supplementary Rates Notices - Business (Non-Urban) Rating of Wind Turbines associated with White Rock Wind Farm ...... 55

7.10 Asbestos Management (Council Operations and Facilities) Policy ...... 60

7.11 Revised Motor Vehicle Leaseback Policy ...... 63

7.12 Glen Elgin Federation Sports Committee - Election of New Committte ...... 66

7.13 Pinkett Recreation Reserve Management Committee - Election of New Committee ...... 70

7.14 Stonehenge Reserve Trust - Election of New Committee ...... 74

7.15 Capital Works Program Progress Report as at 31 July 2020 ...... 77

7.16 Investment Report - July 2020 ...... 86

7.17 Borrowings Report as at July 2020 ...... 93

7.18 Rates and Charges - July 2020 ...... 96

7.19 Workplace Injury Management Report - July 2020 ...... 100

7.20 Corporate and Community Services: Monthly Report - July 2020 ...... 103

7.21 Request to Purchase Land - Deepwater Industrial Estate ...... 113

7.22 Signage Review Update and Historic Towns and Villages ...... 119

7.23 Glen Innes and District Sports Council Annual Grants for 2020/2021 ...... 123

7.24 Review of Asbestos Policy ...... 127

7.25 Review of the Domestic Waste Management Policy ...... 130

7.26 Review of Swimming Pools Policy ...... 133

7.27 Recreation and Open Spaces Best Practice Policy ...... 136

7.28 Development, Planning and Regulatory Services Directorate: Monthly Report for July 2020...... 139

7.29 Road Classification Review - Transfer of Regional Roads ...... 156

7.30 Review of Polhill Road Capital Project ...... 161

7.31 Recommendations from the Local Traffic Committee ...... 164

Page 2 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.32 LGNSW Water Management Conference 2020 ...... 167

7.33 Review of Water Meter Policy ...... 170

7.34 Infrastructure Services: Monthly Report for July 2020 ...... 173

8 NOTICE OF MOTIONS/RESCISSION/QUESTIONS WITH NOTICE ...... 187

9 CORRESPONDENCE, MINUTES, PRESS RELEASES ...... 188

9.1 Status Report regarding Councillor Enquiries ...... 188

9.2 Correspondence and Press Releases ...... 191

9.3 Minutes of Council Community Committee Meetings for Information ...... 192

9.4 Minutes of Non-Council Community Committees for Information ...... 193

10 REPORTS FROM DELEGATES ...... 194

10.1 Reports from Delegates ...... 194

11 MATTERS OF AN URGENT NATURE ...... 198

12 CONFIDENTIAL MATTERS ...... 199

12.1 Response from the Office of Local Government (OLG) on OLG Code of Conduct Matter Number 1 – Councillor Sparks ...... 200

12.2 Response from the Office of Local Government (OLG) on OLG Code of Conduct Matter Number 8 - Councillor Sparks ...... 200

12.3 Response from the Office of Local Government (OLG) on OLG Code of Conduct Matter Number 6 - Councillor Parsons ...... 200

12.4 Response from the Office of Local Government (OLG) on OLG Code of Conduct Matter Number 7 - Councillor Newman ...... 200

12.5 Response from the Office of Local Government (OLG) on OLG Code of Conduct Matter Number 2 - Councillor Frendon...... 200

12.6 Response from the Office of Local Government (OLG) on OLG Code of Conduct Matter Number 5 - Councillor Frendon...... 200

Craig Bennett General Manager

Page 3 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

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

Page 4 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The Mayor will read the following statement:

"I advise all present that tonight's meeting is being video streamed live via Council’s website and also audio recorded for the purposes of providing a record of public comment at the meeting, supporting the democratic process, broadening knowledge and participation in community affairs, and demonstrating Council’s commitment to openness and accountability. The audio and video recordings of the non-confidential parts of the meeting will also be made available on Council’s website once the Minutes have been finalised. All speakers are requested to ensure their comments are relevant to the issue at hand and to refrain from making personal comments or criticisms. No other persons are permitted to record the Meeting, unless specifically authorised by Council to do so."

Page 5

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

.1 1 ACKNOWLEDGEMENT OF COUNTRY 6

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

2 OPENING BY MINISTER FROM THE FRATERNAL 3 APOLOGIES AND APPLICATIONS FOR A LEAVE OF ABSENCE BY COUNCILLORS 4 MINUTES OF PREVIOUS ORDINARY MEETING - 23 JULY 2020 TO BE CONFIRMED 5 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

PECUNIARY:

Nature of conflict:

Action to be taken:

NON-PECUNIARY:

A) SIGNIFICANT NON-PECUNIARY

NATURE OF CONFLICT:

ACTION TO BE TAKEN:

B) NON-SIGNIFICANT NON-PECUNIARY

NATURE OF CONFLICT:

ACTION TO BE TAKEN:

Page 6 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

6 MAYORAL MINUTE(S)

.1 6 6.1 First Steps in Phasing Out Single Use Plastic

REPORT FROM: COUNCILLORS Item Item Author: Carol Sparks - Mayor

ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: ENVIRONMENTAL MANAGEMENT: Planning GOVERNANCE: Mayoral Minute

I, Councillor Carol Sparks, give notice that at the next Ordinary Meeting of Council to be held on 27 August 2020, I intend to move the following motion:

That Council prepares a report outlining: 1. Current use of single use plastic across all Council operations; 2. Available alternatives to single use plastic items currently in use in Council operations and Council run or sponsored events; 3. Achievable timeframes to phase out single use plastic in Council operations and Council run or sponsored events where alternatives are available; and 4. Achievable timeframes for developing a Single Use Plastics Policy that addresses the reduction of single use plastics in Council operations and events, supports the 2025 National Packaging targets, and identifies suitable alternatives, including timeframes for implementation. RATIONALE

This motion aims to reinforce Council’s commitment to waste and litter reduction and the diversion of waste from landfill, through the development of a policy that would reduce and ultimately eliminate the impact of single use plastics in Council’s operations.

This would have the flow-on effect of encouraging local businesses and the community to follow suit.

Single use plastics are disposable plastic and polystyrene items designed to be used once and then discarded, including, but not limited to, cleaning items, balloons, cutlery and food and drink packaging.

I commend this Mayoral Minute to Council.

Cr Carol Sparks Councillor Date: 27 July 2020

Page 7 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

MOTION .1

6 That Council prepares a report outlining:

Item Item 1. Current use of single use plastic across all Council operations;

2. Available alternatives to single use plastic items currently in use in Council operations and Council run or sponsored events;

3. Achievable timeframes to phase out single use plastic in Council operations and Council run or sponsored events where alternatives are available; and

4. Achievable timeframes for developing a Single Use Plastics Policy that addresses the reduction of single use plastics in Council operations and events, supports the 2025 National Packaging targets, and identifies suitable alternatives, including timeframes for implementation.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

6.2 Fighting for a Local Government Voice in the National Cabinet .2 6

REPORT FROM: COUNCILLORS Author: Carol Sparks - Mayor

Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: GOVERNMENT RELATIONS: Other Organisations GOVERNANCE: Mayoral Minute

I, Councillor Carol Sparks, give notice that at the next Ordinary Meeting of Council to be held on Thursday 28 August 2020, I intend to move the following motion:

That Council:

1. Agrees to send a letter to the NSW Premier, The Hon. Gladys Berejiklian, MP and to The Hon. Barnaby Joyce, MP as the Federal Member for New England, and The Hon. Adam Marshall, MP in his role as the State Member for Northern Tablelands, which highlights the critical necessity for Local Government representation on the newly formed National Cabinet and seeks their assistance in requesting that First Ministers review the decision to exclude Local Government from the National Cabinet.

2. Seeks a meeting with our local Federal and State Members to discuss in more detail the importance of having Local Government representation on the National Cabinet and the value of partnerships with Councils in achieving the objectives of the National Cabinet and the national reform agenda.

3. Notes that the Australian Local Government Association, Local Government NSW and other state/territory Local Government associations will continue to advocate for Local Government representation on the National Cabinet and for Local Government’s interests in all relevant forums.

RATIONALE

On 13 March 2020, as the Coronavirus pandemic took hold around the world, the Council of Australian Governments (COAG) met in Sydney to discuss a range of issues of national importance.

At that meeting First Ministers (the Prime Minister, Premiers and Chief Ministers) agreed to establish a National Cabinet to meet at least weekly to address the country’s response to the coronavirus. The focus was primarily on the health and wellbeing of Australians and managing the health response.

Over time National Cabinet has broadened its agenda to include a focus on managing coronavirus impacts across Australia. There was no Local Government representation on National Cabinet when it was established on the basis that its focus was on health.

Page 9 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

On 29 May 2020, First Ministers, through the Prime Minister, announced the

.2 continuation of National Cabinet, which they considered to be a much more effective 6 body than COAG for taking decisions in the national interest.

Local Government was not given a seat at the National Cabinet table. However, the

Item Item Australian Local Government Association (ALGA) as the national representative body of Local Government, was given a seat on the National Federation Reform Council (NFRC).

The NFRC will meet once a year to focus on priority national federation issues such as Closing the Gap and Women’s Safety. In addition to ALGA, the NFRC is comprised of the National Cabinet and the Council of Federal Financial Relations – Federal and State/Territory Treasurers.

The President of ALGA had been a member of COAG since it was convened by Prime Minister Keating in 1992. Local Government was included because all parties recognised that Australia has three (3) levels of government and that the Government with most impact on people’s daily lives in terms of the provision of local services and infrastructure is Local Government.

Decisions about how our Federation works and how it can be improved or reformed require all three (3) levels of government working together to align their policies and programs.

Australians expect the decisions of government affecting them to reflect their grass roots views and to be implemented at the local level as well as the state and national level. This was the case with the development and implementation of the National Competition Policy in the 1990s which included reform at the local government level as well as the National and State levels in areas such as water supply and infrastructure provision through procurement.

National Cabinet, and the Commonwealth Government in particular, are looking towards pro-growth policies to lift investment and get Australians back to work. With a focus on jobs growth they are seeking ways to enable parts of the economy to grow.

Local Governments are willing and necessary partners in developing and implementing reform. Reform involving the streamlining of legislation and regulation requires all the levels of government which are involved in regulation working together to achieve the benefits of reform for everyone without imposing costs or burdens on local communities. Getting it right on the ground is Local Government’s area of strength.

Councils facilitate, establish, and grow local businesses and economies. Economic development has always been at the core of every successful council. Councils support economic growth through regional development policies and initiatives, strategic and land use planning, targeted investment attraction, prioritisation of local procurement, and focusing their annual investment on infrastructure that serves the community and business alike.

Many councils also provide business networking opportunities, business training, mentoring, and incubator facilities and employment hubs. It is Local Government that is best placed to drive locally-led recovery

Page 10 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The challenge facing National Cabinet over the coming months is unlike any which has

faced Australian governments in recent times, and it will require the concerted, .2 6 coordinated and complementary efforts of all three levels of government to rebuild consumer confidence, support business and recreate millions of jobs.

Australians expect their three (3) levels of government to be working together, and to Item see evidence of that. Including Local Government in the National Cabinet would demonstrate a strong unity of purpose and a combined commitment to promote and implement National Cabinet decisions across the broadest implementation platform available to government.

I commend this Mayoral Minute to Council.

Cr Carol Sparks Councillor Date: 27 July 2020

MOTION

That Council:

1. Agrees to send a letter to the NSW Premier, The Hon. Gladys Berejiklian and to The Hon. Barnaby Joyce, MP as the Federal Member for New England, and The Hon. Adam Marshall, MP in his role as the State Member for Northern Tablelands, which highlights the critical necessity for Local Government representation on the newly formed National Cabinet and seeks their assistance in requesting that First Ministers review the decision to exclude Local Government from the National Cabinet.

2. Seeks a meeting with our local Federal and State Members to discuss in more detail the importance of having Local Government representation on the National Cabinet and the value of partnerships with Councils in achieving the objectives of the National Cabinet and the national reform agenda.

3. Notes that the Australian Local Government Association, Local Government NSW and other state/territory Local Government associations will continue to advocate for Local Government representation on the National Cabinet and for Local Government’s interests in all relevant forums.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7 REPORTS TO COUNCIL

7.1 2020 Local Government NSW Annual Conference

Item 7.1 Item REPORT FROM: GENERAL MANAGER’S OFFICE Author: Debbie Duffell - Executive Assistant

ANNEXURES Annexure A Draft Program (as at 22 July 2020)⇨ Annexure B LGNSW 2020 Annual Conference Motions Submission Guide⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Conferences Customer Index: Local Government NSW

PURPOSE

The purpose of this report is for Council to consider nominating delegates to attend the 2020 Local Government NSW Annual Conference (LGNSW Annual Conference), which is being held at the Crown Plaza Hotel in the Hunter Valley (Pokolbin) from Sunday, 22 November 2020 until Tuesday, 24 November 2020, and for Council to consider whether it would like to submit any notices of motions for the conference.

BACKGROUND

In past years it has been common practice for the Mayor, a Councillor and the General Manager to attend this Conference.

(a) Relevance to Integrated Planning and Reporting Framework

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

(b) Financial Considerations

Sufficient funding is available for four (4) delegates to attend this Conference. The 2020/2021 Operational Plan and Budget has the following provisions for Conferences, Training and Seminars and associated travel expenses:

Conferences, Training and Seminars Travel Expenses

Councillors $ 5,000 $10,000

Mayor $ 5,000 $10,000

General Manager $ 5,000 $28,000

TOTAL FUNDING AVAILABLE $15,000 $48,000

Page 12 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The funding for Councillors is to cover all conferences, training and seminars attended by Councillors during the 2020/2021 Financial Year (including this conference).

The travel expenses are the costs for Councillors to travel to the conference,

training or seminar and any accommodation and meal expenses whilst they are 7.1 Item at the conference, training course or seminar.

The funding for the Mayor is to cover all conferences, training and seminars attended by the Mayor during the 2020/2021 Financial Year (including this conference).

The travel expenses are the costs for the Mayor to travel to the conference, training or seminar and any accommodation and meal expenses whilst the Mayor is attending the conference, training course or seminar.

The funding for the General Manager is to cover the costs of all conferences and seminars attended by the General Manager and any of the staff in his Directorate during the 2020/2021 Financial Year (including this conference).

The travel expenses are the costs for the General Manager and the staff in his Directorate to travel to the conference or seminar and any accommodation and meal expenses whilst the General Manager and/or staff in his Directorate are attending the conference or seminar.

The Early Bird Registration fee for this conference (to be paid by 25 September 2020) is $840 (including GST) for each person attending the conference.

Accommodation, travel and other incidental costs will be paid in accordance with the terms of the Glen Innes Severn Council’s Payment of Expenses and Provision of Facilities to the Mayor and Councillors Policy and the Human Resources Policy Statement Register for the General Manager.

Adequate funding is available to cover the anticipated costs for four (4) representatives to attend this conference.

The anticipated costs for four (4) representatives to attend this conference are as follows:

Conference Costs Travel Expenses Grand Total

Councillors (2) $ 1,680 $ 1,700 $ 3,380

Mayor $ 840 $ 850 $ 1,690

General Manager $ 840 $ 850 $ 1,690

TOTAL COSTS $ 3,360 $ 3,400 $ 6,760

Page 13 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMMENTARY

The conference program begins with optional Councillor Workshops and is followed by a “Meet the Politicians” Forum and Presentation of the AR Bluett Awards by the Trustees.

Item 7.1 Item Local Government Minister Shelley Hancock MP and Opposition Leader Jodi McKay will deliver their address followed by the Politicians panel.

Guests will also be able to pose questions to a ministerial panel, which includes:

• The Hon. Shelley Hancock MP, Minister for Local Government; • The Hon. Melinda Pavey MP, Minister for Water, Property and Housing; • Mr David Shoebridge, MLC; • Mr Greg Warren MP, Shadow Minister for Local Government; • The Hon. John Barilaro MP, Deputy Premier and Minister for Regional NSW Trade and Industry (invited); • The Hon. Adam Marshall MP, Minister for Agriculture and Western NSW.

The plenary sessions will focus on Resilience and Recovery discussion and inspire new thinking on how councils can address their challenges.

Through the sharing of information, attendees will explore how councils can work together to develop innovative approaches to tackle common problems in the provision of facilities and services for their communities. The draft program is attached as Annexure A.

It is usual for a number of important policy motions to be debated at the conference and it is preferable that every Council is represented in these debates to actively contribute to the dialogue.

Members are invited to submit any motions online by 12 midnight (AEST) Monday, 28 September 2020.

Please refer to the LGNSW Annual Conference Motions Submissions Guide, which is attached as Annexure B for information on: • Key dates for the motions process; • Criteria for motion submission; • Examples for how to write a motion; • Demonstrating evidence of council support for motion; • How to submit a motion; • How LGNSW manages incoming motions; • What happens to motions at Annual Conference; • Post-conference: Updates to the LGNSW Policy Platform; • Post-conference: LGNSW Advocacy.

Page 14 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

If submitting a motion, members will be asked to identify if the proposed motion conflicts or likely conflicts with the existing Fundamental Principles and this will be noted for delegates in the Business Paper. Members are also encouraged to be familiar with the LGNSW Policy Platform.

7.1 Item The purpose of this Policy Platform is to consolidate the numerous policies and positions of LGNSW – as determined by members – into a single document for ease of reference for members and stakeholders.

LGNSW will update the Policy Platform document after each Annual Conference and present it to Conference the following year, for members to endorse its Fundamental Principles.

This will occur prior to voting on motions. The LGNSW Policy Platform was introduced at the 2019 Annual Conference.

(a) Governance/Policy Implications

The payment of expenses for Councillors to attend the LGNSW Annual Conference will be in accordance with Council’s “Payment of Expenses and Provision of Facilities to the Mayor and Councillors Policy”, and the payment of expenses for the General Manager will be in accordance with Council’s Human Resources Policy Statement Register.

The following note is provided under clause 2.4 of the Payment of Expenses and Provision of Facilities to the Mayor and Councillors Policy, regarding the LGNSW Annual Conference:

Note:

Attendance at the Local Government New South Wales Annual Conference shall be limited to a maximum of three (3) Councillors - one (1) being the Mayor and two (2) other nominated Councillors - and the General Manager or delegated Director.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

Page 15 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

CONCLUSION

Council needs to consider whether it wishes to nominate one (1) or two (2) Councillors to attend the LGNSW Annual Conference.

Item 7.1 Item The Payment of Expenses and Provision of Facilities to the Mayor and Councillors Policy allows for up to two (2) additional Councillors to attend the conference along with the Mayor (or delegate) and the General Manager (or delegate) and that Council considers whether it wishes to submit any motions in accordance with the requirements listed in Annexure B.

RECOMMENDATION

That Council:

1. Nominates Councillors ……………………. and ……………………. to attend the 2020 Local Government NSW Annual Conference, which is being held at the Crowne Plaza Hotel in the Hunter Valley (Pokolbin) from Sunday, 22 November 2020 until Tuesday, 24 November 2020, in addition to the Mayor and the General Manager.

2. Determines whether it would like to submit any motions in accordance with the requirements listed in Annexure B of this report and that Councillors wishing to propose any motions forward any proposed motions to the General Manager by close of business on Monday, 14 September 2020.

Page 16

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.2 Request for a Letter of Support for the proposed Rangoon Wind Farm Project

REPORT FROM: GENERAL MANAGER’S OFFICE

Author: Craig Bennett - General Manager 7.2 Item

ANNEXURES Annexure A Rangoon Windfarm Project - Request for Letter of Support⇨

ECM INDEXES

Subject Index: LAND USE AND PLANNING: Wind Farms

Customer Index: Meridian Energy Australia Environmental Property Services

PURPOSE

The purpose of this report is for Council to consider endorsing a letter of support for the proposed Rangoon Wind Farm Project, part of which will be located in the Glen Innes Severn Local Government Area (LGA).

BACKGROUND

In recent years, the LGA has seen the establishment of the White Rock Wind Farm and the Sapphire Wind Farm.

Meridian Energy Australia is now proposing to establish the Rangoon Wind Farm in the Glen Innes Severn and Armidale Regional Council LGAs.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective EH 4.1 ‘Identify opportunities to collaborate with local and regional environmentally focussed organisations.’

(b) Financial Considerations

There are no financial considerations arising from this report.

COMMENTARY

The proposed 130MW wind and battery storage project will be divided into two (2) locations, Rangoon Wind Farm North and Rangoon Wind Farm South.

Two (2) substations and transmission connections will link the project to the existing TransGrid 132kV Armidale to Glen Innes transmission line and Essential Energy 66kV Glen Innes to Guyra transmission line.

Page 17 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The project will include a battery energy storage system which will feed into the National Electricity Market (NEM), equalling enough renewable energy to power around 58,000 residential homes per year.

This will greatly contribute to the reduction in emissions from electricity production and

Item 7.2 Item subsequently assist Australia in its commitment to reduce greenhouse gas emissions.

Environmental Property Services (EPS) have been appointed by Meridian Energy Australia as the development service provider and are requesting for Council to provide a letter of support for the proposed project (Annexure A).

(a) Governance/Policy Implications

There are no governance or policy implications arising from this report.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

The Glen Innes Severn community has faced challenging times with the recent drought and bush fires, and now COVID-19. This project may assist in improving the future outlook of the Glen Innes LGA.

(d) Environmental Implications

The proposed 130MW wind and battery storage project will provide enough renewable energy to power approximately 58,000 homes per year. This will greatly contribute to the reduction in emissions from electricity production and subsequently assist Australia in its commitment to reduce greenhouse gas emissions.

(e) Economic/Asset Management Implications

The employment of up to 200 people on site during the construction of this project will bring local economic benefits to the surrounding communities through the engagement of local contractors, goods and services.

CONCLUSION

Meridian Energy Australia is proposing to establish the Rangoon Wind Farm in the Glen Innes Severn and Armidale Regional Council LGAs and is seeking a letter of support for the project from both Glen Innes Severn Council and Armidale Regional Council. The proposed 130MW wind and battery storage project will provide enough renewable energy to power approximately 58,000 homes per year which will greatly contribute to the reduction in emissions from electricity production and subsequently assist Australia in its commitment to reduce greenhouse gas emissions.

Additionally, the employment of up to 200 people on site during construction will bring much needed local economic benefits to the area.

Page 18 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

RECOMMENDATION

That Council provides a letter of support for the proposed Rangoon Wind Farm Item 7.2 Item project.

Page 19

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.3 Christmas/New Year Arrangements for 2020/2021

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Craig Bennett - General Manager

Item 7.3 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The purpose of this report is to provide Council with the opportunity to consider the shutdown of Council’s operations over the Christmas/New Year period for 2020/2021.

BACKGROUND

It has been Council’s practice in the past to close its operations between Christmas and the New Year. It has also been the practice for some staff members to finish work at 2 pm on the day before the break, permitting some staff to commence leave early and, if travelling away short distances, to do so safely during daylight hours.

In previous years Council has agreed that due to minimal activities involving the public over the Christmas/New Year period, Council close operations during this period and staff take leave (Rostered Days Off (RDOs), Time in Lieu (TIL), Annual Leave (A/L) or Other Leave (O/L)) on those days that are not public holidays.

(a) Relevance to Integrated Planning and Reporting Framework

This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations

There are suitable budgetary provisions within the Operational Plan and Budget for the 2020/2021 Financial Year for staff to take paid leave over the Christmas/ New Year shutdown.

COMMENTARY

As Christmas Day falls on a Friday this year it is proposed for Council to cease its operations on Wednesday 23 December 2020. This will allow all staff travelling for Christmas Day to have sufficient time to get to their destinations in day light hours.

This year, the Christmas and Boxing Day public holidays occur on Friday 25 December 2020, and Monday 28 December 2020, respectively. New Year’s Day falls on Friday 1 January 2021.

Page 20 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

It is proposed for the majority of Council services to close their operations, with the exception of a small on-call crew to attend to essential works, from Wednesday 23 December 2020, and to reopen for usual business on Monday 4 January 2021 (subject to a couple of exceptions, which are detailed in the report).

As has been the practice in the past, employees will be required to take paid leave to 7.3 Item cover the four (4) days of the break that are not public holidays. Staff will be requested by the General Manager to take leave in the following order – TIL, RDOs, Annual Leave and then any other Leave.

Council’s Human Resources Policy Statement Register allows staff to bank up to a maximum of three (3) days TIL and/or a maximum of three (3) RDOs to use for the four (4) days of leave required during the shutdown. This is to enable staff to hold their A/L for longer breaks.

A/L should be used for breaks of one (1) week or longer (if possible) as this is recreation leave and should be used by staff to recharge their batteries.

If Council were to close from Wednesday 23 December until Monday 4 January 2021, that would provide the majority of staff with a full week and a half’s break over the Christmas/New Year period.

Public Holidays that fall during this proposed closure period are:

• Friday 25 December 2020; • Monday 28 December 2020 (for Boxing Day); and • Friday 1 January 2021.

There are therefore four (4) working days during this proposed shutdown.

Service provision will not be unduly impacted if the two (2) Council Offices (Town Hall and Church Street), Life Choices - Support Services (LC-SS), Children and Family Services and The Youth Booth were to be closed for the entire Christmas/New Year break.

Some LC-SS Direct Support Workers and an on-call supervisor will work through the entire holiday period (including public holidays).

Service provision will also not be unduly impacted if all of Council’s Libraries and the Glen Innes Aggregates have an extended break over the Christmas/New Year break.

The Libraries are proposed to remain closed until Wednesday 6 January 2021 at 10 am (Glen Innes and Deepwater) and Friday 8 January 2021 at 10 am for Emmaville.

The Glencoe Library is expected to be open during the Christmas period, when the Post Office is open. It is likely that the Library will be closed on Christmas Day and Boxing and possibly on New Year’s Day.

The Glen Innes and Emmaville Swim Centres are proposed to be open every day (except for Christmas Day and Boxing Day).

Page 21 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The Landfill and Visitors Information Centre (V.I.C.) are proposed to remain in operation (except for Christmas Day, Boxing Day and New Year’s Day).

The Rangers will only operate on call for emergencies, attending to the pound to feed the dogs wash out (if required) during the closedown period.

Item 7.3 Item One (1) cleaner will clean the public toilets during the closedown period.

Parks and Garden staff do not work on the public holidays but will run a skeleton staff on the days that are not public holidays, during the shutdown period.

It is proposed for the Glen Innes Aggregates to close on Wednesday 23 December 2020 and re-open for business on Monday 11 January 2021. This should also not unduly impact on service provision.

At least one (1) staff member from the Integrated Water Services team will work during the shutdown period. They are responsible for running the water treatment plant.

Staff in the Roads Section are on call 24 hours a day.

It is to be noted that there is a 24-hour line available for the entire 365 days of the year for both the Integrated Water Services team and the Roads Section.

On call provisions will be in operation for any emergencies.

Emergency numbers will be listed on the telephone system for Council services.

There is the possibility that there may be some disgruntled ratepayers seeking services over the Christmas/New Year period. This has not traditionally been an issue as any emergencies are well catered for via the on-call provisions.

Allowing staff to take a longer break over the Christmas/New Year period will assist to some extent with reducing Council’s leave liability.

OPTIONS

1. That Council’s Depot, Town Hall Offices, Church Street Offices, Life Choices - Support Services and Children and Family Services be closed from Thursday 24 December 2020 and reopen on Monday 4 January 2021.

That Council’s Libraries be closed on Thursday 24 December 2020 and re-open from Wednesday 6 January 2021.

That The Youth Booth be closed from Thursday 24 December 2020 and re-open on Wednesday 6 January 2021.

That Glen Innes Aggregates be closed from Thursday 24 December 2020 and re-open on Monday 11 January 2021.

That staff be permitted to take suitably authorised leave for the days that are not public holidays and that extensive publicity be given on the closures in the leadup to Christmas. This is the preferred option.

Page 22 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

2. That Council’s Depot, Town Hall Offices, Church Street Offices, Life Choices - Support Services and Children and Family Services be closed from 2 pm on Thursday 24 December 2020 and reopen on Monday 4 January 2021.

That Council’s Libraries be closed from 2 pm on Thursday 24 December 2020 7.3 Item and re-open from Wednesday 6 January 2021.

That The Youth Booth be closed from Thursday 24 December 2020 and re-open on Wednesday 6 January 2021.

That Glen Innes Aggregates be closed from 2 pm on Thursday 24 December 2020 at 2 pm and re-open on Monday 11 January 2021.

That staff be permitted to take suitably authorised leave for the days that are not public holidays and that extensive publicity be given on the closures in the leadup to Christmas.

3. That Council’s Depot, Town Hall Offices, Church Street Offices, Life Choices - Support Services and Children and Family Services be closed from Friday 25 December 2020 and re-open on Monday 4 January 2021.

That Council’s Libraries be closed from Friday 25 December 2020 and re-open from Wednesday 6 January 2021.

That The Youth Booth be closed from Friday 25 December 2020 and re-open on Wednesday 6 January 2021.

That Glen Innes Aggregates be closed from Friday 25 December 2020 and and re-open on Monday 11 January 2021.

That staff be permitted to take suitably authorised leave for the days that are not public holidays and that extensive publicity be given on the closures in the leadup to Christmas.

4. Council could elect to stay open during the Christmas/New Year period. That would mean that some staff would be required to work on Tuesday 29, Wednesday 30 and Thursday 31 December 2020.

It is likely that only a skeleton staff would be required to work on these days.

Page 23 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Governance/Policy Implications

Human Resources Policy Statement Register

HR2.02 Variable Working Hours Policy

Item 7.3 Item The conditions applying to the four-week RDO system are:

• RDOs will not accrue on public holidays or during periods of leave; • Employees may bank (accrue) a maximum of three (3) days in RDOs; • An employee who wishes to bank an RDO must receive prior approval from his or her manager.

In addition to the above arrangements, employees may elect to accumulate TIL.

TIL is to be accumulated to a maximum of three (3) days and taken at a mutually convenient time.

TIL may also be taken over the Christmas closedown period.

(b) Legal Implications

Council may direct staff to take annual leave, or equivalent paid leave, as part of an annual closedown, provided staff are notified in advance of such intentions.

The following subclause of the Local Government (State) Award 2020 is relevant for this direction:

Requirement to take Annual Leave

(vii) The employer may direct an employee to take annual leave by giving at least four (4) weeks prior notification in the following circumstances:

(a) Where the employee has accumulated in excess of eight weeks annual leave;

(b) A period of annual close-down of up to and including two (2) weeks;

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no significant economic or asset management implications arising from this report.

Page 24 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

CONCLUSION

As outlined in this report, it is proposed for Council to close the Depot, Town Hall Offices, Church Street Offices, Life Choices - Support Services and Children and

Family Services on Thursday 24 December 2020 and return to full operations on 7.3 Item Monday 4 January 2021.

It is also proposed for the Council’s Libraries to close on Thursday 24 December 2020 and to remain closed until at least Wednesday 6 January 2021 and for The Youth Booth to close on Thursday 24 December 2020 and re-open on Wednesday 6 January 2021.

Finally, it is proposed for the Glen Innes Aggregates to close on Thursday 24 December 2020 and re-open on Monday 11 January 2021.

Suitable on-call provisions have been made for any emergencies and critical services.

RECOMMENDATION

THAT:

1. Council’s Depot, Town Hall Offices, Church Street Offices, Life Choices - Support Services and Children and Family Services be closed from Thursday 24 December 2020 and re-open on Monday 4 January 2021.

2. Council’s Libraries be closed from Thursday 24 December 2020 and re- open as follows:

(i) Glen Innes and Deepwater Libraries on Wednesday 6 January 2021 and (ii) Emmaville Library on Friday 8 January 2021.

3. The Youth Booth be closed from Thursday 24 December 2020 and re-open on Wednesday 6 January 2021.

4. Glen Innes Aggregates be closed from Thursday 24 December 2020 and re-open on Monday 11 January 2021.

5. Staff be permitted to take suitably authorised leave for the days which are not public holidays during the shutdown.

6. Extensive publicity be given on the proposed closures in the lead up to Christmas.

Page 25

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.4 Resolution Tracking Report

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Craig Bennett - General Manager Item 7.4 Item ANNEXURES Annexure A List of Outstanding Actions arising from Ordinary Council Meetings as at Thursday 20 August 2020⇨

ECM INDEXES

Subject Index: GOVERNANCE: Ordinary Meetings of Council

PURPOSE

The purpose of this report is to provide Councillors with all outstanding resolutions of Ordinary Council Meetings as at Thursday, 20 August 2020. (Annexure A).

BACKGROUND

Resolutions of Council are resolved at each Ordinary Council Meeting. It is very important that all Council Resolutions are then followed up by staff in a timely and professional manner.

The Outstanding Actions Report attached to this report provides a framework to monitor the status of all Outstanding Council Resolutions.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 3.2.1 ‘Instil with staff the culture to deliver quality work the first time; for things to be done once and done right – acknowledging the impact of budgetary constraints on this policy direction.’

This item also links to Council’s Delivery Program Objective STC 1.7.1 ‘Strive for excellence in all customer service areas.’

(b) Financial Considerations

There are no financial considerations to consider as part of the preparation of this report.

COMMENTARY

There are currently 23 outstanding Council Resolutions as at Thursday, 20 August 2020. There were 27 resolutions outstanding in the report that went to the July 23, 2020 Ordinary Council Meeting.

Page 26 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The outstanding resolutions relate to the following years:

YEARS OUTSTANDING ACTIONS

2018 1 ( 2 – July 2020) 7.4 Item 2019 8 ( 10 – July 2020) 2020 14 ( 15 – July 2020)

TOTAL 23 ( 27 – July 2020)

The outstanding resolutions relate to the following Directorates:

DIRECTORATE OUTSTANDING ACTIONS

General Managers 3 ( 3 – July 2020) Corporate and Community Services 10 (14 – July 2020) Development, Planning and Regulatory Services 6 ( 7 – July 2020) Infrastructure Services 4 ( 3 – July 2020)

TOTAL 23 (27 – July 2020)

Seven (7) additional outstanding actions were added from the July 23, 2020 Ordinary Council Meeting. That means that eleven (11) of the outstanding actions at the July 23, 2020 Ordinary Council Meeting have now been completed by responsible officers.

It is very important that Councillors know that officers are following up on their resolutions from Council Meetings and actioning them in a timely and professional manner.

The discipline being installed at Glen Innes Severn Council is that no action in Info-council should have a commentary that is older than 30 days and the commentary must be relevant and provide an up to date status of the action at all times.

Additionally, the target date must always be forward looking. No action should have a past target date only a forward-looking target date.

(a) Governance/Policy Implications

There are no governance or policy implications to consider as part of the preparation of this report.

(b) Legal Implications

There are no legal implications to consider as part of the preparation of this report.

Page 27 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(c) Social Implications

A Resolution Tracking Report provides confidence to the community that Council Resolutions are being followed up in a timely and professional manner.

Item 7.4 Item (d) Environmental Implications

There are no environmental implications to consider as part of the preparation of this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications to consider as part of the preparation of this report.

CONCLUSION

It is extremely important that Council Resolutions are followed up in a timely and professional manner.

This assists in building confidence, not only with the Councillors but also the community, that Council is a professionally run organisation.

RECOMMENDATION

That the information in this report be received and noted.

Page 28

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.5 Review of Principal Activities in the Operational Plan measured against the Delivery Program

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Danielle Mepham - Personal Assistant 7.5 Item

ANNEXURES Annexure A Annual review of the 2019/2020 Operational Plan⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Integrated Planning and Reporting

PURPOSE

The purpose of this report is to inform Council of the progress of all Principal Activities as at 30 June 2020, against the actions within the Operational Plan and Budget for the 2019/2020 Financial Year and the progress towards meeting the outcomes in the Delivery Program 2017/2021 (Annexure A).

BACKGROUND

In accordance with Section 405 (1) of the Local Government Act 1993, Councils are required to have an Operational Plan and Budget in place that details the activities to be engaged in by the Council during the year as part of the Delivery Program 2017/2021 covering that year.

Further, under Section 404 (5) of the Local Government Act 1993:

“The General Manager must ensure that regular progress reports are provided to the Council reporting as to its progress with respect to the principal activities detailed in its delivery program. Progress reports must be provided at least every 6 months”.

Subsequently, Annexure A details the progress of activities in the Operational Plan and Budget up to 30 June 2020, and against the Delivery Program 2017/2021 measured in percentages completed.

(a) Relevance to Integrated Planning and Reporting Framework

The content of this report is in line with the requirements of Sections 404 (5) and 405 (1) of the Local Government Act 1993, and therefore provides the Councillors and the community with the current progress of the activities within the Operational Plan and Budget for the 2019/2020 Financial Year.

(b) Financial Considerations

There are no financial considerations arising from this report.

Page 29 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMMENTARY

The progress against activities has been successful for the year as planned within the Operational Plan and Budget for the 2019/2020 Financial Year, and with the aim to meet the outcomes in the Delivery Program 2017/2021.

Item 7.5 Item The below graph is an Action Status Snapshot of the Operational Plan Actions for the 2019/2020 Financial Year.

For Council’s information, the highlights for the past six (6) months from January to June 2020 included the following activities:

Corporate and Community Services: • An independent consultant conducted penetration testing of Council's ICT systems to identify security vulnerabilities, with the information from the test to be analysed and recommendations implemented over the coming year; • The consultancy Voice Project conducted a staff engagement survey for Council towards to end of the 2019/2020 financial year, with an excellent 75% participation rate from staff. Overall, the results were very positive, with improvements in most areas over Council’ s 2016 survey and a number of areas where Council was well ahead of the industry average. Council scored particularly well in engagement (92%), values (89%) and health and safety (85- 86%);

Page 30 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

• The Town Square public wi-fi was upgraded within budget and significantly expanded on from the original concept to include two (2) long range access points covering Grey Street from Bourke Street to Meade Street, wi-fi access points inside and outside the Visitor Information Centre, and a wi-fi access point inside the Town Hall. All points are linked and utilise a new NBN connection that

is significantly cheaper than the old ADSL service, with the entire public wi-fi 7.5 Item system now remotely managed by Roberts and Morrow Technology (RMT); • Council’s Return to Work / Recover at Work Program was reviewed and aligned with the State Insurance Regulatory Authority (SIRA) guidelines; • Council’s main records management system, ECM, was successfully upgraded to the latest version 2019B, which offers a range of improvements over earlier versions and should assist staff to meet their record keeping requirements into the future; • Council has gone completely online with much of its onboarding (induction) processes for new employees, with the new online Pulse onboarding system fully implemented. The new system is very advanced compared with what many other councils are currently using and brings Glen Innes Severn Council fully up-to-date with current onboarding technology; • The new TCO365 / Teams IP voice system has been fully implemented across all worksites. It is working extremely well, especially during the pandemic when staff were able to relocate home or to other remote sites and continue to work almost seamlessly, with full access to phone calls, video conferencing and file sharing and collaboration, something that would not have been possible prior to the new system; • The migration of Council’s Intranet to the cloud was completed successfully, providing all staff with reliable, multi-platform access to the site and all the information it contains; • The new Scout e-recruitment system has been fully implemented and has received positive feedback from users, offering significant improvements over the old system and significantly streamlining the administrative processes associated with recruitment; • Council’s annual workers compensation insurance premium remains low, with the estimate for 2019/2020 currently sitting at $153,973.51. It is expected that this will be adjusted upwards when the actual premium is received; however, it should still remain relatively low, reflecting the low claims costs and lost time injury rates achieved over the past three (3) to four (4) years; • Council’s Pulse Enterprise Risk Management System has been further implemented with support and training provided across Council; • Life Choice – Support Services (LC-SS) remained open during COVID-19 to ensure Consumer and Participant Service Supports were maintained. Some services had to be adapted away from face to face services, instead staff delivered over 30 activity packs, set up individual and group phone calls with connection via teleconference and the use of iPad technology with 15 iPads being purchased for consumers to borrow with staff providing one (1) on one (1) training through social support sessions to assist consumers to learn new technology skills. Some activities have re-commenced such as Tai Chi;

Page 31 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

• Meals on Wheels deliveries had an enormous increase during COVID-19, this was mainly due to emergency funding being received which meant consumers could purchase the meals at a reduced cost as well as frozen providing a greater variety of choice; • Children and Family Services (CAFS) also remained open for business and Item 7.5 Item provided Vacation Care and Out Of School Hours (OOSH) services for all clients including essential workers; of note was a complimentary letter received from the History House after a group visit; • The kitchen renovations at The Youth Booth are almost completed.

Development, Regulatory and Sustainability Services: • The Meade and Church Street roundabout public art project, “Blue Hills” was completed; • The "Incentives for Attracting General Practitioners to Glen Innes Severn LGA" policy was reviewed and incorporated into the Business Incentives Fund Guidelines, financial assistance was subsequently provided to two (2) Doctors Surgeries to provide financial assistance in offsetting employment costs for two (2) new Doctors; • A regular Economic Development newsletter is being provided to local organisations and business via email which promotes Council's economic development and marketing initiatives; • Council successfully provided a Category Two (2) service in accordance with the NSW Food Authorities Food Regulation Partnership through-out the 2019/2020 financial year and Scores on Doors Certificates were issued to the relevant premises; • Council continues to support the development of the New England Rail Trail with Armidale Regional Council with Council unanimously supporting the New England Rail Trail draft business case developed by Regional Development Australia Northern Inland (RDANI) and its key findings; • The recycling contamination levels have been reduced to 0.87% of the total services collected, well within the industry standard of eight percent (8%). Out of the 3,786 recycled services collected weekly, about 33 services were detected as having some contamination; • A Renewable Energy Action Plan was completed by 100% Renewables and adopted by Council in June 2020. The Plan sets out a clear direction for Council to follow to reduce the energy consumption of key Council buildings; • Council declared a Climate Emergency in September 2019 and in February 2020 adopted a Climate Emergency Plan comprising the following actions: o A review of the 2013 Risk Assessment being undertaken and included in the 2020/2021 Operational Plan and Budget as a key strategic objective and funds provided accordingly; o As an outcome of the review of the 2013 Risk Assessment, an Adaption Strategy is developed and the development of such a strategy is a key strategic objective of the 2021/2025 Delivery Program;

Page 32 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

o That an Emissions Reduction Plan be developed as a key strategic objective of the 2021/2025 Delivery Program.

Infrastructure Services:

• Response to bushfire natural disaster including support for aerial firefighting and 7.5 Item establishment of RFS base camp; • Construction of emergency crossing over Mann River at Wytaliba; • Construction of concrete bridge over Wellingrove Creek on Polhill Road; • Construction of laminated timber bridge on Browns Road; • Replacement of two (2) footbridges over Rocky Ponds Creek (King George Park and Veness Park); • Gravel re-sheeting of 20 kilometres on Pinkett Road and eight kilometres (8km) on Pretty Valley was completed;

(a) Governance/Policy Implications

There are no governance or policy implications arising from this report.

(b) Legal Implications

Council is meeting its legal obligations in line with the requirements of Sections 404 (5) and 405 (1) of the Local Government Act 1993.

(c) Social Implications

It is important for Council staff to report on the progress during the year and at the end of the financial year so that the community can monitor the progress of activities approved by Council.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

Council staff have completed the progress review of the Principal Activities within the Operational Plan and Budget for the six (6) month period from January to June 2020 and measured the progress against the Delivery Program 2017/2021.

Page 33 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

RECOMMENDATION

That Council notes the progress of the Principal Activities against the actions in the Operational Plan and Budget 2019/2020 and measures against Council’s

Item 7.5 Item Delivery Program.

Page 34

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.6 Sale of Cross Street Land

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services 7.6 Item ANNEXURES Annexure A Letter of Offer (under separate cover) (Confidential) Annexure B Valuation⇨

ECM INDEXES

Subject Index: COUNCIL PROPERTIES: Sale of Council Properties

Property Index: Lot 2 DP748357 and Lot 1 DP 806863

PURPOSE

The purpose of this report is to seek Council’s approval to sell vacant land at 7-9 Cross Street, Glen Innes (Lot 2 DP748357 and Lot 1 DP806863).

BACKGROUND

Council resolved (in part) the following at the May 23, 2013 Ordinary Council Meeting (Resolution Number 13.05/13):

3. That Council approves the sale of the Garden Court building and adjacent land Lot 1 and 2 DP748357 and Lot 1 DP806863…

Council resolved (in part) the following at the August 22, 2013 Ordinary Council Meeting (Resolution Number 42.08/13):

1. That Council authorises the sale of the following parcels of land at no less than the “valuation” prices quoted within the respective tables within the body of the report:

• The “Garden Court” building and associated land being Lot 1 and 2 on DP748357 and Lot 1 on DP806863.

The following table details the Valuation, Asking Prices and Reserve Prices for each of the two properties from the August 2013 report:

Property Valuation Asking Price Reserve Garden Court $370,000.00 $400,000.00 $330,000.00 Cross Street Land $190,000.00 $250,000.00 $170,000.00

Total $560,000.00 $650,000.00 $500,000.00

Page 35 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

At the 18 December 2014 Ordinary Council Meeting, Council resolved the following (Resolution Number 28.12/14):

That Council accepts the second offer received from the Glen Innes Baptist Church for the purchase of the property known as “Garden Court” Lot 1 DP806863 for an amount

Item 7.6 Item of $275,000, subject to Development Application approval, and that Diana Corcoran Real Estate be requested to pursue the necessary signing of the required contract and ancillary documents to legally effect the sale.

Since 2013, the Cross-Street land, being Lot 2 DP748357 and Lot 1 DP 806863 has remained on the market with Diana Corcoran Real Estate advertising the land at $190,000 (as per the current valuation in 2013).

The Valuer General’s land value for the two (2) lots of vacant land was $145,800 as at 1 July, 2016.

In July 2019, Diana Corcoran Real Estate was purchased by Glen Innes Highlands Real Estate Pty Ltd and Council was asked to sign a new Sales Inspection Report and Open Selling Agency Agreement.

Within the document, the agent’s opinion as to the current estimated selling price of the land ranged from $80,000 to $100,000.

Staff considered this advice and, with no offers having been made for the land, along with the downward trend of the market since 2016, listed the land for $100,000 inclusive of GST, subject to ultimate determination by Council.

Council received a written offer for the purchase of the vacant land at Cross Street, Glen Innes, being Lot 2 DP748357 and Lot 1 DP 806863, for the listed price of $100,000 in September 2019.

At this time (18 September 2019), Mr Mike Williams of Glen Innes Valuation Services was engaged by Council to complete a valuation for the purpose of establishing a fair market value for the land. Mr Williams provided a valuation of $90,000 (Annexure B).

At the September 26, 2019 Ordinary Council Meeting Council resolved the following (Resolution Number 40.09/19):

That: 1. Council accepts the offer received for the purchase of the vacant land, Lot 2 DP748357 and Lot 1 DP 806863 for an amount of $100,000 (inclusive of GST), and that Diana Corcoran Real Estate be requested to pursue the necessary signing of the required contract and ancillary documents to legally effect the sale.

2. Council approves the affixing of Council’s Seal, where required, to any documents pertaining to the sale of the property listed in point one (1) above. Council resolved to accept the offer received. However, the offer was subsequently withdrawn, therefore the land has remained on the market with a listing price of $100,000.

Page 36 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations 7.6 Item

The sale of this property will result in additional Rates and Charges of approximately $4,800, as well as increased interest revenue for the reinvestment of the sale proceeds of approximately $1,900 annually.

COMMENTARY

Council has received a written offer for the purchase of the vacant land at Cross Street, Glen Innes, being Lot 2 DP748357 and Lot 1 DP 806863, for $95,000 (Confidential Annexure A).

(a) Governance/Policy Implications

Under Council’s Execution of Documents Matrix this subject falls into document type six (6) being a Contract involving a land sale and therefore must be resolved by Council.

(b) Legal Implications

Any property sale has legal implications, and these will be dealt with as part of the preparation of the agreement for sale on a case by case basis for Council’s approval as part of the sale process.

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

The Cross-Street Land has been vacant and for sale since 2013. An offer for the land has now been made which is above the valuation for this property. Therefore, it is recommended to Council that this offer be accepted and the vacant land be sold.

Page 37 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

RECOMMENDATION

That Council:

Item 7.6 Item 1. Accepts the offer received for the purchase of the vacant land, Lot 2 DP748357 and Lot 1 DP 806863 for an amount of $95,000, and that Highlands Real Estate be requested to pursue the necessary signing of the required Contract of Sale and any ancillary documents to legally effect the sale.

2. Authorises for the General Manager to sign the Contract of Sale and any ancillary documents to legally effect the sale on Council’s behalf.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.7 Insurance Renewals for the 2020/2021 Financial Year

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Dennis McIntyre - Manager of Governance, Risk and Corporate Planning 7.7 Item

ANNEXURES Annexure A GISC Scheme Membership and Insurance Renewals⇨

ECM INDEXES

Subject Index: RISK MANAGEMENT: Insurance Customer Index: Statewide Mutual

PURPOSE

The purpose of this report is to inform Council of the renewal of Council’s 2020/2021 insurances. Insurances acquired will provide a comprehensive level of cover in relation to Council’s various activities.

BACKGROUND

Council has been a member of Statewide Mutual since 1998. Statewide Mutual is a NSW Local Government mutual which commenced operation on 31 December 1993 with a membership of 96 Councils. It provides cover to Member Councils on:

• Liability scheme; • Property Mutual scheme; • Crime (Fidelity Guarantee) scheme; • Councillors’ and Officers’ scheme; • Motor Vehicle scheme.

The Scheme is not insurance. Rather it is a “self-insurance mutual” which is backed by reinsurance placed through the local and London markets. Statewide Mutual currently employ JLT Public Sector (JLT) who were purchased by Marsh and McLennan Companies (Marsh) in April 2019.

The focus of the Scheme has, for several years, been on risk management to reduce the incidence of claims, thereby making each Council a safer community in which to live or visit. To assist Member Councils in achieving their risk management goals, the Board of Management has employed seven (7) Regional Risk Managers who operate from various regional centres. Council regularly consults with our region’s Risk Manager and benefits from advice and assistance provided to Council and its officers in best practice, risk management and continuous improvement.

Additionally, a suite of Best Practice Manuals and Guidance Notes have been produced to assist Member Councils in formulating their own policies and procedures in managing their risks.

Page 39 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.13 ‘Continue to be a financially sustainable and independent Council.’

Item 7.7 Item (b) Financial Considerations

The cost of premiums associated with the insurance renewals for 2020/2021 amount to $438,828.73 (excluding GST) excluding Workers Compensation. This compares to $389,358.00 (after adjustments) in 2019/2020; an increase of 12.7%.

Council received a Credit Note relating to a Claims Experience Discount for positive Motor Vehicle claims performance of $10,080.85 (excluding GST) in June 2020. This amount has been deducted from the premium cost for the 2019/2020 financial year in the table and charts provided in the commentary to this report.

Workers Compensation premiums are dependent upon a combination of Council’s previous claims history and actual claims submitted during each financial year. Council’s Workers’ Compensation insurer StateCover is yet to finalise the final Workers Compensation premium for 2019/2020, estimated to be $153,973.51. The 2018/2019 Workers Compensation premium was $143,153.33 and was budgeted in 2019/2020 to be $141,260.81. Council has budgeted $247,835.00 for the 2020/2021 premium.

Estimates have been provided within Council’s 2020/2021 Operational Plan and Budget to meet these costs. All costs included within this report are exclusive of GST.

COMMENTARY

The Insurance Renewal schedule for 2020/2021 (Annexure A) includes details regarding the following classes of insurances that have been taken up by Council:

• Property; • Motor Vehicle; • Crime; • Casual Hirers Liability; • Personal Accident; • Public Liability and Professional Indemnity; • Councillors and Officers Liability; • Workers Compensation; • Workers’ Compensation Top Up; • Carriers Liability.

Previous insurance history and experience indicates that the above classes of insurance and the extent of cover acquired are considered appropriate and provide an extremely wide and effective level of cover.

Page 40 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Below are some key points from the 2020/2021 Insurance Renewal Report:

• The insurance market has hardened* globally (hurricanes, typhoons and Californian wildfires contributed to this, as has COVID-19 and will likely see the market harden even further into 2020). It is the hardest insurance market in the

past 30 years; 7.7 Item • Global insurance prices rose 14% in the first quarter of 2020 (tenth consecutive quarterly price increase); • Australia had over $5 billion in insurance claims from bushfires, floods and storms; • Marsh reported an average 30% increase in expiring property insurance rating; • The market is particularly hardening for Property, Public Liability, and Councillor’s and Officers Liability (C&O); • Statewide Mutual (SM) Scheme rates are smaller than market average; • SM Board approved a 10% contribution increase for Liability, Crime and C&O, and a 15% increase for Property (Property still averaged only a two percent (2%) per annum increase over the past five (5) years); • Being part of SM helps cushion a hard market; • Councils’ ability to demonstrate ongoing commitment to risk improvement is paramount in achieving more favourable terms; • Undeclared values and missing declared items can severely impact reinsurance placements; • Zurich continue to provide the best terms for Motor Vehicle coverage considering the high proportion of large plant sitting with Councils; • Construction Insurance (Principal Arranged Project Works Insurance) is an insurance being promoted strongly by JLT; • Claims made Policies are Statewide Liability, C&O, and Crime Scheme.

*Soft Market: When the cycle is in a profitable period with plentiful supply of underwriting capacity, rates/prices are low, competition among insurers is high and coverage is generally quite broad.

Hard Market: When the cycle moves to a non-profitable period, insurers often withdraw capacity or cover altogether or increase rates and cut back on the “bells and whistles” cover they may have previously offered.

Summary of Costs and Budget:

• JLT provided an estimate in May 2020 of between a five percent (5%) and a 12% increase in premiums for 2020/2021; • Without considering potential adjustments after Council supply the updated Asset Schedules in August, our percentage increase in premium from last financial year is 12.7%; • Council budgeted $500,000 for the 2020/2021 insurance premiums; • Updated (Audited) Asset Schedules will not be completed until September, yearly, and these are used in June the following year to advise JLT of our Asset position for the following financial year. Once updated, Asset Schedules are provided to JLT and Council’s insurance premiums are adjusted accordingly. JLT allow for adjustments in plant and fleet so that Councils are not underinsured.

Page 41 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The following table (Table 1) shows a four (4) year time frame of insurance premiums paid by Council (after adjustments) beginning with the 2017/2018 financial year.

Table One (1)

Item 7.7 Item CLASS OF 2017-2018 2018-2019 % Increase 2019-2020 % Increase 2020-2021 % Increase INSURANCE / Decrease / Decrease / Decrease 2017-2018 2018-2019 2019-2020 to to to 2018-2019 2019-2020 2020-2021 Public $130,000 $130,000 0% $130,000 0% $143,000 10% Liability - Professional Indemnity Casual $3,484 $3,571.10 2% $3,628.24 2% 3,991.06 10% Hirers Liability Crime $4,715.77 $4,833.66 2% $4,911 2% $5,402.10 10% Property $66,746.24 $71,715.13 7% $79,662.94 11% $95,276.88 20% Councillors 26,807.09 $27,477.27 3% $27,916.90 2% $30,708.59 10% and Officers Liability Motor $62,350 $93,496.71 50% 134,629.11 33% $149,878.95 20% Vehicle Personal $4,594.06 $4,363.06 -5% 4238.43 -3% $4,335.06 2% Accident Workers' $2,597.48 $2,110.12 -19% $2,776.78 32% $4,661.09 68% Compensati on Top Up Carriers Not taken Not taken $1,595 $1,575 -1% Liability up up Marine Hull $1,025 $1,070 4% Policy Commercial ceased

Total $302,320 $338,637 12% $389,358 12% $438,828.73 12.7% (Excluding GST)

Page 42 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The following chart is a comparative chart of all the various premiums, year to year. Item 7.7 Item

The following charts (Public Liability – Professional Indemnity through to Workers’ Compensation Top Up) provide a year to year comparison per insurance type.

Page 43 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Item 7.7 Item

Page 44

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Item 7.7 Item

Page 45 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The following chart demonstrates the increase or decrease in premium costs per insurance type represented as a year to year percentage change.

Item 7.7 Item

The increase or decrease of premium cost may also be related to the extent of cover required, such as in the increase/decrease of property and value, unit numbers of plant/fleet, or amount required for Workers’ Compensation Top Up.

The following chart is an example of the changes in cost per unit for Motor vehicle cover.

Public Liability

The Statewide Mutual Liability scheme provides Public Liability, Products Liability and Professional Indemnity protection to Member Councils throughout NSW with Members carrying varying deductibles from $10,000 up to an amount relative to their risk appetite. The scheme also provides an annual surplus distribution, which has exceeded $70 million to date.

Page 46 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Property

The Property Mutual scheme provides protection for Council assets, covering an agreed self-insured retention (SIR) amount which is fully funded and capped. Once this agreed SIR amount is exhausted, conventional excess layer coverage takes effect, up to an overall limit of $1.2 billion in the aggregate over all Members, for any one (1) 7.7 Item loss or series of losses arising out of the one (1) event.

Any claims in excess of the SIR are paid by underwriters, meaning there is no risk to Members.

Sub-limits of liability apply in respect of particular risks and each Member bears a deductible.

One hundred percent (100%) of surplus contributions generated in a fund year are rebated to Members once all claims been finalised.

Crime (Fidelity Guarantee) scheme

The Statewide Mutual Crime (Fidelity Guarantee) scheme provides protection in respect of fraudulent embezzlement or misappropriation of money or goods belonging to a Member Council.

The scheme carries a SIR component, while each Member carries a deductible of one percent (1%) per claim with a minimum of $500.

Councillors’ and Officers’ scheme

Councillors’ and Officer’s cover is a stand-alone product that caters for the protection of Member Councils’ elected officials and staff. It covers individuals employed by Member Councils and includes five (5) key areas of protection:

Councillors and Officers Protects insured persons (councillors, officers and senior managers) against claims alleging they have committed a ‘wrongful act’.

Council reimbursement Protects the council against any claims relating to ‘wrongful acts’ (where the council has indemnified the insured person).

Employment Practices Liability Insurance Protects the council from claims arising out of any employment practices claims, such as for discrimination, sexual harassment or unfair dismissal.

Council statutory liability Covers council for payments to an employee for any loss arising from any ‘wrongful breach claim’ (e.g. breaches of Work Health and Safety laws)

Council supplementary legal expenses Covers council for any ‘representation costs’ for them to prepare for and attend an investigation.

Page 47 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Motor Vehicle scheme

Statewide Mutual provides Council-specific comprehensive motor vehicle cover across a Member Council’s fleet. There is also a ‘Tools of the Trade’ liability protection, which is an important feature of Motor Vehicle Cover as it is not covered under the Liability

Item 7.7 Item scheme.

Workers Compensation

Workers Compensation insurance has been placed with StateCover Mutual Limited since the amalgamation of Council in September 2004. This scheme has been developed through an initiative of Local Government New South Wales and is a specialised Workers Compensation insurer for Local Government only.

It is anticipated that through membership of the scheme, Councils who participate in continuous improvement programs will receive reduced premiums below WorkCover rates. Further reductions will flow from injury prevention strategies and effective management of injuries that do occur. Workers Compensation premiums will be dependent upon a combination of Council’s previous claims history and actual claims submitted during each financial year.

(a) Governance/Policy Implications

One of the objectives of Council’s Risk Management Policy is not to eliminate risk, but to manage risk in all our activities, to maximise opportunities and to minimise adverse outcomes. Insurance is a powerful means of minimising risk.

(b) Legal Implications

The Workers Compensation Act (1987) s.155 (NSW) sets out the compulsory insurance requirements for employers in relation to workers compensation.

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

Implementation of Council’s Asset Management Policy will ensure that Council has an accurate register of Council’s assets for insurance valuation purposes.

Page 48 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

CONCLUSION

Considering the hardening market and the volume of global disasters, including Australia’s fires and floods, and other issues in Cyber Crime and C&O, along with the global issues arising out of COVID-19 restrictions the price increase was forecast 7.7 Item accurately and is reasonable in relation to general market increases.

Renewals of the various classes of insurance, as identified, are considered to adequately address the identified risks.

RECOMMENDATION

That Council notes the insurance renewal and the classes of insurance acquired for 2020/2021.

Page 49

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.8 Procurement and Management of Electricity Contract

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Dennis McIntyre - Manager of Governance, Risk and Item 7.8 Item Corporate Planning

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: Agreements – Energy Supply and Telecommunications

Customer Index: Energy and Management Services ERM Power Retail Pty Ltd

PURPOSE

The purpose of this report is to provide an update to Council in respect of the procurement and management of Council’s electricity contracts.

BACKGROUND

As per Council resolution dated Thursday, 26 September 2019 (Resolution Number 39.09/19), Energy Management Services Pty Ltd (EMS) was engaged by Council to undertake the procurement of electricity for small (mass market) sites, large (contestable) sites and street lighting.

Resolution 39.09/19

That the report of the Committee of the Whole dated 26 September 2019 be adopted as follows: 1. That Council engages Energy and Management Services Pty Ltd to undertake the procurement of electricity for its Small (Mass Market) Sites, Large (Contestable) Sites and Street Lighting on the basis as detailed in this report for the period commencing 1 January 2020. 2. That in accordance with Section 55 (3) (i) of the Local Government Act 1993, and due to extenuating circumstances, Council not invite public tenders before entering into contracts during 2020 and 2021 for the purchase of electricity for Small (Mass Market) Sites, Large (Contestable) Sites and Street Lighting. 3. That the reason for such decision is the limited time between the sourcing of electricity supply prices from suppliers and the need for a decision, which in the case of Council are outside the parameters for the calling and holding of an Extraordinary Council Meeting. 4. That the Mayor in conjunction with the General Manager be authorised to accept the preferred contract. 5. That the General Manager be requested to submit a report in due course to a meeting of Council advising of the contract details.

Page 50 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

6. That Council proceeds to accept the offer to acquire the energy management software known as e21 EnergyPlus on the basis as detailed in this report. 7. That any necessary documents be executed under the Common Seal of Council.

7.8 Item (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations

Council have provided allocations of $661,000 in the 2019/2020 budget for electricity and gas heating (split is unavailable). For the 2020/2021 Financial Year the gas and electricity budget has been split.

Council signed contracts for three (3) years for the amounts estimated at $222,839 per annum for the small (mass market) sites with an assumed escalation factor of 2.5% and $292,092 in total (being $110,803 in the first year, $92,606 for the second year and $88,683 in the third year) for the large (contestable) sites.

The below graphs from EMS show the combined comparisons for electricity over the three (3) year period, in which Council should notice a cost saving as the contract price won’t change.

Combined (Mass and Large market) for Financial Year Comparison

Period Total Electricity % change to prior period 2019/2020 $462,187 N/A 2020/2021 $460,896 -0.3% 2021/2022 $459,988 -0.2%

Combined (Mass and Large market) for Calendar Year Comparison

Period Total Electricity % change to prior period 2019 $460,962 N/A 2020 $463,413 0.5% 2021 $458,379 -1.1% 2022 $461,598 0.7%

Under the new agreements with ERM Power, there has been a 3.8% increase in cost for small sites compared with previous arrangements; however, this will be offset by savings of 20.6% over the next three (3) years with the large sites compared with previous arrangements.

Further savings may be found through the e21 EnergyPlus portal, where closer monitoring of sites will occur, especially those high consumption sites with direct metering agreements in place. Electricity use at these sites can then be improved in line with recommendations made by EMS.

Page 51 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMMENTARY

In November 2019, following recommendations from EMS, contracts were signed for a period of three (3) years with ERM Power (a wholly owned subsidiary of Shell Australia), commencing 1 January 2020 until 31 December 2022.

Item 7.8 Item Small (Mass Market) Sites

Mass market prices were sought from 11 retailers including Simply Energy, Origin, EnergyAustralia, AGL, BlueNRG, Powershop, Momentum, ERM Power, Red Energy, Alinta and Next Business Energy, with offers received from AGL, EnergyAustralia, ERM Power and Origin.

ERM Power provided the best price of $222,839 per annum, based on a three (3) year term. This represents an increase of 3.8% per annum over what Council is currently paying; however, the price was 6.8% per annum below the next best offer from Origin.

According to EMS: “Overall mass market percentage discounts in the current renewal period have reduced as retailers limit the margin impact of default market offers now required.

ERM Power provides unlimited load flexibility, included the cost of the first meter read for each site, and allows Direct Metering Agreements (DMA) for selected mass market sites facilitating monitoring of half hourly data and solar performance via the e21 energyplus web portal.”

Large (Contestable) Sites

Large market prices were sought from ten (10) retailers including Simply Energy, Origin, EnergyAustralia, AGL, BlueNRG, Momentum, ERM Power, Red Energy, Alinta and Next Business Energy, with offers received from Momentum, AGL, EnergyAustralia, ERM Power and Origin.

ERM Power provided the best price of $292,092 over the three (3) year period ($110,803 in the first year, $92,606 for the second year and $88,683 in the third year), locking in a saving of 20.6% over this period compared with current costs, and 5.7% below the next best offer from AGL over the same period.

According to EMS: “ERM Power has no penalty for variation in energy consumption, provides the most attractive solar buy back rate for solar exports of any retailer (with solar exports credited at the same rates as the contract energy rates), and consistently scores highest amongst retailers for accuracy and customer service.”

Page 52 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Governance/Policy Implications

In accordance with Section 55 (3) (i) of the Local Government Act 1993, and due to extenuating circumstances, Council resolved on Thursday, 26 September 2019 (Resolution Number 39.09/19) not to invite public tenders before entering

into contracts for the purchase of electricity, engaging EMS to undertake the 7.8 Item procurement of electricity for small (mass market) sites, large (contestable) sites and street lighting on Council’s behalf.

Regarding Council’s engagement of EMS, Section 55 (3) (n) applies: (3) This section [(1) A council must invite tenders before entering into any of the following contracts] does not apply to the following contracts-- (n) a contract involving an estimated expenditure or receipt of an amount of— (i) less than $250,000 or another amount as may be prescribed by the regulations, or (ii) less than $150,000 or another amount as may be prescribed by the regulations for a contract involving the provision of services where those services are, at the time of entering the contract, being provided by employees of the council.

(b) Legal Implications

The quantum of Council’s electricity payments exceeds the tender threshold in the Local Government Act 1993; however, Section 55 (3) (i) of the Act provides that the calling of tenders is not required when “because of extenuating circumstances, remoteness of locality or the unavailability of competitive or reliable tenderers, a council decides by resolution (which states the reasons for the decision) that a satisfactory result would not be achieved by inviting tenders.” Council resolved (in part) the following at the Ordinary Council Meeting held on Thursday, 26 September 2019:

2. That in accordance with Section 55 (3) (i) of the Local Government Act 1993, and due to extenuating circumstances, Council not invite public tenders before entering into contracts during 2020 and 2021 for the purchase of electricity for Small (Mass Market) Sites, Large (Contestable) Sites and Street Lighting. 3. That the reason for such decision is the limited time between the sourcing of electricity supply prices from suppliers and the need for a decision, which in the case of Council are outside the parameters for the calling and holding of an Extraordinary Council Meeting.

EMS were engaged to go to tender on behalf of Council.

(c) Social Implications

By accessing the best retail offer and contract structure for the supply of its electricity, Council is ensuring best practice, transparency and the highest level of public accountability.

It is also ensuring that the prices it pays for the electricity are competitive and affordable, freeing up financial resources for other community services and projects.

Page 53 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(d) Environmental Implications

The monitoring of Council’s electricity utilisation and efficiency may facilitate the identification of high energy cost sites for alternate strategies including solar.

Item 7.8 Item (e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

In accordance with Council’s Resolution Number 39.09/19, EMS has been engaged to undertake the procurement of electricity for Council’s small (mass market) sites, large (contestable) sites and street lighting.

Following recommendations from EMS, Council has signed three (3) year contracts, from 1 January 2020 to 31 December 2022, with ERM Power for the supply of electricity to its small sites and large sites, in accordance with the details set out in this report.

RECOMMENDATION

That Council notes the information contained in this report.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.9 Supplementary Rates Notices - Business (Non-Urban) Rating of Wind Turbines associated with White Rock Wind Farm

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Andrea Davidson - Rates Officer 7.9 Item

ANNEXURES Annexure A Letter - White Rock Wind Farm⇨

ECM INDEXES Subject Index: RATES AND VALUATIONS: Fees and Charges LAND USE AND PLANNING: Windfarms

PURPOSE

The purpose of this report is to provide an update to Councillors on the rating of properties that are associated with the White Rock Wind Farm (WRWF).

BACKGROUND

In 2017, Council received Supplementary Notices from the Valuer-General of NSW, regarding the change in value for the parcels of land now under lease agreements with WRWF, Glen Innes Windpower Pty Ltd (GIW) and SWF Nominees Pty Ltd (SWF). Council staff determined the rating category for these parcels of land to be Business (Non-Urban) as per Section 525 of the Local Government Act 1993. Council also sort legal advice from Marsdens Law Group prior to issuing the 2017/2018 levy as the change in valuations and rating categories meant a considerable increase for the property holders.

Considering advice from Marsdens Law Group and in accordance with Council’s 2017/2018 Operational Plan and Budget for all land in question that had contracts with the WRWF, GIW and SWF, Council issued the levies for these properties as Business (Non-Urban).

Council then received correspondence from property owners with lease agreements with GIW and SWF stating that no construction of any wind/solar infrastructure had commenced and requested a review of the rating category, with the outcome being that it revert to a Farmland rating category.

Council resolved the following at the June Ordinary Council Meeting (10.06/18):

1. That Council declares all land that is associated with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd to be of Farmland category for rating purposes, and re-issues supplementary rates notices accordingly for the 2017/18 financial year. 2. That Council rates land associated with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd as Farmland in future years, in line with Council’s existing Rating Policy, until such time as the wind towers and solar farm infrastructure have been constructed; after which those affected portions of land be re- categorised as Business (Non-Urban) and rated accordingly.

Page 55 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

3. That Council reverses the 2017-2018 Waste Facility Management charge of $66.00 on all land that now has a lease agreement between property owners and Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd, with the exception to this being those parcels of land listing the Valuer-General of NSW (VG),, Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd as sole owners. Further,

Item 7.9 Item that this concession of the Waste Facility Management charge be continued in future years’ levies, provided that lease agreements still remain in place and without the project infrastructure having been constructed.

A further report was presented at the December 2018 Ordinary Council meeting where Council resolved (8.12/18): 1. That Council declares the following four (4) assessments that have land associated with the White Rock Wind Farm, 00404-28200000-000, 00404- 28270000-000, 00404-28130000-000 and 00404-28150000-000, to be categorised as Farmland for rating purposes for the 2017/18 and 2018/19 financial years, and accordingly re-issues supplementary rates notices for these assessments. 2. That Council rates the four (4) assessments that have land associated with the White Rock Wind Farm, as mentioned in paragraph one (1) above, to be categorised as Business-Non-Urban for rating purposes in future years, in line with Council’s existing Rating Policy, as infrastructure will commence in 2019/20. 3. That Council reverses the 2017-2018 Waste Facility Management charge of $66.00 and the 2018-2019 Waste Facility Management charge of $70.00 on the four (4) assessments with lease agreements with the White Rock Wind Farm, with the exception to this being those parcels of land listing White Rock Wind Farm Pty Ltd, as sole owners. Further, in line with the Stage Two (2) development timeline, the Waste Facility Management charge as per the list of Fees and Charges in Council’s Operational Plan will be applied in 2019/20.

Council has received further correspondence from WRWF (Annexure A) requesting a review of the rating categories for 2019/2020 and 2020/2021 for the four (4) assessments, 00404-28200000-000, 00404-28270000-000, 00404-28130000-000 and 00404-28150000-000 as the commencement of Stage Two (2) of the WRWF development has been delayed at least until late 2021.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.1 ‘Continue to be a financially sustainable and independent Council.’

Page 56 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Financial Considerations

If Council declares that four (4) assessments associated with the WRWF are returned to Farmland category for rating purposes as recommended, it will result in the reversal of $34,957.60 in revenue as shown in the table below:

7.9 Item Change of rating category 2019/20 $16,580.87 Waste Facility Management Fee 2019/20 $280.00 Change of rating category 2020/21 $17,808.73 Waste Facility Management Fee 2020/21 $288.00 Total $34,957.60

COMMENTARY

Council has received correspondence from WRWF (Annexure A) requesting a review of the rating categories for four (4) assessments, being: 00404-28200000-000, 00404- 28270000-000, 00404-28130000-000 and 00404-28150000-000 as the commencement of Stage Two (2) of the WRWF developments have been delayed.

Council staff have undertaken the task required as per Section 525 of the Local Government Act 1993 in considering and determining the applications for review of rating category received from the four (4) ratepayers with land associated with the WRWF.

The land in question has no permanent wind towers/solar farms erected at present, one (1) of the properties has a wind monitoring mast erected on the parcel of land. As no construction on permanent wind towers/solar farms has commenced, Council staff are satisfied that all land in question is continuing to be used as farmland. It is therefore recommended that Council declares the land to be returned to the Farmland category for rating purposes for the 2019/2020 and 2020/2021 rating periods.

The land that has a lease agreement between property owners and the WRWF has been separated into different Lot/DPs and each parcel attracts a separate Waste Facility Management charge, being $70 (2019/2020) and $72 (2020/2021). As the land associated with these bodies is continuing to be used as farmland, it is recommended that Council reverses the 2019/2020 and 2020/2021 Waste Facility Management charge for these properties.

(a) Governance/Policy Implications

There are no governance or policy issues arising from this report.

Page 57 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Legal Implications

Council staff determined the rating category for these parcels of land to be Business (Non-Urban) as per Section 525 of the Local Government Act 1993. Council also sort legal advice from Marsdens Law Group prior to issuing the

Item 7.9 Item 2017/2018 levy as the change in valuations and rating categories meant a considerable increase for the property holders.

If Council resolves the recommendations of this report, staff do not anticipate further legal implications from the landowners concerned.

(c) Social Implications

There are no social implications arising from this report.

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

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

CONCLUSION

Council staff have undertaken the task required as per Section 525 of the Local Government Act 1993 in considering and determining the applications for review of rating category received from the four (4) ratepayers with land associated with the WRWF.

As Stage Two (2) of the WRWF development has been delayed, the land in question has no permanent wind towers/solar farms erected at present. Council staff are satisfied that the land in question is continuing to be used as farmland. It is therefore recommended that Council declares the land to be returned to the Farmland category for rating purposes for the 2019/2020 and 2020/2021 rating periods.

Unless further notice is received from the White Rock Wind Farm Community Consultative Committee, the four (4) assessments with land associated with the WRWF Stage Two (2) development will be rated as Business (Non-Urban) in the 2021/2022 rating year as the development is planned to commence towards the end of 2020/2021 financial year.

RECOMMENDATION

THAT Council:

1. Declares the following four (4) assessments that have land associated with the White Rock Wind Farm, 00404-28200000-000, 00404-28270000- 000, 00404-28130000-000 and 00404-28150000-000, to be categorised as Farmland for rating purposes for the 2019/2020 and 2020/2021 financial years, and accordingly re-issues supplementary rates notices for these assessments.

Page 58 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

2. That Council rates the four (4) assessments that have land associated with the White Rock Wind Farm, as mentioned in paragraph one (1) above, to be categorised as Business-Non-Urban for rating purposes in future years, in line with Council’s existing Rating Policy, as infrastructure will commence in 2021/2022.

7.9 Item

3. That Council reverses the 2019/2020 Waste Facility Management charge of $70 and the 2020/2021 Waste Facility Management charge of $72 on the four (4) assessments with lease agreements with the White Rock Wind Farm. Further, in line with the Stage Two (2) development timeline, the Waste Facility Management charge as per the list of Fees and Charges in Council’s Operational Plan and Budget will be applied in 2021/2022.

Page 59

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.10 Asbestos Management (Council Operations and Facilities) Policy

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

Item 7.10 Item ANNEXURES Annexure A Draft Asbestos Management (Council Operations and Facilities) Policy⇨ Annexure B Asbestos Management Plan⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy WORK HEALTH AND SAFETY: Policies and Procedures

PURPOSE

The purpose of this report is to present Council with a draft Asbestos Management (Council Operations and Facilities) Policy (Annexure A) for adoption, and to seek Council’s approval to rescind the Asbestos Management Plan (Annexure B), which was last adopted by Council on 24 October 2013.

BACKGROUND

The draft Asbestos Management (Council Operations and Facilities) Policy replaces part of the Asbestos Policy adopted by Council on 24 October 2013.

As part of the current review of the Asbestos Policy, it was considered more appropriate to separate the policy into two (2) separate documents, one (1) covering Council operations and worksites and the other for public sites and services. The policy relating to asbestos for the general public is contained in a separate report within this business paper.

The draft document has recently been reviewed by Council’s Management Executive Team (MANEX) and recommended for adoption by the Work Health and Safety Consultative Group (WHSCG).

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.15 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations

Council will also need to budget for a review of its Asbestos Management Plans in 2023/2024, in order to keep these documents up-to-date.

Page 60 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMMENTARY

The draft Asbestos Management (Council Operations and Facilities) Policy and the Asbestos Policy (General Public) (separate report within this business paper) replace the current Asbestos Policy and the current Asbestos Management Plan. It is based on information contained in Section 2 of the Model Asbestos Policy for NSW Councils, compiled by Local Government NSW to assist Councils to manage the risks of 7.10 Item exposure to asbestos.

Asbestos Management Plans (AMPs) for each individual Council owned site have been created and been in place since July 2018. There are 79 AMPs in total, which are listed in the appendices to the draft policy.

The Asbestos Policy – General Public is contained in a separate report and is also based on the Model Asbestos Policy for NSW Councils.

Council’s current Asbestos Management Plan is no longer required and will need to be rescinded and replaced by the updated policy’s and 79 individual AMPs.

The draft policy has been reviewed and recommended for adoption by MANEX and the WHSCG.

(a) Governance/Policy Implications

Once adopted by Council, the Asbestos Management (Council Operations and Facilities) Policy will become part of the policy framework of Council.

(b) Legal Implications

The Asbestos Management (Council Operations and Facilities) Policy will assist Council to meet its legal obligations under the Work Health and Safety Act 2011 and Work Health and Safety Regulation 2017.

(c) Social Implications

The implementation of the Asbestos Management (Council Operations and Facilities) Policy and the provision of AMPs for all Council worksites and locations will have a beneficial flow on effect to the broader community by minimising the risks for employees and contractors engaged to work at sites where asbestos containing material may be present.

(d) Environmental Implications

The adoption of the Asbestos Management (Council Operations and Facilities) Policy will assist in ensuring that asbestos is managed in a responsible manner and to prevent contamination of the environment.

(e) Economic/Asset Management Implications

The Asbestos Management (Council Operations and Facilities) Policy will assist in the sound management of Council’s fixed assets by minimising the risks associated with the maintenance and repair of such assets.

Page 61 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

CONCLUSION

The adoption of the draft Asbestos Management (Council Operations and Facilities) Policy will provide guidance for workers when dealing with asbestos containing materials. It has been reviewed in line with relevant legislation and recommended for

Item 7.10 Item adoption by MANEX and the WHSCG. The draft policy is now presented to Council for review and adoption.

As part of this process, it is further recommended that the current Asbestos Management Plan, adopted by Council on 24 October 2013, be rescinded.

RECOMMENDATION

THAT Council:

1. Adopts the Asbestos Management (Council Operations and Facilities) Policy.

2. Rescinds the Asbestos Management Plan adopted by Council on 24 October 2013.

Page 62

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.11 Revised Motor Vehicle Leaseback Policy

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

7.11 Item ANNEXURES Annexure A Draft Motor Vehicle Leaseback Policy⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the revised Motor Vehicle Leaseback Policy (Annexure A), for adoption.

BACKGROUND

The Motor Vehicle Leaseback Policy was last adopted by Council on 26 April 2018 and has recently been reviewed in consultation with Council’s Management Executive Team (MANEX) and Staff Consultative Committee (SCC).

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 3.1.3 ‘Engage and empower staff to develop ownership and responsibility for outcomes with a 'can do' attitude.’

(b) Financial Considerations

Provision is made annually in Council’s Plant Replacement Fund for the acquisition and turnover of vehicles provided under the Motor Vehicle Leaseback Policy, with the majority of leased vehicles purchased to fulfil operational requirements.

COMMENTARY

One of the objectives in Council’s Delivery Program 2017-2021 is to ‘Pursue the strategic and operational actions within the Workforce Plan to further establish Council as an employer of choice’.

The Motor Vehicle Leaseback Policy assists Council to achieve its stated objective by providing an important incentive to attract and retain well qualified staff in key positions.

It also assists in the better management of vehicles by providing a means to recover some of the operational expenses involved in vehicle ownership and the opportunity to have vehicles garaged in secure facilities overnight.

Page 63 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Key changes to the reviewed Motor Vehicle Leaseback Policy include: • placing the General Manager and Directors in separate categories, with the General Manager to have access to a vehicle up to $60,000 (ex GST) in value and Directors having access to vehicles up to $50,000 (ex GST) in value;

Item 7.11 Item • providing managers and professional / specialist staff employed under Band three (3) or Band four (4) of the Local Government (State) Award with access to motor vehicles with a value up to $40,000 (ex GST); • removing the previous Category four (4) (commuter use only), with the intention that future commuter use will be strictly limited to vehicles that do not attract Fringe Benefits Tax (FBT), such as trucks and utilities, and will not attract a leaseback fee due to the mutual benefit that such arrangements provide; • updating leaseback contributions to reflect rate increases that have occurred since the Policy was last adopted; and • increasing the distance for extraordinary private use from 50 to 100 kilometres from an employee’s place of residence to their usual place of work.

The main effect of the changes will be to give employees and prospective employees greater choice in the types of vehicles they can lease, while still allowing Council to effectively and efficiently manage its vehicle fleet.

(a) Governance/Policy Implications

Once adopted by Council, the Motor Vehicle Leaseback Policy will become part of Council’s policy framework, providing an important component in Council’s stated objective to be an ‘Employer of Choice’.

(b) Legal Implications

The Motor Vehicle Leaseback Policy has been written in accordance with the requirements of Clause 17B (Leaseback Vehicles) of the Local Government (State) Award 2020.

(c) Social Implications

There are no social implications associated with this report.

(d) Environmental Implications

There are no significant environmental implications associated with this report.

(e) Economic/Asset Management Implications

The Motor Vehicle Leaseback Policy complements Council’s Plant and Fleet Policy, assisting Council to manage and maintain its vehicle assets.

Page 64 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

CONCLUSION

Council’s Motor Vehicle Leaseback Policy has been reviewed to assist Council to meet its stated objective to become an ‘Employer of Choice’ and to assist in the management of plant and fleet assets. MANEX and the SCC have reviewed and recommend the revised policy, which is now presented to Council for review and adoption. 7.11 Item

RECOMMENDATION

That Council adopts the revised Motor Vehicle Leaseback Policy.

Page 65

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.12 Glen Elgin Federation Sports Committee - Election of New Committte

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

Item 7.12 Item ANNEXURES Annexure A Glen Elgin Federation Sports Committee AGM Minutes 19/7/2020⇨

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council Customer Index: Glen Elgin Federation Sports Committee

PURPOSE

The purpose of this report is to seek Council’s approval for the membership of the newly elected Glen Elgin Federation Sports Committee.

BACKGROUND

The Annual General Meeting of the Glen Elgin Federation Sports Committee was held on Sunday, 19 July 2020 (Annexure A). Twelve (12) nominations were received for membership by interested community representatives.

All community representatives who nominated for the Glen Elgin Federation Sports Committee are aware of the following conditions, as outlined in the Manual for Community Committees of Council:

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

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 5.1.1 'Promote partnerships between the community and Council in achieving this objective.'

Page 66 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Financial Considerations

There are no financial considerations arising from this report. However, under the provisions of chapter four (4), Financial Management, of the Manual for Community Committees of Council, the General Manager has delegated financial authority to the Committee to manage its own funds.

7.12 Item COMMENTARY

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

The following 12 candidate’s submitted nominations, all being recommended for appointment to the Committee:

• Kathy Bennett; • Daniel Cheers; • Phil Dawson; • Peter Donnelly; • Erica Dunn; • Rachael Cheers; • Lara Gresham; • Craig Klingner; • Robyn McDougall; • Royce Meyer; • David White; • Ben Wirth.

The election of office bearers was also held, with Royce Meyer re-elected as President, Daniel Cheers elected as Vice President, Rachael Cheers re-elected as Secretary and Erica Dunn re-elected as Treasurer.

It should be noted that the requirements of section 2.1.3 (c) of the Manual for Community Committees of Council (restrictions relating to the election of office bearers), state that a maximum of two (2) relatives of any one (1) family can be office bearers on the same Committee at the same time, and only one (1) of those office bearers is to sign cheques/purchase order requisitions on behalf of the same Committee at the same time.

In accordance with Council’s resolution 5.09/19 dated Thursday, 26 September 2019, Council’s representative on this Committee is Councillor Glenn Frendon.

(a) Governance/Policy Implications

The Annual General Meeting and election of office bearers has been carried out in accordance with the Manual for Community Committees of Council. Furthermore, all community representatives who nominated for the Glen Elgin Federation Sports Committee are aware of the conditions as outlined in the Manual for Community Committees of Council.

Page 67 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Legal Implications

The Glen Elgin Federation Sports Committee is a Committee of Council under the provisions of Section 355 of the Local Government Act 1993.

(c) Social Implications

Item 7.12 Item As a Section 355 Committee of Council, the Glen Elgin Federation Sports Committee assists and maintains important community assets and infrastructure. It provides and manages a function that is creating interaction and lifestyle opportunities for residents.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic/asset management implications arising from this report.

CONCLUSION

The Glen Elgin Federation Sports Committee have elected 12 Community representatives for the coming year. All members have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought to endorse the newly elected members.

Page 68 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

RECOMMENDATION

THAT Council:

1. Endorses the following 12 community representatives as the newly elected 7.12 Item Glen Elgin Federation Sports Committee: • Kathy Bennett; • Daniel Cheers; • Phil Dawson; • Peter Donnelly; • Erica Dunn; • Rachael Cheers; • Lara Gresham; • Craig Klingner; • Robyn McDougall; • Royce Meyer; • David White; • Ben Wirth.

2. Endorses the election of office bearers within the newly elected Glen Elgin Federation Sports Committee as follows: • Royce Meyer elected as President; • Daniel Cheers elected as Vice President; • Rachael Cheers elected as Secretary; • Erica Dunn elected as Treasurer.

3. Acknowledges the requirements of section 2.1.3 (c) of the Manual for Community Committees of Council (restrictions relating to the election of office bearers), where a maximum of two (2) relatives of any one (1) family can be office bearers on the same Committee at the same time, and only one (1) of those office bearers is to sign cheques/purchase order requisitions on behalf of the same Committee at the same time.

Page 69

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.13 Pinkett Recreation Reserve Management Committee - Election of New Committee

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

Item 7.13 Item ANNEXURES Annexure A Pinkett Recreation Reserve Management Committee AGM Minutes 1/7/2020⇨

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council

Customer Index: Pinkett Recreation Reserve Management Committee

PURPOSE

The purpose of this report is to seek Council’s approval for the membership of the newly elected Pinkett Recreation Reserve Management Committee.

BACKGROUND

The Annual General Meeting of the Pinkett Recreation Reserve Management Committee was held on Wednesday, 1 July 2020 (Annexure A). Twelve (12) nominations were received for membership by interested community representatives.

All community representatives who nominated for the Pinkett Recreation Reserve Management Committee are aware of the following conditions, as outlined in the Manual for Community Committees of Council:

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

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 5.1.1 'Promote partnerships between the community and Council in achieving this objective.'

Page 70 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Financial Considerations

There are no financial considerations arising from this report. However, under the provisions of chapter four (4), Financial Management, of the Manual for Community Committees of Council, the General Manager has delegated financial authority to the Committee to manage its own funds.

7.13 Item COMMENTARY

In accordance with the Manual for Community Committees of Council, all Committee members and office bearer positions were declared vacant. Nominations were called from interested members of the community to fill the Committee positions for the coming year with the following 12 candidates now recommended for appointment to the Committee:

• Donna Barnes; • Neville Duddy; • John Franco; • Rachael Hancock; • Barbra Holliss; • Amy Kempton; • Garret Lawlor; • Trevor Miller; • Bernadette Miller; • John Newberry; • Pat Newberry; • Ben Newbury.

The election of office bearers was held, with Trevor Miller elected as President. The elected Senior Vice President, Pat Newberry and Ben Newbury was elected as Junior Vice President. Bernadette Miller was elected as Secretary and Amy Kempton as Treasurer.

Amy Kempton, Bernadette Miller and Neville Duddy were nominated as the signatories for the cheque account, to ensure that no two (2) relatives can sign cheques or purchase order requisitions at any one (1) time, as per item 2.1.3 of the Manual for Community Committees of Council.

In accordance with Council’s resolution number 5.09/19, dated Thursday, 26 September 2019, Council’s representatives on this Committee are Councillors Andrew Parsons, Glenn Frendon and Jeff Smith.

Page 71 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Governance/Policy Implications

The Annual General Meeting and election of office bearers has been carried out in accordance with the Manual for Community Committees of Council. Furthermore, all community representatives who nominated for the Pinkett Recreation Reserve Management Committee are aware of the conditions as

Item 7.13 Item outlined in the Manual for Community Committees of Council.

(b) Legal Implications

The Pinkett Recreation Reserve Management Committee is a Committee of Council under the provisions of Section 355 of the Local Government Act 1993.

(c) Social Implications

As a Section 355 Committee of Council, the Pinkett Recreation Reserve Management Committee assists and maintains important community assets and infrastructure. It provides and manages a function that is creating interaction and lifestyle opportunities for residents.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic/asset management implications arising from this report.

CONCLUSION

The Pinkett Recreation Reserve Management Committee have elected 12 members for the coming year. All members have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought to endorse the newly elected members.

Page 72 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

RECOMMENDATION

THAT Council:

1. Endorses the following 12 community representatives as the newly 7.13 Item elected Pinkett Recreation Reserve Management Committee: • Donna Barnes; • Neville Duddy; • John Franco; • Rachael Hancock; • Barbra Holliss; • Amy Kempton; • Garret Lawlor; • Trevor Miller • Bernie Miller; • John Newberry; • Pat Newberry; • Ben Newbury.

2. Endorses the election of office bearers within the newly elected Pinkett Recreation Reserve Management Committee as follows: • Trevor Miller elected as President; • Pat Newberry elected as Senior Vice President; • Ben Newbury elected as Junior Vice President; • Bernadette Miller elected as Secretary; • Amy Kempton elected as Treasurer.

3. Accepts Amy Kempton, Bernadette Miller and Neville Duddy as the signatories on the cheque account.

Page 73

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.14 Stonehenge Reserve Trust - Election of New Committee

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

Item 7.14 Item ANNEXURES Annexure A Stonehenge Reserve Trust AGM Minutes 3/7/2020⇨

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council

Customer Index: Stonehenge Reserve Trust

PURPOSE

The purpose of this report is to seek Council’s approval for the community membership of the newly elected Stonehenge Reserve Trust.

BACKGROUND

The Annual General Meeting of the Stonehenge Reserve Trust was held on Friday, 3 July 2020 (Annexure A). Six (6) nominations were received for membership of the Committee. All Community Representatives who nominated for the Stonehenge Reserve Trust are aware of the following conditions as outlined in the Manual for Community Committees of Council:

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

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 5.1.1 'Promote partnerships between the community and Council in achieving this objective.'

Page 74 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Financial Considerations

There are no financial considerations arising from this report. However, under the provisions of chapter four (4), Financial Management, of the Manual for Community Committees of Council, the General Manager has delegated financial authority to the Committee to manage its own funds.

7.14 Item COMMENTARY

In accordance with the Manual for Community Committees of Council, all Committee member positions were declared vacant. Nominations were called from interested members of the community to fill the 12 Committee positions for the coming year with the following six (6) candidates submitting nominations and are all being recommended for appointment to the Committee:

• Scott Grieves; • John Lynn; • Phillip Lynn; • Michael Norton; • Gary Te Velde; • Paul Wright.

The election of office bearers was also held, with John Lynn re-elected as Chairperson, Michael Norton re-elected as Secretary, Belinda Norton elected as Minute Secretary, Gary Te Velde re-elected as Treasurer and Publicity Officer and Phillip Lynn elected as Assistant Treasurer to eventually take over as Treasurer.

In accordance with Council’s resolution 5.09/19 dated 26 September 2019, Council’s representative on this Committee is Councillor Colin Price.

It should be noted that the requirements of section 2.1.3 (c) of the Manual for Community Committees of Council (restrictions relating to the election of office bearers), state that a maximum of two (2) relatives of any one (1) family can be office bearers on the same Committee at the same time, and only one (1) of those office bearers is to sign cheques/purchase order requisitions on behalf of the same Committee at the same time.

Council staff contacted the president on Monday, 27 July 2020 to advise if Phillip Lynn becomes a signatory on the account then an alternate person would also need to be granted authority to co-sign, in place of John Lynn, to ensure compliance with this section of the manual.

(a) Governance/Policy Implications

The Annual General Meeting and election of office bearers has been carried out in accordance with the Manual for Community Committees of Council. Furthermore, all community representatives who nominated for the Stonehenge Reserve Trust are aware of the conditions as outlined in the manual.

Page 75 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Legal Implications

The Stonehenge Reserve Trust is a Council Committee under the provisions of Section 355 of the Local Government Act 1993.

(c) Social Implications

Item 7.14 Item Council’s Community Committee is managing the Stonehenge Recreation Reserve, which provides valuable assistance to Council in ensuring this reserve is accessible and well utilised aby members of the community.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic and asset management implications arising from this report.

CONCLUSION

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

RECOMMENDATION

THAT Council:

1. Endorses the following six (6) community representatives as the newly elected Stonehenge Recreation Reserve Trust: • Scott Grieve; • John Lynn; • Phillip Lynn; • Michael Norton; • Gary Te Velde; • Paul Wright.

2. Endorses the election of office bearers within the newly elected Stonehenge Recreation Reserve Trust Committee as follows: • John Lynn elected as Chairperson; • Michael Norton elected as Secretary; • Belinda Norton as Minute Secretary; • Gary Te Velde elected as Treasurer and Publicity Officer; • Phillip Lynn as assistant Treasurer.

Page 76

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.15 Capital Works Program Progress Report as at 31 July 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Donna McAllister - Management Accountant

ANNEXURES 7.15 Item There are no annexures to this report.

ECM INDEXES

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

PURPOSE

The purpose of this report is for Council to review the progress of its Capital Works Program for the 2020/2021 Financial Year, which was adopted as part of Council’s Operational Plan and Budget for the 2020/2021 Financial Year, as well as to review the progress of the Capital Works carried over from the 2019/2020 Financial Year.

BACKGROUND

Council adopts its Capital Works Program annually as part of the adoption of the Operational Plan and Budget.

(a) Relevance to Integrated Planning and Reporting Framework

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

(b) Financial Considerations

Council’s Capital Works Program is included in the Operational Plan and Budget for the 2020/2021 Financial Year, which was adopted by Council on Thursday, 25 June 2020. The 2019/2020 Capital Works Program was adopted by Council within its respective Operational Plan and Budget.

COMMENTARY

This report has been prepared with input from the staff who have ownership of the various projects to ensure that there is up-to-date commentary. The report provides a holistic overview of Council’s progress with regards to completed projects, works in progress or expected project commencement dates.

Page 77 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

2019-2020 ‘rolled over’ Capital Works Program as at 31 July 2020:

Adjusted Actual + PROJECT WORKS COMMENTS

Budget Committed Item 7.15 Item SRV PROGRAM Budget: $612,557 $116,321 Local Sealed Road TBA - heavy Additional heavy patching $247,214 $105,515 patching budget that was unspent due to large scale flood damage that needed to be repaired. Kerb and Gutter Renewal Concrete Project was delayed due to $40,000 $0 contractor commitments.

Local Unsealed Rural Roads Cherry Tree Road Report going to Council in $48,867 $0 (convert to gravel) relation to gravel and sealed roads in August that will affect this budget. Polhill Road Report going to Council in $116,476 $2,039 (convert to gravel) relation to gravel and sealed roads in August that will affect this budget. Dumaresq Street Pending DA approval for $160,000 $8,767 Extension (road subdivision these works will and power) include an upgrade of the Ferguson Street intersection. ROADS TO RECOVERY Budget: $240,000 $269,352 (RTR) Waterloo Bridge Nearing completion. Bridge $230,000 $259,384 Replacement team suffered extended delays due to the damage to the Mann River Bridge. Glen Legh Road Project costs for future years. $5,000 $4,986 Seg 6 Railway Street Project costs for future years. $5,000 $4,982

REGIONAL ROADS Budget: $600,000 $316,089 Regional Roads Block Grant Wellington Vale Project impacted by COVID will $490,000 $302,795 Seg 70 be finished in October 2020. Regional Road Project impacted by COVID will $100,000 $611 Bitumen Resealing be finished in October 2020. Program Wellington Vale Project costs for future years. $5,000 $7,697 Seg 90 Emmaville Road Project costs for future years. $5,000 $4,986 Seg 120 LOCAL INFRASTUCTURE Budget: $212,254 $186,971 RENEWAL SCHEME Local Bridges – LIRS Rockadooie Bridge Project costs for future years. $22,254 $22,254 Accelerated Bridge Program Yarraford Road This project was delayed due to $190,000 $164,717 over Severn River - the large scale environmental Timber Renewal disasters and delays due to fisheries permits. This project will commence in early September 2020. BRIDGE RENEWAL Budget: $1,188,502 $935,305 PROGRAM GRANT AND

Page 78

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Committed

SECTION 94 CONTRIBUTIONS Local Bridges - Bridge 5300 Ten Mile Contractor experienced delays $888,502 $649,004

Renewal Program Road, Deepwater in supply of components due 7.15 Item River Bridge - COVID, expected completion Pending Grant 50% September 2020. Funding Bridge over Mann Project fully funded by NSW $300,000 $286,301 River at Wytaliba State government under disaster recovery. Tender awarded awaiting contract signing. STORMWATER/DRAINAGE Budget: $120,000 $40,284 Renew Drainage – Drainage Stormwater These works will be undertaken $120,000 $40,284 Charge Reserve Renewals - Glen in the 2020/2021 year. Innes

GENERAL FUND EXPENDITURE (GENERAL Budget: $380,000 $108,596 WORKS) Saleyards: Sheep and Cattle Amenities completed subject to $50,000 $38,156 Yard Renewal final sewer upgrade. Sheep yards 90% completed. Sealing of car park will be undertaken when the weather warms up. Town Hall Tempus Clock The renewed base has been $25,000 $39,650 Controller & GPS Receiver installed and remaining components will be installed over the next two (2) months. Admin: ECM Upgrade from Upgraded to the latest version $25,000 $27,930 2016 to 2018B being the 2019B release in June 2020, with rollover into July. A component for Administrators use is still to be completed. Going to the latest version has incurred additional costs which have been covered by the savings in the Zambezy project. Adjustment was made in the March 2020 QBRS. Invoices are still to be paid. Quarry: New Building and $280,000 $2,860 Weighbridge

GENERAL FUND EXPENDITURE (OTHER Budget: $4,647,371 $2,064,529 GRANTS AND CONTRIBUTIONS)

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Adjusted Actual + PROJECT WORKS COMMENTS Budget Committed

Netball Stadium Full Amount of Design finalised and the DA is $1,889,254 $46,000 Grant $5,500,000 expected to be lodged within with $4,221,492 the next two (2) weeks.

Item 7.15 Item from Regional Sport Infrastructure Fund and $1,278,508 from Australian Government - Building Better Regions Fund. Lang Funding of $900,000 received. $10,000 $11,557 Street/Furracabad Adjustment to be made in QBR. Road Bushfire Community BFR - Wytaliba On-going with consultant $90,000 $125 Resilience and Economic Replanning Grahame Douglas. Recovery Fund Bushfire Community BFR - Road $325,000 $0 Resilience and Economic Upgrade Wytaliba Recovery Fund Bushfire Community Connectivity Airport re-design and extended $100,000 $0 Resilience and Economic runway Recovery Fund SCC: Upgrade Wilson Park Fully Funded Project completed and pending $512,443 $451,264 top dressing and levelling of main field. SCC: Upgrade Meade Park Fully Funded Amenities completed and top $470,675 $376,607 dressing and seeding of new playing fields to be completed September/October. Saleyard Upgrade Amenities completed subject to $1,250,000 $1,178,976 final sewer upgrade. Sheep yards 90% completed. Sealing of car park will be undertaken when the weather warms up. SUB-TOTAL $8,000,684 $4,037,445

2020-2021 Capital Works Program as at 31 July 2020:

Actual + PROJECT WORKS COMMENTS Budget Committed

SRV PROGRAM Budget: $2,715,639 $6,666 Urban Reseal Program Not yet commenced. $302,000 $0 Rural Reseal Program Not yet commenced. $993,639 $0 Intersection Upgrade Wattle Vale Quarry Not yet commenced. $400,000 $0 Unsealed Roads Re- Costellos Road Work commenced, due to wet $385,000 $6,666 sheeting material job will be completed with warmer weather. West Furracabad Not yet commenced. $250,000 $0 Road Ten Mile Road Not yet commenced. $385,000 $0

ROADS TO Budget: $1,308,000 $21,383 RECOVERY (RTR)

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Actual + PROJECT WORKS COMMENTS Budget Committed Unsealed Roads Re- Mt Mitchell Road Project nearing completion. $310,000 $21,383 sheeting Awaiting quarry invoices. This project will be completed by Mid August.

Shannon Vale Road Not yet commenced. $506,000 $0 7.15 Item Morven Road Not yet commenced. $492,000 $0

REGIONAL ROADS Budget: $728,000 $1,700 Regional Roads Block Emmaville Road Minor planning costs. $490,000 $1,700 Grant segment 120

Regional Road Bitumen Not yet commenced. $100,000 $0 Resealing Program Regional Roads Emmaville Road Minor planning costs. $138,000 $0 REPAIR Program segment 120 LOCAL INFRASTUCTURE Budget: $850,000 $1,600 RENEWAL SCHEME Local Bridges – LIRS 5150 Coxs Road, Minor planning costs. $150,000 $400 Accelerated Bridge Deepwater River Program Bridge 5130 Cherry Tree Minor planning costs. $100,000 $400 Road, Furracabad Creek Bridge 5135 Cherry Tree Minor planning costs. $100,000 $400 Road, Furracabad Creek Bridge 5255 Rileys Road, Minor planning costs. $100,000 $400 Red Bank Creek 5315 Tent Hill Road, Not yet commenced. $250,000 $0 Bark Hut Creek 5320 Tent Hill Road, Not yet commenced. $150,000 $0 Bark Hut Creek BRIDGE RENEWAL PROGRAM GRANT Budget: $1,400,000 $0 AND SECTION 94 CONTRIBUTIONS Local Bridges - Bridge 5270 Shannonvale Final design has been received $1,400,000 $0 Renewal Program Road, Mann River and this project will go to tender Bridge by the end of August. GLEN INNES AGGREGATES Budget: $407,024 $0 SURPLUS PROJECTS Local Unsealed Rural Nant Park Not yet commenced. $152,024 $0 Roads Footpaths Renewal Not yet commenced. $25,000 $0 Kerb and Gutter Not yet commenced. $40,000 $0 Renewal Carpark Renewal Not yet commenced. $20,000 $0

Causeway Renewal Old Ben Lomond Not yet commenced. $70,000 $0 Programme Road

Causeway Renewal Not yet commenced. $100,000 $0 Programme

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Actual + PROJECT WORKS COMMENTS Budget Committed STORMWATER / Budget: $145,000 $0 DRAINAGE Renew Drainage – Stormwater Renewals Not yet commenced. $120,000 $0 Drainage Charge - Glen Innes

Item 7.15 Item Reserve Stormwater Renewals Not yet commenced. $12,500 $0 - Deepwater Stormwater Renewals Not yet commenced. $12,500 $0 - Emmaville SEWER FUND Budget: $471,056 $26,395 RENEWALS Sewer: Mains Renewal Sewer Mains Not yet commenced. $400,000 $0 – Sewer Funds Renewal Sewer Mains Not yet commenced. $8,136 $0 Extension Sewer Mains New Not yet commenced. $15,000 $0 Service Sewer Treatment Works commenced. Adjustment $0 $26,395 Renewals to be made in September QBR. Sewer Service Not yet commenced. $47,920 $0 Renewal

WATER FUND Budget: $801,665 $89,403 RENEWALS Water Mains Renewal Water Mains Renewal 200mm mains renewal in $290,667 $55,141 Meade Street.

Water Mains Not yet commenced. $3,467 $0 Extension Water Mains New New service connected in $21,531 $3,140 Service Meade Street/Church Street roundabout. Water Meter Works commenced. Adjustment $0 $8,545 Renewals to be made in September QBR.

Water Treatment Works commenced. Adjustment $0 $18,882 Renewals to be made in September QBR. Water Treatment New Works commenced. Adjustment $0 $500 Works to be made in September QBR. Water Service Works commenced. Adjustment $0 $1,880 Renewals to be made in September QBR. Water: Emergency Works commenced. Adjustment $0 $132 Water Supply to be made in September QBR.

Water: Dunn Ave Works commenced. Adjustment $0 $1,183 Standpipe to be made in September QBR. Installation of Not yet commenced. $161,000 $0 Automated W/M Reading Integrated Water Stage 1 near completion. $325,000 $0 Cycle Management

WASTE RESERVE Budget: $284,065 $0 PROJECTS

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Actual + PROJECT WORKS COMMENTS Budget Committed

LANDFILL: Future Not yet commenced. $284,065 $0 Landfill Development

PLANT & EQUIPMENT Budget: $850,000 $0

ACQUISITION Item 7.15 Item Heavy Plant Slasher Tractor Not yet purchased. $120,000 $0 Replacement Program 75hp Skid Steer Not yet purchased. $110,000 $0

50hp Skid Steer Not yet purchased. $75,000 $0 Truck - Concrete Not yet purchased. $150,000 $0 Team 40T Moxie Quarry Not yet purchased. $200,000 $0

Crew Caravan Not yet purchased. $95,000 $0

Concrete Grinder Not yet purchased. $20,000 $0

Parks and Cemetery Not yet purchased. $80,000 $0 Loads D8 Dozer for Quarry to be leased $400k $0 $0

24T Excavator - to be leased $475k $0 $0 Bridging Crew John Deere Grader - to be leased $400k $0 $0 Lease Water Cart to be leased $266k $0 $0 Roller to be leased $145k $0 $0

Skid Steer to be leased $110k $0 $0 GENERAL FUND EXPENDITURE Budget: $981,902 $3,125 (GENERAL WORKS) Finance: New Finance Contract negotiation $384,000 $0 System and commenced. Implementation Finance: Racking for Procurement process has $11,646 $0 Store Freezer commenced. Governance: New Not yet commenced. $43,200 $0 Website Development LCSS - Air Conditioners Not yet commenced. $3,500 $0

LCSS - Fridge/Freezer Not yet commenced. $6,000 $0 LCSS - Bus and Vehicle Assessment to be completed. $14,000 $0 Set Down Point - Grey St CAFS - Undercovered $15k in reserves Not yet commenced. $16,720 $0 walkway DIS: Install Walking and Not yet commenced. $50,000 $0 Cycling Tracks Library: Library Books Purchases have started and will $40,000 $2,135 continue across the year.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Actual + PROJECT WORKS COMMENTS Budget Committed Library: Computer 20 Chairs have been ordered, $6,836 $0 Chairs which have a certified rating of 140kgs. These will be suitable for our larger people and elderly

members, following slips from Item 7.15 Item previous chairs. Parks and Gardens - Not yet commenced. $36,000 $0 Solar Lighting Emmaville Caravan Park and Pool area Parks and Gardens - Not yet commenced. $30,000 $0 Picnic Shelter, seating and BBQ Emmaville Caravan Park Parks and Gardens - Not yet commenced. $15,000 $0 Shelter, Tank and BBQ Emmaville Pool Surveillance Trailer Quotations being obtained. $25,000 $0 (Camera) Upgrade Signage Minor purchases commenced. $50,000 $990

Cemetery Upgrade First cemetery beam has been $200,000 $0 completed and final design being finalised. Public Art Projects Not yet commenced. $50,000 $0

GENERAL FUND EXPENDITURE Budget: $1,275,429 $30,655 (OTHER GRANTS & CONTRIBUTIONS) Bald Knob Road Fully Funded Minor works have been carried $380,000 $30,655 out. This project will commence towards the end of the 2020/2021 financial year. Covid-19 Transport Fully Funded No projects formally allocated to $872,429 $0 Grant (Local Roads and this budget at this stage. Community Infrastructure) Library: Local Priority Fully Funded Not yet commenced. $23,000 $0 Grant

SUB TOTAL $12,217,780 $180,926

TOTAL $20,218,464 $4,218,371 *Figures on completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.

(a) Governance/Policy Implications

Maintenance of Council’s infrastructure assets is in accordance with Risk Management Policies and Asset Management Plans.

(b) Legal Implications

There are no legal implications arising from this report.

Page 84 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(c) Social Implications

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

(d) Environmental Implications 7.15 Item

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

(e) Economic/Asset Management Implications

The extent to which the capital works program is completed determines the Infrastructure Asset Renewal ratio, which is a measure of the financial sustainability of Council’s assets.

CONCLUSION

Council adopts its Capital Works Program annually as part of its Operational Plan and Budget process.

This report is updated on a monthly basis and the information is also reported to Council on a monthly basis. The information within this report is current as at 31 July 2020.

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

RECOMMENDATION

That Council notes the information contained in this report.

Page 85

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.16 Investment Report - July 2020

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

Item 7.16 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: FINANCIAL MANAGEMENT: Investments

PURPOSE

The purpose of this report is to provide Council with a reconciliation of Investments as at Friday, 31 July 2020.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.1 ‘Continue to be a financially sustainable and independent Council.’

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

“To maximise returns on Council's investments, without increasing Council's investment risk above acceptable levels.

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

(b) Financial Considerations

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

All of Council’s Investments are currently made on terms of 12 months and under as the interest rates for short term investments are currently higher than the longer-term investments. This is due to the market not necessarily wanting long term investments at this point in time.

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

Page 86 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMMENTARY

This report is required to be prepared on a monthly basis and presented to the next available Ordinary Council Meeting in accordance with Clause 212 of the Local Government (General) Regulation 2005.

INVESTMENT INTEREST: 7.16 Item

Interest received for year to 31 July 2020 $ 6,953.42

BANK STATEMENT RECONCILIATION:

Page 87 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

FINANCIAL INSTITUTIONS INVESTMENTS:

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

Item 7.16 Item Fuels

A2/BBB 28/08/2020 1.10% ME Bank (12) No 700,000 1,919.73 Westpac Banking Corporation A1+/AA- 25/09/2020 1.55% Yes 1,000,000 15,542.47 (14) Westpac Banking Corporation A1+/AA- 31/10/2020 1.53% Yes 1,000,000 11,485.48 (13) Westpac Banking Corporation A1+/AA- 24/11/2020 1.30% Yes 1,000,000 8,726.03 (4) A1+/AA- 27/12/2020 1.25% NAB (3) Yes 1,000,000 9,520.55 A1/A 27/01/2021 1.65% ING (11) Yes 1,000,000 16,500.00 A1/A 27/01/2021 1.65% ING (6) Yes 1,000,000 16,500.00 A1+/AA- 19/03/2021 1.25% NAB (18) Yes 1,000,000 12,465.75 A1/A 30/03/2021 1.70% Macquarie Bank (1) Yes 1,000,000 17,000.00 A1+/AA- 8/04/2021 1.15% NAB (9) Yes 1,000,000 11,500.00 A1/A 28/04/2021 1.40% Macquarie Bank (2) Yes 1,000,000 14,000.00 Westpac Banking Corporation A1+/AA- 28/04/2021 0.83% Yes * 1,000,000 7,617.81 (16) A2/BBB 28/05/2021 1.45% AMP (10) Yes 700,000 10,150.00

A1+/AA- 30/06/2021 0.78% Westpac (7) Yes * 1,000,000 7,137.53

A1+/AA- 29/07/2021 0.75% CBA (15) Yes 1,000,000 7,500.00

A1+/AA- 31/07/2021 0.80% NAB (17) Yes 1,000,000 8,000.00 Expected Average 1.26% Total Investments 15,400,000.00 175,565.35 Return 20/21 Actual Average 1.41% Cash on Hand 5,121,550.07 Return Received YTD Total Cash and Investments 20,521,550.07

*Although Westpac funds fossil fuels this investment is a Green Tailored Deposit.

The table below details the monthly movements of investments for June 2020:

Investment Movements

Opening Balance as at 1 July 2020 13,400,000 Less: Maturities (1) 1,000,000 Subtotal 12,400,000 Plus Rollovers (1) 1,000,000 New Investments (2) 2,000,000 Current Balance as at 31 July 2020 15,400,000

Page 88 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

During the month of July, the CBA investment that matured was rolled over with CBA. The two (2) new investments were with Westpac and NAB.

The following table compares information on investment balances from this year to last year:

7.16 Item Investment Balances This Year Last Year Opening Balance 1 July 2020 13,400,000 17,000,000 Closing Balance 31 July 2020 15,400,000 17,000,000

The actual average return on Council investments for the 2020/2021 financial year is 1.41%. This is a reduction on the actual average return of 2.04% for the 2019/2020 Financial Year, which reflects the downward trend in interest rates over the past few years. The Bloomberg Ausbond Bank Bill Index one (1) year return rate for July 2020 is 0.73%.

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

Where possible, Council chooses investments with banks that do not fund fossil fuels. At present all banks in this category are rated BBB. The Investment Policy limits exposure to an individual financial institution, for BBB rated category, to five percent (5%) of the total Investment portfolio. Currently Council has three (3) responsible investments $2,000,000 with Westpac’s Green Tailored Deposit and $700,000 with ME Bank.

Page 89 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

CREDIT QUALITY PORTFOLIO COMPLIANCE:

The portfolio is split across three (3) of the credit rating categories (AA, A and BBB).

All aggregate rating categories are within the policy limits.

Item 7.16 Item The following table details the credit rating of each of the categories where Council has money invested. All investments are compliant with Council’s Investment Policy:

Credit Policy Compliant Rating Invested Invested $ Limit Available $

Yes AAA 0.00% - 100% 15,400,000

Yes AA 64.94% 10,000,000 100% 5,400,000

Yes A 25.97% 4,000,000 45% 2,930,000

Yes BBB 9.09% 1,400,000 25% 2,450,000

Yes Government 0.00% - 100% 15,400,000

100.00% 15,400,000

A credit rating is an evaluation of the credit risk of a prospective financial institution predicting their ability to pay back the investment and interest maturity and an implicit forecast of the likelihood of the institution defaulting. The credit ratings are an opinion based on the creditworthiness of the company issuing the security and are assigned by Australian Ratings based on publicly available information at a point in time.

RISK ASSESSMENT OF INVESTMENT PORTFOLIO

The following table provides information on investment types including a risk assessment and the amount and percentage invested compared to the total investment portfolio:

Risk Assessment % of Investment Type Capital Interest Amount $ Portfolio Term deposits Low Low 15,400,000 100% Total 15,400,000 100%

Certification

I, Sanchia Sherratt, Financial Accountant, do hereby certify that the above investments have been made in accordance with the requirements of the Local Government Act 1993 (Section 625), Relevant Regulations, and Council’s Investment Policy.

Page 90 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Governance/Policy Implications

Monthly financial reporting ensures transparency of financial reporting to enable Councillors to make financially sustainable and accountable decisions. Council’s Investment Policy states that short-medium term funds can be invested for up to five (5) years.

7.16 Item All funds are invested in accordance with Glen Innes Severn Council’s Investment Policy. Investments are to be considered in conjunction with the following key criteria: • At the time of investment, no institution at any time shall hold more than 45% of Council’s total investments. The maximum will be determined by the long- term rating of the institution - AAA up to 45%; AA up to 35%; A up to 15% and BBB up to five percent (5%); • At the time of investment, the maximum portfolio limits per rating are - AAA up to 100%; AA up to 100%; A up to 45%; BBB up to 25% and Government up to 100%; • Council’s Investments can be placed in a mixture of short (0-12 months), short-medium (1-2 years) and medium (2-5 years) term investments whilst ensuring that liquidity and income requirements are met.

(b) Legal Implications

All investments continue to be made in accordance with the requirements of the Local Government Act 1993 and Council’s Investment Policy.

Section 625 of The Local Government Act 1993 states the following:

How may Councils invest?

(1) A Council may invest money that is not, for the time being, required by the Council for any other purpose. (2) Money may be invested only in a form of investment notified by order of the Minister published in the Gazette. (3) An order of the Minister notifying a form of investment for the purposes of this section must not be made without the approval of the Treasurer. (4) The acquisition, in accordance with section 358, of a controlling interest in a corporation or an entity within the meaning of that section is not an investment for the purposes of this section.

Page 91 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Clause 212 of the Local Government (General) Regulation 2005 states the following:

Report on Council’s Investments

(1) The responsible accounting officer of a council:

Item 7.16 Item (a) must provide the council with a written report (setting out details of all money that the council has invested under section 625 of the Act) to be presented:

(i) if only one ordinary meeting of the council is held in a month, at that meeting, or

(ii) if more than one such meeting is held in a month, at whichever of those meetings the council by resolution determines, and

(b) must include in the report a certificate as to whether or not the investment has been made in accordance with the Act, the regulations and the council's investment policies.

(2) The report must be made up to the last day of the month immediately preceding the meeting.

(c) Social Implications

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

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

Sound economic management includes maximising Council’s return on investments.

CONCLUSION

Funds have been restricted to ensure all areas of Council can continue to operate in accordance with both the annual Operational Plan and Budget and the LongTerm Financial Plan. Further, all investments continue to be made in accordance with the requirements of the Local Government Act 1993 and Council’s Investment Policy.

RECOMMENDATION

That Council notes the information contained in this report.

Page 92

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.17 Borrowings Report as at July 2020

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

ANNEXURES 7.17 Item There are no annexures to this report.

ECM INDEXES

Subject Index: FINANCIAL MANAGEMENT: Loans

PURPOSE The purpose of this report is to provide Council with a reconciliation of borrowings as at Friday, 31 July 2020.

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

COMMENTARY This report is not required to be prepared on a monthly basis. It is provided to Council for information purposes. The following table details the interest rate, loan completion date, and balance as at Friday, 31 July 2020 for each of Council’s borrowings:

General Fund Loan Loan Interest Loan Start Purpose Completion Balance No Rate Date Date TCORP “Wattle Vale” and 1 3.95% 12/12/2016 8/12/2036 $ RFS Loan 1,796,506.82 Business Acquisition: 11-01 7.69% 28/07/2011 28/07/2036 $ Quarry 672,000.00

3 Learning Centre 7.35% 19/06/2009 19/06/2025 $ 227,092.53

2 NAB Amalgamation Loan 6.69% 31/10/2002 1/11/2027 $ 2,414,813.44

12 LIRS Loan: Road Renewal 5.32%* 10/12/2012 9/12/2022 $ 301,501.68 LIRS Loan: CBD 13 5.46%* 27/02/2013 27/02/2023 $ Revitalisation 595,626.53 LIRS Loan: Accelerated 14 3.82%* 6/03/2015 28/05/2025 $ Road Renewal 522,685.81 LIRS Loan: Accelerated 15 3.82%* 6/03/2015 28/02/2025 $ Bridge Program 2,090,743.26 Glen Innes and Emmaville 16 4.70% 6/03/2015 28/02/2035 $ Swim Centre: Revitalisation 1,231,018.99 Total General Fund Liability $ 9,851,989.06

*On each of the four (4) Local Infrastructure Renewal Scheme (LIRS) loans Council pays the interest rates above; Council is then reimbursed either three percent (3%) or four percent (4%) depending on the loan, every six (6) months of interest paid on each loan under the LIRS scheme.

Page 93 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Water Fund Loan

7.17 Loan Interest Loan Start Purpose Completion Balance No Rate Date Date Land Acquisition: Future 11-02 7.69% 28/07/2011 28/07/2036 $ Storage 1,798,400.00 Item Item Total Water Supply Fund Liability $ 1,798,400.00

Sewer Fund Loan Loan Interest Loan Start Purpose Completion Balance No Rate Date Date

10 Sewer Augmentation Loan 6.51% 9/05/2006 11/05/2026 $ 1,203,613.31 Total Sewer Fund Liability $ 1,203,613.31

TOTAL LOANS LIABILITY $ 12,854,002.37

Certification

I, Sanchia Sherratt, Financial Accountant, do hereby certify that the above borrowings have been made in accordance with the requirements of the Local Government Act 1993 (Part 12), and Relevant Regulations.

(a) Governance/Policy Implications

There are no governance or policy implications arising from this report.

(b) Legal Implications

All Borrowings continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended).

The Local Government Act 1993 states the following:

Section 621 – When and for what may a Council borrow? A Council may borrow at any time for any purpose allowed under this Act. Section 622 – What form may a Council borrowing take? A council may borrow by way of overdraft or loan or by any other means approved by the Minister. Section 624 – Are there any restrictions on a Council borrowing? The Minister, may from time to time, impose limitations or restrictions on borrowings by a particular Council or Councils generally despite the other provisions of this Part.

Page 94 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(c) Social Implications

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

(d) Environmental Implications 7.17 Item

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

Sound economic management includes maximising Council’s available funds by taking out loans in order to spread the cost of the Capital Works across the period in which the project will be available for the community’s use. This is called “Intergenerational Equity”. Each generation pays for the service or project when borrowings are used to fund the project.

CONCLUSION

Council’s loans continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and relevant Regulations.

RECOMMENDATION

That Council notes the information contained in this report.

Page 95

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.18 Rates and Charges - July 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Andrea Davidson - Rates Officer

Item 7.18 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: RATES AND VALUATIONS: Reporting

PURPOSE

The purpose of this report is to advise Council of funds collected, amounts for outstanding rates, water and sewer charges, along with water consumption charges for the year to date, as at Friday, 31 July 2020.

(a) Relevance to Integrated Planning and Reporting Framework

Council’s adopted Operational Plan and Budget for the 2020/2021 Financial Year sets the annual Rates, Water and Sewer Charges.

(b) Financial Considerations

Amounts outstanding as at 31 July 2020 compared to 31 July 2019 are as follows:

31 July 2020 31 July 2019 Rates and Charges $11,237,476.31 $11,401,411.92 Water Consumption Charges $104,330.43 $138,526.17 Total Outstanding $11,341,806.74 $11,539,938.09

Rates and Charges

Outstanding Rates and Charges 31 July 2020

Rates and Charges in arrears as at 30 June 2020 $835,881.66 Rates and Charges levied and adjustments for $12,267,580.15 2020/2021 Pension Concession -$389,702.52 Amounts collected as at 31 July 2020 -$1,476,282.98 Total Outstanding Rates and Charges $ 11,237,476.31

Page 96 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMMENTARY

The amount levied for Rates and Charges for 2020/2021 includes the current year’s annual Rates and Charges and any interest that has been added after the rates notices were issued. The amount received as at Friday, 31 July 2020 includes receipts for both arrears and the current year’s amounts outstanding.

7.18 Item It should be noted that the Rates and Charges for 2020/2021 levied amount is reduced by the pensioner concession of $389,702.52; reducing the amount of income derived from these Rates and Charges.

Of this concession, Council’s contribution is 45%, which represents an amount of $175,366.13. The remaining 55% ($214,336.39) is reimbursed to Council by the State Government, by way of a rebate.

The outstanding Rates and Charges as at Friday, 31 July 2020 of $11,237,476.31 represents 88.39% of the total annual Rates and Charges levied and outstanding of $12,713,759.31, compared with the outstanding Rates and Charges of $11,401,411.92 at 31 July 2019. This represents 93.22% of the total annual Rates and Charges levied and outstanding of $12,230,491.34 as at 31 July 2019.

The collection of outstanding rates and water charges can result in potential legal costs associated with challenges in courts of appeal. However, as these charges are legislative the risk of this action is minor.

E-Notices

As at Friday, 31 July 2020 there were 540 ratepayers registered for E-Notices. These ratepayers generate 823 individual rate notices which are distributed by email. This represents 15.06% of all rate notices issued. These figures are based on the 5,463 rates and water notices issued from 1 July 2020 to 31 July 2020.

Water Consumption Charges

Outstanding Water Consumption Charges 31 July 2020 Water Consumption Charges and arrears as at 30 June 2020 $285,954.77 Water Consumption charges and adjustments 2020/2021 -$742.53 year to date (YTD)* Amounts collected as at 31 July 2020 -$180,881.81 Outstanding Water Consumption Charges $104,330.43

The outstanding Water Consumption Charges as at Friday, 31 July 2020 of $104,330.43 represents 36.58% of the total Water Consumption Charges levied and outstanding of $285,212.24, compared with the outstanding Water Consumption Charges of $138,526.17 at 31 July 2019. This represents 39.58% of the total Water Consumption Charges levied and outstanding of $349,978.01 as at 31 July 2019. This figure includes the fourth quarter water accounts which were due on the 31 July 2020.

Please note that outstanding charges are not the same as overdue charges.

Page 97 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Agreements to Pay by Arrangement

A ratepayer may enter into a written arrangement with Council to repay debt(s) in full, within a reasonable amount of time.

A key component of the agreement is that there must be a genuine commitment by the

Item 7.18 Item defaulter to extinguish the debt in accordance with the agreement.

There are currently 123 ratepayers who have entered into arrangements for the payment of their accounts, totalling $492,226.21. These arrangements for payments are within the requirements of Council’s Debt Recovery Policy.

Debt Recovery Agency

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

(a) Governance/Policy Implications

There are several policies applicable to the area of rates, water and sewer charges and water consumption charges, including Council’s Debt Recovery Policy, Rates Pensioner Concession Policy, and Rates Hardship Policy.

(b) Legal Implications

Chapter 15 of the Local Government Act 1993 provides direction for Council to levy rates.

(c) Social Implications

The collection of rates and water charges does impact on the community. For this reason, Council is always willing to negotiate payment terms with outstanding debtors. Currently there are 123 payment arrangements totalling $492,226.21.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

All payment arrangements are consistent with Council’s current Debt Recovery Policy. The outstanding Rates and Charges as at Friday, 31 July 2020 represents 88.39% of the total annual Rates and Charges levied and outstanding from previous years by Council (compared with 93.22% as at 31 July 2019).

Page 98 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The outstanding Water Consumption Charges as at Friday, 31 July 2020 represents 36.58% of the total Water Consumption Charges issued and outstanding from previous years (compared with 39.58% as at 31 July 2019).

RECOMMENDATION 7.18 Item

That Council notes the information contained in this report.

Page 99

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.19 Workplace Injury Management Report - July 2020

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

Item 7.19 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: WORK HEALTH AND SAFETY: General

PURPOSE

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

BACKGROUND

Information on Workers Compensation has been provided since 1 July 2017.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.15 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations

Council has allowed $247,835 in its Operational Plan and Budget for the 2020/2021 Financial Year, for its Workers Compensation Insurance premium.

Based on the 2019/2020 claims history, this should be sufficient to cover the premium cost for this Financial Year.

Page 100 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMMENTARY

This report covers Workers Compensation figures from 1 July 2017 to 31 July 2020, and is detailed as follows:

Item 2017/2018 2018/2019 2019/2020 2020/2021 7.19 Item

$153,973.51 Total Premium Paid $429,980.69 $143,153.33 (estimate)

Premium as a % of 1.48% Gross Wages 4.25% 1.50% (estimate) (excluding GST) YTD New Claims 2 8 4 2 (Premium Impacting) YTD New Claims (Non-Premium 5 8 6 2 Impacting)

YTD Total New Claims 7 16 10 4

YTD Time Lost Due to 7 40 79 12 Injury (LTI Days) Open Premium Impacting Claims 3 (Previous Years) Open Non-Premium Impacting Claims 3 (Previous Years) Open Premium Impacting Claims 2 (Current Year) Open Non-Premium Impacting Claims 2 (Current Year)

Total Open Claims 10 Closed Claims that are still Impacting on 10 Council’s Premium Total Cost of All Premium Impacting $6,807.00 $9,585.00 $30,792.00 $32,364.00 Claims (to date) Scheme Performance $105,518.92 $55,620.88 $24,593.67 Rebates

Two premium impacting claims occurred during the month of July, along with two (2) non-premium impacting claims. One (1) of the premium impacting claims arose as a result of a previous non-premium impacting claim becoming premium impacting. Two (2) claims were closed during the month.

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

Page 101 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Governance/Policy Implications

There are no governance/policy implications arising from this report.

(b) Legal Implications

Item 7.19 Item As far as is practicable, Council has a legal obligation to provide a workplace that is free from risks to health and safety, in accordance with the Work Health and Safety Act 2011.

Council must also maintain an effective and sustainable return to work program for injured workers, in accordance with the Workers Compensation Act 1987.

(c) Social Implications

There are no wider social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

The month of July, which is the first month of the premium year, saw a small number of new claims and a slight increase in claims costs. StateCover will issue a final premium calculation for the 2019/2020 year after Council submits its annual wages declaration in August.

RECOMMENDATION

That Council notes the information contained in this report.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.20 Corporate and Community Services: Monthly Report - July 2020

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

ANNEXURES 7.20 Item There are no annexures to this report.

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The purpose of this report is to provide statistical information of activities within Council’s Corporate and Community Services Directorate for the month of July 2020.

BACKGROUND

The Corporate and Community Services Directorate of Council is responsible for the following key functions:

• Administration and Human Resources; • Aged and Disability Services provided from Life Choices – Support Services (LC-SS); • Children and Family Services (CAFS); • Finance; • Governance; • Information Technology and Communications; • Library Services; • Rates; • Corporate Risk Management and Compliance; • Work Health and Safety; • Youth Services.

(a) Relevance to Integrated Planning and Reporting Framework

The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2017/2027, Delivery Program 2017/2021 and Operational Plan and Budget for the 2020/2021 Financial Year.

(b) Financial Considerations

Provision is made in the 2020/2021 Operational Plan and Budget to fund the activities and programs as listed in this report.

Page 103 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMMENTARY

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

MAYORAL DISCRETIONARY FUND: Budget

Item 7.20 Item This fund includes the original budget of $3,000.

Funds Available as at 1 July 2020 $3,000 Actual Expenditure to 30 June 2020 $0 Transactions for July 2020 $0

Balance Available as at 31 July 2020 $3,000

COMMUNICATIONS AND MEDIA (GENERAL MANAGER’S DIRECTORATE)

Facebook July Glen Innes Severn Council Facebook ‘Page Likes’ at the end of the 1,345 month Number of Posts 31

The Most Popular Facebook Posts for July Reach Post Likes / 2020: Clicks Comments / Shares Glen Innes screening on TV tomorrow 3,504 200 222 Is your job boring? 1,280 203 43 White Rock Wind Farm Grants 1,273 229 42 Taking up the whistle 1,056 139 46

Media activity of interest for July 2020 (not in consecutive nor priority order): • Research and preparation of comprehensive background paper for draft Media and Communications Strategic Plan; • Completion of the review of the Media Policy and Communication Policy; • Completion of July Resident Newsletter; • Consolidating multiple platforms for weekly Council information (radio scripts, website including a quarterly major update, Facebook, media releases/alerts totalling 13 and editorial content for Glen Innes Examiner). Live Streaming of Council Meetings

Council is Live Streaming monthly Council meetings and statistics are being received from InterStream on the number of views. For the July 23, 2020 Ordinary Council Meeting, there were a total of 44 live views and 83 archive views.

Page 104 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

603 CERTIFICATES

Number of applications for 603 Certificates as to Rates and Charges

During the sale of a property a 603 Certificate is usually requested to identify if there are any outstanding or payable fees to Council by way of rates, charges or otherwise in respect of a parcel of land. There were 28 applications for 603 Certificates in July 7.20 Item 2020. Year to date, there have been 28 applications compared to 15 applications for the same period last year.

HUMAN RESOURCES

Recruitment: Three (3) month period from May 2020 to July 2020

There were no positions advertised in May or July. The following table provides an update on positions that have recently been filled or are yet to be filled.

Month Positions Advertised Filled January Plant Mechanic No Trainee Gardener Yes June Grants Officer No

RISK MANAGEMENT

Description Incidents July 2020/2021 2019/20 to to date date Public Incident Report (slip, trip and falls 0 0 13 etc.) Public Property Damage (including roots, 1 1 4 trees, sewers, vehicles) Other: Crypto Locker Attacks etc. 0 0 0 Council Motor Vehicle / Plant Damage 3 3 17 Council Property Damage 2 2 4 Volunteer Incidents – Personal Injury 0 0 1

Page 105 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

COMPLAINTS – 2020/2021

Complaints range across all areas of Council.

Month Complaints Received

Item 7.20 Item July 2

Year to Date Total 2

A total of 32 complaints were received during the 2019/2020 year, of which one (1) is unresolved. Two (2) complaints were received during July being the current number of complaints for the 2020/2021 financial year. One (1) has been resolved and the other Council is working with a third party to resolve. Currently, two (2) complaints are ongoing and yet to be resolved.

COMMUNITY SERVICES

Facebook – Youth Services

July Youth Facebook ‘Page Likes’ at the end of the month 759 Number of posts 5

The Most Popular Posts for July Reach Post Likes / 2020: Engagements Comments / Shares Announcement of Kings Gym Friday session with food and drink after at Life 616 25 10 Choices – Support Services Youth Booth Pack 15 - Renovation 201 15 3 update Hi Youth Boothers. More progress on 167 19 11 the new kitchen

The Youth Booth July Update

The revised Youth Agreement has been finalised which now refers to attendees as ‘members’ of The Youth Booth. New procedures have also been initiated to make running the centre under COVID-19 health restrictions compliant and more efficient.

The renovated kitchen is all but complete and the COLA is expected to be completed by the end of August 2020.

Page 106 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

When reopening there will be structured activities for the members, along with adequate assistance from volunteers. The Youth Worker, in conjunction with Amanda Shaw from Hunter New England Mental Health have completed a proposal to host a youth mental health and community focused event later this year which will involve local artists and employment / support services.

In preparation for reopening, contact has been made with Helen Barby at the Glen 7.20 Item Innes High School to create a closer link between our centre and the school. Regular contact has also been maintained with Arts North West, Best Employment and Joblink Plus and initial contact has been made with the organisation Backtrack. These partnerships will aid in supplying a more helpful and comprehensive service to members, especially those in disadvantaged situations.

Life Choices - Support Services

Council’s LC - SS provides a range of services across the New England North West region, mainly in the Glen Innes Severn, Inverell and Tenterfield Local Government Areas (LGAs), however, services are also provided in the Gwydir LGA.

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

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

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

Meals on Wheels (MOW) during COVID-19

LC - SS are the local MOW supplier for Glen Innes. The outbreak of the coronavirus in Australia resulted in the release of emergency meals funding from the Australian Government. The primary purpose of the funding was to ensure a continuity of existing services and to facilitate availability of meals for people who are older and vulnerable in our communities.

The team at LC - SS secured a portion of the Government funding and set about increasing community awareness of meals availability. The funding has allowed the team to offer meals at a subsidised rate and this coincided with LC - SS entering into a new frozen meal partnership with MOW Tamworth. The quality of the Tamworth based meals combined with the subsidised cost has seen the demand for meals, particularly frozen meals greatly increase.

The demand for meals began to increase during March 2020 with 538 meals delivered for the month. In April, there were 619 meals and May 742 meals. Storage was becoming an issue and the team sourced two (2) additional freezers along with new delivery hot packs. Numbers for MOW continued to increase with 907 meals delivered during June and an all time record breaking 1,025 meals during July.

Compared to the same period last year, (March to July 2019), the Life Choices Support Services Team have delivered an additional 1,681 meals which equates to a staggering

Page 107 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

78% increase. The Government Funding has really hit its mark here and made a substantial difference to the people who are older and most vulnerable within our community.

Item 7.20 Item

New freezers assisting with the increasing demand for frozen meals

Number of Consumers by Local Government Area and Funding Source

Local Government Total Number NDIS People who Private Area of Consumers are Older Funding (DoH) Source July July July July Glen Innes Severn 361 47 299 15 Gwydir 4 0 4 0 Inverell Shire 83 0 83 0 Tenterfield 34 0 34 0

Total 482 47 420 15

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Item 7.20 Item

Indoor table tennis fun, while maintaining social distancing

Children and Family Services - Out of School Care

July 2020/2021 Number of booked children Budgeted number of (average) per day enrolled children per day After School Care 26.1 23

Vacation Care 24.5 23 Vacation Care – Pupil Free 30 23 Day

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Item 7.20 Item

Highlight of the vacation care program was the mystery bus tour to the Standing Stones, Glen Innes Aggregates and water treatment works.

Children and Family Services – Supported Family Programs

July July Program Location No. of Families No. of Children My Time (for Carers) Glen Innes 4 1 Supported Playgroup Wytaliba 5 6 Wytaliba Aboriginal Playgroup Glen Innes 4 5 CAFS Playgroup Pool House 10 18 NDIS Pool House 4 4

TOTAL 27 34

Playgroup statistics continue to reflect engagement with families through the CAFS Playgroup Facebook page as well as mailed out development packs.

Celebrating NAIDOC Week Although COVID-19 has affected the usual NAIDOC day celebrations CAFS took the opportunity to share culture through a NAIDOC virtual storytelling. Special Guest Alkira Blair from Glen Innes High School joined the team to provide an interactive game and story celebrating indigenous culture. The video can be viewed on YouTube at the following link: https://www.youtube.com/watch?v=Y4SNs2lr4- Q&list=PL66qFl3mqlDhhI2bM3EoaxN31M7eIKgyK&index=17

Page 110 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

EVENTS

Annual training commenced on Wednesday, 24 June 2020 in partnership with GLENRAC to enable six (6) online free webinar sessions called Strengthening Community Group Skills. These webinars have been held fortnightly at 7pm, with the last webinar on Wednesday, 2 September 2020. Registration is required through

GLENRAC for each individual session. Invitations to the sessions have been extended 7.20 Item to the wider public and include sesions on Meeting Management, Corporate Governance, Board Responsibilities, Risk Management, Grant Writing and Business Continuity.

SECTION 355 COMMUNITY COMMITTEES OF COUNCIL UPDATE

Council continues to monitor committees that are not compliant with the Manual for Community Committees of Council. Support and assistance are continuously offered to ensure a healthy relationship between Council and the various Committees.

Four (4) of the committees held their Annual General Meetings (AGMs) for 2020 in July, with another four (4) committee scheduled for August 2020 leaving one (1) committee yet to hold or reschedule their AGM. Notice has been put on Council’s website, Facebook page as well as in the Our Council column in the Glen Innes Examiner.

Following Council’s resolution 17.07/20 at the July 23, 2020 Ordinary Council Meeting, Council has assisted with additional community consultation and advertising of the Glencoe Hall Committee AGM. On top of the normal methods of advertising for AGM’s, flyers were created and taken out to the Glencoe post office for distribution within the village and surrounds and a radio announcement was aired on 2CBD during the Mayor and General Managers update.

All committees continue to be advised fortnightly of the annual training mentioned above under Events.

(a) Governance/Policy Implications

There are no governance/policy implications arising from this report.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

Council’s Community Services Department provides a range of support services to all age groups. These services build on the social capital of the Local Government Area (LGA) as well as provide employment opportunities through services to community members.

(d) Environmental Implications

There are no environmental implications arising from this report.

Page 111 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(e) Economic/Asset Management Implications

There are no economic/asset management implications arising from this report.

CONCLUSION

Item 7.20 Item The statistics provided in this report deliver information to Council on the key activities undertaken in Council’s Corporate and Community Services Directorate and the General Manager’s Directorate (Communications and Media) for the month of July 2020.

RECOMMENDATION

That Council notes the information contained in this report.

Page 112

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.21 Request to Purchase Land - Deepwater Industrial Estate

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and Regulatory Services

7.21 Item ANNEXURES Annexure A Valuation - Deepwater Industrial Estate (under separate cover) (Confidential) Annexure B Glen Innes Solar Proposal - Deepwater Industrial Estate (under separate cover) (Confidential)

ECM INDEXES

Subject Index: COUNCIL PROPERTIES: Sale of Council Properties Street Index: Carl Baer Circuit, Deepwater

PURPOSE

The purpose of this report is for Council to consider two (2) offers to purchase two (2) different pieces of Council owned land in the Deepwater Industrial Estate. The first being Lot 2 DP 1176546 and the second being Lot 7 DP 1077598, Carl Baer Circuit.

BACKGROUND

In the 1990’s the previous Severn Shire Council undertook an industrial estate subdivision in Deepwater. Of the 13 original lots in the subdivision four (4) lots remain unsold, shown in figure 1 with a red outline.

Page 113 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Figure 1. Unsold Council Land

In 2014 Council called for requests for quotation (RFQ) to sell the four (4) remaining vacant Council blocks in the Deepwater Industrial Estate. Diana Corcoran Real Estate was the successful real estate agent appointed to undertake the sale of the lots.

Item 7.21 Item The properties then went to auction on 1 November 2014, however only one (1) bid was received, which was well under the valuation and was therefore not accepted.

Following the auction, a further report was presented to Council at the Ordinary Council Meeting, which was held on Thursday, 27 November 2014, where Council resolved the following:

5.11/14 RESOLUTION

That the Director of Corporate and Community Services communicates to Diana Corcoran Real Estate that the listing process for the vacant industrial blocks of land at Deepwater be as follows:

Property Price Lot 2 DP1176546 $50,000.00 Lot 7 DP 1077598 $20,000.00 Lot 9 DP1077598 $20,000.00 Lot 10 DP1077598 $20,000.00

CARRIED

The land has been on the open market since this time. In 2015 Council received an offer for Lots 9 and 10 for an amount of $15,000 per lot, which Council accepted.

The offer was subsequently withdrawn prior to settlement. Council has received some limited enquiries since this time; however, no firm offers have eventuated and all four (4) lots continue to remain in Council ownership.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective ED 3.1.2 'Be responsive and proactive to business interest/receptive to innovation and relocation.'

(b) Financial Considerations

The offer from Velsell Pty Ltd ($30,000 including GST), for Lot 2 DP1176546, requests Vendor Mortgage finance with three (3) annual payments of $10,000 interest free, similar to what is being offered by Council for land in the Dumaresq Street Industrial Estate in Glen Innes.

The offer from the Jason de Jong Family Trust, trading as Glen Innes Solar, for Lot 7 DP1077598, requests the land be sold on the same terms as the original subdivision development, under the previous Severn Shire Council, being $1.00 plus the legal costs of both parties.

Page 114 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Council has previously sold 4,366m2 of land to Trethewey Industries Property Limited in the Deepwater Industrial Estate for $11.45m2 ($50,000); and 2,155m2 land to Mark Trethewey also in Deepwater for $12.16m2 ($26,200).

Liston Legal have provided an estimate of costs in relation to the sale of Lot 2 DP1176545 including disbursements, GST and registration fees for the

conveyancing and the vendor finance mortgage of $2,500. 7.21 Item

The costs for Lot 7 DP 1077598 would be similar to Lot 2, however would be reimbursed by the Jason de Jong Family Trust trading as Glen Innes Solar.

A recent valuation for Lot 2 and Lot 7 has been obtained from Mike Williams Valuations (Confidential Annexure A).

Under the submitted proposal for the larger lot (Lot 2), Council would be accepting $4.64 m2 ($30,000 including GST). Whilst the offer for the smaller lot (Lot 7) is for a negligible amount, being $1.00, this lot is only 781.2 m2 in area.

If Council accepts both of these offers it will have a positive effect on Council’s Operational Plan and Budget of $3,068.19 per year as Council will be able to claim rates on the land.

The following table details the annual rates payable for each Vacant Lot:

Property Details Annual Rates Payable for the 2020/2021 Financial Year

Lot 2 DP1176546 $1,659.19

Lot 7 DP1077598 $1,409.00

Lot 9 DP1077598 $1,409.00

Lot 10 DP1077598 $1,409.00

TOTAL $5,886.19

Table 1. Rates Payable per annum

COMMENTARY

The offer for Lot 2 of $30,000 (including GST) is for the purpose of undertaking two (2) commercial operations by Velsell Pty Ltd, trading as the MJV Family Trust. The first will be the erection of 10 storage units, this will be an additional service offered in Deepwater that currently does not exist.

The second, and main reason for the purchase of the block, is to locate a collection point for a new on-line auction business. The business, Country Wide Auctions, is currently in the process of being established. The property will require fencing and it is likely that a shed with an office will be constructed in the near future.

Page 115 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

This local business is expected to generate employment for one (1) additional person in the future. In the past two (2) and a half years this local business has increased their employment from two (2) to four (4) people with plans to employ another one (1) to two (2) people over the next 12 months.

The Jason de Jong Family Trust, trading as Glen Innes Solar is seeking access to a

Item 7.21 Item block of undeveloped land at the Deepwater Industrial estate in order to field test their new Farm Scale Solar technology.

They have identified Lot 7 in the Deepwater Industrial estate as an ideal location for their first field trial, the site has been identified for several reasons:

1. It has good electrical distribution infrastructure; 2. The site has significant day time electrical demand; and 3. The public relations value is high.

In support of their offer they have provided a proposal document (Confidential Appendix B). In summary, the intent of the purchase is to have the capacity to undertake field trials of newly developed technology to make the generation of electricity for local consumption possible.

A key objective of the Glen Innes Severn Community Strategic Plan 2017-2027 is to facilitate a growing local economy by continuing to support an attractive business climate. It is considered that both of these proposals meet Councils objective.

The four (4) parcels of land have effectively been on the market through Diana Corcoran Real Estate for six (6) years, without being sold. It is believed that the smaller Lot 7, at 781.2 m2 in area, has not likely to have had any enquiry since amalgamation in 2004. The size of this lot in particular provides limited opportunity for any industrial scale development.

Whilst the offer for Lot 2 is below the original expectations (of 2014) it is slightly higher than the recent valuation.

Council has several options including:

1. Accepting both offers as presented in the report, the recommended option;

2. Refuse both offers as they are below the 2014 valuations and retain ownership in the hope that land prices in Deepwater will rise in the future;

3. Refuse both offers and only accept a minimum offer price as per the 2014 valuations;

4. Accept the offer for Lot 2 of $30,000 (inc. GST) as it is above the current valuation and decline the offer for Lot 7 outright; or

5. Accept the offer for Lot 2 of $30,000 (inc. GST) as it is above the current valuation and re-negotiate for a higher price (as maybe determined by Council) for Lot 7.

Page 116 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Governance/Policy Implications

Under Council’s Execution of Documents Matrix this subject falls into document type six (6) being a Contract involving a land sale and therefore must be resolved by Council.

Council also has a Corporate Property Policy whose aims are: 7.21 Item

1. Facilitate effective and efficient management of Council’s property assets;

2. Establish clear principles of equity and transparency in Council’s property dealings; and

3. Ensure that all dealings in property matters relating to Council owned property are handled within legislative requirements.

(b) Legal Implications

Previous legal advice from Liston Legal is that if Council is considering a deferred payment sale then their recommendation is a sale with vendor finance mortgage.

In this instance Council would take a mortgage for the purchase price of the property. The form of the mortgage would be then annexed to the contract.

The purchaser is still liable for their own insurances and any rates and charges.

(c) Social Implications

As part of Council’s commitment to continuous improvement, in 2016, Council commissioned an external consultant to conduct a representative and statistically valid telephone survey of 400 adult residents living within the LGA (Jetty Research).

In 2018 the survey was again conducted by Jetty Research and the top two (2) concerns were again roads and new business investment, and where the community would like to see resources directed

Council’s support for the growth of jobs/businesses and supporting local business and jobs are consistently identified by the community has areas with the lowest satisfaction levels of Council’s performance.

(d) Environmental Implications

There are no significant environmental implications associated with this report.

(e) Economic/Asset Management Implications

Whilst vacant land does not incur any depreciation costs it is effectively a “dead asset” earning no revenue, and in fact costing Council some minor maintenance costs such as mowing.

Page 117 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

CONCLUSION

As highlighted in the asset management implications above, this land is effectively a “dead asset” earning no income and the land has decreased in value over time.

The sale will assist two (2) local business expand and the recommendation is for

Item 7.21 Item Council to accept the offers as presented by both businesses.

RECOMMENDATION

THAT Council:

1. Accepts the offer from Velsell Pty Ltd trading as the MJV Family Trust of $30,000 (including GST) for the purchase of Lot 2 DP1176546, Carl Baer Circuit, Deepwater.

2. Appoints Liston Legal to undertake a vendor mortgage contract of sale with Velsell Pty Ltd trading as the MJV Family Trust which is subject to the payment of three (3) annual payments of $10,000, payable on the anniversary date of the settlement of the contract.

3. Accepts the offer from the de Jong Family Trust, trading as Glen Innes Solar of $1.00 (plus GST) for the purchase of Lot 7 DP1077598 Carl Baer Circuit, Deepwater subject to all Council legal fees being met by the de Jong Family Trust.

4. Authorises for the General Manager to sign the Contract of Sale and any ancillary documents to legally effect the sale on Council’s behalf.

Page 118

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.22 Signage Review Update and Historic Towns and Villages

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Margot Davis - Manager of Economic Development

ANNEXURES 7.22 Item Annexure A Emmaville Mining Museum Tourist Attraction Signpost Assessment Committee (TASAC) Approval Letter⇨

ECM INDEXES

Subject Index: TOURISM: Marketing

PURPOSE

The purpose of this report is to update Council on the progress of the resolutions passed at the February 2018 Council meeting regarding the Signage Review Update and Historic Towns and Villages report. The report also seeks Council endorsement of the replacement of the State Tour Drive 11 with ‘The Miners Way’.

BACKGROUND

A report was prepared for Council’s Ordinary Meeting on 22 February 2018 with the purpose of considering a number of options to upgrade tourist directional information signage including seeking Historic Towns and Villages status for Glen Innes, Deepwater and Emmaville through the Tourist Attraction Signposting Assessment Committee (TASAC). Council subsequently resolved:

25.02/18 RESOLUTION

1. That Council notes the updated Council Signage Schedule as attached as Annexure B to this report. 2. That Council assists the NSW National Parks and Wildlife Service with their application to the Tourist Attraction Signposting Assessment Committee (TASAC) to have tourism signage erected indicating the direction to both Washpool and Gibraltar Range National Parks. Further, that Council considers assisting this project by providing a proportion of the funding costs from Council’s 2017/18 Operational Plan. 3. That Council considers making application to the Tourist Attraction Signposting Assessment Committee (TASAC) to erect suitable tourism signage for the Emmaville Mining Museum at the corner of the New England Highway and Wellington Vale Road, with the costs being met from the Highway and Road Signage budget included in Council’s 2017/18 Operational Plan. 4. That Council develops a program to upgrade State Tour Drive 11 – “The Mining Villages” to enable the retention of the Tourist Attraction Signposting Assessment Committee (TASAC) tourism signage and that programming and funding be spread over the next three (3) financial years. 5. That Council engages with all suitable entities and communities to ensure that the information disseminated about the attractions on State Tour Drive 11 is authentic.

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6. That Council consults with the Tenterfield Shire Council to ensure that the information that relates to the areas within its Local Government Area is also appropriate and authentic, and that the Tenterfield Shire Council be requested to contribute to the development and production of the collateral. 7. That Council applies to the Tourist Attraction Signposting Assessment Committee

(TASAC) for approval to recognise Glen Innes as an Historic Town and Item 7.22 Item Emmaville and Deepwater as Historic Villages, in accordance with the TASAC Guidelines. CARRIED

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective ED 1.3.2 'Review tourism opportunities and promotion with a particular focus on strengthening accessibility and providing incentives to draw visitors into the Glen Innes Highlands.'

(b) Financial Considerations

Council has provided an allocation in the annual Operational Plan and Budget of $50,000 for the past three (3) years to action the 2018 Council resolution. An amount of $50,000 has been allocated again in the 2020/2021 Operational Plan and Budget and this allocation will be utilised to fund the Washpool and Gibraltar, Emmaville Mining Museum and Historic Town signs.

COMMENTARY

As part of the 2018 Council resolution an action was required to upgrade, clean or replace a number of Council signs and implemented through a five (5) year signage strategy. This component of the strategy has now been completed and there are no further works required outside normal maintenance.

The TASAC signage for Washpool and Gibraltar Range National Parks has been approved by TASAC, the signs have been produced, and installation is planned through the Department of Infrastructure.

A TASAC application to erect suitable tourism signage for the Emmaville Mining Museum was submitted on Saturday, 6 June 2020. TASAC approved the application on Wednesday, 29 July 2020 with advice that such signs comply with the relevant Australian Standard and Transport for NSW approval on location and wording (Annexure A). Work will be undertaken to cost, design, produce and install the signs in the current financial year.

State Tour Drive 11 (ST11) has been reviewed and a discussion with TASAC and Tenterfield Council staff has revealed that whilst ST11 crosses both Glen Innes Severn and Tenterfield Council’s Local Government Area (LGA) it was agreed that it would be best to no longer support this as a tour drive. The existing ST11 route and signage can be misleading or inadequately signed, bushfires have affected the route generally and places of interest are limited.

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The Glen Innes Severn LGA portion of the ST11 has more attractions and places of interest for tourists whereas Stannum and Torrington in the Tenterfield LGA lack these elements to warrant future inclusion. It is recommended that Glen Innes reinstate the Glen Innes Severn portion of the route to ‘The Miners Way’ and with Council endorsement commence a detailed audit, plan and cost analysis to fulfil the TASAC requirements in order to have this route recognised as a State Tour Drive. This would provide an additional LGA specific tourism product that can be promoted through the 7.22 Item Glen Innes Highlands brand to attract the touring market.

It has been recommended by TASAC that Council applies for approval to recognise Glen Innes as an Historic Town only. Glen Innes can be categorised under two (2) themes recognised by Heritage NSW. The application for Glen Innes has been submitted on Friday, 31 July 2020 under the categories of ‘Built Heritage’ and ‘Mining Heritage’. It was recommended by TASAC representatives that the villages of Deepwater and Emmaville do not currently meet the requirements to be recognised as Historic Villages and so an application would be unsuccessful.

(a) Governance/Policy Implications

There are no governance/policy implications for this report

(b) Legal Implications

All tourist signs must comply with the Australian Standard AS 1743—2001 Road Signs specification, as well as the NSW Tourist Signposting Manual as approved by Transport for NSW.

(c) Social Implications

Signage plays an important part in attracting and retaining visitors to the Glen Innes Highlands. Council has a responsibility to ensure that its stewardship of the LGA’s assets has the capacity to increase economic value to our community. This increase in value, visitor numbers, and consumer recognition will create further employment and lifestyle opportunities for our residents.

(d) Environmental Implications

There is potential for environmental impacts if concentrations of tourists vastly increase at the relevant areas and attractions and adequate signage is not provided to guide responsible use.

(e) Economic/Asset Management Implications

The total value of tourism related output for the Glen Innes Severn LGA is estimated at $47.337 million as reported by REMPLAN using data sourced from the Australian Bureau of Statistics (ABS). Tourism also is an important local employer representing eight percent (8%) (245 jobs) in the LGA. As referenced in the Destination Country and Outback NSW Product and Experience Audit, nature-based and touring routes are an important driver of tourists to our area.

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CONCLUSION

Progress has been achieved regarding the 2018 resolution of Council, however in some cases current tourism assets / locations have limitations in terms of their ability to meet TASAC rigorous requirements.

Item 7.22 Item RECOMMENDATION

THAT Council:

1. Notes the information in this report.

2. Endorses the replacement of the State Tour Drive 11 with ‘The Miners Way’.

3. Undertakes a detailed audit, plan and cost analysis (including the removal of Tour Drive 11 signage) to fulfil the TASAC requirements for ‘The Miners Way’ to be recognised as a State Tour Drive.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.23 Glen Innes and District Sports Council Annual Grants for 2020/2021

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES

Author: Graham Archibald - Manager of Recreation and Open Item 7.23 Item Spaces

ANNEXURES Annexure A Glen Innes and District Sports Council Minutes 6 July 2020⇨

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council GRANTS AND SUBSIDIES: Programs Customer Index: Glen Innes and District Sports Council

PURPOSE

The purpose of this report is to seek Council’s approval to allocate and award capital and/or equipment grants to various sporting organisations within the Glen Innes Severn Local Government Area.

BACKGROUND

Council has provided the Glen Innes and District Sports Council (Sports Council) with $10,000 annually to distribute to local sporting groups for capital projects and/or the purchase of equipment. This amount was increased from $7,500 in 2016/2017.

The following projects were approved in 2019/2020 and all have been completed in accordance with the requirements of Council and the Sports Council.

Amount Organisation Project Granted Glen Innes Football Transportable goal nets $1,000 Glen Innes Netball Lighting $1,000 Glen Innes Senior League Amenities upgrade $1,000 Glen Innes Minor League Amenities upgrade $1,000 Glen Innes Tennis Net replacement $1,000 Glen Innes Basketball Equipment upgrade $1,000 Glen Innes Pony Club Laptop $1,000 Glen Innes Swim Club Timing system $1,000 Glen Elgin Sports Canteen upgrade $1,000 Glen Innes Show Society Seating $1,000 TOTAL $10,000 Table 1. 2019/2020 Funded Projects

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(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 8.1.1 'Encourage the community to be more physically active.

This item also links to Council’s Delivery Program Objective CS 3.4.1 'Develop

Item 7.23 Item Master Plan/s for all sporting grounds.

(b) Financial Considerations

The Sports Council has administrated its own finances since 1 July 2009. Grant funds from Council however are administered by Council through recommendations received from the Sports Council.

An amount of $10,000 has been allocated in the 2020/2021 Operational Plan and Budget for the distribution of funding to sporting organisations. The Sports Council have determined that the funding from Council be split evenly between the qualified clubs where possible.

COMMENTARY

The Sports Council has implemented criteria for clubs to be eligible for a grant. Such criteria include a dollar for dollar contribution by the club, a minimum number of attendances at Sports Council monthly meetings by club delegates and projects are to be of a capital or equipment nature.

The Minutes of the Sports Council Committee meeting held on the 6 July 2020 (Annexure A) endorses the projects listed below. Applications for this year’s grants closed on Monday, 6 July 2020, with 11 groups submitting requests and meeting the Sports Councils funding criteria.

The applications listed in the table below have been received and endorsed by the Sports Council to receive $920 towards their projects with the exception being the Show Society whose project is valued at $1,600 so will therefore receive half, being $800. The other ten (10) projects have been determined by the Committee to have a minimum project value of higher than $1,840.

Project Amount Organisation Project Amount Granted Glen Innes Athletics Timing Equipment $1,900 $920 Jumping flags, concrete for new Glen Innes Show Society ramp and BBQ for competition $1,600 $800 shearing arena. Glen Innes & District Marquees $4,042.50 $920 Football Glen Innes Basketball Shot Clock $2,000 $920 Glen Innes Celts AFL Seating $3,200 $920 Glen Innes Senior Seating $2,754 $920 League Glen Innes Minor League Seating $2,754 $920

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Project Amount Organisation Project Amount Granted Glen Innes Netball Marquees $4,312 $920 Glen Innes Pony Club Dressage arena $6,380 $920

Glen Innes Tennis Coaches Shed $8,131.02 $920 Item 7.23 Item Glen Innes Swim Club Inflatable Obstacle Course $13,352.90 $920 TOTAL $10,000

Table 2. Proposed 2020/2021 Projects

(a) Governance/Policy Implications

All projects must be completed to the satisfaction of Council prior to the grant funding being paid and in addition substantiation of the expenditure must be demonstrated by way of the production of receipts for the associated expenses.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

Council’s ongoing support of this program develops better facilities and allows for a wider range of activities to be available to enhance the quality of life for residents.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

Any capital works carried out by sporting clubs to facilities, grounds and/or equipment improvements add to the value of the assets of the Glen Innes Severn Council and community. The proposed capital improvements, being minor in nature, will not impact significantly on Council’s asset depreciation schedule.

CONCLUSION

It is recommended that the projects listed in the body of the report be approved as they will benefit the members of the sporting clubs concerned, and in turn benefit the Glen Innes Severn community

Page 125 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

RECOMMENDATION

THAT Council:

Item 7.23 Item 1. Approves the recommendations received from the Glen Innes and District Sports Council, and funds are allocated to the following Committees for their 2020/2021 projects:

• Glen Innes Athletics $920 • Glen Innes Show Society $800 • Glen Innes Football $920 • Glen Innes Basketball $920 • Glen Innes Celts AFL $920 • Glen Innes Senior League $920 • Glen Innes Minor League $920 • Glen Innes Netball $920 • Glen Innes Pony Club $920 • Glen Innes Tennis Association $920 • Glen Innes Swim Club $920

Pays the sporting organisations on the satisfactory completion of their respective projects, listed in recommendation one (1), and subject to the lodgement of substantiation of expenditure to the Glen Innes and District Sports Council.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.24 Review of Asbestos Policy

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Kane Duke - Manager of Planning and Regulatory Services

ANNEXURES 7.24 Item Annexure A Draft Asbestos Policy (General Public)⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with a new Asbestos Policy - General Public (Annexure A).

BACKGROUND

The Asbestos Policy was last adopted by Council on 24 October 2013 and is now due for review. Following the review, it was considered more appropriate to separate the Policy into two (2) separate policy documents one (1) covering Council operations, including employee safety and one (1) for the general public.

The document has been reviewed in consultation with the Work Health Safety Consultative Group, relevant staff and Council’s Management Executive Team (MANEX).

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 7.1.5 'Provide safe community spaces.'

(b) Financial Considerations

There are no financial implications directly related to the adoption of the Asbestos Policy - General Public.

COMMENTARY

The policy document was originally based on the Model Asbestos Policy for NSW Councils and has been reviewed with consideration made to the National Strategic Plan for Asbestos Awareness and Management published by the Australian Government – Asbestos Safety and Eradication Agency in November 2019. In addition, the NSW Asbestos Waste Strategy 2019/2021 published by the NSW Environment Protection Authority in September 2019 has been considered. The review has resulted in only minor changes from the original Model Asbestos Policy for NSW Councils.

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The Asbestos Policy - General Public remains fundamentally unchanged and continues to cover the roles and responsibilities that Council has in relation to the Glen Innes Severn Council Local Government Area (LGA). These include providing an educational role within the community, managing land use, managing asbestos contaminated waste and Council’s regulatory responsibilities.

Item 7.24 Item Changes to the document consist of removal of the reference to work health and safety measures around Council employees, updated reference to legislation, formatting improvements and changes to reflect the correct opening hours of the Glen Innes Landfill. The Glen Innes Severn Council Asbestos Policy - for General Public will reinforce:

• The role of Council and other organisations in managing asbestos for the general public; • Council’s relevant regulatory powers; • Council’s approach to dealing with sites contaminated by asbestos and emergencies or incidents; • General advice for residents on renovating homes that may contain asbestos; • Council’s development approval process for developments that may involve asbestos and conditions of consent; and • Waste management and regulation procedures for asbestos waste in the LGA.

(a) Governance/Policy Implications

The Asbestos Policy - General Public was developed in accordance with the Model Asbestos Policy that was originally developed by Local Government NSW and has been revised to also consider the National Strategic Plan for Asbestos Awareness and Management and NSW Asbestos Waste Strategy.

(b) Legal Implications

In November 2010, the NSW Ombudsman tabled a report to the NSW Parliament titled, Responding to the asbestos problem – the need for significant reform in NSW. The 2010 Ombudsman report recommended that a separate Asbestos Act be created. The NSW Government did not support that recommendation.

The Ombudsman acknowledged that various agencies with responsibility for asbestos issues work within specific legislative guidelines; however, the existing legislation is disjointed and does not cover the field.

(c) Social Implications

Asbestos fibres can cause asbestosis, lung cancer and mesothelioma. Symptoms of asbestos dust related disease can appear up to 20 to 40 years after the first exposure. Asbestos containing materials were used in many of the buildings, assets and infrastructure located in Australia before the mid-1980s

This policy will minimise the risks associated with exposure to asbestos for the residents of Glen Innes Severn LGA.

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(d) Environmental Implications

The adoption of the new Asbestos Policy - for General Public will ensure that asbestos is managed in a responsible manner and assist to prevent contamination of the environment.

(e) Economic/Asset Management Implications 7.24 Item

There are no implications associated with this report.

CONCLUSION

The adoption of the new Asbestos Policy – General Public will provide guidance for both staff and the community when dealing with asbestos containing materials.

The new Asbestos Policy - for General Public is now presented to Council for review and adoption to replace the Glen Innes Severn Council Asbestos Policy 2013.

RECOMMENDATION

That Council adopts the new Asbestos Policy - General Public Policy.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.25 Review of the Domestic Waste Management Policy

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Kane Duke - Manager of Planning and Regulatory Services

Item 7.25 Item ANNEXURES Annexure A Draft Domestic Waste Management Policy⇨

ECM INDEXES Subject Index: WASTE MANAGEMENT: Service Provision CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the revised Domestic Waste Management Policy for adoption (Annexure A).

BACKGROUND

The Domestic Waste Management Policy was last adopted by Council on Thursday, 26 November 2015. The document has recently been reviewed by Council’s Management Executive Team (MANEX) and is recommended for adoption.

(a) Relevance to Integrated Planning and Reporting Framework

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

(b) Financial Considerations

Council has allocated an amount of $10,000 in the 2020/2021 Operational Plan and Budget for the purchase of new mobile garbage bins.

COMMENTARY

The aims of the Glen Innes Severn Council Domestic Waste Management Policy are: • Equitably apply and fund the cost of domestic waste management services so as to provide fair and reasonable access to garbage and recycling services for all residents in a cost-effective manner; • Provide guidance to the community on entitlements for the issue and replacement of mobile garbage bins, and for the collection and storage of mobile bins; • Minimise contamination in recyclable collections; • Encourage residents to look after mobile bins assigned to them, so as to minimise the loss of access to services and cost to Council through theft, loss or damage to landholders’ kerbside collection bins; and • To achieve a reduction of waste to landfill by maximising participation in recycling.

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Minor changes are proposed for the Domestic Waste Management Policy around improved wording and formatting. In essence, there are five (5) minor changes proposed in this revision of the Domestic Waste Management Policy: • The policy has been amended to reflect the service provisions as agreed to by

the Waste Contractor JR Richards and in line with service and resource Item 7.25 Item allocation available by Council; • Removal of the requirement for residents to supply statutory declarations when bins are damaged, stolen or vandalised; • Removal of the requirement to provide Council with a Police events number if the bin is vandalised or stolen; • Minor changes reflecting title changes and improved workflow processes within Council; and • The policy continues to place the onus on landowners to retain responsibility for the replacement of “lost, stolen or damaged beyond repair bins”. Since the 2008 policy, it has proven effective in reducing the cost of replacement bins to Council, and recognised that generally, it is residents who are best placed to manage the security of bins.

The policy continues to focus on waste collection related matters such as domestic waste management charging and services, collection and storage of mobile garbage and recycling bins, contamination of mobile bins and upgrading the size of mobile bins.

The proposed changes to the Domestic Waste Management Policy are highlighted in red font within Annexure A.

(a) Governance/Policy Implications

The revised policy continues to provide a framework for managing Council’s domestic waste management services, including guidance for residents and Council staff in assessing claims for bin replacement.

Once adopted by Council, the revised Waste Management Policy will become policy of Council.

(b) Legal Implications

The policy is drafted with consideration of Section 504 of the Local Government Act 1993 which specifies requirements for how residents are charged for domestic waste management services.

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(c) Social Implications

The adoption of the revised Domestic Waste Management Policy provides for the continuation of a regular and efficient household waste collection and disposal service, and documents resident entitlements creating a transparent system, which should instil community confidence.

Item 7.25 Item (d) Environmental Implications

Council is committed to providing a reduction in waste to landfill and improved resource recovery.

(e) Economic/Asset Management Implications

There are no asset management or economic implications arising from this report.

CONCLUSION

The adoption of the revised Domestic Waste Management Policy will continue to provide the framework for managing waste collection and mobile bins. In addition, it will provide improved guidance to staff and the community regarding matters such as mobile garbage bin replacements. The revised policy is now presented to Council for review and adoption.

RECOMMENDATION

That Council adopts the revised Domestic Waste Management Policy.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.26 Review of Swimming Pools Policy

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Emily Leach - Building and Environmental Health Officer

ANNEXURES 7.26 Item Annexure A Draft Swimming Pools Policy⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy DEVELOPMENT AND BUILDING CONTROL: Swimming Pools

PURPOSE

The purpose of this report is to present Council with the revised Swimming Pools Policy (Annexure A).

BACKGROUND

The Swimming Pools Policy was last adopted by Council on 25 July 2013 and is due for review every three (3) years. The document has recently been reviewed by Council’s Management Executive Team (MANEX) and is recommended for adoption.

(a) Relevance to Integrated Planning and Reporting Framework

This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations

The Swimming Pools Act 1992 allows local authorities to recover costs associated with undertaking Swimming Pool inspections. Under the Swimming Pool Regulation 2018 the maximum available fee being $150. Council’s listed fee in the 2020/2021 Operational Plan and Budget for an initial inspection is $134 and $10 for any additional re-inspection of a swimming pool.

There is also provision for a fee of $10 should a pool owner engage Council to register their pool on the NSW Swimming Pool Register.

COMMENTARY

Drowning is a leading cause of preventable death in children under five (5) years of age. In 2012, the Swimming Pools Act 1992 was reviewed by the State Government and the Act was subsequently amended to introduce improvements to address areas that were identified as posing a safety risk for children. The changes included:

• Swimming pool owners are required to register their swimming pool or spa pool on the NSW Swimming Pool Register;

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• Accredited certifiers registered with the Building Professionals Board and local Councils can carry out inspection of swimming pools; and • From 29 April 2016 (originally 29 April 2014 but was extended twice) and unless exempted, a copy of the valid certificate of compliance or non-compliance or relevant occupation certificate (as the case may be) must be attached to the

Item 7.26 Item sale contract for any property with a swimming pool or spa pool to be sold. In addition to rent a property with a swimming pool or spa pool, a copy of the valid compliance certificate or relevant occupation certificate (as the case may be) must be given to the tenant at the time of entering into the residential tenancy agreement.

Under the previously adopted Swimming Pools Policy Council officers undertook mandatory inspections of swimming pools and spa pools for both private properties as well as tourist and visitor accommodation properties and multi-occupancy developments every three (3) years. This was to ensure that all swimming pools and spa pools would always have a recent certificate of compliance.

Changes have been made to remove the mandatory three (3) year inspections of privately owned pools as this is no longer a legislative requirement. However, tourist and visitor accommodation properties and multi-occupancy developments are still required to ensure a current certificate of compliance is always in force, and as such inspections every three (3) years are still required to be undertaken. The requirement that residential properties are only required to have an inspection undertaken and a certificate issued prior to the sale or lease of that property remains unchanged.

Amendments to the existing Council policy have been undertaken to clarify and simplify the language around the requirements for the need for inspections and compliance for pool owners and other members of the public. Other minor amendments have been undertaken to update legislation references and correct spelling. The policy now reflects these changes.

The changes will decrease the demand of Council resources and ensure the responsibility is kept with the owners as required by legislation. To date there are only approximately 50 swimming pool and spa pools registered in our Local Government Area (LGA). This is an increase of 20 new pools since 2013, there is no doubt a number of un-registered pools in the LGA exist and it is hoped these will be captured in the future as properties are sold or leased.

The revised policy will be communicated to the community using the following methods:

• Writing individually to each pool owner, currently on Council’s register, outlining the proposed inspection strategy; and • Promoting the Policy in the “Our Council” section of the Glen Innes Examiner and via and Social Media.

(a) Governance/Policy Implications

Once adopted by Council, the revised policy will become a current policy of Council.

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(b) Legal Implications

The development of a swimming pools inspection strategy is a legislated requirement under section 22B of the Swimming Pools Act 1992. The Act also authorises Council to conduct inspections, issue compliance certificates and require pool owners to bring their pools into compliance if necessary.

7.26 Item (c) Social Implications

Letters advising all identified owners of swimming pool or spa pool owners will be issued advising of the requirements of the Policy.

Adoption and implementation of the policy will serve to hopefully reduce the risk of drowning in backyard pools, with a coincident reduction in the financial and emotional impact on the community.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic/asset management implications arising from this report.

CONCLUSION

Drowning is a leading cause of accidental death in very young children. Tragically, every year children still drown in backyard swimming pools. With over 700,000 back yard swimming pools in NSW, swimming pool safety is vital.

The adoption of this amended Swimming Pools Policy will assist in balancing Council’s regulatory responsibilities with best practice service delivery, while also giving clear instructions to the public and owners on their responsibilities surrounding swimming pools and spa pool safety compliance.

The Policy will assist Council staff to act promptly, consistently and effectively to meet its legislated responsibilities under the Act and more effectively regulate swimming pools in the local government area with the assistance of owners and real estate agencies. The revised policy is now presented to Council for review and adoption.

RECOMMENDATION

That Council adopts the revised Swimming Pool Policy.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.27 Recreation and Open Spaces Best Practice Policy

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Archibald - Manager of Recreation and Open Spaces Item 7.27 Item ANNEXURES Annexure A Draft Recreation and Open Spaces Best Practice Policy⇨ Annexure B Public Tree Management Policy⇨ Annexure C Signs as Remote Supervision Policy⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the new Recreation and Open Spaces Best Practice Policy (Annexure A). This Policy will replace the Public Tree Management Policy (Annexure B) and the Signs as Remote Supervision Policy (Annexure C) which are recommended for rescindment.

BACKGROUND

Previously Council has adopted two (2) separate policies that incorporated the implementation of the Best Practice Manuals (BPM) produced by Council's insurer Statewide Mutual. These BPM’s are Trees and Tree Roots, contained within the Public Tree Management Policy, adopted by Council on 28 March 2019. Also, the Signs as Remote Supervision BPM, which is contained within the Signs as Remote Supervision Policy, was last adopted by Council 27 March 2014.

The documents have recently been reviewed in consultation with the Manager of Governance, Risk and Corporate Planning, relevant staff and Council’s Management Executive Team (MANEX). In addition, Statewide Mutual’s Regional Risk Manager has provided feedback and the proposed Policy was referred to Council’s Open Spaces Committee for information.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 7.1.1 'Provide safe community spaces.'

(b) Financial Considerations

The new policy will provide a foundation on which operational and financial decisions will be made. An annual budget allocation of $20,000, for the purchasing and maintenance of trees for streetscapes, parklands and roadside plantings has been allowed in the 2020/2021 Operational Plan and Budget. This allocation will be required in future years to assist in the implementation of this policy.

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The upgrading or purchase of new remote signage, as per the audit requirements under the BPM, will continue to be funded through the annual maintenance allocation for recreation and open spaces.

COMMENTARY

The review of the respective policies undertaken in consultation with Council’s insurer, 7.27 Item has led to one (1) policy being developed to cover the implementation of the BPM’s. This will mean that the Public Tree Management Policy and the Signs as Remote Supervision Policy may be rescinded.

The BPM’s are under constant review and can change often, having policies directly relating to them can be problematic as they may change regularly therefore requiring continual updating of the Policy. The BPM’s are now considered as an operational document and only referred to in the Policy as being used as Council’s guidelines when dealing with trees and remote signage within the Recreational and Open Spaces framework.

The Policy continues to reflect Council’s commitment to providing a safe recreation and open space environment, recognising that incidents associated with the lack of appropriate signage and improper selection of trees form a significant percentage of public liability claims received by Councils in New South Wales.

The policy, together with the BPM’s, will provide the guidelines for managing:

• Selection, placement and erection of signage in the Open Spaces; • Management of identified hazards; • Annual programs for tree inspections; • Street tree replacements; • Tree species, removal, planting and pruning; and • Use of consultants for risk and Arborist services.

The BPM’s will be established as the procedural document in relation to the abovementioned areas to alleviate the need to change this policy when these documents are updated or changed. It will also ensure that the most current procedures are relevant and readily accessible.

(a) Governance/Policy Implications

Once adopted by Council, the Recreation and Open Spaces Best Practice Policy will become policy of Council. The Policy will provide Council with the context to provide a managed approach to the provision and management of remote signage and trees in open spaces, and to ensure the safety of the users of these assets.

(b) Legal Implications

There are no legal implications arising from this report.

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(c) Social Implications

Council owes a duty of care to its recreational and open space users when accessing these areas. Council must be aware of the risks to which they are exposed in providing recreational and open spaces and be able to demonstrate a systematic approach in managing the risks.

Item 7.27 Item With the incorporation of good signage and tree plantings Council can:

• Beautify and soften the harshness of streets and buildings; • Enhance heritage, neighbourhood character and sense of place; • Screen unattractive views and add a vertical dimension to a scene; • Provide shade, thus reduce sunburn and skin cancer; and • Provide sensory stimulation – colours, forms, movement, textures, scents and sounds.

(d) Environmental Implications

The management of trees will continue to promote environmental sustainability.

(e) Economic/Asset Management Implications

The upgrading or purchase of new signage, as per the audit requirements will result in on-going depreciation costs however are considered to be minimal.

CONCLUSION

Council’s Recreation and Open Spaces Best Practice Policy has been developed to reflect Council’s commitment to providing a safe recreation and open space environment. It is important for Council, from a public liability perspective, that it continues to reference the BPM and has sound policies around risk management.

This policy will replace the Public Tree Management and the Signs as Remote Supervision policies which will be required to be rescinded if Council adopts the new Policy.

RECOMMENDATION

THAT Council:

1. Adopts the Recreation and Open Spaces Best Practice Policy.

2. Rescinds the Public Tree Management Policy and the Signs as Remote Supervision Policy.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.28 Development, Planning and Regulatory Services Directorate: Monthly Report for July 2020

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES

Author: Kimberley Wilkins - Personal Assistant Item 7.28 Item

ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The purpose of this report is to identify statistical information in relation to activities of the Development, Planning and Regulatory Services Directorate for the month of July 2020. This report specifically covers the period from 1 July 2020 to 31 July 2020.

BACKGROUND

The Development, Planning and Regulatory Services Directorate of Council is responsible for the following key functions:

Page 139 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Relevance to Integrated Planning and Reporting Framework

The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2017-2027, Delivery Program 2017-2021 and Operational Plan and Budget for the 2020/2021 Financial Year.

Item 7.28 Item (b) Financial Considerations

Provision is made in the Operational Plan and Budget for the 2020/2021 Financial Year to fund the activities and programs as listed in this report.

COMMENTARY

A report of statistical data will be presented to Council each month for comparison purposes, showing the previous year’s totals, and the year to date figures for the current year.

REGULATORY AND PLANNING SERVICES

Development Application (DA) Data

2020-2021 2019-2020 (July 20-June 21) (July 19-June 20)

Total Number of DAs Determined 9 95 Average Determination Time (days) – All 17 21 Applications Average Determination Time (days) – Minor 17 19 Development* Average Determination Time (days) – Major 0 35 Development** Value of DAs $407,900 $11,354,797,84 Number of Single Dwellings 3 21 Urban 0 Urban 7 Village/ 2 Village/ Large 3 Large Lot Lot Residential Residential Rural 1 Rural 1 1 Number of Multi Unit Dwellings 0 3 Urban 0 Urban 2 Rural 0 Rural 1 Number of Subdivisions 2 9 Number of Commercial Developments 0 16 Number of Industrial Developments 0 3 Withdrawn 0 1 * Typically residential applications such as dwellings, sheds and alterations and additions that don’t meet the Complying Development Criteria.

** Commercial and industrial applications and applications requiring referral to Government Departments.

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DEVELOPMENT APPLICATIONS AND COMPLYING DEVELOPMENT CERTIFICATES: Determinations issued – July 2020

Section 4.59 of the Environmental Planning and Assessment Act 1979, as amended, precludes a challenge to the validity of consent more than three (3) months after the date of public notification of the consent. Consents are available for public inspection, free of charge, during ordinary office hours at Council’s Church Street office. In 7.28 Item accordance with Section 4.59 of the Act and Clause 124 of the Environmental Planning and Assessment Regulation 2000, the following determinations are publicly notified:

DA/CDC Number Description Location

DA32/2020 Consolidation & Boundary Adjustment Nant Park Road, Deepwater

DA5/16-17 5 Lot Subdivision 27 Golf Links Road, Glen Innes Modification

DA37/2020 Erect Shed Tenterfield Street, Deepwater

DA41/2020 Erect Shed 68 Lang Street, Glen Innes

DA42/2020 Erect Shed 74 Fawcett Road, Glen Innes

11648 Old Grafton Road, DA45/2020 Continued use of dwelling Diehard

DA2/20-21 Erect Shed 11 Caerleon Road, Glen Innes

Additions & Alterations to existing CDC5/2020 26 Veness Street, Glen Innes dwelling

DA1/20-21 Construct Dwelling 42 Sharman Road, Glen Innes

Additions & Alterations to existing CDC1/20-21 519 Grey Street, Glen Innes dwelling

Additions & Alterations to existing CDC2/20-21 1 Meade Street, Glen Innes dwelling

Continued use of dwelling and alterations DA44/2020 41 Gough Street, Deepwater and additions to dwelling * Unrestricted consent may affect the environmental amenity of the area and would not be in the public interest. The development satisfies the relevant aims, objectives and provisions of both the Glen Innes Severn LEP 2012 and Glen Innes Severn DCP 2014. The application was not required to be notified in accordance with Table 2.1 of the Glen Innes Severn DCP 2014.

# Unrestricted consent may affect the environmental amenity of the area and would not be in the public interest. The development satisfies the relevant aims, objectives and provisions of both the Glen Innes Severn LEP 2012 and Glen Innes Severn DCP 2014. The application was required to be notified in accordance with Table 2.1 of the Glen Innes Severn DCP 2014.

Page 141 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Complying Development Application (CDC) Data

2020-2021 2019-2020 (July 2020-June (July 2019-June 2021) 2020)

Item 7.28 Item Total Number of CDCs 3 11 Value of CDCs $98,000 $444,250.27 Number of Single Dwellings 0 1 Urban 0 Urban 0 Rural 0 Rural 0 Village 0 Village 1

Declaration of Interest by Applicant of a Development Application/Construction Certificate/Complying Development

Nature of Interest Number Received Number Received this period 2019-2020 (July 20) (Jul 19-June 20) Applicant or owner is an employee of 0 3 GISC or a Councillor Applicant with any relationship to staff 1 1 or Councillor

10.7 (Zoning) Certificates Issued

Section 10.7 Certificates are issued under the provisions of the Environmental Planning and Assessment Act 1979. It is compulsory for every property sold to be accompanied by a Section 10.7 Certificate.

2020-2021 2019-2020 (July 20- June 21) (July 19- June 20)

24 329

Pound Facility Improvements

The pound upgrade is nearing completion. Doors on the dog cages, installation of the water troughs and finishing of the fabrication of the second large cat cage will finalise this project.

The investment of this grant money ($4,000) has addressed the need to be able to utilise the dog cages on the northern side of the complex and allowed for a new cattery space with new custom-made cat cages. This focuses on improved animal welfare and handling for Rangers and now allows for a larger number of animals to be held at the pound. It has also unrestricted the storage space in the existing small green shed.

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The roller door and corrugated fencing near the cattery area improves the security of the facility and functions as a deterrent for break ins as there is now no visibility into the pound. Security has been an issue in the past with recurring break ins and the subsequent damage caused by the unlawful recovery of impounded dogs.

Item 7.28 Item

View of area (before upgrade) View of area upgraded – (nearing completion)

New Cattery (cream shed) Custom made cat cages in cattery shed

RECREATION AND OPEN SPACES

Cemeteries Funerals have been attended to as required. Areas in the Glen Innes cemetery have been maintained to remove unnecessary overgrowth in the various sections. The roadside area along Hunter Street, leading to the cemetery has been tidied.

The new beams for the extension to the new Lawn section have been marked out for installation. Checks and measurements of the turning radius of mowers and larger equipment have been considered in the design to ensure accessibility for future maintenance.

Parks and Sporting Fields The Parks Team continue to undertake park inspections each week to check for hazards, inspect the play equipment, attend to areas that require maintenance or to address a safety issue, clean up litter and/or remove graffiti.

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Sport recommenced in Glen Innes for some sporting groups on a wet and cold weekend but that certainly didn’t deter the spirits of players. King George Oval was mowed, the cricket pitch was covered and line marking for the AFL field was carried out for the Glen Innes Celts.

Rugby Park was mowed in anticipation for the Glen Innes Elks return to its home

Item 7.28 Item ground from the Showground. The extension to the Club House is nearly completed

Clearing and levelling of excess soil around Wilson Park Netball Courts was completed, ready for the return of the Netball season on the new courts and weekly training on Wednesday afternoons.

Minor Rugby League hosted a club working bee prior to their home game season kick off at Meade Park. The new facility building at Mead Park is nearing completion with internal and external painting to be finalised before completion.

The New Facility Building at Meade Park – nearly finished and quite a backdrop!

Swim Centres Both Glen Innes and Emmaville Swim Centres remain closed for the season. The water is being maintained to a standard so as they will only have to be topped up leading into the next season, thus saving water wastage. Preseason meetings to prepare for the opening of the Pools have been planned, specially to ensure any COVID-19 requirements are able to be met.

Other Open Spaces Tree Inspections and street tree pruning has taken priority for the Parks Team. Priority has been given to those street trees with low overhanging branches that affect the use of buses, streetsweeper and the garbage contractor.

The large grass area around the showground has been mowed and tidied.

Courtyards and open grassed areas at the Library, CBD, Council offices and parks have been attended to with mowing, pruning and maintenance as required by the regular scheduled works program.

The Town Hall clock is now one (1) step closer with the placement of the reconditioned base. Over the next two (2) to three (3) weeks the rest of the mechanism will arrive and be reinstalled to have the clock back up and running.

Page 144 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

WILSON PARK AMENITIES UPGRADE

Under Round two (2) of the Stronger Country Communities funding, Council received funding that was invested into the upgrade of the Wilson Park amenities building.

This project allowed for the canteen to be fully upgraded with a complete refurbishment 7.28 Item of appliances and cooktops and allows for the safe working area to cook and sell food goods in accordance with safe food handling guidelines.

The building extension has allowed for additional storage for the Glen Innes Little Athletics group to house their sporting equipment without encroaching on existing storage utilised by other sporting groups. This will eventually facilitate the moving of athletics from King George Oval to Wilson Park on a permanent basis.

Further, new toilets with new partitions, new disabled toilets and a new hot water system saw the upgrade reach completion at the end of June and has improved this facility significantly.

Additionally, there will be further investment in Wilson Park with an electrical power upgrade, installation of power poles for sports field lighting, funded by the White Rock Wind Farm Community Fund. Top dressing of the playing fields commenced in July and will complete this $512,443 Stronger Country Communities project.

Service Window outside the new Canteen Service Window and new benchtops

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Item 7.28 Item

New cooking area New storage, hand washing area and floor

New Extension to the existing building Great addition and improvements

TOWN HALL CLOCK UPGRADE

The Town Hall clock is now one (1) step closer to completion with the placement of the reconditioned base back in the case at the Town Hall.

The remainder of the clock will be delivered in careful, precise stages and installed periodically over the coming two (2) to three (3) weeks. This is to ensure that the mechanism parts do not ‘rub’ against each other in transit or create movement in the clock mechanism that would potentially damage the parts and ‘undo’ the time taken in the restoration work.

Clock base now installed at the Town Hall

Page 146 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

SALEYARDS

Council continues to hold sheep sales in line with current COVID-19 guidelines particularly around social distancing. Another Elders store cattle sale is scheduled for the end of the month and this monthly store cattle sale has now been booked to be held at the saleyards regularly until the end of the year.

7.28 Item Friday, 24 July saw the Saleyards hold the 75th Annual Glen Innes Hereford Bull Sale to continue its long-standing special event as the longest multi-vendor bull sale in Australia and the largest multi-vendor sale in the region.

Outstanding Herefords on Sale at the 75th Annual Hereford Bull Sale

2020-2021 Description 2019-2020 2018-2019 2017-2018 2016-2017 (July 20-June 21)

Fat cattle 248 2,265 11,471 7,650 8,321

Cattle 362 4,655 7,278 8,014 7,764 weighing Special cattle 101 1,897 9,422 10,337 7,116 sale Total cattle 711 8,817 28,171 26,001 23,201

Cattle gross $239,150 $3,714,590 $12,833,446 $9,551,980 $17,322,082 value

Description 2020-2021 2019-2020 2018-2019 2017-2018 2016-2017 (July 20-June 21)

Fat sheep 1,177 29,007 72,143 62,658 65,268

Total sheep 1,177 29,007 72,143 62,658 65,268

Sheep $173,214 $3,867,411 $7,685,449 $6,472,152 $6,519,268 gross value

Page 147 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

ECONOMIC DEVELOPMENT

FACILITATE MARKET AND BUSINESS OPPORTUNITIES

1. Economic Development Strategy and 5 Year Action Plan Community Consultation was conducted in June and July through a variety of

Item 7.28 Item means including the standard public exhibition process (one (1) submission was received). Of the online survey’s 32 people completed the Agriculture version, 28 people completed the Visitor Economy version and 18 people completed the Small Business version.

Of the five (5) community web sessions there were a total of three (3) participants. There were two (2) participants for the Agriculture Industry web session, two (2) for the Tourism Industry web session and zero (0) for the Small Business Industry web session.

Additional workshops were completed with the GLENRAC committee with 15 participants and a follow-up session with survey respondents whom indicated on the survey they wished to have a session with the Manager of Economic Development (MED) with eight (8) participants attending.

Other projects relevant to this project include:

RESEARCH INTO SOCIAL PROSPERITY AS A FRAMEWORK FOR LOCAL PROSPERITY (NEIGHBOURLYTICS) The research is funded and will be conducted to understand, measure, and improve the well-being of our community in order to leverage from this and drive population growth and economic prosperity. This is a data-analytics project with the outcome of informing the Economic Development Strategy (EDS) and Action Plan (AP) strategy as well as provide actionable insights for future planning including the next Community Strategic Plan and Delivery Program.

For more information please see: https://neighbourlytics.com/launchcities

JOBS AND SKILLS GAPS RESEARCH (REGIONAL AUSTRALIA INSTITUTE) This project will create a plan of attack for local leaders to address future jobs and skills issues in the Glen Innes Severn Local Government Area (LGA). This project aims to be able to create a jobs and skills strategy that will complement and inform the Council’s new economic-development strategy.

The research will also be leveraged in assisting in the developing of priorities and approaches for the next Community Strategic Plan and Delivery Program. Outputs will include:

• A report highlighting the main future growth factors that will impact the Glen Innes Severn region; • An audit and report on the current workforce jobs and skills gaps and the projected future workforce requirements; and • A strategy to attract workers for the Glen Innes Severn region.

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AGRICULTURAL INNOVATION ACTION PLAN – PHASE 1 (REGIONALITY). This project is to develop an Agri-Innovation Action Plan to leverage in the final EDS and AP. Council’s project team will partner with Regionality whom will deliver the project including the relevant workshops needed to create the action plan.

Item 7.28 Item This project along with Phase two (2) referred to below will enable Council to have an informed and strategic approach to one (1) of the main challenges in our local economy as identified in the EDS and AP background report namely our over-reliance on agriculture (beef) creating local economic volatility.

2. Local Business Training Opportunities Local businesses can access free training, funded by Council and conducted by BrandLocal. This opportunity continues to be promoted and to date the total number of registrations has reached 12.

The training was included in an article by Glen Innes Examiner - https://www.gleninnesexaminer.com.au/story/6842943/local-business-can-now- access-free-marketing-training/?cs=422

3. Local Economic Leakage This project provides a digital solution to address the $200,000,000 in local economic leakage from our community. ‘Highlands Hub – Business’ was launched to provide businesses an online platform to support local businesses to connect and generate more local revenue.

There have been 42 business registrations, seven (7) marketplace opportunities, several articles and notices uploaded by businesses on the platform to date. Businesses can register and connect here: https://highlandshub- business.localised.com.au/

Promotion of the ‘Highlands Hub – Business’ continues, and we are utilising the Highlands Hub Business Awards (referenced below) to increase registrations and engagement with the Hub.

4. Buy Local Activity The Business in Glen (BiG) initiative ‘Totally Locally’ was paused during COVID-19.

Council continued buy-local initiatives during COVID-19 with the intention of continuing to deliver much-needed motivation to encourage the community and visitors to shop local and think local first. The most visual representation of this is the highway and street banners that were installed.

Another initiative to assist local businesses to promote themselves is the Highlands Hub – Business Awards which will be launched in August. Local Businesses registered on Highlands Hub – Business, will be able to nominate other businesses on the Hub for the awards – the top three (3) in each category will win one (1) of 12 Local Digital Marketing Packs.

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5 Strengthening Business Advisor Business NSW has won a tender with the Federal Government to supply a professional Business Advisor to help Tenterfield and Glen Innes recover from the bushfires. Diane Gray has been appointed to the position who has extensive business coaching experience running her own business and large national organisations. Her role is to help, one-on-one, take some of the confusion our Item 7.28 Item regarding the numerous sources of information to help with recovery.

6. Tourism Product Development Grant applications submitted to the Regional Tourism Bushfire Recovery (RTBR) grant have been successful which will contribute to building additional tourism products to leverage for attracting more visitors. These include:

• WASHPOOL NATIONAL PARK SOUNDTRAIL Walcha Council led a joint submission on half of the New England High Country (NEHC) group of Councils to create four (4) new sound trails.

Soundtrails are audio-immersive experiences for a location which incorporate memories, stories, voices, myths and archival footage all wrapped up in a story you can listen to as you walk through a location. Funding was also received for a promotional campaign for the soundtrails which will be led by Glen Innes Council and will incorporate all of the existing soundtrails in the NEHC group.

Find out more here: https://www.soundtrails.com.au/

DEVELOP A STRONG BRAND FOR GLEN INNES HIGHLANDS

GLEN INNES HIGHLANDS MARKETING

1. Glen Innes Highlands Marketing Glen Innes Highlands continues to be promoted via paid search, digital and social channels in line with the marketing strategy (Visit, Live, Invest) and brand pillars. The campaign is consistently performing well against industry averages and benchmarks. Television (TV) is being trialled across WIN and NBN until Friday, 31 July 2020. Social channels include Facebook and Instagram are seeing high levels of engagement and driving brand awareness to almost 6,500 collective fans.

Glen Innes Highlands was featured by Hayden Quinn on the 7 network and the Glen Innes Examiner included a story on Tourism - https://www.gleninnesexaminer.com.au/story/6834723/travellers-hit-the-road- as-restrictions-ease/?cs=422

GLEN INNES HIGHLANDS MONTHLY NEWSLETTER – the July newsletter can be viewed here: https://gleninneshighlands.com/glen-innes-highlands- newsletter-july-2020.html

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2. Event Development and Support Grant applications submitted to the RTBR by Destination Country and Outback on behalf of a number of Council’s were successful. This means that $10,000 for Australian Celtic Festival and $10,000 for Minerama to support marketing and promotional activity will be received for the 2021 events.

The draft Australian Celtic Festival 5-year strategic plan was adopted by Council 7.28 Item for public exhibition and the community are invited to provide submissions regarding the draft strategy. An ABC NENW radio interview was conducted on Friday, 24 July 2020 with the MED on the direction of the plan.

The next Destination Management Plan (DCP) for Glen Innes Highlands will be conducted by a consultant following review of the submissions received for the Request for Quote (RFQ). Submissions closed on Friday, 31 July 2020 and two (2) submissions were received.

The New England High Country (NEHC) campaign is in development and a staggered launch is planned for between 13 September 2020 and February 2021. The campaign will target the touring market including motorcycles, car clubs and RV’s.

RECOGNISE AND SUPPORT THE AGRICULTURAL SECTOR AS THE MOST SIGNIFICANT LOCAL INDUSTRY WITHIN THE LGA

1. Local Disaster Recovery and Resilience Project GLENRAC are delivering a series of workshops to deliver this project aimed at improving business’s ability to withstand and recover from disasters and manage risk. Please see all of the events planned by GLENRAC here: https://www.glenrac.org.au/events.php

2. Agricultural Diversification Program – Phase two (2) The project will deliver a business development program for agricultural diversification across agri-food/tourism/business. The project will include field days, workshops and on-going mentoring for people interested and identified through the program as wanting to diversify their on-farm business including assistance in lodging Development Applications to Council.

FACILITATE GROWTH AND SUPPORT BUSINESS DEVELOPMENT

1. Integration of Australian Tourism Data Warehouse (ATDW) The Glen Innes Highlands Event page has been re-launched and now directly integrates with ATDW. Council will be encouraging tourism businesses to ensure that their ATDW listing is completed/updated.

2. Tourism Packages Platform – Proposal and Business Case This project is to develop a tourism platform to convert the international and domestic markets for regional towns. The project will deliver a written proposal and business case to enable further funding application to build and launch the platform. Council are liaising with a selected local stakeholder group in the development of the proposal which is consulted to Mercer Bell for completion.

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3. Attracting the Conference Market Following the creation of six (6) ‘pop-up conference’ themes under the Glen Innes Highlands brand, Council have consulted with Destination NSW (DNSW) to update the Meet in NSW website. This will raise the potential for Glen Innes Highlands to be considered as a place for conferences and other business Item 7.28 Item meetings.

4. Centennial Parklands Masterplan Part of the Centennial Parklands Master Plan concepts is for the development of Crofters cottage and facilities to benefit the attraction and the Australian Celtic Festival event. An RFQ has been submitted to vendor panel.

The remaining funding from the Bushfire Recovery Agency will be used to fund the delivery of the shared pathways, also an initiative in the concept plan.

5. New England Rail Trail Halliburton and Associates have been appointed to undertake the detailed costing for the remaining parts of the New England Rail Trail. It is expected that this will be completed in October however this is COVD-19 dependant.

GRANT APPLICATIONS APPROVED - FINANCIAL YEAR SUMMARY

Description 2020-2021 2019-2020 2018-2019 2017-2018

Number of Grants 7 11 29 12 Approved

TOTAL $1,603,500 $4,504,252 $11,005,216 $1,051,535

Number of Unsuccessful Grant 2 3 6 Applications

TOTAL $4,316,548 $1,880,691 $1,837,753

Page 152 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

2019-2020 GRANT APPLICATIONS APPROVED

VALUE OF GRANT DESCRIPTION GRANT Federal Natural Disaster Recovery Funding $1,300,000

Drought Relief Heavy Vehicle Access $50,040 7.28 Item Safe and Secure Water Fund – NSW Department of Industry – $500,000 Two (2) Bores NSW Safer Roads – Bald Knob Road Project $398,500 Stronger Country Communities Fund – Round Three (3) – Wind $87,986 Turbine Park Round One (1) of the Bushfire Community Resilience and $250,000 Economic Recovery Fund (BCRERF) Fixing Country Roads – Truck Wash Stream – Glen Innes Truck $142,000 Wash Rehabilitation Regional School Holiday Activities $9,645 Drought Communities Programme – Extension Round Two (2) $1,000,000 Combating Pest and Weed Impact During Drought Program - Combating Local Priority Weeds in a Collaborative Cooperative $683,681 Coordinated Approach Building Better Regions Fund Round Two (2) – BBRFCIV000264 – Community Investments Stream – Future Jobs Growth and $82,400 Local Skills Gap Research Project TOTAL VALUE OF GRANTS APPROVED $4,504,252

2019-2020 GRANT APPLICATIONS UNSUCCESSFUL

VALUE OF GRANT DESCRIPTION GRANT Commonwealth Home Support Program $61,904 Stronger Country Communities Fund – Round Three (3) – Skate $400,000 Park Redevelopment Foundation for Rural and Regional Renewal (FRRR) Tackling $18,787 Tough Times Together – Art Based Mental Health Workshop Project with University of New England (UNE) Fixing Country Roads – Bridges Stream – Mt Mitchell Road, $1,400,000 Mann River Bridge TOTAL VALUE OF GRANTS UNSUCCESSFUL $1,880,691

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2019-2020 GRANT APPLICATIONS LODGED AND PENDING DECISION

VALUE OF GRANT DESCRIPTION GRANT

Empowering Our Communities – Youth Booth Events $8,900 Item 7.28 Item Bridges Renewal Scheme – Round Five (5) – Bridge over $945,000 Yarrow Creek on Mt Mitchell Road TOTAL VALUE OF GRANTS LODGED AND PENDING $953,900 DECISION

2020-2021 GRANT APPLICATIONS APPROVED

VALUE OF GRANT DESCRIPTION GRANT Regional Tourism Bushfire Recovery Grant (RTBR) – $145,000 Stream 2 – Escape Rooms RTBR – Stream 2 – National Park Soundtrails – Joint $120,000 application with NEHC - $248,680 total application - $120K promotional programme allocation to be led by GISC RTBR – Stream 2 – ACF and Minerama Events – Joint $20,000 application with DCNO RTBR – Stream 1- Application 1012 GlenRock $20,000 NSW Safer Roads/Federal Black Spot program – three (3) $398,500 Projects within the LGA (Bald Knob Road Approved) Fixing Local Roads - Round 1 - NSW Government. Furracabad $900,000 Rd Project TOTAL VALUE OF GRANTS APPROVED $1,603,500

2020-2021 GRANT APPLICATIONS - UNSUCCESSFUL

VALUE OF GRANT DESCRIPTION GRANT NSW Safer Roads/Federal Black Spot program – two (2) $4,316,548 Projects within the LGA TOTAL VALUE OF GRANTS UNSUCCESSFUL $4,316,548

2020-2021 GRANT APPLICATIONS – LODGED AND PENDING DECISION

VALUE OF GRANT DESCRIPTION GRANT RTBR – Stream 1- Application 1012 GlenFest $10,000 TOTAL VALUE OF GRANTS LODGED AND PENDING $10,000

Page 154 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Governance/Policy Implications

There are no governance or policy implications arising from this report.

(b) Legal Implications

There are no legal implications arising from this report. 7.28 Item

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

The statistics in this report deliver information to Council on the key activities undertaken in Council’s Development, Planning and Regulatory Services Directorate for the month of July 2020.

RECOMMENDATION

That Council notes the information contained in this report.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.29 Road Classification Review - Transfer of Regional Roads

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

Item 7.29 Item ANNEXURES Annexure A NSW Roads Classification and Transfer of Regional Roads Information Paper⇨

ECM INDEXES

Subject Index: Roads – Regional Roads

PURPOSE

The purpose of this report is to inform Council of the status of the independent panel review of road classification within NSW, and to provide Council with an opportunity to provide feedback into that process.

BACKGROUND

In February 2019, the NSW Government announced the transfer of up to 15,000 kilometres of regional roads to the State as part of a broader package of support for local councils to better manage and maintain the rural road network.

This proposed transfer of regional roads has been combined with a Road Classification Review to ensure equity and transparency in all changes and support the development of a more integrated road transport network.

An Independent Panel, chaired by Ms Wendy Machin, has been established to make recommendations for consideration by the NSW Government on both aspects.

Council has received an invitation from the committee to recommend roads for inclusion in the review.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 3.1.1 ‘Optimise the management of assets, with a focus on Council’s road network and drainage.’

This item also links to Council’s Delivery Program Objective IM 4.2.1 ‘Advocate for more external funding from both State and Federal Governments.’

(b) Financial Considerations

The classification of Bald Nob Road as a Regional Road in the absence of any transfers to State Government, would potentially increase Council’s revenue by approximately $200,000 per annum under the current Block Grant and REPAIR program arrangements.

Page 156 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

The transfer of regional roads away from Council would result in a reduction in direct operational costs of $442,470 per annum but also a reduction in external funding of $905,000.

This apparent profit is offset by new asset capital spending on the upgrade of these roads, so the net impact after capital items is nil, which stands to reason

as all funds from the Block Grant and REPAIR program must be expended on 7.29 Item regional roads.

The transfer of these roads to the State would remove the risk that unplanned overspend on future projects is carried by Council’s general fund.

COMMENTARY

An information paper regarding the scope and principles of the review has been publicised (Annexure A).

The Independent Panel is asking road managers to identify all roads they intend to submit as a priority for reclassification or transfer.

Nominations for the priority submissions to the Road Classification Review and Regional Road Transfer are now open, and road managers are asked to make their submission by 30 August 2020.

Council has long advocated for the Bald Nob Road to be classified as a regional, if not a state road. This road serves as a short cut link between the New England and Gwydir Highways, reducing the travel distance by 38 km.

The majority of vehicles on the road are through traffic, as observed by traffic count data and anecdotal evidence.

It is therefore strongly recommended that the Bald Nob Road be nominated to be reclassified.

It is also recommended that Council nominate the link roads between Emmaville and Inverell, and between Emmaville and Ashford, as these roads potentially meet the definition of a Regional road being the direct route between smaller towns.

The transfer of regional roads to state ownership is a very different matter.

The reason for the proposed transfer of roads is argued as follows:

“The transfer of up to 15,000 kilometres of regional roads to State management aims to lighten the load on regional and rural councils who are finding the maintenance of their council owned regional roads difficult or even unmanageable. This class of road has broader significance for the State, which is reflected in the financial assistance provided by government to councils for their maintenance. However, councils have made representations to government over a number of years to ask for further relief with some of these roads. The return of certain Regional Roads to State management will ensure they are able to be maintained in line with their significance to the broader network, and in a way that supports the social and economic health of communities across the State.”

Page 157 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

This argument is grossly incomplete in that it presupposes that the only way councils can be assisted is by transferring these roads to the State. It fails to explain how a transfer of 80 percent of regional roads to the State (up to 15,000 km out of the 18,000km network) will automatically achieve higher standards, as there is no discussion on an increase to the funding level of these roads if they are transferred.

Item 7.29 Item The funding of roads is outside of the scope of the panel review, and so many questions exist that need to be answered before Council can take a position on the transfer of regional roads.

Council needs to understand, for example, whether the maintenance of these roads will be contracted back to Council, and if so, at what rate? Obviously, Council would welcome any scenario where the nett benefit to Council is positive, however it is strongly argued that Council is best placed to continue to deliver the management of regional roads within the LGA.

In many places the State already contract councils to manage State roads, which tends to suggest that it is not the capacity of councils per se that is the issue, and that the level of funding applied to these roads is the real issue at hand.

The proposal to transfer regional roads fails to acknowledge that these roads are already funded by the State via programs such as the Block Grant and REPAIR program, and that the most simple pathway to addressing the perceived issues would be to retain the current management framework, and simply increase the funding to the same level that will ultimately be required if the roads are transferred to the State.

(a) Governance/Policy Implications

There are no governance or policy impacts arising from this report.

(b) Legal Implications

The NSW Roads Act 1993 provides for roads to be classified as Freeways, Controlled Access Roads, Tollways, State Highways, Main Roads, Secondary Roads, Tourist Roads, Transitways and State Works. These classified roads include all State Roads and some Regional Roads.

To simplify the administration of the various legal road classes, roads in NSW are also grouped into a three-tier administrative classification of State, Regional and Local Roads. These are not statutory categories but are agreed between levels of Government and used to determine who is responsible for the management of a road and what type of funding it can receive.

State Roads are major arterial links throughout the State and within major urban areas which are the responsibility of the State Government to fund and prioritise, due to their significance in the network.

State Roads include roads classified under the Roads Act 1993 as Freeways, State Highways and Important Main Roads. Within the LGA there are two (2) state roads, being the New England Highway and Gwydir Highway.

Page 158 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Regional Roads are routes of secondary importance between State Roads and Local Roads. It is the responsibility of councils to fund, prioritise and carry out works on Regional Roads. They are eligible for funding assistance from the State Government in recognition of their importance to the network. Within the LGA there are two (2) regional roads, being the Wellington Vale Road and Emmaville Road. It is essential for Council to realise that these roads are at risk of being

transferred to Transport for New South Wales (TfNSW), which may result in a 7.29 Item significant loss of revenue and expenditure and therefore reduce Council’s economy of scale.

Local Roads are the remaining council-controlled roads which provide for local circulation and access. It is the responsibility of councils to fund, prioritise and carry out works on Local Roads. Local Roads are generally funded through the recurrent Federal Government Financial Assistance Grant and Roads to Recovery grant supplementing a council’s general fund allocations.

(c) Social Implications

There are no social impacts resulting from this report.

(d) Environmental Implications

There are no environmental impacts resulting from this report.

(e) Economic/Asset Management Implications

The classification of roads does not impact the whole of life cost of the asset but does impact the funding of those costs. The elevation of roads in class therefore positively impacts Council’s asset management status.

The proposed transfer of regional roads to the State Government would remove the direct asset management burden of these roads, but would force Council to spread its overheads over a smaller asset class, and thereby lose economy of scale, unless Council was to be contracted to perform the maintenance on these roads. This may not occur for Glen Innes given that TfNSW has a works depot here. The asset management issues are therefore not sufficiently known to determine a position at this point in time.

CONCLUSION

It is recommended that Council makes a submission to the independent panel stating that it cannot take a position until further information around funding details are provided, and instead call for an increase of the funding allocation under the current Block Grant to match any proposed funding under a transfer model.

It is further recommended that Council nominate Bald Nob Road for priority reclassification under the Roads Classification Review and reiterate the importance of retaining the existing Emmaville and Wellington Vale Roads as Regional Roads.

Furthermore, it is recommended that the link roads between Emmaville and Inverell, and between Emmaville and Ashford be considered for classification as Regional Roads, and that Council invites Inverell Shire to jointly nominate these roads.

Page 159 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

RECOMMENDATION

That Council:

Item 7.29 Item 1. Nominates the Bald Nob Road to be classified as a Regional Road on a priority basis;

2. Nominates the roads linking Emmaville with Inverell and Ashford as Regional Roads and invites Inverell Shire Council to join in such nomination;

3. Defers consideration of the transfer of Regional Roads to the State until such time as the impact of such transfer on Council funding is known.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.30 Review of Polhill Road Capital Project

REPORT FROM: INFRASTRUCTURE SERVICES Author: Sam Price - Manager of Infrastructure Delivery

ANNEXURES 7.30 Item There are no annexures to this report.

ECM INDEXES

Subject Index: ROADS: Maintenance - Roads Street Index: Polhill Road

PURPOSE

The purpose of this report is for Council to consider options for the capital upgrade of Polhill Road, between the Wellingrove village and Strathbogie Road.

BACKGROUND

In 2018 Council reviewed its Road Hierarchy and Roads Asset Management Plan. From these documents, the Infrastructure Backlog Management Plan was developed, identifying the capital works program for the next eight (8) years.

A number of roads were earmarked for conversion from bitumen to gravel at the end of life, due to poor pavement condition and low traffic volumes. The project converting Polhill Road from bitumen to gravel was part of the 2019/2020 Capital Program. Work was scheduled to be completed in June 2020, however on commencement of those works opposition from the Wellingrove community led to the following resolution, which was determined by Council to be an urgent matter:

42.06/20 RESOLUTION

That Council suspends work on the Polhill Road conversion to gravel until additional consultation with the Wellingrove community takes place and a further report be brought back to Council by the Director Infrastructure Services.

CARRIED

(a) Relevance to Integrated Planning and Reporting Framework

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

This item also links to Council’s Delivery Program Objective IM 2.2.1 ‘Set and communicate the delivery of annual infrastructure backlog targets.’

Page 161 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Financial Considerations

Council currently has an allocation of $116,476 from the 2019/2020 capital program to allow for Polhill Road to be converted to gravel. It is recommended as a result of the current review of the project that Council utilise this budget allocation to upgrade the drainage along this section of road.

Item 7.30 Item A further report will be prepared after these drainage upgrades are complete. This report will identify the budget required to upgrade this section of road in a cost effective manner, and most likely utilise at least part of the Federal Government funding under the Local Road and Infrastructure Scheme that has been flagged for the sealing of the Old Grafton Road.

COMMENTARY

The section of Polhill Road in question currently services approximately 21 vehicles per day. This low traffic volume bitumen road is only 3.8 metres wide and is in need of rehabilitation. This road also serves as a school bus route, having been confirmed by local contractors. Due to this, and the latest review of the Roads Hierarchy Review, it is recommended that this section of Polhill Road remain as a bitumen road.

It is further recommended that Council use a cost-effective rehabilitation program as a trial for these low volume Roads. To address the narrow width, Council will correct areas where shape has failed and strengthen the road pavement with the use of a lime stabiliser. Once this is completed the pavement will be shaped and compacted to provide a crown for water to run off the road and a two (2) coat construction seal will be applied to extend the life of the asset.

As well as this rehabilitation work, Council will undertake a major drainage upgrade along this section of Polhill Road to ensure the drainage provided is suitable. These drainage works will cost approximately $100,000 and will include upgrades to six (6) culverts to the correct size to accommodate the water flow from a one (1) in 10-year rain event (10% average recurrence interval).

While these works are carried out Council will carry out pavement inspections and investigation to determine the pavement required to rehabilitate the existing surface to an acceptable service level. Correct information in relation to the existing base layer will allow us to design the optimal road pavement. This will also allow more accurate budget estimations to be carried out. This budget will be included in a subsequent Council report upon completion of the pavement investigation works.

(a) Governance/Policy Implications

The Infrastructure Management Backlog Plan, along with the Risk Management Policies for Roads and the Local Roads Hierarchy Review provide a framework for managing Council’s road assets.

In reviewing this matter as a result of community concern, it has been determined that the road is currently a school bus route, and as such the Local Roads Hierarchy Review policy dictates that the surface remain as a bitumen seal.

Page 162 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Legal Implications

There are no direct legal implications to this report.

(c) Social Implications

The provision of a safe and economically sustainable road network is an essential 7.30 Item component of the social fabric of the rural community within the Glen Innes Severn Local Government Area.

(d) Environmental Implications

Environmental factors are considered as part of all capital works project planning and approvals are obtained in those circumstances where routine exemptions do not apply.

(e) Economic/Asset Management Implications

Based on the Roads Hierarchy Review, Polhill Road is a school bus route and as such is to remain as a bitumen sealed road. Due to the low traffic volume, this road will trial a cost-effective rehabilitation program. With improved drainage and improved pavement base the ongoing maintenance of this road will be reduced, and ongoing monitoring of the surface will help to estimate the ongoing of life costs of this trial rehabilitation option.

CONCLUSION

Due to feedback from the local community and confirmation from the bus contractor that the road is a school bus route, Polhill Road should remain as bitumen according to current Council policy. It is recommended that Council upgrade the drainage structures to accommodate a 10 percent average recurrence interval rain event and investigate the existing road pavement to prepare a subsequent report to Council outlining the additional budget requirements to fully rehabilitate the section of Polhill Road from the Wellingrove village to the Strathbogie Road.

RECOMMENDATION

THAT Council:

1. Reallocates the budget of $116,476 from the Polhill Road conversion to gravel project in the 2019/2020 capital budget, to the 2020/2021 capital budget to upgrade the drainage on segment 60 of Polhill Road.

2. Conducts pavement investigation to determine additional required budget for the rehabilitation on segment 60 of Polhill Road, and that a further report to Council be prepared to determine the rehabilitation project scope, budget and timing.

Page 163

Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.31 Recommendations from the Local Traffic Committee

REPORT FROM: INFRASTRUCTURE SERVICES Author: Jai Brummell - Personal Assistant - Infrastructure Services

Item 7.31 Item ANNEXURES Annexure A Bus Zone Extension Request Report⇨ Annexure B Local Traffic Committee Minutes - Tuesday, 4 August 2020⇨

ECM INDEXES

Subject Index: TRAFFIC AND TRANSPORT: Planning CORPORATE MANAGEMENT: Meetings – Local Community Committees

Customer Index: Local Traffic Committee

PURPOSE

The purpose of this report is for Council to consider endorsing recommendations made by the Glen Innes Severn Local Traffic Committee (LTC).

BACKGROUND

The LTC includes representation from NSW Police, Transport for NSW Roads (TfNSW), Council, and the Member for Northern Tablelands, The Hon. Adam Marshall’s nominee. The Committee is formed to consider traffic and transport issues within the Glen Innes Severn Council Local Government Area.

The committee last met on Tuesday, 4 August 2020.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 3.7.10 'Complete actions within the Disability Inclusion Action Plan 2017/21.'

(b) Financial Considerations

The relocation of regulatory signage would incur costs of approximately $400.

COMMENTARY

In April 2020, the Glen Innes Family and Youth Support Services (GIFYSS) Committee contacted Council requesting that an additional car space be allocated for their bus zone on Grey Street, Glen Innes. The GIFYSS Committee recently purchased a larger bus and the existing bus zone, effective only on Thursdays, is not long enough to accommodate the new bus.

Page 164 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

In consultation with the Committee, Council’s Senior Design Officer (SDO) prepared a Bus Zone Extension Request Report for the LTC to consider. This plan included as Annexure A.

The following unanimous recommendation was made by the LTC in relation to this matter:

7.31 Item That the changes proposed in the Bus Zone Extension Request Report, prepared by Senior Design Officer, Mike Stone, be implemented. All four (4) voting members were present and noted their unanimous support for this recommendation.

The minutes from the LTC meeting held on Tuesday, 4 August 2020 are included as Annexure B, and provide further information on the matter discussed.

(a) Governance/Policy Implications

There are no policies of Council that relate to this matter.

(b) Legal Implications

Council is obliged to consider the recommendations of the LTC, which may be implemented if Council agrees. In the event that the LTC recommendations are not unanimous, or Council wishes to act contrary to unanimous LTC advice, Council must notify the Police and TfNSW representatives on the LTC and refrain from taking any action for a period of 14 days to allow opportunity for an appeal to the Regional Traffic Committee.

(c) Social Implications

The provision of an adequate short-term parking space within the Glen Innes CBD for this community group will ensure accessibility requirements are met.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this report.

CONCLUSION

The LTC duly considered those issues requiring the use of delegated authority by Council, and it is recommended that the LTC recommendations are adopted.

Page 165 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

RECOMMENDATION

That Council adopts recommendation 5.1 from the Glen Innes Local Traffic

Item 7.31 Item Committee meeting held on 4 August 2020 and approves the implementation of the Proposed Bus Zone Extension for Grey Street, as unanimously recommended by the voting members of the Committee.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.32 LGNSW Water Management Conference 2020

REPORT FROM: INFRASTRUCTURE SERVICES Authors: Jai Brummell - Personal Assistant - Infrastructure Services Keith Appleby - Director of Infrastructure Services 7.32 Item ANNEXURES Annexure A Registration Brochure - 2020 LGNSW Water Management Conference⇨ Annexure B Draft Program 2020 LGNSW Water Management Conference⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Conferences

Customer Index: Local Government NSW

PURPOSE

The purpose of this report is for Council to consider nominating delegates to attend the Local Government NSW Water Management Conference in Narrabri from Tuesday, 6 October 2020 to Thursday, 8 October 2020.

BACKGROUND

The annual Local Government NSW (LGNSW) Water Management Conference presents a broad range of information from a local government perspective on water management, issues associated with water supply and sewerage services provided by water utilities. The conference was advertised to Council via a distributed brochure from LGNSW (Annexure A).

The event attracts delegates from NSW and interstate including councillors and general managers, water managers and professionals, policy makers from government agencies and key industry stakeholders.

Delegates have the opportunity to find out about the latest water policy initiatives and trends, receive updates on emergent technical issues, benchmark, network and further their professional development and team building capabilities.

(a) Relevance to Integrated Planning and Reporting Framework

This report has no relevance to the Integrated Planning and Reporting Framework, however, some of the policy matters discussed at the Conference may influence Council’s future strategic planning with regard to the provision of a secure water supply.

Page 167 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Financial Considerations

Funding is available in the 2020/2021 Operational Plan and Budget for delegates to attend Conferences, however this conference has not been specifically included within the 2021 budget as Council has not been represented in recent years. With the current focus on the Eerindii Ponds expansion, however, it is

Item 7.32 Item considered that a new allocation be made from the water fund for this purpose in the amount of $2,200.

Registration for attendance at the Conference is now open. The Early Bird Registration is $550 per person (payable by close of business Friday, 28 August 2020) – this includes all Conference sessions, site visit, morning teas, lunch and afternoon teas, welcome reception and Conference dinner for all full delegates. After this date a Standard Registration fee of $695 will apply.

COMMENTARY

This year, the LGNSW Water Management Conference will be held in Narrabri from Tuesday, 6 October 2020 to Thursday, 8 October 2020 at The Crossing Theatre, 117 Tibbereena Street, Narrabri.

The draft program (Annexure B) includes discussion on a range of pertinent issues relating to water management, including addresses from the Minister for Water, the Federal Minister for Water and the Chief Executive Officer Water Department of Planning, Industry and Environment.

The severity of the recent drought, and the consequent impact on the security of the Glen Innes and Deepwater water supply systems, has demonstrated the need to continue to expand the Eerindii Ponds. Council is currently funding the initial investigation works, a request for grant funding for the initial investigations having been rejected.

It is therefore suggested that the Mayor, General Manager, Director of Infrastructure Services and Manager of Integrated Water Services be delegated to attend this conference in order to present Council’s position on its water utilities and ensure that our voice is heard by the Minister for Water, being Minister Pavey.

(a) Governance/Policy Implications

Accommodation, travel and other incidental costs will be paid in terms of the Glen Innes Severn Council’s Payment of Expenses and Provision of Facilities to the Mayor and Councillors Policy and Human Resources Policy Statement Register.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

There are no social implications arising from this report.

Page 168 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic or asset management implications arising from this 7.32 Item report.

CONCLUSION

It is suggested that Council nominates the Mayor, General Manager, Director of Infrastructure Services and Manager of Integrated Water Services to attend the LGNSW Water Management Conference, which will be held in Narrabri from Tuesday, 6 October 2020 to Thursday, 8 October 2020.

RECOMMENDATION

THAT Council:

1. Nominates the Mayor, General Manager, Director of Infrastructure Services and Manager of Integrated Water Services to attend the LGNSW Water Management Conference, which will be held in Narrabri from Tuesday, 6 October 2020 to Thursday, 8 October 2020;

2. Allocates an amount of $2,200 within the water business unit of Council to cover the conference fees for delegates, and takes advantage of early bird rates where possible.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.33 Review of Water Meter Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Scott Ross - Services Engineer

Item 7.33 Item ANNEXURES Annexure A Draft Water Meter Policy⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the revised Water Meter Policy (Annexure A) for adoption.

BACKGROUND

This Water Meter Policy was first adopted in 2010 and remained in similar form since that time. It was last reviewed in 2015.

(a) Relevance to Integrated Planning and Reporting Framework

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

(b) Financial Considerations

There are no financial considerations arising from this report.

COMMENTARY

The revised Water Meter policy remains essentially unchanged, with minor updates to the policy to reflect template changes since the last review and some minor corrections to reflect legislation requirements. While unchanged, the legal implications of the NSW Local Government Act and associated Regulations have been detailed to provide guidance as to the specific contents of the legislation.

(a) Governance/Policy Implications

Once adopted by Council, the revised Water Meter Policy will become policy of Council. Due to the policy remaining substantially unchanged over an extended period the next review of the policy has been set to take place in five (5) years.

Page 170 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(b) Legal Implications

Council installs water meters for domestic supply pursuant to the:

• NSW Local Government Act 1993;

o S59A states that a council is the owner of all works of water supply, 7.33 Item sewerage and stormwater drainage installed in or on land by the council (whether or not the land is owned by the council). This provides that Council is the owner of water infrastructure up to and including the water meter.

o S193 provides that an authorised employee may enter, without notice, any premises to read a water meter.

o S634 provides that a Council staff member may alter or remove a water meter without requiring a (plumbing) licence.

o S152 provides that each premises must have an individual water meter unless the multiple premises are occupied by a single household or firm operating a place of business.

• NSW Local Government (General) Regulation 2005;

o S144 provides that a water supply may be restricted or cut off in certain circumstances, including for the non-payment of charges.

o S155 provides that a meter tested to be accurate within four percent (4%) of the correct quantity is taken to correctly measure the water passing through it. The policy has been amended to reflect this.

• Water Act 2012; • Plumbing and Drainage Regulation 2012; • AS 3500.1.2.1998 (Water Supply) Section 5.3 (reference to proximity to other services (i.e. electrical cables, gas pipelines)); • AS 3565 Meters for Water Supply – Cold Water Meters.

(c) Social Implications

A clear Water Meter Policy provides the community with confidence in Council’s management and operation of the town water supply and provides reference in the event of a dispute between Council and a community member on this topic.

(d) Environmental Implications

There are no environmental implications arising from this report.

Page 171 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(e) Economic/Asset Management Implications

There are no asset management or economic implications arising from this report.

CONCLUSION

Item 7.33 Item The Water Meter Policy has been reviewed and particular sections of the NSW Local Government Legislation have been expanded to provide guidance as to the specific detail contained within the legislation. The revised policy is now presented to Council for review and adoption.

RECOMMENDATION

That Council adopts the revised Water Meter Policy.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

7.34 Infrastructure Services: Monthly Report for July 2020

REPORT FROM: INFRASTRUCTURE SERVICES Author: Jai Brummell - Personal Assistant - Infrastructure Services

ANNEXURES 7.34 Item Annexure A Grading Accomplishment Map⇨ Annexure B Maintenance Items Reported in July 2020⇨ Annexure C Drinking Water Monitoring Program Results for July 2020⇨

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The purpose of this report is to review the progress of Council’s Infrastructure Services Directorate towards completing the works objectives which have been identified as part of the Operational Plan and Budget for the 2020/2021 Financial Year.

BACKGROUND

The Infrastructure Services Directorate of Council is responsible for the following key functions: • The construction and maintenance of Council's civil infrastructure including roads, bridges, footpaths, drainage network and aerodrome; • The maintenance of an operational workforce; • Maintenance, acquisition and disposal of a modern light and heavy plant fleet; • Extensive support to emergency management facilities; • An engineering design office; • Operating and maintaining an Intermittently Decanted Extended Aeration (IDEA) Sewer Treatment Facility; • Operating and maintaining extensive water infrastructure including the Glen Innes and Deepwater Water Treatment Facilities; • Operating Glen Innes Aggregates Quarry producing basalt aggregate from fresh rock for concrete production, unsealed road constriction and bitumen road sealing; • Assistance and support of emergency services functions including NSW Rural Fire Service, NSW Volunteer Rescue Association and NSW State Emergency Services.

Page 173 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

(a) Relevance to Integrated Planning and Reporting Framework

The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2017-2027, Delivery Program 2017-2021 and Operational Plan and Budget for the 2019/2020 Financial Year.

Item 7.34 Item (b) Financial Considerations

Provision is made in the Operational Plan and Budget for the 2020/2021 Financial Year to fund the activities and programs as listed in this report.

COMMENTARY

1. INFRASTRUCTURE DELIVERY

1.1 Regional Roads:

Roadside vegetation control and pothole patching are ongoing activities.

As previously reported, construction work associated with the rehabilitation project on Wellington Vale Road remains on hold. Due to the implementation of controls for COVID-19, the decision was made not to bring contractors in that could potentially bring the virus into the community. Due to these reasons, as well as consistent cold weather setting in, this project is now expected to be finalised in October 2020 with overlay, stabilisation and sealing yet to be completed.

1.2 Local Sealed Roads:

Pot hole patching and vegetation control has been carried out on various roads throughout the network.

Construction work that was scheduled to commence on Polhill Road, Wellingrove has been delayed pending the outcome of a report to Council this month.

1.3 Local Unsealed Roads:

Gravel re-sheeting works are currently underway on Mt Mitchell Road. The material is being supplied from Crosby’s Pit at Glencoe. There is a high volume of fines in this material and as a result, the road surface will become slippery when affected by rain the first few times. After this, the road surface tends to harden quickly and seal with an excellent finish, and results on this road will be monitored.

Roads graded since the last report include Arnolds Road, Strathbogie Road, Tangoa Road, Gordons Road, Swamp Oak Road, Kangaroo Flat Road, Whitmore Road, Kubba Jimba Road, Sunset Road, Yarraford Rail Road, Andersons Road, Yarrowlee Road, Square Range Road, Mitchell Lane, Greenhouse Road, Glen Athol Road, Springvale Road, Hottes Road and Lawler Road. Annexure A shows grading accomplishment for unsealed roads.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Item 7.34 Item

Image 1: Ripping the road before resheeting works commence on Mt Mitchell Road.

1.4 Bridges and Causeways:

Ongoing inspections and minor maintenance works have been carried out and preparation is underway for the 2020/2021 capital program.

The tender for the replacement bridge over the Mann River on Old Grafton Road, Wytaliba has been awarded. This project will be undertaken by Saunders Civilbuild, who will be onsite on early August to assess the site and prepare for construction. Transport for New South Wales (TfNSW), have now approved funding under the Essential Public Asset Reconstruction Program for the upgrade of this bridge, enabling construction with an increased flood level with a budget of $2.3 million. It is expected that construction of the bridge will be completed by the end of January 2021.

Construction is nearing completion on the bridge over the Wellingrove Creek on Waterloo Road. The redundant timber components have been removed, with some of the components remaining in good condition earmarked to be reused on another bridge. The remaining timber has been offered for purchase through an expression of interest closing on Friday, 28 August 2020. The new bridge superstructure has now been installed. All new components have been bolted together and the bridge approaches will commence in early August. This bridge is scheduled to be opened to traffic at the end of August subject to a review of the safety of the approaches which have not as yet been modified.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Item 7.34 Item

Image 2: Deck installation underway on the Waterloo bridge replacement.

Onsite construction for the replacement of the bridge over the Deepwater River on Ten Mile Road commenced in June. This project was initially delayed due to the impact of the COVID-19 pandemic. These delays have affected the supply of some key components for the installation of the deck. It is expected these components will be delivered by mid-August. On site sub-structure construction is nearing completion with the centre pier installed, eastern abutment completed, and the wingwalls on the western side are under construction. Upon delivery of the bearers the deck and guardrail will be installed, and the approaches will be completed.

Image 3: The nearly completed sub structure of the Ten Mile Road bridge.

Page 176 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

1.5 Town and Village Works:

Ongoing vegetation control, street sweeping, and pothole repairs have been completed in various locations.

Footpath replacement work has been carried out on Ferguson Street, between

Macquarie Street and West Avenue. This particular section of footpath had a 7.34 Item number of dangerous defects and has now been removed and replaced with new concrete footpath.

1.6 Sundry Debtor Works:

Minor private works are ongoing.

LOCAL ROAD AND BRIDGE MAINTENANCE EXPENDITURE

Expenditure to the end of Percent Ledger Description Budget July Complete

Sealed Urban Road 5030-2330 $338,872 $26,142 8% Maintenance Unsealed Urban Road 5033-2330 $29,878 $12,834 43% Maintenance Sealed Rural Road 5070-2330 $398,976 $4,552 2% Maintenance Unsealed Rural Road 5090-2330 $1,892,785 $178,705 10% Maintenance Timber Bridge 5150-2330 $64,426 $0 0% Maintenance TOTAL $2,620,000 $ 229,153 8%

Table 1.1 - Local road and bridge maintenance expenditure

2.0 MAINTENANCE AND WORKS REQUESTS

2.1 Status Updates on Councillor Works Requests:

Date Councillor Enquiry Location Status/Response Submitted

Currently liaising with sealing contractor to organise establishment. Delayed due Frendon Crack sealing Emmaville Road 16/05/2019 to ongoing commitments from contractors and the COVID 19 emergency.

Work to take place following completion of rehabilitation Frendon Shoulder work Wellington Vale 16/10/2019 project on Wellington Vale Road.

Discussions are underway Drainage / Kerb Sparks Railway Street 20/07/2017 with developer in relation to / Guttering additional kerb and guttering.

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Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Date Councillor Enquiry Location Status/Response Submitted

Wellington Vale Sparks Line marking 03/04/2019 Capital project. Road

Wellington Vale Item 7.34 Item Sparks Realignment 03/04/2019 Capital project. Road

Sparks Potholes Emmaville Road 02/06/2020 Completed

Sparks Potholes Lambeth Street 02/06/2020 Completed

No Works Required. This bridge will need to be Wentworth Sparks Walkway 20/7/2020 replaced and as part of this Street work the foot bridge on the side.

Scheduled, Work will be Kings Plain carried out once work is Smith Drainage 21/02/2020 Road completed on Waterloo Road.

Underway. Area of concern Strathbogie will be completed with the Smith Heavy patching 21/02/2019 Road new heavy patching team as a priority.

Small trees to be sprayed Smith Clearing Pinkett Road 30/6/2020 and removed along this road.

Scheduled. This was delayed due to emergency Beardy Plains Smith Grading 17/7/2020 work that was carried out on Road Jenkins Road with wet weather. Table 2.1 - Works Requests Received from Councillors

Please note that all scheduling of maintenance works is subject to weather and varying demands of Council’s resources.

Council is regularly inspecting roads at the request of residents.

3.0 MAINTENANCE ENQUIRIES AND RESPONSES

3.1 Maintenance Enquiries Received:

Annexure B shows all maintenance enquiries received since the last report.

Page 178 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020

Total Out of Time In Time Reports Completed Yet to be completed Completed Yet to be completed 83 6 317 0 2016 406 22% 78% 180 22 774 1 2017 977 21% 79%

55 14 752 22 7.34 Item 2018 843 8% 92% 50 11 538 13 2019 612 10% 90% 35 21 382 111 2020 549 10% 90% Table 3.1 - Response to Maintenance Enquiries

3.2 Response to Maintenance Enquiries:

The priority ratings, represented by P1, P2 etc. range from urgent priority (P1) to lowest priority (P6). A rating of PX represents enquiries that will not be addressed as maintenance tasks as they either require capital funding or do not fall within Council’s responsibility. Table 3.2 below provides further explanation for each priority rating, as well as the (arbitrarily set) maximum days of response for each rating.

ADOPTED LEVELS OF SERVICE Max Days Priority of Examples Urban Areas Examples Rural Areas Rating Response Deep (>100mm) holes in either footpath or road; trees blocking road; Deep (>300mm) unavoidable holes in road; trees blocking road; P1 1 Very High Footpath Risks; flood waters…… flood waters…… Large nests of unavoidable potholes in road; fallen signage; lose material on roads/footpath; medium to high footpath risks, blocked Large nests of unavoidable potholes in road; severe scour in in roads drains which could lead to flooding of main area; major signage (stop (>50% of width lost); slippery sections of road…. P2 14 signs, culvert guide posts); Potholes in sealed roads; damaged signs etc.; minor signage (street Damaged culverts on class 2-4 roads; 50% of the road surface covered signs, parking signs); scour on sealed roads at kerb edges; any areas with small potholes, scour and corrugations on class 2 -4 roads; major P3 30 of water pooling in main streets of towns. signage (culvert guide posts, stop signs) Damaged culverts on class 5 -7 roads; roadside drainage obstructed/blocked culverts on class 2 -4 roads; 50% of the road Stormwater diverting onto roads due to obstructed path; minor surface covered with small potholes, scour and corrugations on class surface damage (loss of seal, cracking) on sealed roads. 5-7 roads; low lying limbs on class 2-4 roads; minor signage (street P4 180 signs); Damaged culverts on class 8 roads; roadside drainage Potholes in unsealed roads; stormwater “pooling” in table drains of obstructed/blocked culverts on class 5-7 roads; low lying limbs on un-kerbed streets; low footpath risks. P5 720 class 5-7 roads. Any works that will require large amounts of funds and/or detailed Any works that will require large amounts of funds and/or detailed planning; really low priority works that will not have any effect on planning; really low priority works that will not have any effect on P6 1,000 infrastructure if not completed in the next two years. infrastructure if not completed in the next two years. PX N/A No Maintenance Works Required No Maintenance Works Required Table 3.2 – Adopted Levels of Service

4. INTEGRATED WATER AND SUSTAINABILITY SERVICES

4.1 Water Quantity and Quality:

Both the Beardy and Deepwater Weirs have remained 100% full and overflowing throughout July. Levels in both rivers rose substantially after rain fall in the catchment areas in the last weekend of the month (see photographs below).

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Item 7.34 Item

Image 1: Beardy Weir photographed 29 July 2020 (Scott Ross)

Image 2: Deepwater Weir photographed 28 July 2020 (Tom Macbeth)

The Eerindii Ponds were filled each weekend to replace town water consumed during each week, as such the ponds have been maintained at an average weekly level of 97% of capacity throughout the month and inflows to the weirs were enough to maintain weir levels during pumping, as can be seen from the graphs below.

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Item 7.34 Item

Graph 1: Eerindii Ponds - 52 week rolling graph to 29 July 2020

Graph 2: Beardy Weir - lowest point in drought to 29 July 2020

Water pumped to the ponds from the Beardy was approximately 52.4ML, of which approximately 44.2ML was pumped to the Water Treatment Plant (WTP) for processing.

Water pumped and processed at Deepwater was approximately 2.1ML for the month.

Blue-Green Algae was observed, tests were carried out, and the Powder Activated Carbon (PAC) system was started on Friday, 24 July 2020. It was noted that other Councils in the region also experienced Blue-Green Algae around the same time period.

The New South Wales (NSW) Health Drinking Water Monitoring Program Result Summary Report is included as Annexure C. This report shows that 100% of the samples provided were within the Australian Drinking Water Guidelines (ADWG) for chemistry and microbiology.

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Glen Innes Severn Local Government Area (LGA) remains on level one (1) water restrictions. This includes the use of town water from the Glen Innes and Deepwater water supply systems such as water carted to the villages.

It was resolved at the 23 July 2020 Ordinary Council Meeting to affix the Seal of Council on the funding deeds for the upgrade of the Truck Wash at the Glen Innes

Item 7.34 Item Saleyards and the Integrated Water Cycle Management (IWCM) process. These funding deeds will now be returned to the respective funding bodies for processing.

4.2 Water:

The following works were carried out during July 2020:

General • Water Plant Operators attended Ixom Chlorine training and one (1) staff member attended a Pole Saw training day; • The sludge dam at the Glen Innes Saleyards has been cleaned out with the 30 tonne excavator; • Pumping from the Beardy River to the Eerindii Ponds has been carried out on weekends to take advantage of cheaper energy costs. • Special water meter reads have been carried out as required; • All customer works requests were attended to in a timely manner.

Water Mains • There was 144 metres of 200mm poly pipe installed in Meade Street between Church Street and Clarke Street for water mains renewal, replacing the existing cast iron water main installed in 1930; • The water mains have been renewed at the Caltex Service Station and the Visitor Information Centre in Church Street replacing old asbestos water mains with new 100mm Blue Brute water mains as part of the renewal programme.

Water Services Water services been renewed at the following locations; o 74 Heron Street; o Woolworths Caltex Service Station; and o Visitor Information Centre.

4.3 Sewer:

The following works were carried out during July 2020: • Sewer chokes have been cleared at the following locations: o 1002 New England Highway;

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o 4 Oxford Street; o 230 Meade Street; and o 10 Sayers Close. • The western sludge lagoon at the Sewer Treatment Plant (STP) has been

cleaned out with the 30 tonne excavator; 7.34 Item • The sewer pumping stations have been cleaned on a regular basis.

5. GLEN INNES AGGREGATES

The total Year to Date (YTD) revenue at 31 July 2020 is $154,123 (exclusive of GST).

Sales have been slow but consistent for this time of the year at Glen Innes Aggregates (GIA). Works have continued on areas of the quarry that require attention, to ensure stockpiles are meeting quality control guidelines. The blending of crusher dust and crusher run road base was carried out during the month in the production of 4,500 tonnes of RMS specification 3051 Densely Graded Base (DGB)20.

Crushing contractors BMR Quarries and Hutchison Quarries have completed the allocated crushing campaigns and have been offsite since the end of June. A new tender document is being drawn up to secure the next three (3) years of crushing at GIA and at the borrow pits throughout the unsealed road network. It is anticipated that a local business will be in a position to tender for the next phase of crushing which will significantly increase local spending by Council.

Truck and dogs have been working out of Crosby’s Pit at Glencoe, hauling 9,500 tonnes of material to the Mount Mitchell Road gravel re-sheeting project. Cold weather, rain, and lack of drying conditions have caused some problems. It is anticipated that once compacted, the road should produce the same good results we have been achieving on other successful re-sheeting projects.

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6. PLANT AND EQUIPMENT

A thorough review of Council’s plant and fleet is underway to determine the long term asset renewal program for this class of assets. As part of this review

individual teams have had input into their plant status and requirements moving Item 7.34 Item forward. The following works were carried out during July 2020: • 1108 - Volvo: Replace range change assembly and adjust right hand outer door handle. • 2314 - Toro: Replace deck drive belt. • 2101 - Volvo: Replace power steer hose and wheel speed sensor. • 1213 - Thomas Bobcat: Replace leaking radiator. • 2114 - Hino: Carry out six (6) monthly service. • 2362 - Dynapac: Carry out 1,000-hour service. • 1206 - John Deere: Replace differential valve and adjust blade slides. • 1224 - Hyster: Investigate poor engine performance. • 1108 - Volvo: Replace air compressor. • 1123 - Mitsubishi: Fit door alarms. • 2539 - Isuzu: Fit phone aerial. • 2516 - Ford: Repair wheel speed sensor wiring. • 1210 - Komatsu WA500: Check oil leak on hydraulic pump. • 1222 - Komatsu Dozer: Carry out service. • 1110 - Isuzu: Check blower oil leak (warranty). • 1798 - Dynapac Whacker Plate: Investigate - won’t vibrate forward. • 6204 - Komatsu WA470: Replace leaking hydraulic hose and repair right hand engine cover. • 2510 - Ford: Repair wheel speed sensor wiring and replace window switch. • 2215 - JCB: Replace boom slides and repair hydraulic oil leaks. • 5204 - Komatsu WA470: Replace right hand step. • 1153 - Emulsion tank: Replace mechanical seal. • 2116 - Isuzu: Replace taillight assembly. • Carry out conditional registration inspections and process registrations. • Ongoing servicing and repairs to Rural Fire Service (RFS) fleet. • Ongoing general maintenance and servicing on light vehicles and small plant items.

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7. EMERGENCY MANAGEMENT

Council’s Local Emergency Management Officer (LEMO) function has been performed by Council’s Technical Support Coordinator, Cameron MacLachlan. This position supports the Local Emergency Operations Controller (LEOCON)

by coordinating all supporting agency activity through the Emergency 7.34 Item Operations Centre (EOC), Local Emergency Management Committee (LEMC), and smaller ad-hoc working groups. Council has secured funding, and is recruiting, for a temporary (12-month) position of Community Recovery Officer. This position will focus on developing Council resilience, preparation, and recovery plans whilst ensuring integration with key organisations and community stakeholders.

Bushfire Recovery: Council’s Internal Recovery Committee, under the leadership of the General Manager, was fully engaged with Regional Recovery Committees under the Disaster Recovery Office. Council Directors and key staff were members of Regional Recovery Committees which provided a higher-level view of Regional and State activities and initiatives. Contractors Laing O’Rourke are progressing their work in Wytaliba; despite weather delays this month, the work is approximately 95% complete with only one (1) property yet to be cleaned up. LEMO and Council Finance’s focus is on recovering payments for two (2) outstanding claims from NSW Rural Fire Service (RFS) and addressing lessons identified for both response and recovery phases through the LEMC.

COVID-19: LEMO and Council’s Management Executive Team (Manex) have been tracking the developing pandemic since January. Council’s Pandemic Business Continuity Plan (BCP) remains active. The LEMO has been supporting the LEOCON’s COVID-19 working group; the main activities have been encouraging engagement and information sharing between LEMC organisations and the community as it monitors the developing second wave of transmissions.

(a) Governance/Policy Implications

Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures, including the adopted Schedule of Unsealed Maintained Roads.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

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

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(d) Environmental Implications

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

Item 7.34 Item (e) Economic/Asset Management Implications

Works are scheduled to fully utilise all funds allocated to capital and maintenance projects, to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION

The statistics provided in this report provides information to Council on the key activities undertaken within Council’s Infrastructure Services Directorate for the month of July 2020.

RECOMMENDATION

That Council notes the information contained in this report.

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8 NOTICE OF MOTIONS/RESCISSION/QUESTIONS WITH NOTICE

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9 CORRESPONDENCE, MINUTES, PRESS RELEASES

9.1 Status Report regarding Councillor Enquiries

Item 9.1 Item REPORT FROM: GENERAL MANAGER’S OFFICE Author: Debbie Duffell - Executive Assistant

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The purpose of this report is to provide an update regarding the status of Councillor enquiries.

BACKGROUND

Following the adoption of the Councillor Access to Staff and Premises Policy in October 2018, Councillors are required to lodge their enquiries with the General Manager on the Councillors’ Enquiry Form.

(a) Relevance to Integrated Planning and Reporting Framework

Council’s Operational Plan and Budget sets out the capital projects and maintenance works to be undertaken during the Financial Year.

(b) Financial Considerations

Financial considerations for each enquiry will be taken into consideration during the assessment/investigation process.

COMMENTARY

Shown below is the list of outstanding Councillors’ enquiries that have been received since the implementation of this procedure up until the end of July 2020:

Date Councillor Enquiry Comments / Status Received

1/6/20 Cr C Sparks Contractors on Tablelands The works should have had signs at Road each end, and it is the understanding of the Director of Infrastructure Services that these were in place. Cr Sparks was advised to ask the complainant to contact Council’s Infrastructure Services to provide more detail.

Progressing.

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Date Councillor Enquiry Comments / Status Received

10/6/20 Cr Sparks Parking space for Glen Bus Zone extension request report 9.1 Item Innes Family Youth Support was presented to the August 2020 Services Bus meeting of the Local Traffic Committee. A Recommendation Report will go to the August Ordinary Council meeting. Progressing.

10/6/20 Cr Sparks Maintenance required on Work has been completed on this gym equipment in Melling equipment. Park Completed.

22/6/20 Cr Sparks Residents not informed Works have been deferred pending a about Polhill Road works further report to be provided to the August Ordinary Council Meeting. Progressing.

7/7/20 Cr Sparks Using Recyclable material There is a possible opportunity for on our roads / visit to interested Councillors to visit the Narrabri Recycling Centre Narrabri Recycling Centre in October 2020, whilst they attend the Water Management Conference. Progressing.

Note: Once matters have been reported to Council as being completed, they will be removed from this list.

(a) Governance/Policy Implications

In line with the Councillor Access to Staff and Premises Policy, Councillors are required to lodge enquiries on the Councillors’ Enquiry Form or the Councillors’ Request for Maintenance Form.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are no economic and/or asset implications arising from this report.

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CONCLUSION

The current status of the Councillors’ enquiries is documented above.

Item 9.1 Item

RECOMMENDATION

That Council notes the information contained in this report.

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9.2 Correspondence and Press Releases

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

ECM INDEXES 9.2 Item Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE

The following reports, publications and press releases have been received and are available on request:

Correspondence • Australian Local Government Association – Newsletters; • Federal Member for New England, The Hon. Barnaby Joyce – Media alert; • Local Government NSW – Newsletters and updates; • Member for Northern Tablelands, Minister for Agriculture and Western New South Wales, The Hon. Adam Marshall – Weekly reports and media alerts; • NSW Racing – Greyhound Racing Act 2017; • Office of Local Government – Minister’s message, COVID-19 updates and e- newsletters. Press Releases • Federal Member for New England, The Hon. Barnaby Joyce; • Local Government NSW; • Member for Northern Tablelands, Minister for Agriculture and Western New South Wales, The Hon. Adam Marshall. Publications • LG Focus – July 2020.

All the above reports and press releases were sent by email to each Councillor for their information as they were received.

RECOMMENDATION

That Council notes the information contained in this report.

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9.3 Minutes of Council Community Committee Meetings for

Information

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

ANNEXURES Item 9.3 Item Annexure A Australian Standing Stones Management Board - 15/07/2020⇨ Annexure B Emmaville Mining Museum - 18/06/2020⇨ Annexure C Glen Innes and District Sports Council - 06/07/2020⇨ Annexure D Glen Innes Community Access Committee - 03/02/2020⇨ Annexure E Glen Innes Community Access Committee - 06/07/2020⇨ Annexure F Minerama Committee - 01/07/2020⇨ Annexure G Stonehenge Recreation Reserve Trust - 03/07/2020⇨

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council

PURPOSE

The minutes listed as annexures above have been received from committees of Council for the information of Council.

RECOMMENDATION

That Council notes the information contained in this report.

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9.4 Minutes of Non-Council Community Committees for

Information

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

ANNEXURES Item 9.4 Item There are no annexures to this report.

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Meetings - Local Community Committees

PURPOSE

The following minutes have been received from community committees for the information of Council:

Glen Innes Highlands Rail Trail Working Group 1/06/20

RECOMMENDATION

That Council notes the information contained in this report.

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10 REPORTS FROM DELEGATES

10.1 Reports from Delegates

REPORT FROM: GENERAL MANAGER’S OFFICE Item 10.1 Item Author: Debbie Duffell - Executive Assistant

ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: GOVERNANCE: Committees of Council

PURPOSE

The following meetings were held by Section 355 Community Committees of Council during July 2020:

Name of Committee Councillor Delegate(s) Date Australian Standing Stones Management Board Cr Price, Cr Toms 15/7/20

Community Access Committee Annual General Cr Sparks 6/7/20 Meeting Emmaville War Memorial Hall Committee Cr Price 1/7/20 Glen Elgin Federation Sports Committee (Annual Cr Frendon 19/7/20 General Meeting Glen Innes and District Sports Council Cr Parsons 6/7/20 Minerama Committee Cr Sparks 1/7/20 Open Spaces Committee Cr Sparks 15/7/20 Pinkett Recreation Reserve Management Cr Frendon, Cr Parsons, 1/7/20 Committee Annual General Meeting Cr Smith Stonehenge Reserve Trust Annual General Cr Price 3/7/20 Meeting

The following is a list of meetings and functions attended by Councillors during July 2020:

Date Name of Councillor Name of Meeting / Function attended Cr Sparks (Mayor) Community meeting at Wellingrove Hall 1/7/20 Saleyards Committee Meeting 1/7/20 Pinkett Recreation Reserve Management Committee 1/7/20 Annual General Meeting Adam Marshall Media Event 2/7/20

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Date Name of Councillor Name of Meeting / Function attended Susan Rowlands – Department Primary Industries 2/7/20 (DPI) Meeting in Mayor’s Office Wytaliba School Book Covering 3/7/20

Gawura Gallery First Nations Festival Meeting 6/7/20 10.1 Item Community Access Committee 6/7/20 Radio with Monte and General Manager 6/7/20 Bushfire and Climate Roundtable Webinar 7/7/20 LEOCON Webinar 7/7/20 OLG Webinar 7/7/20 PCYC Meeting with General Manager 8/7/20 Meeting with Viv May – Armidale Administrator 8/7/20 Webinar – Strengthening Community Groups 8/7/20 Radio with Monte and General Manager 9/7/20 PHN Webinar 9/7/20 Councillor Workshop 9/7/20 Adam Marshall and Matt Kean Announcement at 10/7/20 Sapphire Windfarm Murray Bull Sale Red Cross Annual General Meeting 13/7/20 Postvention Webinar 14/7/20 GYFSS Meeting 14/7/20 Open Spaces Committee Meeting 15/7/20 Radio with Monte and General Manager 16/7/20 Waterforum 16/7/20 Meeting with Diane Grey, Regional Bushfire / Disaster 16/7/20 Representative Book covering Wytaliba School 17/7/20 LEOCON Webinar 21/7/20 Local Government Webinar 22/7/20 Safe in Our Town AGM 22/7/20 Meeting with Graham Archibald – review of Open 22/7/20 Spaces Trees Radio with Monte and General Manager 23/7/20 Red Cross Webinar 23/7/20 Pre-Meeting and Ordinary Council Meeting 23/7/20 Wytaliba School Book Covering 24/7/20 Meeting with PHN Kelly Forun and Susan Rowlands 27/7/20 DPI Northern Murray Darling Webinar 27/7/20

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Date Name of Councillor Name of Meeting / Function attended Community Centre Committee Meeting 27/7/20 Deepwater Beautification Committee Meeting 29/7/20

Wrap Up Event Climate Emergency Webinar 29/7/20 Item 10.1 Item Radio with Monte and General Manager 30/7/20 War on Waste Forum 30/7/20 Cr Frendon Community meeting at Wellingrove Hall 1/7/20 Saleyards Committee Meeting 1/7/20 Pinkett Recreation Reserve Management Committee 1/7/20 AGM Confidential meeting with General Manager 9/7/20 Glen Elgin Federation Sports Committee Annual 19/7/20 General Meeting Ordinary Council Meeting 23/7/20 Cr Price Stonehenge Reserve Trust Annual General Meeting 3/7/20 Glenrac 3/7/20 Australian Standing Stones Management Board 5/7/20 Glen Innes Show Society Annual General Meeting 8/7/20 Councillor Workshop 9/7/20 Glen Innes Highlands Visitors 13/7/20 Australian Standing Stones Management Board 15/720 Meeting Ordinary Council Meeting 23/7/20 Glenrac 31/7/20 Cr Smith Community meeting at Wellingrove Hall 1/7/20 Pinkett Recreation Reserve Management Committee 1/7/20 Annual General Meeting Councillor workshop 9/7/20 Sapphire Windfarm Government Announcement 10/7/20 Glen Innes RFS Quarterly Meeting and Annual 18/7/20 General Meeting Ordinary Council Meeting 23/7/20 Cr Toms Australian Standing Stones Management Board 15/720 Meeting Ordinary Council Meeting 23/7/20

RECOMMENDATION

That Council notes the information contained in this report.

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Item 10.1 Item

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11 MATTERS OF AN URGENT NATURE

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12 CONFIDENTIAL MATTERS

CLOSED COUNCIL To consider Confidential Reports (Section 10A(2) of The Local Government Act 1993) Where it is proposed to close part of the Meeting, the Chairperson will allow members of the public to make representations to or at the meeting, before any part of the meeting is closed to the public, as to whether or not that part of the meeting should be closed to the public. The Chairperson will check with the General Manager whether any written public submissions or representations have been received as to whether or not that part of the meeting should be closed to the public. The grounds on which part of the Council or Committee meeting may be closed to the public are listed in Section 10A(2) of the Local Government Act 1993 and are as follows: (a) personnel matters concerning particular individuals other than Councillors, (b) the personal hardship of any resident or ratepayer, (c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business, (d) commercial information of a confidential nature that would, if disclosed: (i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the council, or (iii) reveal a trade secret, (e) information that would, if disclosed, prejudice the maintenance of law, (f) matters affecting the security of the council, councillors, council staff or council property, (g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege, (h) during the receipt of information or discussion of information concerning the nature and location of a place or an item of Aboriginal significance on community land, (i) alleged contraventions of any code of conduct requirements applicable under section 440. Section 10A(3) of the Act provides that Council, or a Committee of the Council of which all the members are councillors, may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the public. Section 10B(3) of the Act provides that if a meeting is closed during discussion of a motion to close another part of the meeting to the public (as referred to in section 10A(3) of the Act), the consideration of the motion must not include any consideration of the matter or information to be discussed in that other part of the meeting (other than consideration of whether the matter concerned is a matter referred to in section 10A(2) of the Act). Section 10B(1) of the Act provides that a meeting is not to remain closed to the public during the receipt of information or the discussion of matters referred to in section 10A(2): (a) except for so much of the discussion as is necessary to preserve the relevant confidentiality, privilege or security, and (b) if the matter concerned is a matter other than a personnel matter concerning particular individuals, the personal hardship of a resident or ratepayer or a trade secret - unless the Council or committee concerned is satisfied that discussion of the matter in an open meeting would, on balance, be contrary to the public interest. For the purpose of determining whether the discussion of a matter in an open meeting would be contrary to the public interest section 10B(4) of the Act states it is irrelevant that: (a) a person may interpret or misunderstand the discussion, or (b) the discussion of the matter may: (i) cause embarrassment to the Council or committee concerned, or to councillors or to employees of the council, or (ii) cause a loss of confidence in the Council or committee.

Page 199 Glen Innes Severn Council – Open Ordinary Meeting – 27 August 2020 RECOMMENDATION That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 10A(2) of the Local Government Act 1993: Item Report Reason 12.1 Response from the Office (i) alleged contraventions of any code of of Local Government conduct requirements applicable under (OLG) on OLG Code of Section 440. Conduct Matter Number 1 – Councillor Sparks

12.2 Response from the Office (i) alleged contraventions of any code of of Local Government conduct requirements applicable under (OLG) on OLG Code of Section 440. Conduct Matter Number 8 - Councillor Sparks

12.3 Response from the Office (i) alleged contraventions of any code of of Local Government conduct requirements applicable under (OLG) on OLG Code of Section 440. Conduct Matter Number 6 - Councillor Parsons

12.4 Response from the Office (i) alleged contraventions of any code of of Local Government conduct requirements applicable under (OLG) on OLG Code of Section 440. Conduct Matter Number 7 - Councillor Newman

12.5 Response from the Office (i) alleged contraventions of any code of of Local Government conduct requirements applicable under (OLG) on OLG Code of Section 440. Conduct Matter Number 2 - Councillor Frendon

12.6 Response from the Office (i) alleged contraventions of any code of of Local Government conduct requirements applicable under (OLG) on OLG Code of Section 440. Conduct Matter Number 5 - Councillor Frendon

The following two recommendations will also be put to the Closed Council:

RECOMMENDATION That Council moves out of Closed Council into Open Council.

RECOMMENDATION That the Confidential Closed Council Resolutions be recommended for adoption to the Ordinary Meeting of Council.

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