GLEN INNES SEVERN COUNCIL

BUSINESS PAPER

FOR THE COUNCIL MEETING

TO BE HELD ON THURSDAY, 27 FEBRUARY 2020

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

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

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

Glen Innes Severn Council – Open Ordinary Meeting – 27 February 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 February 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 - 19 DECEMBER 2019 TO BE CONFIRMED ...... 6

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

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

6.1 Appreciation to Members of Staff ...... 7

7 REPORTS TO COUNCIL ...... 8

7.1 National General Assembly of Local Government 2020 ...... 8

7.2 Review of Internal Reporting Policy - Public Interest Disclosures 12

7.3 Review of Mature Age Workforce Policy and Program ...... 15

7.4 Review of Workplace Discrimination and Bullying / Harassment Policy ...... 17

7.5 Review of Work Health and Safety Management Plan ...... 19

7.6 Review of Workplace Injury Management and Recover at Work Policy and Program ...... 22

7.7 Review of Youth Services Policy ...... 25

7.8 Review of Service Delivery Policies (Disability)...... 27

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

7.9 Review of Principal Activities in the Operational Plan measured against the Delivery Program ...... 30

7.10 Quarterly Budget Review - December 2019 ...... 34

7.11 Borrowings Report as at December 2019 and January 2020 ...... 40

7.12 Investment Report - December 2019 and January 2020 ...... 43

7.13 Capital Works Program Progress Report as at 31 January 2020 .. 48

7.14 Rates and Charges - January 2020 ...... 62

7.15 Workplace Injury Management Report - December 2019 and January 2020 ...... 66

7.16 Library and Learning Centre Report - Quarterly Report (November 2019, December 2019, and January 2020) ...... 69

7.17 Corporate and Community Services: Monthly Report - December 2019 and January 2020 ...... 75

7.18 Declaration of a Climate Change Emergency...... 85

7.19 Draft Community Participation Plan ...... 94

7.20 Glen Innes Severn Draft Local Strategic Planning Statement ...... 98

7.21 Review of Scores on Doors Policy ...... 104

7.22 Proposal to amend New England Tablelands Noxious Weeds County Council Boundary...... 107

7.23 Drought Communities Programme - Extension Funding ...... 112

7.24 Investigation into Silage Wrap Recycling ...... 121

7.25 Kangawalla Bushfire - Recovery Update ...... 125

7.26 Development, Planning and Regulatory Services Directorate: Monthly Report for December 2019 and January 2020 ...... 133

7.27 Tender T19-06 Engagement of Contractor for Construction of Ten Mile Bridge ...... 151

7.28 Review of Availability Charges for Water Services and Sewerage Connections Policy ...... 155

7.29 Review of Building Over Sewers Policy ...... 158

7.30 Review of Drinking Water Quality Policy ...... 161

7.31 Review of Mains Extension Policy ...... 163

7.32 Review of Private Works and Hire of Plant Policy ...... 166

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

7.33 Review of Property Access Policy ...... 169

7.34 Infrastructure Services: Monthly Report for December 2019 and January 2020 ...... 172

8 NOTICE OF MOTIONS (INCLUDING RESCISSION MOTIONS) / QUESTIONS WITH NOTICE ...... 186

9 CORRESPONDENCE, MINUTES, PRESS RELEASES ...... 187

9.1 Status Report regarding Councillor Enquiries ...... 187

9.2 Correspondence and Press Releases ...... 190

9.3 Minutes of Council Community Committee Meetings for Information ...... 191

9.4 Minutes of Non-Council Community Committees for Information ...... 192

9.5 Minutes of Other Organisations 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 Action Plan Setting Out How The General Manager's Performance Agreement With Glen Innes Severn Council Will Be Achieved ... 200

Craig Bennett General Manager

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

1 ACKNOWLEDGEMENT OF COUNTRY

“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 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 - 19 DECEMBER 2019 TO BE CONFIRMED 5 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

PECUNIARY:

Nature of conflict:

Action to be taken:

NON-PECUNIARY:

Nature of conflict:

Action to be taken:

Page 6

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

6 MAYORAL MINUTE(S)

6.1 Appreciation to Members of Staff

REPORT FROM: COUNCILLORS 6.1 Item Author: Carol Sparks - Mayor

ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: COMMUNITY RELATIONS: Appreciation

Street Index: Old Grafton Road, Glen Innes

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

That Council extends its thanks and appreciation to the Director of Infrastructure Services and Council staff members who have worked tirelessly on the access to the Old Grafton Road since the fires that devastated the community late last year.

RATIONALE

The Director of Infrastructure Services and Council staff members have worked tirelessly on the access to the Old Grafton Road following the fires, and now the flooding river.

I would like for Council to extend its thanks and appreciation for the dedication shown by these staff members for their work on the access to the Old Grafton Road during these difficult times.

I commend this Mayoral Minute to Council.

Cr Carol Sparks Councillor Date: 18 February 2020

MOTION

That Council extends its thanks and appreciation to the Director of Infrastructure Services and Council staff members who have worked tirelessly on the access to the Old Grafton Road since the fires that devastated the community late last year.

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

7 REPORTS TO COUNCIL

7.1 National General Assembly of Local Government 2020

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

ANNEXURES Annexure A Call for Motions - NGA 2020

ECM INDEXES

Subject Index: GOVERNANCE: Conferences

PURPOSE

The purpose of this report is to gain approval for the Mayor, Deputy Mayor and the General Manager to attend the Annual National General Assembly (NGA) of Local Government Conference in Canberra, which is held from Sunday 14 June until Wednesday 17 June 2020 and for Council to consider submitting any motions for consideration at the assembly.

BACKGROUND

The NGA of Local Government is an opportunity for individual councils to identify matters of national relevance to the sector and to submit motions to seek support at the NGA for these matters to be considered by the Australian Local Government Association (ALGA) as national policy, for its advocacy role or for more immediate action by ALGA on behalf of the sector.

It is a premiere Local Government event bringing together Mayors, Councillors and Senior Officers from Councils across Australia to develop Local Government policy ideas, meet with key Federal politicians, and hear from renowned experts on key issues affecting Local Government in Australia.

(a) Relevance to Integrated Planning and Reporting Framework

Some of the policy matters discussed at the 2020 NGA may influence Council’s future strategic planning.

(b) Financial Considerations

The Conference costs (per person) are as follows:

Registration Fee (Early Bird by 8 May 2020) $ 989 Networking Dinner $ 115 Gala Dinner $ 150 Accommodation (3 nights in Canberra) $ 750 Travel Costs (Flights from Armidale to Canberra) $1,000 TOTAL COSTS $3,004

Page 8 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

There are sufficient funds in the 2019/2020 Budget to cover the above costs for three people to attend the assembly on behalf of Council.

Other incidental costs will be in accordance with Council’s Policy “Payment of Expenses and Provision of Facilities to the Mayor and Councillors” and the Human

Resources Policy Statement Register dealing with these types of costs for staff 7.1 Item members.

COMMENTARY

The NGA provides a platform for Local Government to address national issues and lobby the Federal Government on critical issues facing our sector.

The theme for the 2020 NGA is “Working Together for our Communities”. It will provide an opportunity for Local Government to come together as a sector to ensure that its voice is heard by the Australian Government to deliver in collaboration for our communities.

It is usual for a number of crucial policy motions to be debated at the NGA and it is preferable that every Council is represented in these debates to actively contribute to the dialogue, as the sector is strategically positioned within our Federation.

Invitations are usually extended to the Prime Minister, Leader of the Opposition, and relevant Ministers to address the NGA to give attendees the opportunity to hear directly from them, and it is expected for high level politicians to be attending again this year.

The 2020 NGA will focus on ‘partnerships and working together’. It will consider how Councils can work in partnership with the Australian Government to address the challenges that our communities face, and the opportunities that are arising as we approach the crossroads before us.

The ALGA Board is calling for motions under the theme of “Working Together for our Communities”. A discussion paper has been developed to assist councils to identify motions that address the theme of the NGA (Annexure A).

To be eligible for inclusion in the NGA Business Papers, and subsequent debate on the floor of the NGA, motions must meet the following criteria:

1. Be relevant to the work of Local Government nationally.

2. Not be focussed on a specific location or region – unless the project has national implications. You will be asked to justify why your motion has strategic importance and should be discussed at a national conference.

3. Be consistent with the theme of the NGA.

4. Complement or build on the policy objectives of your state and territory Local Government Association.

5. Be submitted by a Council which is a financial member of their state or territory Local Government Association.

6. Propose a clear action and outcome.

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

7. Not be advanced on behalf of external third parties that may seek to use the NGA to apply pressure to Board members, or to gain national political exposure for positions that are not directly relevant to the work of, or in the national interests of, Local Government.

Item 7.1 Item All motions require, among other things, a contact officer, a clear national objective, a summary of the key arguments in support of the motion, and Council endorsement.

Motions should be lodged electronically and be received no later than 11.59 pm on Friday, 27 March 2020.

Council’s involvement in the NGA is important to assist ALGA to maintain the Government’s engagement with Local Government and to drive improved outcomes for the Local Government sector at the national level.

(a) Governance/Policy Implications

Payment of Expenses and Provision of Facilities to Mayor and Councillors. 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.

(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

It is recommended that Council authorises the Mayor, the Deputy Mayor and the General Manager to attend the Annual National General Assembly of Local Government Conference in Canberra from Sunday 14 June until Wednesday 17 June 2020 and that Council considers whether it would like to submit any motions in accordance with the criteria listed in the body of this report.

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

RECOMMENDATION

That Council:

7.1 Item 1. Authorises the Mayor, the Deputy Mayor and the General Manager to attend the National General Assembly of Local Government, which is being held in Canberra from Sunday, 14 June until Wednesday, 17 June 2020.

2. Considers whether it would like to submit any motions to the 2020 National General Assembly in accordance with the requirements listed in Annexure A of this report.

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

7.2 Review of Internal Reporting Policy - Public Interest Disclosures

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Item 7.2 Item Author: Peter Sayers - Manager of Administration and Human Resources

ANNEXURES Annexure A Draft Internal Reporting Policy - Public Interest Disclosures Annexure B Draft Internal Reporting Policy - Public Interest Disclosures - Guidelines and Procedures

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the revised Internal Reporting Policy, for adoption. Please refer to Annexure A of this report.

BACKGROUND

The Internal Reporting Policy was last adopted by Council on 23 February 2017 and is due for review every three (3) years. The revised document has been reviewed by Council’s Management Executive Team (MANEX).

(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

There are no financial considerations relating to this report.

COMMENTARY

The object of the NSW Public Interest Disclosures Act 1994 (PID Act) is to “encourage and facilitate the disclosure, in the public interest, of corrupt conduct, maladministration, serious and substantial waste, government information contravention and local government pecuniary interest contravention in the public sector.” This is to be achieved by: (a) enhancing and augmenting established procedures for making disclosures concerning such matters, and (b) protecting persons from reprisals that might otherwise be inflicted on them because of those disclosures, and (c) providing for those disclosures to be properly investigated and dealt with.

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

Public agencies in NSW, including Councils, are required to adopt Internal Reporting Policies to complement the provisions of the PID Act. Following the 2011 revision of the PID Act, Council reviewed and updated its Internal Reporting Policy to bring it into line with the changes made to the Act.

7.2 Item The Policy and associated Procedures have recently been reviewed to include changes that have occurred since February 2017, with no legislative changes relating to the PID Act occurring since then. Accordingly, changes are relatively minor, being limited to updating dates and relevant contact details and adding a list of related documents and legislation. All changes are highlighted in red in the annexures to this report.

All changes to the Internal Reporting Policy and associated Procedures are in line with the NSW Ombudsman’s Model Internal Reporting Policy for Local Government. The reviewed documents have undergone consultation through MANEX and have been recommended for adoption.

(a) Governance/Policy Implications

Once adopted by Council, the revised Internal Reporting Policy – Public Interest Disclosures will become policy of Council.

(b) Legal Implications

Council has a legal obligation under the NSW Public Interest Disclosures Act 1994 to have an Internal Reporting Policy.

(c) Social Implications

It is important for the community to have confidence in the integrity of Local Government. The Internal Reporting Policy forms an important part of Council’s internal systems for maintaining transparency and accountability.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

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

CONCLUSION

Council’s Internal Reporting Policy – Public Interest Disclosures and associated Procedures have been reviewed to include changes that have occurred since the current Policy was adopted in February 2017. Changes are relatively minor and are in line with the requirements of the NSW Public Interest Disclosures Act 1994. The revised Policy is now presented to Council for review and adoption.

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

RECOMMENDATION

That Council:

Item 7.2 Item 1. Adopts the revised Internal Reporting Policy – Public Interest Disclosures, attached as Annexure A to this report.

2. Notes the information included in the revised Internal Reporting Policy - Public Interest Disclosures Guidelines and Procedures, attached as Annexure B to this report.

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

7.3 Review of Mature Age Workforce Policy and Program

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers - Manager of Administration and Human Resources 7.3 Item

ANNEXURES Annexure A Draft Mature Age Workforce Policy and Program

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the revised Mature Age Workforce Policy and Mature Age Workforce Program, for adoption. Please refer to Annexure A of this report.

BACKGROUND

The Mature Age Workforce Policy was last adopted by Council on 23 June 2016 and is due for review every three (3) years. The revised document has been extensively consulted on and has been reviewed by Council’s Management Executive Team (MANEX) and recommended for adoption by the 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 The adoption and implementation of the Mature Age Workforce Policy and Program will involve some costs. For 2020-2021, this is estimated to be $5,000, comprising training and health and wellbeing initiatives. It is anticipated that there will also be savings through improved workforce management.

COMMENTARY

The Mature Age Workforce Policy and Mature Age Workforce Program have been reviewed, with only minor changes required to bring the documents up to date, including amendments to wording, updates to documents and reference sources, new or revised target dates throughout, and a reduction in the Program duration from five (5) years to three (3) years to bring it into line with the Policy.

The revised Policy and Plan have undergone extensive consultation through MANEX and the SCC and have been recommended for adoption.

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

(a) Governance/Policy Implications

Once adopted by Council, the revised Mature Age Workforce Policy will become part of the updated policy framework at Council.

Item 7.3 Item (b) Legal Implications

Council has a legal obligation to comply with anti-discrimination laws and Work Health and Safety requirements in its workplaces, both of which influence the management of an older workforce.

(c) Social Implications

There are wider social and community benefits through the proactive management of Council’s workforce, as Council is one (1) of the largest employers in the local community.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

There are direct and indirect costs associated with the implementation of the Mature Age Workforce Policy; however, it is anticipated that these will be offset by improvements in workforce management.

CONCLUSION

Council’s Mature Age Workforce Policy and Mature Age Workforce Program have been developed to ensure that Council proactively manages its ageing workforce, in line with similar measures being undertaken by other employers across Australia. The Policy and Program have recently been reviewed and are now presented to Council for review and adoption.

RECOMMENDATION

That Council adopts the revised Mature Age Workforce Policy and Program attached as Annexure A to this report.

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

7.4 Review of Workplace Discrimination and Bullying / Harassment Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers - Manager of Administration and Human 7.4 Item Resources

ANNEXURES Annexure A Draft Workplace Discrimination and Bullying Harassment Policy Annexure B Draft Workplace Discrimination and Bullying Harassment Policy - Procedures

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the revised Workplace Discrimination and Bullying / Harassment Policy, for adoption. Please refer to Annexure A of this report.

BACKGROUND

The Workplace Discrimination and Bullying / Harassment Policy was last adopted by Council on 23 February 2017 and is due for review every three (3) years. The revised document has been reviewed by Council’s Management Executive Team (MANEX).

(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

There are no financial considerations arising from this report.

COMMENTARY

The Workplace Discrimination and Bullying / Harassment Policy and associated Procedures have been reviewed to include changes that have occurred since the current Policy was last adopted in February 2017. Changes are very minor and are shown in red in the annexures to this report.

The revised documents have undergone consultation through MANEX and have been recommended for adoption.

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

(a) Governance/Policy Implications

Once adopted by Council, the revised Workplace Discrimination and Bullying / Harassment Policy will become policy of Council.

Item 7.4 Item (b) Legal Implications

Council has a legal obligation under the NSW Anti-Discrimination Act 1977 to ensure that its workplaces are free of discrimination and bullying / harassment.

(c) Social Implications

The Workplace Discrimination and Bullying / Harassment Policy assists Council to meet community expectations, enhancing community confidence in the integrity of Local Government.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

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

CONCLUSION

Council’s Workplace Discrimination and Bullying / Harassment Policy has been reviewed to include changes that have occurred since the current Policy was adopted in February 2017. Changes are minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION

That Council:

1. Adopts the revised Workplace Discrimination and Bullying / Harassment Policy, attached as Annexure A to this report.

2. Notes the information included in the revised Workplace Discrimination and Bullying / Harassment Policy - Procedures, attached as Annexure B to this report.

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

7.5 Review of Work Health and Safety Management Plan

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Ann Blunt - WHS Co-ordinator 7.5 Item ANNEXURES Annexure A DRAFT Work Health and Safety (WHS) Management Plan

ECM INDEXES

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

PURPOSE

The purpose of this report is to present Council with the revised Work Health and Safety Management Plan (WHS MP), for adoption. Please refer to Annexure A of this report.

BACKGROUND

The current WHS MP was last reviewed and adopted by Council in 2016 and is due for review. The revised document has been extensively consulted on and has 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 2.1.5 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations

Provision has been made in Council’s Operational Plan 2019 / 2020 for costs associated with the implementation of the WHS MP, comprising the following:

Item Budget Amount WHS Health Checks $15,000 WHS Environmental Monitoring $10,500 WHS Workplace Modifications $5,000 WHS Drug and Alcohol Administration $6,000 WHS Corporate Training $94,215 WHS Chemwatch $3,000 WHS Safehold Management System $9,500 WHS Immunisations $7,000 WHS Safetyhub WHS Online Training System $2,100 WHS StateCover Safety Incentive $30,000 Total $182,315

Page 19 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

COMMENTARY

The main purpose of the WHS MP is to provide a comprehensive source of information on Council’s WHS systems, tying such systems together in a single reference document and setting operational and strategic directions for the implementation of

Item 7.5 Item effective WHS systems over the next three (3) years.

The WHS MP has been updated in accordance with the various source documents that Council has available for the improvement of its WHS systems. Sources include the annual StateCover WHS audit, which was the primary source of information, the WHS desktop audit carried out in 2018/2019 by Safety Australia, the Echelon WHS audit carried out several years ago, Council’s Officers of Due Diligence Framework and StateCover’s Internal Safety Culture Survey.

Drawing together all the necessary information and actions required for the implementation of an effective WHS system, the WHS MP includes a comprehensive action plan, which will inform Council’s WHS management over the next three (3) years and will assist in further developing and refining Council’s WHS systems.

Changes and additions to the WHS MP include: • updated information from the Work Health and Safety Act 2011 (NSW) and related legislation, standards and codes of practice; • updated policies, plans and procedures, reflecting new and changed documents and document control requirements; • inclusion of a reference to WHS Entry Permit holders as part of the consultative processes; and • updates to the action plan to include new actions and show progress to date on other actions.

The revised WHS MP will provide the structure necessary for Council to achieve a high standard of safety performance over the next three (3) years, assisting Council to meet its obligations under relevant WHS legislation. It has undergone extensive consultation through MANEX and the WHSCG and has been recommended for adoption by that group.

(a) Governance/Policy Implications

Once adopted by Council, the revised Work Health and Safety Management Plan will become policy of Council.

(b) Legal Implications

The revised Work Health and Safety Management Plan will assist Council to meet its legal obligations under relevant Work Health and Safety legislation.

(c) Social Implications

There are no social implications associated with this matter other than the ongoing benefits of good health and safety systems for Council’s staff, contractors and volunteers, and their families.

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

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications 7.5 Item

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

CONCLUSION

The review of the WHS MP has been carried out in line with relevant legislation and in consultation with affected staff. Its adoption and implementation will ensure that Council’s WHS management systems are delivered in a structured and integrated fashion, contributing to a high level of safety and assisting Council to meet its WHS legislative obligations.

It is important that the WHS MP receives the full and genuine commitment and support of Council, management and the entire workforce. To this end, the reviewed document will be communicated fully to all affected workers after its adoption.

The revised WHS MP, attached as Annexure A, has been recommended by the WHSCG and is now presented to Council for review and adoption.

RECOMMENDATION

That Council adopts the revised Work Health and Safety Management Plan attached as Annexure A to this report.

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

7.6 Review of Workplace Injury Management and Recover at Work Policy and Program

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Item 7.6 Item Author: Ann Blunt - WHS Co-ordinator

ANNEXURES Annexure A Draft Workplace Injury Management and Recover at Work Policy Annexure B Draft Workplace Injury Management and Recover at Work Program

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 the revised Workplace Injury Management and Recover at Work Policy, for adoption. Please refer to Annexure A of this report.

BACKGROUND

The Workplace Injury Management and Recover at Work Policy was last adopted by Council on 15 December 2016 and is due for review every three (3) years. The 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

An amount of $40,000 has been provided in Council’s Operational Plan 2019 / 2020 for costs associated with workplace injury management. This amount will not necessarily be spent; however, if it is, it will be offset by the reduced premium costs associated with returning injured workers to suitable duties.

COMMENTARY

Changes made to the Workplace Injury Management and Recover at Work Policy are of a relatively minor nature. A reference to the State Insurance Regulatory Authority (SIRA) has been included and some additional wording has been added to emphasise the value of injured workers being supported to recover at work.

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

The associated Workplace Injury Management and Recover at Work Program, attached as Annexure B to this report, has been significantly rewritten to bring it into line with SIRA’s Guidelines for Workplace Return to Work Programs and StateCover’s requirements. Changes include: • the addition of a consultation sign-off section as part of Council’s continuous improvement and best practice requirements; 7.6 Item • a flow chart designed to assist all parties to fulfil their obligations during the recover at work process; • details of a Council nominated Workplace Rehabilitation Provider (RehabCo), as required by SIRA; • the addition of information on retraining and redeployment; • a new section providing information on how workers are not to be disadvantaged; • information on dispute prevention and resolution, privacy and confidentiality; • the addition of a full list of references; • contact details for SIRA and the Workers Compensation Independent Review Office (WIRO); and • copies of Council’s Recover at Work Plan and Information Consent Form, as required by SIRA and included as appendices.

All changes to the Workplace Injury Management and Recover at Work Policy and associated Program comply with relevant legislation. The revised Policy and Program have been reviewed by MANEX and consulted on and recommended for adoption by Council’s WHSCG.

(a) Governance/Policy Implications

Once adopted by Council, the revised Workplace Injury Management and Recover at Work Policy will become part of the policy framework of Council.

(b) Legal Implications

The revised Workplace Injury Management and Recover at Work Policy and associated Program will assist Council to meet its legal obligations under the Workers Compensation Act 1987 and the Workplace Injury Management and Workers Compensation Act 1998.

(c) Social Implications

Effective and timely management of workplace injuries has ongoing benefits for injured workers, their families and the wider community.

(d) Environmental Implications

There are no environmental implications arising from this report.

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

(e) Economic/Asset Management Implications

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

Item 7.6 Item CONCLUSION

The Workplace Injury Management and Recover at Work Policy and associated Program have been reviewed in line with relevant legislation and guidelines.

The revised Policy and Program have been recommended by MANEX and the WHSCG. The revised Policy is now presented to Council for review and adoption.

RECOMMENDATION

That Council:

1. Adopts the revised Workplace Injury Management and Recover at Work Policy attached as Annexure A to this report.

2. Notes the information in the revised Workplace Injury Management and Recover at Work Program attached as Annexure B to this report.

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

7.7 Review of Youth Services Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services 7.7 Item ANNEXURES Annexure A Draft Youth Services Policy

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the revised Youth Services Policy, for adoption. Please refer to Annexure A of this report.

BACKGROUND

Council’s Youth Service Policy was last adopted by Council in November 2016 and is due for review every three (3) years in line with other policies of Council.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 3.3.1 'Advocate for and continue to develop a network of youth facilities across the community. '

(b) Financial Considerations

There are no financial implications arising from this report.

COMMENTARY

Council’s Youth Services Policy was last adopted by Council in November 2016 and is due for review. The Policy has been reviewed and updated in line with the delivery of existing Youth Services at 152 Wentworth Street, Glen Innes. Several changes were required to update this Policy due to an increased focus on youth since February 2019. A specific youth centre, known as The Youth Booth, was established and commenced operation in July 2019, and the hours of the Youth Worker were increased accordingly.

The changes to the Policy have been highlighted in red in the Annexure to this report and are briefly outlined below: • The Introduction was updated including a change to the age of young participants from 12 to 24 years rather than 12 to 25 as previously stated. Additions to Council’s services and facilities were also noted including The Youth Booth, Youth Advisory Committee and the Youth Network Meetings; • The Aims were also updated in line with the Youth Services Report which was included in the Business Paper for the Ordinary Council meeting held in February 2019, item number 9.17;

Page 25 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

• The Policy Statement was updated to read: Council’s Youth Services operate out of The Youth Booth and are facilitated by the Youth Worker to encourage and support young people, give them a voice through the Youth Advisory Committee, as well as enhancing their experiences through improved self- esteem, self-reliance and social confidence across the Glen Innes Severn LGA

Item 7.7 Item as outlined in the policy aims; and • The version control was updated.

(a) Governance/Policy Implications

Once adopted by Council, the revised Youth Services Policy will become policy of Council.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

The Youth Worker facilitates many activities, opportunities for growth and meals for local youth and is developing partnerships with other organisations to further enhance social connections and positive outcomes.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

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

CONCLUSION

Council’s Youth Services Policy has been reviewed with changes made to the youth age limit, additions made to the services and facilities provided by Council, the aims were updated in line with the Youth Services Report which was presented to Council in February 2019, and the Policy Statement has also been updated. The revised Policy is now presented to Council for review and adoption.

RECOMMENDATION

That Council adopts the revised Youth Services Policy attached as Annexure A to this report.

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

7.8 Review of Service Delivery Policies (Disability)

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Tony Williams - Acting Manager of Community Services 7.8 Item ANNEXURES Annexure A Draft Service Delivery Policy Statement Register (People with a Disability)

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE

The purpose of this report is to present Council with the Service Delivery Policy Statement Register (People with a Disability), for adoption. Please refer to Annexure A of this report.

BACKGROUND

The National Disability Insurance Scheme (NDIS) Quality and Safeguards Commission was established in New South Wales and South Australia on 1 July 2018. The commission established the NDIS Practice Standards which are a new and important benchmark for NDIS service providers to assess their performance, and to demonstrate how they provide high quality and safe supports and services to NDIS participants.

These initiatives have necessitated a complete re-write of the Glen Innes Severn Council Service Delivery Policies (Disability). There is a need for emphasis on proactive collaboration with participants at all levels of service delivery, including planning and evaluation, that best assists participants to meet their goals.

Glen Innes Severn Council’s Service Delivery Policy Statement Register (People with a Disability) has been developed to provide an ethical framework to guide the delivery of excellent services, that encompass a variety of options and opportunities, to support participants to achieve the goals of their choice.

The new Service Delivery Policy Statement Register (People with a Disability) both identifies and succinctly outlines a quality framework to work within and has direct reference to the NDIS Practice Standards.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 3.7.1 'Complete actions within the Disability Inclusion Action Plan 2017/21.'

(b) Financial Considerations

All costs associated with providing services to NDIS participants are recovered directly from the NDIS.

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

COMMENTARY

The Service Delivery Policies (Disabilities) were last adopted by Council on 24 November 2016. This policy will now be replaced with the Service Delivery Policy

Item 7.8 Item Statement Register (People with a Disability), once adopted by Council.

The Service Delivery Policy Statement Register (People with a Disability) has recently been developed and reviewed in consultation with relevant staff including the Management Executive Team. The policy statement register clearly defines how Council’s Life Choices - Support Services (LC-SS) and Children and Family Service’s (CAFS) staff will meet the NDIS Practice Standards.

There are five (5) core modules included in the NDIS Practice Standards, being: • Rights and Responsibilities; • Provider Governance and Operational Management; • Provision of Supports; • Support Provision Environment; • Early Childhood Supports.

(a) Governance/Policy Implications

Once adopted by Council, the Service Delivery Policy Statement Register (People with a Disability) will become policy of Council.

(b) Legal Implications

Council has an obligation to provide services to NDIS participants that are in line with the NDIS Practice Standards set by the NDIS Quality and Safeguards Commission.

(c) Social Implications

These policies underpin the service provision for many people who have a disability. Choice, inclusion and accountability are interwoven within the Policy Statement Register which creates the potential to enhance the social experiences of all involved.

(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 28 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

CONCLUSION

Council’s Service Delivery Policy Statement Register (People with a Disability) has been developed to replace the previous Service Delivery Policies (Disability) which was last adopted by Council on 24 November 2016.

7.8 Item A complete re-write of the policy has been necessary so that it now relates directly to the current NDIS Quality and Safeguards Commission Practice Standards where there is a need for emphasis on proactive collaboration with participants at all levels of service delivery, including planning and evaluation, that best assists participants to meet their goals.

The Service Delivery Policy Statement Register (People with a Disability) has recently been developed and reviewed in consultation with relevant staff including Council’s Management Executive Team (MANEX).

The policy format has been changed to a Policy Statement Register to succinctly outline a policy framework for staff to work within. The revised document titled Service Delivery Policy Statement Register (People with a Disability) attached as Annexure A is now presented to Council for review and adoption.

RECOMMENDATION

That Council adopts the Service Delivery Policy Statement Register (People with a Disability) attached as Annexure A to this report.

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

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

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Item 7.9 Item Author: Danielle Mepham - Personal Assistant

ANNEXURES Annexure A Bi-Annual Review of the 2019/2020 Operational Plan Goals

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 31 December 2019, against the actions within the Operational Plan 2019/2020 and the progress towards meeting the outcomes in the four (4) year Delivery Program. Please refer to Annexure A of this report.

BACKGROUND

In accordance with Section 405 (1) of the Local Government Act 1993, Councils are required to have an Operational Plan in place that details the activities to be engaged in by the Council during the year as part of the Delivery Program 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, the Annexure to this report details the progress of activities in the Operational Plan to 31 December 2019, and against the four (4) year Delivery Program 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 2019/2020.

(b) Financial Considerations

There are no financial considerations arising from this report.

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

COMMENTARY

The progress against activities is mostly on track for the year as planned within the Operational Plan for the year 2019/2020, and with the aim to meet the outcomes in the Delivery Program.

7.9 Item For Council’s information, the highlights for the six (6) months from July 2019 to December 2019 included the following activities:

Corporate and Community Services: • The Friends of the Library were successful in their White Rock Wind Farm Community Fund grant submission for $30,400 towards a Shade Sail over the external children’s enclosure. Council contributed a further $21,190 to the project. The sail was installed in September 2019; • The Library was successful in its Mosman Council Community Grant 2019/2020 submission for $5,000. This grant will be used to complete an Aboriginal Women’s Art Project, in conjunction with the Glen Innes Family and Youth Support Services and local Aboriginal families. Local Aboriginal artist, Lloyd Hornsby will be working with the Aboriginal families to produce Aboriginal artwork on the metal light poles around the Glen Innes Severn Library Learning Centre; • Council successfully migrated its staff Intranet site to SharePoint online (Office 365), which will offer numerous benefits, including full access to all Intranet information for remote workers, which was previously unavailable; • The Youth Booth continues to be enjoyed by those who attend and participate in activities planned by the Youth Worker; • The Family Picnic Day was held in conjunction with the opening of Melling Park and was well attended and enjoyed by the community.

Development, Regulatory and Sustainability Services: • Two (2) public art projects have been approved. The Deepwater Public Art project is complete. The Meade Street roundabout Public Art Project has been commissioned and is due for installation in early 2020; • The Grants Newsletter “Bid Blast” is sent monthly with information having been distributed to community groups and Section 355 Committees of Council in July, August, October, November and January this year; • The Christmas decorations were installed, and the Christmas in the Highlands event was run in conjunction with the Red Cross Christmas Tree decoration competition and Business in Glen's Spend in Glen promotion. A positive response was received from businesses and the community; • The Glen Innes Highlands brand provides inspiration and information on visiting Glen Innes Highlands and is being well promoted through a number of mediums; • The paid advertising campaign for Glen Innes Highlands ran for October and was paused on 11 November 2019 due to the bushfires;

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

• The Glen Innes Highlands calendar was produced, and updated branding was executed on the tourist signs in the three (3) locations (VIC, Post Office and Town Park). The Glen Innes Show Program also included the Glen Innes Highlands logo. Glen Innes Highlands had an increase in Newsletter subscribers by 112 and increased Facebook followers by 512; Item 7.9 Item • A total of ten (10) Heritage Assistance grant applications have been lodged in 2019/2020 period containing local heritage items and have been referred to the heritage advisor, and have been assessed under both NSW Planning Legislation and Glen Innes Severn Local Environmental Plan 2012; • Council appointed a tender for the upgrade of the Glen Innes Sheep selling facilities at the Saleyards and work commenced on the project in December; • Council staff have been heavily involved in the clean-up and re-build for Wytaliba following the bushfires.

Infrastructure Services: • Approximately 17 kilometres of gravel re-sheeting was completed on Old Grafton Road including extensive drainage works; • Gravel re-sheeting commenced on Pretty Valley Road and Pinkett Road, however, these projects were postponed due to local water availability issues; • Local contractors were engaged to complete gravel re-sheeting on Shannon Vale Road, Cherry Tree Road, Haymarket Road and Old Ben Lomond Road under the Drought Communities Program; • The shared path along Wentworth Street connecting Melling Park (Jørgen la Cour Way) with the CBD was completed; • The King Edward Park footbridge was replaced with a prefabricated laminated timber bridge that was delivered fully assembled and positioned using a mobile crane; • Major repair work to rectify a large cavity on the eastern side of the bridge over the Henry River on Old Grafton Road was completed; • With the arrival of the new Asphalt Zipper the 2019/2020 Heavy Patching Program progressed well; • Upgrades to the Grafton Street and Penzance Street intersection were completed, with a wide concrete dish drain installed across the road; • Preliminary construction commenced for the rehabilitation of three kilometres (3km) of Wellington Vale Road (Segment 70), including drainage upgrades; • Resealing of various segments on Strathbogie Road, Haymarket Road, Pinkett Road and Glen Legh Road was completed; • A new bore was installed beside Eerindii Ponds to supplement the town water supply; • Two (2) small storage dams have been installed at the Glen Innes Waste Water Treatment Plant to capture treated effluent for reuse;

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

• Many resources were spent on supporting firefighting activity in the region, including the use of the Glen Innes airport for regional aviation firefighting efforts; • Recovery efforts associated with the fire impact on Wytaliba and the loss of the

bridge over the Mann River on Old Grafton Road. Item 7.9 Item

(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 for the six (6) month period from July to December 2019 and measured the progress against the Delivery Program.

RECOMMENDATION

That Council notes the progress of the Principal Activities against the actions in the Operational Plan 2019/2020 and measures against Council’s Delivery Program, attached as Annexure A to this report.

Page 33

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

7.10 Quarterly Budget Review - December 2019

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

Item 7.10 Item ANNEXURES Annexure A Quarterly Budget Review December 2019

ECM INDEXES

Subject Index: FINANCIAL MANAGEMENT: Budgeting

PURPOSE

The purpose of this report is to provide Council with a quarterly budget review statement attached as Annexure A to this report, for the period from Tuesday, 1 October 2019 to Tuesday, 31 December 2019.

BACKGROUND

Clause 203 of the Local Government (General) Regulation 2005 states that:

(1) Not later than 2 months after the end of each quarter (except the June quarter), the responsible accounting officer of a council must prepare and submit to the council a budget review statement that shows, by reference to the estimate of income and expenditure set out in the statement of the council’s revenue policy included in the operational plan for the relevant year, a revised estimate of the income and expenditure for that year.

(2) A budget review statement must include or be accompanied by:

(a) a report as to whether or not the responsible accounting officer believes that the statement indicates that the financial position of the council is satisfactory, having regard to the original estimate of income and expenditure, and

(b) if that position is unsatisfactory, recommendations for remedial action.

(3) A budget review statement must also include any information required by the Code to be included in such a statement.

The Code referred to above, is the Code of Accounting Practice and Financial Reporting. While earlier versions of the code had an appendix that listed minimum requirements, these were removed a few years ago as they are of no relevance to the financial statements (which is the main purpose of the Code).

In the absence of any instructions in the Code, the Quarterly Budget Review Statement publication issued in 2010 by the then Division of Local Government, NSW Department of Premier and Cabinet, details the minimum requirements and these requirements have been met in the preparation of the Quarterly Budget Review Statements (QBRS).

Page 34 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

The quarterly review should act as a barometer of Council’s financial health during the year and it is also a means by which Councillors can ensure that Council remains on track to meet its objectives, targets and outcomes as set out in its Operational Plan.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.1 ‘Continue to 7.10 Item be a financially sustainable and independent Council.’

This budget review statement must be prepared in accordance with the new Integrated Planning and Reporting Framework introduced under the Local Government (General) Amendment (Planning and Reporting) Regulation 2009, the Local Government Act 1993 (as amended) and the Local Government Amendment (Planning and Reporting) Act 2009.

(b) Financial Considerations

It is important for Council to note that the adoption of this budget review approves the variations identified in the attached report and that the cumulative effect of the budget variations should be considered when reviewing this budget. The original estimated Operating Surplus for the 2019/2020 financial year was $4.989 million.

COMMENTARY

The original budget adopted by Council indicated that the Net Operating Surplus at the end of the 2019/2020 financial year was expected to be $4.989 million (including Capital Grants and Contributions).

This was based on budgeted total operating revenue of $36.515 million and budgeted total operating expenditure of $31.526 million.

The September QBRS approved changes which resulted in a reduction to the bottom line of $101,000; resulting in a projected Net Operating Surplus (including Capital Grants and Contributions) of $4.888 million.

The recommended changes outlined in this December Quarterly Review will lead to an increase in the bottom line of $156,000, resulting in a projected Net Operating Surplus of $5.044 million.

The December 2019 QBRS indicates that Council is in a good position in respect of actual expenditure when compared to budgeted expenditure.

The Operating Performance Ratio is an example of demonstrating whether Council is making an operating surplus or deficit and can be expressed including or excluding Capital income. Both are included in this report, however, the most important is the ratio excluding Capital income, as this is how it is reported in Council’s Annual Financial Statements.

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

The Operating Performance Ratio (excluding Capital income) is defined as:

Total Continuing Operating Revenue (excluding Capital grants and contributions) – Operating Expenses ______

Total Continuing Operating Revenue

Item 7.10 Item Council originally budgeted for a positive Operating Performance Ratio (surplus) both including and excluding Capital income of 13.66% and six percent (6%) respectively. This is considerably higher than last year due to the Growing Local Economies Grant and the Stronger Country Communities Grant. Capital income is income provided purely for Capital purposes – this is discussed later in this report.

The Operating Performance Ratio is expected to be stable as a result of the current proposed variations to be 13.16% and 5.84% respectively. By way of comparison, the Annual Financial Statements (excluding Capital Grants) reported that this ratio was: • 0.73% in 2018/19; • 7.75% in 2017/18; • 12.84% in 2016/17; • 6.76% in 2015/16; • 2.74% in 2014/15.

Council continues to make positive progress in this area.

The adjustments recommended for the December Quarterly Review recognise:

1) Additional income comprised of: a. Disaster Recovery Funding arrangements of $1,000,000 (to be offset with expenditure); b. Roads to Recovery – Drought Extension additional income of $542,000 (to be offset with Capital expenditure); c. Town Waste – additional amount levied but not budgeted for of $14,000; d. Planning: Development Contributions underestimated in budget - $6,000; e. Drought Communities Programme Funding Arrangements timing of funds not as per estimate $132,000.

2) Additional expenditure comprised of: a. An amount of $109,000 being transferred from the Capital Budget to the Operational budget for the Anglican Church Upgrade (funded under Round 2 of the Stronger Country Communities Fund); b. An additional expense of $11,000 for the General Managers recruitment costs; c. An additional expense of $12,000 for Property and Crime Insurance liability underestimated; d. An amount of $17,000 being transferred from Reserves for the Staff Engagement Survey;

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

e. An amount of $49,000 being transferred from Reserves for RFS Regional Exercise expenditure; f. An amount of $1,000,000 for Disaster Recovery Funding arrangements offset with additional income; g. An additional expense of $10,000 for LC-SS Staff travelling expenses,

not budgeted correctly; 7.10 Item h. An amount of ($40,000) being transferred from the General Managers Contingency Fund to the Capital Budget for the purchase of a new Motor Vehicle for the Manager of Governance, Risk and Corporate Planning.

Cash and Investment Review

The cash and investment review provides an estimate of the current internal and external restrictions on Council’s invested funds. These are not fully determined until the end of the financial year. Now that the audit of the Financial Statements has been completed, updates have been made to these figures as at Sunday, 30 June 2019. The report also includes a reconciliation of Council’s cash and investments on hand as at Tuesday, 31 December 2019.

It is important to note that both internally and externally restricted funds must be acquitted for a particular purpose, and therefore are in truth already committed for that purpose. For this reason, the expenditure of these funds is more of a cash flow / working capital issue and will have no effect on Council’s operational surplus or deficit. However, as indicated above, the timing of receipt of income and the expending of this can occur over a number of financial years. This results in a variance in the operational budget between those years. However, the net effect should still be nil over the financial years in which the grant (or reserve) is acquitted.

This report also requires a statement in respect of whether all investments are in accordance with the requirements of Section 625 of the Local Government Act 1993, the accompanying Regulations and Council’s Investments Policy. This statement, in combination with the monthly investment report, ensures that Council is complying with these statutory, regulatory and policy requirements.

Further, a declaration as to the preparation of bank reconciliations is also required. Bank reconciliations occur daily with a full reconciliation performed monthly. The full reconciliation for the December 2019 quarter occurred on Thursday, 2 January 2020.

For Council’s information, the average turnaround time for the payment of invoices for the last 12 months is 19 days from the invoice date, which is a satisfactory level.

Capital Budget Review

The Capital Budget Review allows Council to analyse any additional Capital expenditure to be incurred in the current financial year and the extent to which monies have already been expended. Importantly, the report also indicates how Council is to fund the Capital expenditure for the year.

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

This review proposes a decrease in the Capital Expenditure Budget of $968,000 which is comprised of the following: • Additional funds for Upgrade of Street Lighting – $165,000. As per Council Resolution 19.12/19; • Additional funds for the purchase of a motor vehicle for the Manager of

Item 7.10 Item Governance, Risk and Corporate Planning – $40,000; • Additional funds for the Roads to Recovery – Drought Extension program - $542,000; • Re-allocation of funds from the Morven Road project - $536,000; • Reduction of Capital: o ($1,600,000) for Town Hall Redevelopment transferred to reserves – as costs will not be incurred in the 2019/2020 financial year; o ($536,000) for Roads to Recovery - Morven Road to be re-allocated as per Council Resolution 20.12/19; o ($109,000) for Anglican Church Upgrade transferred to operational expenditure – all costs of this project will be operational in nature as the Church is not an asset of Council; o ($6,000) for Upgrade of Signage carried forward from 2018/2019 – no longer to be completed.

Contracts

The Reporting Framework requires the identification of contracts entered into in the preceding quarter which exceed specified expenditure limits. The limit for reporting contracts in the QBRS is one percent (1%) of revenue from continuing operations, or $50,000, whichever is less. No contracts have met the relevant criteria for the second quarter of 2019/2020.

Consultancy and Legal Expenses:

The current expenditure to Tuesday, 31 December 2019 on qualifying consultancies and legal fees is identified in the QBRS and this expenditure is budgeted for and, given the size and nature of Council’s operations, is considered reasonable.

(a) Governance/Policy Implications

No governance or policy implications have been identified in the preparation of this report.

(b) Legal Implications

Clause 203 of the Local Government (General) Regulation 2005 requires all Council’s in NSW to prepare and submit to Council a budget review statement which has a revised estimate of the income and expenditure for that year, within two (2) months of the end of the quarter.

Page 38 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

A certification is required to ensure that all investments are made in accordance with the requirements of Section 625 of the Local Government Act 1993, the accompanying regulations and Council’s Investments Policy.

(c) Social Implications

There are no social implications arising from this report. 7.10 Item

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

A decrease in Capital expenditure has been incorporated into this review and funds appropriately directed for other projects or reserved for future periods.

CONCLUSION

The Original Budget adopted by Council indicated that the Net Operating Surplus at the end of the 2019/2020 Financial Year would be $4.989 million (including Capital Grants and Contributions).

The September 2019 QBRS approved changes which resulted in a revised budgeted Operating Surplus of $4.888 million (including Capital Grants and Contributions). The September Capital Budget Review annexure indicated an increase in the total capital expenditure for this financial year of $1,386,000.

The December 2019 QBRS indicates a revised budgeted Operating Surplus of $5.044 million (including Capital Grants and Contributions). The December Capital Budget Review annexure indicates a decrease in the total capital expenditure for this financial year of $968,000.

RECOMMENDATION

That Council notes and adopts the information contained in this report with the estimated annual Operational Surplus (including Capital Grants and Contributions) of $5,044 million being the result of the December 2019 Quarterly Budget Review.

Page 39

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

7.11 Borrowings Report as at December 2019 and January 2020

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

Item 7.11 Item ANNEXURES 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 Tuesday, 31 December 2019 and Friday, 31 January 2020.

BACKGROUND This report is not required to be prepared on a monthly basis. It is provided to Council for information purposes.

(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.’

COUNCIL’S LOAN LIABILITY: The following table details the interest rate, loan completion date, and balance as at Tuesday, 31 December 2019 and Friday, 31 January 2020 for each of Council’s borrowings:

General Fund Loan Balance 31 Loan Interest Balance 31 Purpose Completion December No Rate January 2020 Date 2019 TCORP “Wattle Vale” and 1 3.95% 8/12/2036 $ 1,834,879.07 1,834,879.07 RFS Loan 11-01 Business Acquisition: Quarry 7.69% 28/07/2036 $ 703,500.00 693,000.00 3 Learning Centre 7.35% 19/06/2025 $ 246,247.75 246,247.75 NAB Fixed Interest Loan 2 (Debt Consolidation Pre- 6.69% 1/11/2027 $ 2,603,415.51 2,541,793.25 Amalgamation) 12 LIRS Loan: Road Renewal 5.32%* 9/12/2022 $ 357,152.71 357,152.71 LIRS Loan: CBD 13 5.46%* 27/02/2023 $ 694,767.08 694,767.08 Revitalisation LIRS Loan: Accelerated 14 3.82%* 28/05/2025 $ 572,202.64 572,202.64 Road Renewal LIRS Loan: Accelerated 15 3.82%* 28/02/2025 $ 2,288,810.56 2,288,810.56 Bridge Program Glen Innes and Emmaville 16 4.70% 28/02/2035 $ 1,259,115.73 1,259,115.73 Swim Centre: Revitalisation Total General Fund Liability $ 10,560,091.05 10,487,968.79

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

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

Water Fund Loan Balance 31 Loan Interest Balance 31 Purpose Completion December

No Rate January 2020 7.11 Item Date 2019 Land Acquisition: Future 11-02 7.69% 28/07/2036 $ 1,882,700.00 1,854,600.00 Storage Total Water Supply Fund Liability $ 1,882,700.00 1,854,600.00

Sewer Fund Loan Balance 31 Loan Interest Balance 31 Purpose Completion December No Rate January 2020 Date 2019 10 Sewer Augmentation Loan 6.51% 11/05/2026 $ 1,284,293.60 1,284,293.60

Total Sewer Fund Liability $ 1,284,293.60 1,284,293.60

TOTAL LOANS LIABILITY $ 13,727,084.65 13,626,862.39

Certification

I, Liz Alley, Chief Financial Officer, 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

Monthly financial reporting ensures transparency of financial reporting to enable Councillors to make financially sustainable and accountable decisions.

(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 41 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 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.

Item 7.11 Item (d) Environmental Implications

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 Communities use. This is called “Intergenerational Equity”. Each generation pays for the service or project when borrowings are used to fund the project.

CONCLUSION

Adequate funds are made available to ensure all areas of Council can continue to operate in accordance with both the annual Operational Plan and the Long Term Financial Plan. Further, all 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 42

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

7.12 Investment Report - December 2019 and January 2020

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

ANNEXURES 7.12 Item 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 31 December 2019 and 31 January 2020.

BACKGROUND

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.

(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.

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

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

COMMENTARY

Item 7.12 Item

INVESTMENT INTEREST:

Interest received for year to 31 December 2019 $ 162,592.62 Interest received for year to 31 January 2020 $ 174,611.80

CASH BOOK RECONCILIATION:

Balance as per Cash Book as at 1 December 2019 $ 7,189,430.31 Receipts for December 2,879,926.83 Payments for December -3,585,264.91 Receipts for January 3,829,629.81 Payments for January -6,400,535.46 Balance as per Cash Book as at 31 January 2020 $ 3,913,186.58 General Fund 582,111.52 Water Fund 2,186,809.27 Sewer Fund 1,076,897.39 Glen Innes Aggregates 48,770.95 355 Committee 18,597.45 Balance as per Cash Book as at 31 January 2020 $ 3,913,186.58

FINANCIAL INSTITUTIONS INVESTMENTS:

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

A1+/AA- 19/02/2020 2.70% NAB (7) Yes 1,000,000 27,000.00 A1+/AA- 20/02/2020 2.70% Westpac Banking Corporation (10) Yes 1,000,000 27,000.00 A1+/AA- 22/02/2020 2.70% Westpac Banking Corporation (12) Yes 1,000,000 27,000.00 A1+/AA- 20/03/2020 2.53% NAB (18) Yes 1,000,000 25,300.00 A1+/AA- 22/03/2020 2.57% Westpac Banking Corporation (4) Yes 1,000,000 25,770.41 A1+/AA- 27/03/2020 2.48% NAB (3) Yes 1,000,000 24,732.05 A1/A 30/03/2020 1.75% Macquarie Bank (1) Yes 1,000,000 10,212.33 A1+/AA- 8/04/2020 2.50% NAB (9) Yes 1,000,000 25,068.49 A1/A 28/04/2020 1.70% Macquarie Bank (2) Yes 1,000,000 10,060.27 A1+/AA- 5/05/2020 2.30% NAB (16) Yes 1,000,000 23,000.00 A1+/AA- 29/06/2020 1.42% CBA (17) Yes 1,000,000 5,835.62 A1+/AA- 29/07/2020 1.41% CBA (15) Yes 1,000,000 6,953.42 A1+/AA- 22/09/2020 1.55% Westpac Banking Corporation (14) Yes 1,000,000 15,542.47

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

Bank Rating funds Mature % Institution Invested $ Return $ (S&P) Fossil Fuels A1+/AA- 31/10/2020 1.53% Westpac Banking Corporation (13) Yes 1,000,000 11,485.48

A1/A 27/01/2021 1.65% ING (11) Yes 1,000,000 16,500.00 Item 7.12 Item A1/A 27/01/2021 1.65% ING (6) Yes 1,000,000 16,500.00 Expected Average 2.07% Total Investments 16,000,000.00 297,960.54 Return 19/20 Actual Average 2.17% Cash on Hand 3,913,186.58 Return Received YTD Total Cash and Investments 19,913,186.58

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

Investment Balances This Year Last Year

Opening Balance as at 1 December 14,000,000 17,000,000 Current Balance as at 31 January 16,000,000 16,000,000

The expected average return on Council investments for the 2019/2020 financial year is 2.07%. This is a reduction on the actual average return of 2.73% for the 2018/2019 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 January 2020 is 1.40%.

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.

Certification

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

(a) Governance/Policy Implications

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

(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.

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

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. Item 7.12 Item (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.

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:

(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.

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

(e) Economic/Asset Management Implications

Sound economic management includes maximising Council’s return on investment, and this is achieved by closely monitoring Council’s investments in line with Council’s Investment Policy.

CONCLUSION 7.12 Item

Funds have been restricted to ensure all areas of Council can continue to operate in accordance with both the annual Operational Plan and the Long Term Financial Plan. Further, all investments 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 47

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

7.13 Capital Works Program Progress Report as at 31 January 2020

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

Item 7.13 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

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

PURPOSE

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

BACKGROUND

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

(a) Relevance to Integrated Planning and Reporting Framework

Council’s Operational Plan for 2019/2020 sets out the Capital Works Program to be undertaken during the financial year.

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

(b) Financial Considerations

Council’s Capital Works Program is included in the 2019/2020 Operational Plan and Budget, which was adopted by Council on Thursday, 27 June 2019.

COMMENTARY

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

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

2017-2018 ‘rolled over’ Capital Works Program as at 31 January 2020:

Rolled over Rolled over Actual + PROJECT WORKS COMMENTS amount Budget Committed LOCAL INFRASTRUCTURE Amount rolled over: $453,554 $453,554 $357,342 7.13 Item RENEWAL SCHEME Local Bridges – 5195 Polhill Road, Onsite construction LIRS Accelerated Wellingrove Creek is well underway. Bridge Program bridge Eastern abutment and centre pier are $453,554 $453,554 $357,342 nearing completion. Eastern bridge deck will be installed in early February. SUB-TOTAL $453,554 $453,554 $357,342

2018-2019 ‘rolled over’ Capital Works Program as at 31 January 2020:

Actual + Rolled over Adjusted PROJECT WORKS COMMENTS Committed amount Budget YTD 19-20 ROADS TO Amount Rolled Over $545,022 $545,022 $0 RECOVERY Gravel Re-sheet Pinkett Road Project has commenced but has been halted due to $545,022 $545,022 $0 dry weather and lack of water. LOCAL INFRASTUCTURE Amount Rolled Over $200,000 $200,000 $22,147 RENEWAL SCHEME Local Bridges – 5300 Ten Mile Road, Designs completed in LIRS Accelerated Deepwater River bridge prior year and tender Bridge Program process has been completed. Report will $200,000 $200,000 $22,147 go to the February Council report for tender selection. GLEN INNES AGGREGATES Amount Rolled Over $12,132 $12,132 $4,547 SURPLUS PROJECTS Upgrade Grey Project completed. $12,132 $12,132 $4,547 Street Pavement SEWER FUND Amount Rolled Over $98,018 $98,018 $98,018 RENEWALS Sewer: Mains TBA - SCOPE Interflow work Renewal – Sewer completed with final $98,018 $98,018 $98,018 Funds negotiations underway. WATER FUND Amount Rolled Over $184,348 $184,348 $68,458 RENEWALS Water: Mains Water treatment Minor works Renewal – Water renewals (GI) commenced. $150,426 $150,426 $23,861 Funds

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

Actual + Rolled over Adjusted PROJECT WORKS COMMENTS Committed amount Budget YTD 19-20 Water treatment new Acid dosing plant works (GI) installed. This was required to mitigate $19,034 $19,034 $44,381 Item 7.13 Item various WHS hazards and is recorded in Safehold. Water mains renewal Minor works $3,862 $3,862 $64 (DW) commenced. Water treatment Minor works $9,781 $9,781 $47 renewals (DW) commenced. Water treatment new Minor works $1,245 $1,245 $105 works (DW) commenced. PLANT AND EQUIPMENT Amount Rolled Over $55,500 $55,500 $55,800 ACQUISITION Asphalt Zipper Received. $20,000 $20,000 $20,300 Rotating Grab (for 20 Ordered, with delivery tonne excavator) expected prior to $35,500 $35,500 $35,500 June. GENERAL FUND EXPENDITURE Amount Rolled Over $336,584 $336,584 $25,474 (GENERAL WORKS) Public Art Projects Project continuing from the approved 2018-19 Project for the Meade and Church Street $20,862 $20,862 $20,862 roundabout. Due for commissioning early 2020. DIS: Install Pending Grant Walking and Funding Cycling Tracks unsuccessful. Adjustment to be $50,000 $50,000 $0 made in December QBR. Town Hall Deferred subject to Redevelopment - consideration of other Construction Plans suitable alternatives. $250,000 $250,000 $0 and Specifications Adjustment to be made in December QBR. Upgrade Signage Next Event Signage for four (4) Highway entrances completed and pending $5,722 $5,722 $0 installation. Adjustment to be made in December QBR. LC-SS: Covered Project mostly Walkway LC-SS completed, awaiting Building invoices. $10,000 $10,000 $4,613

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

Actual + Rolled over Adjusted PROJECT WORKS COMMENTS Committed amount Budget YTD 19-20 GENERAL FUND EXPENDITURE (OTHER GRANTS Amount Rolled Over $442,112 $256,208 $221,256

AND 7.13 Item CONTRIBUTIONS) Fixing Country Wellington Vale Road HML assessments Roads Grant completed. No work required to bring bridges along $60,000 $60,000 $16,090 Wellington Vale up to HML levels. Project completed. Stronger Country Sports Grounds - Project completed. Communities - Deepwater Tennis Adjustment made in $138,000 $0 $0 Round 2 Courts (not a Council September QBR as Asset) not a Council Asset. SCC: Upgrade Fully Funded Project carried over to Mead Park 2019-20 as per $154,589 $154,589 $154,589 funding milestones. Drought Gravel Re-sheet - Project completed. Communities Grant Haymarket Road $40,109 $40,109 $45,443 (1) Drought Shared Footpath Project completed. Communities Grant Upgrade Adjustment made in $47,904 $0 $0 (2) September QBR. Drought Parks: Upgrade King Project completed. Communities Grant George Oval $1,510 $1,510 $5,134 (3) SUB-TOTAL $1,873,716 $1,687,812 $495,700

2019-2020 Capital Works Program as at 31 January 2020:

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed

SRV PROGRAM Budget: $2,501,545 $2,501,545 $526,373 Local Unsealed West Furracabad Will be completed by $250,000 $250,000 $0 Rural Roads Road (Re-sheeting contractors. and Re-alignment) Reseal Program TBA First round of Reseals $573,539 $919,639 $216,125 is now complete. Additional budget as per Council Resolution 20.12/19. Segments along Rangers Valley and Strathbogie Road have been identified for resealing. Local Sealed Road TBA - heavy patching First round of heavy $247,214 $247,214 $198,924 patching is complete. Additional heavy patching will be carried out along Strathbogie Road and Rangers Valley Road.

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Causeway Renewal Concrete Project identified, $20,000 $20,000 $0 Program awaiting scheduling. Footpaths Renewal Concrete Project completed. $25,000 $25,000 $26,472 Replaced Concrete in

Item 7.13 Item Bourke Street, between CBD and East Avenue. Kerb and Gutter Concrete Kerb and Gutter to be $40,000 $40,000 $0 Renewal replaced along Grey Street in front of Karinya where trees have been removed. Carpark Renewal Re-sealing Budget to be held for $10,000 $10,000 $0 the 2020/2021 year to allow upgrade of Life Choices carpark. Unallocated Not yet commenced. $1,000,000 $124,900 $0 Local Unsealed Cherry Tree Road Not yet commenced. $48,867 $48,867 $0 Rural Roads (convert to gravel) Polhill Road (convert Not yet commenced. $116,476 $116,476 $0 to gravel) Nant Park Road Not yet commenced. $10,449 $10,449 $0 (convert to gravel) Dumaresq Street Contractor appointed $160,000 $160,000 $8,767 Extension (road and to design the power) electricity upgrade. Re-sheet Waterloo Not yet commenced. $0 $112,000 $0 Road as per Council Resolution 13.10/19 Re-sheet Linwood Not yet commenced. $0 $192,000 $0 Road as per Council Resolution 13.10/19 Footpath Renewals as Footpath Upgrade $0 $120,000 $49,872 per Council Resolution completed at the 13.10/19 Lambeth Street Bourke Street corner, at the Railway Tavern. Work is scheduled to start on the footpath upgrade at the Imperial Hotel end of February. Old Ben Lomond Due to ongoing $70,000 $0 Causeway Renewal commitments along the Old Grafton Road, it is unlikely this will be completed this

financial year. Cold weather will hamper this project and will need to be completed in December 2020. Veness Park Foot bridge is due for $35,000 $26,213 Footbridge delivery on Tuesday Replacement the 11th of February, staff are currently working to remove the existing bridge.

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed ROADS TO Budget: $766,743 $1,308,643 $194,180 RECOVERY (RTR) Gravel Re-sheeting Morven Road Project will not be $536,000 $0 $0 completed this year,

therefore budget re- 7.13 Item allocated per Council Resolution 20.12/19. Gravel Re-sheeting Pretty Valley Road Work 70% complete, $230,743 $230,743 $194,180 small section past Fishers Road to be re-sheeted once Pinkett Road is completed. Additional Heavy As per Council $447,900 $0 Patching Resolution 20.12/19. Adjustment to be made in Dec QBR.

Heavy patching will be undertaken along Rangers Valley and Strathbogie Roads. Waterloo Bridge As per Council $230,000 $0 Replacement Resolution 20.12/19. Adjustment to be made in Dec QBR.

Fisheries permit is underway and quotation for timber supply is progressing. Wattle Vale Quarry As per Council $400,000 $0 Intersection Resolution 20.12/19. Adjustment to be made in Dec QBR. Awaiting information in relation to design from LEGS. REGIONAL Budget: $590,000 $590,000 $116,213 ROADS Regional Roads Wellington Vale Seg Survey work $387,068 $387,068 $115,911 Block Grant 70 completed. Construction underway, drainage upgrades and clearing work have commenced. Pavement work and sealing scheduled for Feb/March 2020. Regional Roads Regional Road Minor works $100,000 $100,000 $302 Block Grant Bitumen Resealing commenced. Program Regional Roads Wellington Vale Seg Not yet commenced. $102,932 $102,932 $0 REPAIR Program 70

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed LOCAL INFRASTUCTURE Budget: $570,000 $570,000 $122,466 RENEWAL SCHEME

Item 7.13 Item Local Bridges – 5150 Coxs Road, Pre-inspections $150,000 $150,000 $8,774 LIRS Accelerated Deepwater River carried out for job Bridge Program Bridge planning purpose. Geotechnical investigation costs have been committed. Currently reviewing options for removal of centre pier with a longer span. Project will not be completed this year. Reallocate to 2020/2021. 5110 Browns Road, Geo Technical and $100,000 $100,000 $25,341 Unknown River Bridge some of the timber required for the bridge have been committed. Timber procurement is complete. Work will commence mid- February. 5130 Cherry Tree Pre-inspections $100,000 $100,000 $8,678 Road, Furracabad carried out for job Creek Bridge planning purpose. Geotechnical investigation costs have been committed. Project will not be completed this financial year. King Edward Park Project completed. $30,000 $30,000 $29,774 Foot Bridge New bridge was installed in late October and footpath repaired to match up. Wytaliba Bridge Sidetrack is looking to $0 $40,179 be upgraded with a temporary bridge. Geotech is complete for replacement bridge and survey is currently underway. Adjustment to be made in December QBR. Yarraford Road over Geo-technical $190,000 $190,000 $9,720 Severn River - Timber investigation Renewal performed in prior year. Work will commence upon completion of Waterloo Bridge upgrade.

Page 54

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed BRIDGE RENEWAL PROGRAM Budget: $1,822,000 $1,822,000 $49,168 GRANT AND

SECTION 94 7.13 Item CONTRIBUTIONS Local Bridges - 5300 Ten Mile Road, Designs completed in $422,000 $422,000 $0 Bridge Renewal Deepwater River prior year and tender Program Bridge - Pending process has been Grant 50% Funding completed. Report will go to the February Council report for tender selection. Local Bridges - 5270 Shannon Vale Design consultants $1,400,000 $1,400,000 $49,168 Bridge Renewal Road, Mann River engaged. Further Program Bridge - Pending geo-technical Grant 50% Funding investigations are complete, but design is delayed due to Wytaliba bridge replacement. GLEN INNES AGGREGATES Budget: $497,173 $497,173 $167,220 SURPLUS PROJECTS Gravel Re-sheeting Pinkett Road Works commenced, $314,352 $314,352 $167,220 then ceased due to drought conditions. Gravel Re-sheeting Tent Hill Road Not yet commenced. $30,797 $30,797 $0 Gravel Re-sheeting Nant Park Road Project to be $152,024 $152,024 $0 reallocated to the 2020/2021 year. STORMWATER/DR Budget: $120,000 $120,000 $25,507 AINAGE Renew Drainage – Stormwater Renewals Upgrade work carried $120,000 $120,000 $25,507 Drainage Charge - Glen Innes out on the Penzance Reserve Intersection. Concrete V drain installed to stop water sitting across intersection. Work has commenced at the Railway street and Lang street intersection. SEWER FUND Budget: $440,000 $440,000 $285,300 RENEWALS Sewer: Mains Cleaning, lining and Interflow postponed $350,000 $350,000 $256,429 Renewal – Sewer sealing of pipes completion of sealing Funds by six weeks to commence end of March. The sealing work will utilise the remaining budget and is expected to be completed in this financial year. Sewer Service 102 Wentworth $50,000 $50,000 $0 Renewals Street.

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Sewer Mains 102 Wentworth Street $20,000 $20,000 $9,711 Extension 13m of 150mm pipe completed. Sewer Mains New 34 Mosman Street, $20,000 $20,000 $19,160

Item 7.13 Item Service Mellings Park, 65 Abbott Street, 67 Coronation Avenue x 2, 40 Fraser Street, 30 Alice Street. WATER FUND Budget: $540,000 $790,000 $433,237 RENEWALS Water Mains Water Mains Renewal Underbore completed $400,000 $400,000 $146,388 Renewal in Wentworth Street (80m of 125mm pipe completed), to enable bridge repairs and fix water main leak. Lang Str 80m of 180mm pipe, Lang Street 315m of 150mm pipe. Water Mains Roseneath 108m with $20,000 $20,000 $23,891 Extension 100mm pipe. Water New Service 34 Mosman Street, $20,000 $20,000 $27,657 161 Church Street, Mellings Park, 169 Meade Street 2 x 200mm, 42 Walter Street, Roseneath - Hilton Street, 444 Strathbogie Rd, 76 Manns Lane, 67 Coronation Ave x 2. Water Meter Minor works $50,000 $50,000 $8,598 Renewals commenced. Water Service 28/1 and 14 William $50,000 $50,000 $2,552 Renewals Street, 4 Lawrence Street, 248 Meade Street, 282 Bourke Street, 89 Hunter Street, 31 and 33 Macquarie Street. Water North Pit 90mm Pipe layed $0 $0 $31,855 Offstream between North and South Ponds. Water Bore: Eerindii As per Council $0 $250,000 $192,295 Ponds Resolution 20.06/19. Engineering consultants engaged. Water samples sent for testing. Bore drilling completed, head works completed. Pipes layed from bore to Holding dam and overflow installed to South Pond. Bore is currently in use and producing

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed approximately 6 L/s. Exemption 39A received for two new test bores. Funding

has been approved 7.13 Item up to $500,000, which will allow for the development of a second bore. WASTE RESERVE Budget: $250,000 $250,000 $0 PROJECTS LANDFILL: Future Work scheduled for $250,000 $250,000 $0 Landfill drainage upgrade. Development Preliminary design for stabilisation of the western bank of the landfill commenced. PLANT AND EQUIPMENT Budget: $759,135 $758,733 $746,994 ACQUISITION Heavy Plant Jetpatcher Purchased in $344,135 $0 $0 Replacement 2018/2019. Program Adjustment made in September QBR. Isuzu NPR 350 Street Delivered. Adjustment $0 $297,050 $298,798 Sweeper made in September QBR. Light Vehicle (Purchase $650,000 Purchase completed. $400,000 $400,000 $397,907 Replacement and Sales of Program $250,000) Mazda CX9 Purchase completed. $0 $46,683 $46,684 Adjustment made in September QBR. Minor Plant and Contingency Minor items $15,000 $15,000 $3,605 Equipment purchased. GENERAL FUND EXPENDITURE Budget: $2,535,760 $2,453,760 $334,876 (GENERAL WORKS) Finance: New Contract negotiation $850,000 $768,000 $20,691 Finance System commenced. and Implementation Adjustment made in September QBR. DIS: Install Walking Pending Grant $50,000 $50,000 $0 and Cycling Tracks Funding unsuccessful. Adjustment to be made in December QBR. Library: Library Purchases $35,000 $35,000 $27,931 Books commenced and ongoing. Library: Armchairs Some of the new $10,760 $10,760 $0 furniture has arrived in the Library, remaining expected end of April.

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed Public Art Projects Deepwater Public art $50,000 $50,000 $58,785 project completed. Meade and Church Street installation on

Item 7.13 Item track for commissioning prior to June 2020. Saleyards: Sheep Canteen upgrade $50,000 $50,000 $16,264 and Cattle Yard 95% completed and Renewal demolition of the old sheep yards 75% completed. Upgrade Signage Next Event Signage $50,000 $50,000 $15,703 for four (4) Highway entrances completed and pending installation. Town Hall Office Deferred subject to $1,350,000 $1,350,000 $0 Redevelopment consideration of other suitable alternatives. Adjustment to be made in December QBR. Subject to a further Councillor Workshop early 2020. Town Hall Tempus Quotes received and $25,000 $25,000 $25,000 Clock Controller a report prepared for and GPS Receiver the August 2019 Council meeting. Clock face has been restored and re- installed. Clock mechanism upgrade due to be completed April 2020. Admin: ECM To be implemented in $15,000 $15,000 $0 Upgrade from 2016 Quarter four (4). to 2018B Admin: Upgrade WHS Requirement Quotations are being $10,000 $10,000 $0 Town Hall furniture sourced. Admin: Conversion Project well $5,000 $5,000 $5,027 of Town Square Wi- underway. Fi equipment Admin: Migration of Project completed, $35,000 $35,000 $15,793 Zambezy Intranet to still awaiting some the cloud final invoicing. Project expected to come in underbudget. Street Lighting – Council Resolution $0 $149,681 LED Upgrading 19.12/19. Adjustment to be made in December QBR. Purchase order has been provided to Essential Energy for the upgrade works.

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed GENERAL FUND EXPENDITURE (OTHER GRANTS Budget: $3,037,658 $4,441,826 $1,337,160 AND

CONTRIBUTIONS) 7.13 Item Netball Stadium Full amount of grant Architect appointed $1,889,254 $1,889,254 $2,193 $5,500,000 with and design $4,221,492 from progressing. Regional Sport Infrastructure Fund and $1,278,508 from Australian Government - Building Better Regions Fund. Melling Park Project completed. $0 $11,504 $11,504 Upgrade Adjustment made in September QBR. Upgrade Railway Wentworth Street $0 $42,911 $47,748 Crossing component of this grant now complete. Adjustment made in September QBR. Drought Gravel Re-sheet - Old Project completed. $0 $15,574 $15,574 Communities Grant Ben Lomond Road Adjustment made in (1) September QBR. Drought Gravel Re-sheet - Project completed. $0 $1,088 $1,088 Communities Grant Cherry Tree Hill Road Adjustment made in (1) September QBR. Drought Gravel Re-sheet - Project completed. $0 $75,000 $75,000 Communities Grant Costello Road Adjustment made in (1) September QBR. Drought Gravel Re-sheet – Project completed. $0 $6,183 $9,034 Communities Grant Shannon Vale Road Adjustment made in (1) September QBR. Drought Parks: Toilets Melling Project completed. $0 $1,500 $1,500 Communities Grant Park Adjustment made in (1) September QBR. Drought Parks: Toilets Apex Project completed. $0 $408 $408 Communities Grant Park Adjustment made in (1) September QBR. Library: Local Project underway. $23,000 $23,000 $0 Priority Grant $11,000 to purchase new resources and balance to be used for promotional activities. SCC: Anglican Fully Funded (not Project commenced $108,995 $108,995 $0 Church Upgrade Council asset) and progressing. Adjustment to be made in December QBR. SCC: Upgrade Fully Funded Design commenced. $512,443 $512,443 $75,623 Wilson Park SCC: Upgrade Fully Funded Work commenced $316,086 $316,086 $42,050 Meade Park with new playing fields levelled and filled. New amenities block commenced construction.

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

Adjusted Actual + PROJECT WORKS COMMENTS Budget Budget Committed SCC: Upgrade CBD Fully Funded Project Completed. $153,880 $153,880 $21,636 Stage 4 Saleyard Upgrade Funding successful. $0 $1,250,000 $999,476 Adjustment made in

Item 7.13 Item September QBR. Canteen upgrade 95% completed and demolition of the old sheep yards 75% completed. Destination NSW: Fully Funded Lighting for Standing $34,000 $34,000 $34,326 Infrastructure Stones underway. Project SUB-TOTAL $14,430,014 $16,543,680 $4,338,694

TOTAL $16,757,284 $18,143,146 $5,191,736 *Figures on completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.

(a) Governance/Policy Implications

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

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

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

(d) Environmental Implications

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

(e) Economic/Asset Management Implications

Works are scheduled to fully utilise all funds allocated to capital projects, to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION

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

This report is updated on a monthly basis and the information is also reported to Council on a monthly basis.

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

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

RECOMMENDATION 7.13 Item

That Council notes the information contained in this report.

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

7.14 Rates and Charges - January 2020

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

Item 7.14 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 January 2020.

(a) Relevance to Integrated Planning and Reporting Framework

Council’s adopted Operational Plan for the 2019/2020 Financial Year sets the annual Rates, Water and Sewer Charges.

(b) Financial Considerations

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

31 January 2020 31 January 2019 Rates and Charges $5,125,470.98 $4,817,839.08 Water Consumption Charges $237,183.48 $223,182.65 Total Outstanding $5,362,654.46 $5,041,021.73

COMMENTARY

Rates and Charges

Outstanding Rates and Charges 31 January 2020

Rates and Charges in arrears as at 30 June 2019 $899,892.08 Rates and Charges levied and adjustments for $11,792,644.34 2019/2020 Pension Concession -$395,075.56 Amounts collected as at 31 January 2020 -$7,171,989.88 Total Outstanding Rates and Charges $5,125,470.98

Page 62 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

The amount levied for Rates and Charges for 2019/2020 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 January 2020 includes receipts for both arrears and the current year’s amounts outstanding.

It should be noted that the Rates and Charges for 2019/2020 levied amount is reduced by the pensioner concession of $395,075.56; reducing the amount of income derived 7.14 Item from these Rates and Charges.

Of this concession, Council’s contribution is 45%, which represents an amount of $177,784.00. The remaining 55% ($217,291.56) is reimbursed to Council by the State Government, by way of a rebate.

The outstanding Rates and Charges as at Friday, 31 January 2020 of $5,125,470.98 represents 41.68% of the total annual Rates and Charges levied and outstanding of $12,297,460.86, compared with the outstanding Rates and Charges of $4,817,839.08 at 30 November 2019. This represents 40.36% of the total annual Rates and Charges levied of and outstanding of $11,937,310.07 as at 31 January 2019.

E-Notices

As at Friday, 31 January 2020 there were 426 ratepayers registered for E-Notices. These ratepayers generate 686 individual rate notices which are distributed by email. This represents 12.71% of all rate notices issued. These figures are based on the 5,398 rates and water notices issued from July 2019 to January 2020.

Water Consumption Charges

Outstanding Water Consumption Charges 31 January 2020 Water Consumption Charges and arrears as at 30 June 2019 $357,809.59 Water Consumption charges and adjustments 2019/2020 $593,251.75 year to date (YTD)* Amounts collected as at 31 January 2020 -$713,877.86 Outstanding Water Consumption Charges $237,183.48

The outstanding Water Consumption Charges as at Friday, 31 January 2020 of $237,183.48 represents 24.94% of the total Water Consumption Charges levied and outstanding of $951,061.34, compared with the outstanding Water Consumption Charges of $223,182.65 at 31 January 2019. This represents 22.27% of the total Water Consumption Charges levied and outstanding of $1,002,031.31 as at 31 January 2019.

Please note that outstanding charges are not the same as overdue charges. Water levies were raised in January, however, are not payable until mid-February.

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 defaulter to extinguish the debt in accordance with the agreement.

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

There are currently 112 ratepayers who have entered into arrangements for the payment of their accounts, totalling $282,654.12. These arrangements for payments are within the requirements of Council’s Debt Recovery Policy.

Debt Recovery Agency

Item 7.14 Item 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

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.

(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 112 payment arrangements totalling $282,654.12.

(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 January 2020 represents 41.68% of the total annual Rates and Charges levied and outstanding from previous years by Council (compared with 40.36% as at 31 January 2019).

The outstanding Water Consumption Charges as at Friday, 31 January 2020 represents 24.94% of the total Water Consumption Charges issued and outstanding from previous years (compared with 22.27% as at 31 January 2019).

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

RECOMMENDATION

That Council notes the information contained in this report.

Item 7.14 Item

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

7.15 Workplace Injury Management Report - December 2019 and January 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES

Author: Ann Blunt - WHS Co-ordinator Item 7.15 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 from 1 July 2016 to 31 January 2020.

(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 $250,000 in its Operational Plan for the 2019/2020 Financial Year, for its Workers Compensation Insurance premium. Based on the likely premium estimate from StateCover, this should be sufficient to cover the premium cost.

COMMENTARY

This report covers Workers Compensation figures from 1 July 2016 to 31 January 2020, and is detailed as follows:

Item 2016/2017 2017/2018 2018/2019 2019/2020

$153,973.51 Total Premium Paid $460,297.04 $429,980.69 $143,153.33 (estimate)

Premium as a % of 1.48% 4.25% 1.50% Gross Wages (ex 4.69% (estimate) GST)

YTD New Claims 4 2 8 2 (Premium Impacting)

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

Item 2016/2017 2017/2018 2018/2019 2019/2020

YTD New Claims 3 5 8 1 (Non-Premium Impacting)

YTD Total New Claims 7 7 16 3 7.15 Item

YTD Time Lost Due to 81 7 40 74 Injury (LTI Days) Open Premium Impacting Claims N/A 0 0 2 (Previous Years) Open Non-Premium Impacting Claims N/A N/A N/A 0 (Previous Years) Open Premium Impacting Claims N/A N/A N/A 2 (Current Year) Open Non-Premium Impacting Claims N/A N/A N/A 1 (Current Year) Total Open Claims N/A N/A N/A 5

Closed Claims that are still Impacting on N/A N/A N/A 9 Council’s Premium Total Cost of All Premium Impacting $89,749.00 $6,807.00 $9,585.00 $29,209.00 Claims (to date)

Scheme Performance $27,724.40 $105,518.92 $55,620.88 TBA Rebates Note: The figures reported in this table reflect the new reporting methodology introduced on 1 July 2016.

One new claim occurred during the past two (2) months, with another claim closing during the same period. Both were premium impacting claims.

Lost time and claims costs have increased slightly; however, overall figures remain relatively low. All injured workers have resumed full pre-injury duties, minimising the impact on premium costs.

(a) Governance/Policy Implications

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

(b) Legal Implications

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

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

(c) Social Implications

There are no wider social implications arising from this report.

(d) Environmental Implications

Item 7.15 Item 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 months of December 2019 and January 2020 have seen a slight increase in lost time injury days, which will have a negative impact on premium costs; however, both actual and estimated premiums remain low overall.

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

RECOMMENDATION

That Council notes the information contained in this report.

Page 68

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

7.16 Library and Learning Centre Report - Quarterly Report (November 2019, December 2019, and January 2020)

REPORT FROM: CORPORATE AND COMMUNITY SERVICES

Author: Kerry Byrne - Manager of Library / Learning Centre Item 7.16 Item

ANNEXURES There are no annexures to this report.

ECM INDEXES

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

PURPOSE

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

BACKGROUND

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

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 6.1.1 'Promote community events, including family oriented entertainment, culture and arts.'

(b) Financial Considerations

The delivery of Library Services together with the facilities of the Learning Centre, including the William Gardner Conference Room, Art Gallery and the University of New England Study Centre are included in the 2019/2020 Operational Plan.

COMMENTARY

November 2019

Glen Innes Severn Learning Centre Management (GISLCM) Committee

The GISLCM Committee held a meeting on Thursday, 21 November 2019 and discussed: • Operational Budget Reconciliation 2018/2019; • Glen Innes Severn Learning Centre Annual Report 2018/2019;

Page 69 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

• Friends of the Library (FOLs) White Rock Wind Farm Grant for a Waterproof Sail; • Mosman Council Community Grant Project 2020; • Building Maintenance Projects;

Item 7.16 Item • UNE Study Centre future workshops.

Emma MacTaggart Children’s Storytelling

On Tuesday, 26 November 2019, Emma MacTaggart, an award-winning author and publisher gave a special storytelling session to the Glen Innes Pre-school children. Emma read her children’s books ‘The True Ewe’, ‘Blue’ and ‘Lily Fabourama Glamourama’.

Emma MacTaggart ‘Have You Lost the Plot?” Workshop

Seven (7) book plots were explored at Emma MacTaggart’s workshop on Tuesday, 26 November 2019 which gave 10 budding authors an opportunity to take a fresh look at their book’s plot and their story’s point of view.

Red Cross Christmas Display

The Library team participated in the Red Cross Christmas display at the Glen Innes Town Hall. The tree was decorated with coloured book cover tags and a garland made from old stamped book slips.

December 2019

Northern Tablelands Cooperative Library Service (NTCLS)

The members of the NTCLS held a meeting on Monday, 2 December 2019 in the William Gardner Conference Room to discuss the three (3) yearly Service Level Agreement between councils, yearly financial contributions and ongoing standing orders for shared resources.

The members of NTCLS include Armidale War Memorial Library, Inverell Shire Library, Guyra Shire Library, Tenterfield Shire Library and the Glen Innes Public and TAFE Library. This Cooperative has been successfully sharing resources, information and networking together for over 25 years.

School Holiday Activities

Christmas Craft was setup and available to children from 10:30am to 4pm daily in the lead up to Christmas.

Christmas at the Branch Libraries

The Branch Libraries were decorated for Christmas and refreshments were available during the last day of business for the year.

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

Community Christmas Tree Donations

The Library participated in the Glen Innes Family and Youth Support Services Christmas present donation drive for struggling local families. Library members and staff were very generous with their donations which were distributed to families in the lead up to Christmas.

7.16 Item January 2020

School Holiday Activities

Over January, eight (8) school holiday activities were organised: • Sand Art – two (2) sessions on Tuesday, 7 January 2020; • Toy Story Four (4) Movie on Thursday, 9 January 2020; • Trilogy of Craft on Tuesday, 14 January 2020; • Dora and The Lost City of Gold Movie on Thursday, 16 January 2020; • Art’skool with Jo Duck – two (2) sessions on Tuesday, 21 January 2020; • Lego Workshop on Thursday, 23 January 2020.

Library Staff Annual Workshop

Library staff participated in a two (2) day workshop to complete risk assessments, fire drills and manual handling refreshers at the Branch Libraries and the Glen Innes Severn Learning Centre.

Staff visited the Deepwater and Emmaville Branch Libraries on the first day to transfer new resources, clean shelving and to complete light maintenance tasks. A risk assessment was conducted at each Branch Library.

On the second day of the workshop, staff organised a yearly program for the Library, discussed Library goals, their individual Key Performance Indicators (KPIs) and how these KPIs contribute to Council’s Operational Plan.

A fire drill using the manual fire alarm system was conducted and staff received instruction on how to safely evacuate the public from the building. This was followed by a risk assessment of the Glen Innes Severn Learning Centre and the external grounds.

Glen Innes Art Gallery Exhibitions

Two (2) exhibitions were held: • The Christmas Exhibition from Friday, 22 November 2019 until Sunday, 1 December 2019 which included jewellery, cards, photographs, paintings and wooden Christmas decorations; • The Art Impress was organised by the Glen Innes High School and included drawings, paintings and ceramic figures from the High School art students. This exhibition was displayed from Friday, 6 December 2019 until Saturday, 14 December 2019; • The Art Gallery was closed during January 2020.

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

LEARNING CENTRE’S CONFERENCE AND MEETING ROOM USAGE

November December January Total Council 15 15 16 46 Art Gallery 3 4 1 8 Item 7.16 Item TAFE/DET 1 1 0 2 Community/Commercial 4 3 2 9 Organisations Total 23 23 19 65

LIBRARY QUARTERLY STATISTICS

The Library’s overall total resource issues were consistent each month over the past three (3) months with a total of 15,283 being issued.

The Branch Libraries total issues for the quarter was 1,175 with January reporting the best results over the three (3) months with a total of 522 issues.

Visitors to the Glen Innes Library for this period were 7,733 or 644 visitors per week.

For more information please see the statistics below: Quarterly Library Statistics

ISSUES November December January Quarterly Totals Glen Innes Public 4,301 4,458 4,494 13,253 Library transfers 361 4 1,001 1,366 TAFE 268 200 196 664 TOTAL 4,930 4,662 5,691 15,283

Branch Library Issues Deepwater 112 138 284 534 Emmaville 154 190 197 541 Glencoe 59 41 100 TOTAL 325 328 522 1,175

INCOME Internet Printing $ 232.20 $ 132.10 $ 221.70 $ 586.00 Photocopy/Fax $ 156.05 $ 41.40 $ 75.15 $ 272.60 Coffee Machine $ 313.70 $ 73.50 $ 186.55 $ 573.75 Conference Room $ - $ 2,501.85 $ - $ 2,501.85 Inter Library Loan $ 22.50 $ - $ 15.00 $ 37.50 Other* $ - $ 20.00 $ - $ 20.00 TOTAL $ 724.45 $ 2,768.85 $ 498.40 $ 3,991.70 *Other includes Replacement of Books and Donation

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

Quarterly Library Statistics Members GISC 5,563 5,567 5,589 Others (outside LGA) 176 176 176

TAFE 197 198 199 7.16 Item TOTAL 5,936 5,941 5,964

People Counter 3,189 2,206 2,338 7,733

History Group 22 17 0 39

Internet Usage Deepwater 4 0 2 6 Emmaville 7 5 8 20 Public* 648 626 *719 1,993 WIFI 322 211 147 680 TAFE 9 19 23 51 TOTAL 990 861 899 2,750 *January figures have been averaged across the three (3) months due to the lack of available information.

Home Library Service Members Glen Innes 56 56 56 Deepwater 0 0 0 Emmaville 6 6 6 62 62 62 Issues Glen Innes 372 414 732 1,518 Deepwater 0 0 0 0 Emmaville 77 151 98 326 449 565 830 1,844

Art Gallery Visitors 85 141 0 226

UNE /TNE Study Centre UNE Members 27 27 28 TAFE Members 15 15 15

Page 73 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

(a) Governance/Policy Implications

The Library has relevant operational policies in place and this report is produced to inform Council and the Community of the activities at the Library and Learning Centre.

Item 7.16 Item (b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

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

(d) Environmental Implications

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

(e) Economic/Asset Management Implications

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

CONCLUSION

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

RECOMMENDATION

That Council notes the information contained in this report.

Page 74

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

7.17 Corporate and Community Services: Monthly Report - December 2019 and January 2020

REPORT FROM: CORPORATE AND COMMUNITY SERVICES

Author: Anna Watt - Director of Corporate and Community Services Item 7.17 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 statistical information of activities within Council’s Corporate and Community Services Directorate for the months of December 2019 and January 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; • Children and Family Services; • Finance; • Information Technology and Communications; • Library Services; • Rates; • Risk 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 for 2019/2020.

(b) Financial Considerations

Provision is made in the 2019/2020 Operational Plan to fund the activities and programs as listed in this report.

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COMMENTARY

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

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

Item 7.17 Item 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 12 applications for 603 Certificates in December 2019 and nine (9) applications in January 2020. Year to date, there has been 104 applications compared to 146 applications for the same period last year.

COMMUNICATIONS AND MEDIA

Facebook

December January Glen Innes Severn Council Facebook ‘Page Likes’ at the 1,184 1,217 end of the month Number of Posts 42 43

The Most Popular Posts for December 2019 Reach Post Likes / and January 2020: Clicks Comments / Shares Gwydir Highway Update 5,882 652 147 Level Five (5) Water Restrictions 4,980 532 137 Evacuation Centre in Glen Innes 2,880 194 96 Free entry for the Glen Innes Show 2,612 275 145 Would Casual Work help you during the 2,460 353 101 drought

Media activity and interaction for December 2019 and January 2020 (not in consecutive nor priority order): • Extended OUR COUNCIL (page 5) for Thursday, 19 December 2019 and Thursday, 30 January 2020 edition Glen Innes Examiner (GIE); • Extensive Website, Facebook and Media Alerts on bushfires updates, road closures and progression to recovery phase; • Continuation of regular water updates and information through Facebook posts, website, media alerts and responding to media enquiries; • Promotion of local businesses: “Spend in Glen” and “Christmas in Glen”; • Christmas feature in GIE – advertising; • Regular updates on recovery information through media alerts, Facebook and website and attending meetings with Office of Emergency Management personnel;

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• Woman’s Day feature on Glen Innes bushfires and Wytaliba recovery including assisting journalist with information and contacts; • Resident Newsletter in December; with information from this on website, Facebook and Media Releases;

• Media Release on Drought Communities Program Funding; Item 7.17 Item • Youth Booth and Out of School Hours Care (OOSH) reminders.

Facebook posts/media alerts: • Numerous road closures, bushfire information, evacuation information, disaster welfare assistance during December in particular, and progression to recovery information in January; • Seniors Week; • School holiday activities at the library; • Pool Party; • Australia Day celebrations and awards; and various community events such as at Deepwater Hall; • Events facility on Glen Innes Highlands website; • Shop locally reminders; • Festive season trading hours; garbage collection; • Grey water usage clarifications; • Sponsorship opportunities for 2020 Australian Celtic Festival; • Bushfire and recovery assistance for farmers; • Companion animals information; • Driving on gravel roads – ruts; • Section 355 community committees AGM reminders and promotion for new members.

Facebook posts: • Clean Up Australia Day; • Blast operations at quarry; • Positions vacant; Casual work during drought; • Healthy Kids bus; • NSW Youth Advisory Council; • Wildlife in drought and bushfires; • “Building bridges” Polhill project pictorial; • Animal welfare assistance; livestock emergencies; • Mental health assistance;

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• Dangerous weather conditions; • Rural Fire Service information; • GLENRAC information such as smokos.

Live Streaming of Council Meetings

Item 7.17 Item Council is Live Streaming monthly Council meetings and statistics are being received from InterStream on the number of views. For the December Council meeting, there were a total of 52 live views and 50 archive views (26 in December and 24 in January).

COMPLAINTS – 2019/2020

Complaints range across all areas of Council.

Month Complaints Received July 5 August 5 September 4 October 3 November 2 December 3 January 1 TOTAL 23

Three (3) complaints were received during December 2019 and 1 complaint was received during January bringing the total number to 23 complaints for the 2019/2020 financial year. Currently, one (1) complaint is ongoing and yet to be resolved.

HUMAN RESOURCES

Recruitment: Three (3) month period from November 2019 to January 2020

Month Positions Advertised Filled November Nil N/A December Nil N/A January Landfill Attendant (Glen Innes) - Internal EOI No Manager of Community Services No Finance Officer No Plant Mechanic No Customer Service Officer (20hpw) No Trainee Gardener No Youth Worker (Maternity Relief) No Manager Governance, Risk and Corporate Planning No

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RISK MANAGEMENT

Description Incidents December January 2019/20 2018/19

to date total 7.17 Item Public Incident Report (slip, trip and 0 2 7 5 falls etc.) Public Property Damage (including 0 0 1 3 roots, trees, sewers, vehicles) Other: 0 0 0 1 Crypto Locker Attacks etc. Council Motor Vehicle / Plant 2 1 12 15 Damage Council Property Damage 0 2 2 2 Volunteer Incidents – Personal Injury 0 0 1 0

COMMUNITY SERVICES

Community Development Activities - Meetings and Forums

December January Community Drug Action Team meeting Department of Social Services Funding Arrangement meeting (via Phone)

Hunter New England and Central Coast Primary Health Network meeting

Youth Network meeting

Youth Services - Meetings and Forums

December January Youth Network meeting Police Citizens Youth Club Fun for Kids Tour

Targeted Earlier Intervention (TEI) and Consultation with Karen King from Kings Human Services Agreement (HSA) Gym workshop

Anna Francis, Moree Mental Health Consultation with Joblinks regarding Services came to The Youth Booth for volunteers youth activities

Empowering Our Communities 2019 Grant Funding meeting

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Facebook – Youth Services

December January Youth Facebook ‘Page Likes’ at the end of the month 752 753

Item 7.17 Item Number of posts 5 14

The Most Popular Posts for December Reach Post Likes / 2019 and January 2020: Clicks Comments / Shares Photo only post. (Eerindii Ponds post from 134 14 0 GISC Facebook page). Tomorrow is the last day The Youth Booth is open for 2019. The opening hours for the School Holidays are Tuesday, Wednesday 177 6 4 and Friday 12:00pm to 5:00pm starting Friday, 3 January This afternoon we have fried rice on the menu and we are making Christmas cards again. 177 5 5 Hope to see you there! Activities that we have on offer for the school holidays (picture of activity calendar was 875 89 24 included in post) Hayley and Isabella are cooking brownies 409 77 26 this afternoon for our cooking day The Youth Booth hours have returned to the usual times of 3:00pm to 6:00pm Tuesday to 860 45 15 Friday now that school is going back this week.

The Youth Booth Update

The Youth Booth was closed over the Christmas period from Thursday, 19 December 2019 and re-opened on Friday, 3 January 2020. During the school holidays The Youth Booth was open from 12:00pm to 5:00pm Tuesday, Wednesday and Friday instead of the usual hours. These hours were decided on following consultation with the youth that regularly attend The Youth Booth. The number of young people that attended The Youth Booth during the holidays saw a noticeable increase compared to the number from the last holidays. Various activities were offered to the youth on these days including a day at the Pool.

Youth Centre Activities – December and January

• Canvas and brick painting; • Christmas card making; • Table Tennis; • Cooking;

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• Diamond Painting; • Board Games; • Day at the Pool; • Movie days; • Activities at Kings Gym;

• Board Games tournament. Item 7.17 Item

December January Number of attendees 47 55 Average number of visits per day 16 17 Highest number of attendees in one (1) day 20 31 Number of registered volunteers (as at last day 4 5 of month)

Hayley and Isabella enjoyed helping to cook brownies.

Life Choices - Support Services (LC - SS)

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.

Page 81 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Number of Consumers by Local Government Area and Funding Source

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

Item 7.17 Item Dec Jan Dec Jan Dec Jan Dec Jan Glen Innes 321 331 44 44 263 271 14 16 Severn Gwydir 3 3 0 0 3 3 0 0 Inverell Shire 42 53 0 0 42 53 0 0 Tenterfield 27 28 0 0 27 28 0 0 Total 393 415 44 44 335 355 14 16

Performance by Children and Family Service (CAFS) during a visit from LC-SS consumers.

Children and Family Services - Out of School Care

December January 2019/20 Number of booked Number of Budgeted number children booked children of enrolled (average) per (average) per day children per day day After School Care* 19.8 20.6 23 Vacation Care 21 25.2 23 Vacation Care – Pupil Free Nil 30 23 Day *After school care was slightly lower than normal as there was only 13 days in December and three (3) days in January.

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Children and Family Services – Supported Family Programs

Dec Jan Dec Jan No. of No. of No. of No. of Program Location Families Families Children Children

My Time (for Carers) Glen Innes 18 5 18 1 7.17 Item Supported Playgroup Wytaliba 2 0 2 0 Wytaliba Aboriginal Playgroup Glen Innes 5 0 8 0 CAFS Playgroup Pool House 14 0 18 0 NDIS Pool House 0 0 3 1 TOTAL 39 5 49 2

Section 355 Community Committees of Council Update

Council continues to monitor committees whom 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.

In January a letter was sent to Pinkett Recreation Reserve Management Committee following the minutes being received in late November for the AGM which was held early August 2019. It was noted when doing the report for Council that no formal nominations for membership were received and through the minutes the nominations for new members was not carried out in accordance with the Manual for Community Committees of Council. Therefore, the committee has been asked to schedule a meeting to vote on the 12 members for the committee and advise Council in line with the manual.

The Australia Day Committee did a fantastic job coordinating the Australia Day festivities which were enjoyed by the community during the combined event at the Land of the Beardy History House Museum.

Events

Glen Innes Severn Council’s Harmony Day is being organised for Saturday, 21 March 2020 in the Town Square. Council values an inclusive community where diversity is respected and valued and all people are included without prejudice or disadvantage. Community members that would like to participate in this celebration are encouraged to contact Life Choices – Support Services by phoning 6730 2500.

(a) Governance/Policy Implications

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

(b) Legal Implications

There are no legal implications arising from this report.

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(c) Social Implications

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

Item 7.17 Item (d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

The economic implications of Community Services are positive, in that these services provide employment opportunities, as well as a service to community members.

CONCLUSION

The statistics provided in this report deliver information to Council on the key activities undertaken in Council’s Corporate and Community Services Directorate for the months of December 2019 and January 2020.

RECOMMENDATION

That Council notes the information contained in this report.

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

7.18 Declaration of a Climate Change Emergency

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and Regulatory Services 7.18 Item ANNEXURES Annexure A Australia's Changing Climate Annexure B 2013 Climate Change Risk Assessment

ECM INDEXES

Subject Index: ENVIRONMENTAL MANAGEMENT: Planning GOVERNANCE: Mayoral Minutes

PURPOSE

The purpose of this report is for Council to consider developing a Climate Emergency Plan.

EXECUTIVE SUMMARY

Both the Australian and NSW Governments are committed to taking action on climate change. A Climate Change Emergency Plan should support our community in adapting to the impacts of climate change. Reducing our emissions will lessen the impact of climate change, but it will not prevent it. A certain amount of change is inevitable, and Council must prepare for what climate change will bring.

It is recommended that the Climate Emergency Plan comprise three (3) elements:

1. Risk Assessment - A review of the 2013 Risk Assessment undertaken by Council’s Insurer, Echelon (Statewide Mutual), which will be included in the 2020-21 Operational Plan as a key strategic objective and funds be provided accordingly.

2. Adaption Strategy - As an outcome of the review of the Risk Assessment an Adaption Strategy is developed. This strategy will lay out the priorities for Council to better understand and manage current impacts, and to prepare for the long-term risks of climate change. It is recommended that the development of an Adaption Strategy is a key strategic objective of the 2020-2026 Delivery Program.

3. Emissions Reduction Plan - In conjunction with the development of an Adaption Strategy it is recommended that an Emissions Reduction Plan be developed. Such a Plan may set an emission target for Council to achieve. As an example, the New South Wales Government endorses the Paris Agreement and has committed to achieving zero net emissions by 2050.

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Key actions for Council to reduce emissions may include continued efforts in energy efficiency, renewable energy, reducing methane pollution from landfill and pursuing fleet vehicle emission reduction. It may also encompass a target to reduce emissions such as the NSW Government’s net-zero emissions by 2050. It is recommended that the development of an Emission Reduction Strategy is a key strategic objective of the 2021-2025 Delivery Program.

Item 7.18 Item BACKGROUND

Council, at its Ordinary meeting held on 26 September 2019, resolved to adopt the following Mayoral Minute:

1. That Council declares a climate emergency and commits to a more sustainable future for our community. 2. That Council’s General Manager be requested to convene a workshop of Councillors and Senior Staff with a view to examining what a climate emergency means in the context of Glen Innes Severn and from there develop a Climate Emergency Plan for the Glen Innes Severn Council area.

Councillors attended a Councillor Workshop on 14 November 2019 at which time the Director of Development, Planning and Regulatory Services gave a presentation on climate change. The presentation highlighted statistics provided by the Intergovernmental Panel on Climate Change (IPCC) and data provided by the NSW Office of Environment & Heritage.

The 2007 IPCC Fourth Assessment Report states that “warming of the climate system is unequivocal, as is now evident from observations of increases in global average air and ocean temperatures, widespread melting of snow and ice and rising global average sea level”. Recent observations which support this statement include the following: • Thirteen of the fourteen years between 1995 and 2008 rank among the warmest years in the record of global surface temperature (since 1850) (IPCC 2007). • The global average sea level has risen at an average rate of 1.8 mm/year from 1961 to 2003. This rate was significantly faster for the latter period between 1993 and 2003 where the average rate of rise was about 3.1 mm/year. • The annual average Arctic Sea ice extent has shrunk by 2.7% per decade since 1978. Larger decreases of about 7.4% per decade are observed in the summer months. Mountain glaciers and snow cover have, on average, declined in both hemispheres since 1990 (IPCC 2007). • Changes in extreme weather events have been observed over the last 50 years. These changes include less frequent colder days, more frequent hot days and increased incidence of heat waves, increases in heavy precipitation events, increased frequency and intensity of tropical cyclone activity and increase in incidence of extreme high sea level.

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Recent climate change in Australia has largely been consistent with global trends. A summary of key trends in Australia include: • A 0.9ºC increase in average Australian temperature since 1950, an increase in the frequency of hot days and nights and a decrease in the frequency of cold days and nights; and

• A substantial decrease in rainfall for most of eastern and south-western 7.18 Item Australia since 1950 and contrasting wetter conditions in north-west Australia, mostly during summer.

NSW Office of Environment & Heritage – New England & North West Climate Change Snapshot states: • The New England and North West Region is projected to continue to warm during the near future and far future, compared to recent years (1990–2009). The warming is projected to be on average about 0.7°C in the near future, increasing to about 2.2°C in the far future. • The number of high temperature days is projected to increase, with fewer potential frost risk nights anticipated.

The Australian Government, through the Department of Environment and Energy, CSIRO and Bureau of Meteorology provide extensive information and data supporting rising temperatures, changing rainfall patterns, sea level rise and ocean acidification. A 2016 paper prepared by the Australian Climate Change Science Programme states further climate change is expected due to increases in greenhouse gas emissions. Changes to the climate will have substantial impacts on water resources, coasts, infrastructure, health, agriculture, fisheries and biodiversity.

Effective emissions reduction efforts and climate change adaptation together will bring important benefits: • Social, environmental and economic risks will be lower; • New opportunities can be exploited; and • Fresh thinking about climate resilience will stimulate innovation.

A copy of the 2016 report is attached to this report as Annexure A.

REFERENCES

References for this report and the Power Point Presentation given to Council in November 2019 are listed below: • CSIRO (2015). Climate Change in Australia. Technical Report. 222p. • DECCW (2010). A Healthy Environment for Life. Annual Report 2009-10. Department of Environment, Climate Change and Water NSW. 340p. • IPCC (2007). Summary for Policymakers. In: Climate Change 2007: The Physical Science Basis. Contribution of Working Group I to the Fourth Assessment Report of the Intergovernmental Panel on Climate Change [Solomon, S., D. Qin, M. Manning, Z. Chen, M. Marquis, K.B. Averyt, M.Tignor and H.L. Miller (eds.)]. Cambridge University Press, Cambridge, United Kingdom and New York, NY, USA.

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• OEH (2014). New England North West Climate Change Snapshot. NSW Office of the Environment and Heritage. 16p. • DEE, CSIRO and BOM (2016), Australia’s Changing Climate, Australia. The Australian Climate Change Science Programme. 2p.

Item 7.18 Item (a) Relevance to Integrated Planning and Reporting Framework

This report has no direct relevance to any Council Delivery Program Objective, however, an objective of Council’s Community Strategic Plan 2017 to 2027 is to manage the natural values of our local area and conserve our heritage to ensure that it is enjoyed by the community, visitors and future generations.

It is a recommendation of this report that components of the Climate Emergency Plan be incorporated into the next iteration of the Glen Innes Severn Delivery Program due for preparation after the September 2020 Local Government elections.

(b) Financial Considerations

Whilst it is recommended that there is no direct financial consideration in relation to this report in 2019-20, there will be ongoing financial considerations in future Operational Plans. Whilst there is little funding available for the planning stage, the NSW Government’s Increasing Resilience to Climate Change may be a funding source. This is a partnership program between Local Government NSW (LGNSW) and the NSW Department of Planning, Industry and Environment (DPIE) and provides funding to address identified climate change risks and vulnerabilities facing NSW councils.

The Increasing Resilience to Climate Change program has been established to encourage: • Implementation of actions to address identified climate risks; • Regional consideration of climate change impacts in decision making; • Implementation of climate change adaptation actions beyond business as usual projects and programs; and • Enhanced adaptive capacity.

Grants between $30,000 and $120,000 are available to individual councils. Grants between $50,000 and $300,000 are available for regional projects to coordinate adaptation projects across a number of councils.

It is recommended that a provision of $15,000 be made in the 2020-21 Operational Plan for Statewide Mutual to facilitate a climate change risk assessment review for Council.

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COMMENTARY

It is recommended that the development of a Climate Emergency Plan is based on three (3) key areas, being: • Climate Change Risk assessment;

• Climate change adaptation; and 7.18 Item • Effective emissions reduction efforts.

Climate changes will increase the magnitude of risks faced by local councils, sometimes even challenging our ability to maintain infrastructure and provide essential services to our community. This means that: • Built assets, such as roads, stormwater drains and buildings, may not be able to withstand future extreme events, such as flooding, fire and intense storms; • Land-use patterns may change, with implications for zoning and planning decisions; and • There may be an increased demand for council services, such as water supply or community support for the elderly.

By identifying climate change risks, Council will be better able to prioritise and manage these risks and plan how to adapt to them. Early investment in preparation and adaptation planning will help councils avoid or minimise climate change impacts and reduce the costs of adaptation and impacts when they occur. In 2019-20 Council has already witnessed: • Accelerated deterioration of unsealed roads due to loss of fines as dust; • Increased heavy vehicle loadings on rural roads with feed and livestock movements; • Lack of road maintenance in general due to a lack of water to undertake adequate grading maintenance; • Risk of water not being available around the Local Government Area (LGA) for firefighting; • An increased number of section 44 fire events and demand on Council staff and heavy plant for firefighting; • Significant personal loss of property through bushfire and subsequent demands on staff resources to manage such disasters; • Increased wear and tear from additional use of the airport for firefighting; • Economic impact of drought on community and reduced capacity to absorb Council charges such as the Rural Drainage charge being deferred this year, $100,000 direct impact; • Increased grant funding for drought specific projects – demanding timeframes and projects generally not allowed to be “business as usual” activities; • Increased dust pollution issues for quarry activities and lack of water for production; • Deterioration and dying of street trees through a lack of water and resources to undertake hand watering;

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• Demand on water resources from neighbouring LGA’s especially very large projects such as Bolivia Hill works on New England Highway; and • Competing demands for water such as use of town water for livestock purposes, commercial activities such as saleyards truck wash and general limitations of major water restrictions.

Item 7.18 Item The purpose of a climate change risk assessment is to: • Identify and assess the risks that climate change poses to council assets, operations and services; and • Prioritise risks that require further action as a basis for decision-making and planning.

Climate change risk assessments aim to ensure that council systems will be resilient. By working through the climate change risk assessment process, councils can establish a robust framework to analyse the risks posed by climate change and develop strategies for addressing them. A Climate Change Risk Assessment was carried out for Council by its insurer, Echelon, in June 2013. The risk assessments were based on the CSRIO climate change scenarios and was considered in relation to: • Temperature; • Hot Days; • Average Rainfall; • Wind; • Fire Weather; and • Rain Intensity.

The report contained a description of all identified climate change impacts, including the risk level (extreme, high, medium, low). Extreme and High level climate change impacts and adaptation plans were also compiled in the report. Fifty-one impacts were identified with 26 ranking in the Extreme and High range. These 26 impacts were the subject of adaptation plan strategies. A full copy of the report is attached as Annexure B to this report.

Table 1 – Impact Rankings by Scenario

Council is unlikely to have resources to undertake a review of the 2013 assessment. It is recommended that this becomes a key strategic objective of the 2020-21 Operational Plan and suitable funds be made available to undertake a comprehensive review.

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An outcome to a comprehensive risk assessment would be the development of a detailed Climate Adaptation Strategy which would consider Council’s response to climate change. It would include:

1. Analysis of risk from key climate change hazards: heat, bushfire and flood;

2. Impact of these hazards on infrastructure, natural environment, built assets and 7.18 Item health;

3. Analysis of response pathways and adaptation strategies;

4. Overview of financial impacts on Council of the hazards and adaptation strategies;

5. Develop a structured policy and planning responses; and

6. Refine adaptation strategies for further financial analysis prior to implementation.

An example of an adaption strategy would be in the emergency management area whereby Council may consider the delivery of a regional training program for staff to achieve a higher level of education and participation in emergency management procedures. Other key adaption objectives may include: • Continuing to develop a strong relationship with GLENRAC to promote sustainable agricultural practices, including the promotion of carbon farming; • Ensuring land use planning minimizes the risk of bushfire threat to new rural residential areas; and • Ensuring water security and promote greater water conservation measures such as reviewing water restriction levels and triggers.

The third component of a Climate Emergency Plan is developing a program to reduce our emissions. Council may wish to set an aspirational objective of achieving net-zero emissions by 2050, an objective of the NSW Government set to help NSW become more resilient to a changing climate. The development of an Emissions Reduction Plan will develop a target and then set a framework in which to achieve a set emissions target by a certain date.

Council has already implemented several programs to reduce its emissions, including: • Developing Electric Vehicle Charging stations; • Converting all our streetlights to LED; • Installing solar on Council assets such as Library Learning Centre, Church Street, Workshop, Materials Recovery Facility, Life Choices and Eerindii Ponds water supply; • Developing a Renewable Energy Action Plan; • Investigating electric vehicle fleet options; • Providing residents with an on-line Sustainable Living Guide; • Supporting GLENRAC in promoting sustainable agricultural practices;

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• Incorporating Climate Changes as a strategic planning priority in Council’s proposed Local Strategic Planning Statement; and • Completing a draft Flood Study.

Both an Adaption Strategy and an Emission Reduction Strategy should form key

Item 7.18 Item strategic areas for the development of Councils 2021-2025 Delivery Program. Key objectives from these strategies should then flow into the annual Operational Plan.

(a) Governance/Policy Implications

Whilst it may appear that Council has not been proactive in dealing with climate change as an issue, Council has been achieving several important milestones, as both mitigation measures and reducing our carbon footprint, these have been highlighted in the report.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

Climate change projections are not certain because of number of factors such as: • Future emissions are unknown; • The relationship between the level of greenhouse gases in the atmosphere and global warming is uncertain; and • The link between global warming and localised climate change is uncertain.

Councils should apply the precautionary principle and not use the lack of certainty as an excuse to delay climate change action planning. The precautionary principle has been defined in Principle 15 of the Rio Declaration on Environment and Development, 1992. It states: ‘Where there are threats of serious or irreversible damage, lack of full scientific certainty shall not be used as a reason for postponing cost-effective measures to prevent environmental degradation’.

(d) Environmental Implications

Australia faces significant environmental and economic impacts from climate change across a number of sectors. Decisions made today will have lasting consequences for future generations. The environmental implications are well documented and covered in the body of this report.

(e) Economic/Asset Management Implications

Drought and bushfire as witnessed in the last 12 months has had a significant impact on Council infrastructure such as roads, bridges, staff resources and plant. Developing strategies to adapt to a changing climate will be key in managing our infrastructure into the future.

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CONCLUSION

Council has already witnessed many facets of changing climate such as increased temperature and decreased rainfall resulting in bushfire, prolonged drought and water availability as well as rapid deterioration of its built assets. The resulting impacts of such changes lead to significant economic loses. This necessitates developing a

Climate Emergency Plan to tackle any potential climatic impacts on Council’s 7.18 Item resources based on local needs and context.

Council’s proposed Climate Emergency Plan should set objectives around both adaption and reducing emissions into the future. These should be integrated into Council’s daily operations through the Integrated Planning and Reporting Framework.

RECOMMENDATION

That Council adopts a Climate Emergency Plan comprising the following actions: i. A review of the 2013 Risk Assessment being undertaken and included in the 2020-21 Operational Plan as a key strategic objective and funds provided accordingly.

ii. 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.

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

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

7.19 Draft Community Participation Plan

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and Regulatory Services Item 7.19 Item ANNEXURES Annexure A Draft Community Participation Plan

ECM INDEXES

Subject Index: LAND USE AND PLANNING: Notifications

PURPOSE

The purpose of this report is to adopt the Draft Community Participation Plan for public exhibition. Please refer to Annexure A of this report.

BACKGROUND

The Environmental Planning and Assessment Amendment Act 2017 commenced operation on 1 March 2018. The legislation made a number of amendments to the Environmental Planning and Assessment Act 1979 (EP&A Act). These amendments introduced a legislative requirement for NSW Councils to prepare Community Participation Plans. Such plans are intended to make it easier for communities to understand how to participate in town planning matters in NSW.

(a) Relevance to Integrated Planning and Reporting Framework

This report has no direct relevance to any specific action under the Integrated Planning and Reporting Framework.

(b) Financial Considerations

There are no significant financial implications as planning matters are largely on a cost recovery basis.

COMMENTARY

The Glen Innes Severn Community Participation Plan will set out how and when Council will engage with its community on the town planning functions it performs. This includes strategic planning and development assessment. The Community Participation Plan must also set out the minimum public exhibition timeframes that are provided in Schedule 1 to the EP&A Act. All other requirements for a Community Participation Plan are set out in Division 2.6 of the EP&A Act.

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The minimum requirements for the Community Participation Plan include: • Details on how and when Council will undertake community participation when exercising relevant planning functions as specified in section 2.21 (2) of the EP&A Act; • Having regard to the community participation principles outlined in section 2.23

(2) of the EP&A Act; 7.19 Item • Setting out the minimum mandatory public exhibition timeframes and notification requirements for Council’s relevant planning functions as per Schedule 1 of the EP&A Act and acknowledge that there are mandatory notification requirements provided in the regulations, the EP&A Act and potentially a Community Participation Plan; • Being publicly exhibited for a minimum of 28 days; and • Being published on the NSW Planning portal by Sunday, 1 December 2019.

The draft Glen Innes Severn Community Participation Plan has been prepared to meet the regulatory requirements contained in Schedule 1 to the EP&A Act as well as Division 2.6 of the EP&A Act. Consideration has also been given to the various guidance material and fact sheets provided by the NSW Department of Planning Industry and Environment. The community consultation provisions including the notification and advertising provisions for Development Applications contained in the draft Plan have been transferred from, and are consistent with, the existing provisions contained in the Glen Innes Severn Development Control Plan 2014.

The draft Glen Innes Severn Community Participation Plan is intended to be concise, is written in plain language, and is tailored to meet the needs of the Glen Innes Severn Council and its community.

The following is a brief summary of the Plan:

Introduction

The introduction sets out the specific planning functions of Council that the Plan applies to, being “strategic planning” and “development assessment”. It also acknowledges that it is the community’s right to be involved in Council’s planning functions under the EP&A Act and sets out the principles that underpin the Glen Innes Severn Community Participation Plan.

Minimum Exhibition Requirements

This chapter outlines the mandatory minimum public exhibition timeframes and how Council will undertake the public exhibition for Council’s planning functions (strategic planning and development assessment). The chapter also explains how the community can get involved with town planning matters.

Conclusion

The conclusion recognises that community participation within the planning system will help to deliver better planning outcomes for the people of the Glen Innes Severn Local Government Area.

Page 95 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

As outlined previously, the Glen Innes Severn Community Participation Plan should be adopted by Council and published on the NSW planning portal by Sunday, 1 December 2019. Unfortunately, this has not been achieved in the prescribed time frame, the Department of Planning have been notified accordingly. Councils who have did not meet the 1 December deadline are required to meet Schedule 1 of the EP&A Act, which specifies mandatory community participation requirements.

Item 7.19 Item To achieve adoption by Council the following will be necessary:

1. Endorse the draft Glen Innes Severn Community Participation Plan for exhibition – February 2020;

2. Exhibit the draft Glen Innes Severn Community Participation Plan for a minimum of 28 days during March 2020; and

3. Adopt the final Glen Innes Severn Community Participation Plan – April 2020 and publish on the NSW Planning portal.

(a) Governance/Policy Implications

Council’s planning functions, including the preparation and finalisation of Community Participation Plans, will need to be undertaken in accordance with the amended EP&A Act, the Department of Planning, Industry and Environment direction, as well as State Environmental Planning Policy the New England and North West Regional Environmental Plan.

(b) Legal Implications

It is a mandatory requirement under the provisions of the EP&A Act that Council’s in NSW have an adopted Community Participation Plan. Council will be required to comply with Schedule 1 of the EP&A Act, which specifies mandatory community participation requirements for Council to follow in the absence of an adopted plan.

(c) Social Implications

Community Participation Plans and are intended to make it easier for communities to understand how to participate in town planning matters.

(d) Environmental Implications

There are no direct environmental implications arising from this report.

(e) Economic/Asset Management Implications

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

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CONCLUSION

The draft Glen Innes Severn Community Participation Plan has been prepared to meet the regulatory requirements contained in Schedule 1 to the EP&A Act as well as Division 2.6 of the EP&A Act. The notification and advertising provisions for Development Applications are consistent with the existing provisions of the Glen Innes

Severn Development Control Plan 2014. 7.19 Item

RECOMMENDATION

That Council:

1. Advertises the draft Glen Innes Severn Community Participation Plan for public exhibition for 28 days as required under section 705 of the Local Government Act 1993 and seeks public submissions on the plan.

2. Displays the draft Glen Innes Severn Community Participation Plan on Council’s website, and makes it available for viewing at the following locations: a. Council’s Town Hall Office; b. Council’s Church Street Office; c. The Glen Innes Severn Library Learning Centre; d. The Village Post Offices at Deepwater, Emmaville and Glencoe.

3. Requests the Director of Development, Planning and Regulatory Services to prepare a further report to Council after the 28 days of public exhibition in the event of Council receiving submissions that require Council’s further consideration regarding the draft Glen Innes Severn Community Participation Plan, otherwise Council adopts the Plan.

Page 97

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

7.20 Glen Innes Severn Draft Local Strategic Planning Statement

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and Regulatory Services Item 7.20 Item ANNEXURES Annexure A Draft Local Strategic Strategic Planning Statement

ECM INDEXES

Subject Index: LAND USE AND PLANNING: Planning

PURPOSE

The purpose of this report is to approve the exhibition of the draft Glen Innes Severn Local Strategic Planning Statement (LSPS) attached as Annexure A to this report.

BACKGROUND

The Draft Glen Innes Severn Local Strategic Planning Statement 2036 is a requirement of the NSW State Government and must be prepared by Council by 1 July 2020. The Draft Glen Innes Severn Local Strategic Planning Statement 2036 will inform local plans, including amendments to the Glen Innes Severn Local Environmental Plan 2011 and development standards in the Glen Innes Severn Development Control Plan 2010.

The document will give effect to regional and district plans and will be used to identify where further strategic planning is needed for the Local Government Area (LGA). The document outlines a vision for land use planning in the LGA to 2036 and details how population growth, employment, housing, the environment, heritage and other unique features of the LGA will be managed and prioritised in the future.

Councillors participated in a workshop on Thursday, 8 August 2019 where details of how and why a LSPS is being developed and draft suggested planning priorities were presented. Councillors were invited to provide feedback and any input. The Mayor provided a response and those comments have been incorporated into the draft LSPS.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 2.1.1 'Review and update the existing Land Use Strategy and implement any changes through the Local Environmental Plan.'

(b) Financial Considerations

There are no direct financial implications involved in the exhibition and adoption of the Draft Glen Innes Severn LSPS.

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

COMMENTARY

A LSPS must meet the following requirements: • Be prepared and endorsed by Council; • Should provide the basis for strategic planning in the area, having regard to

economic, social and environmental; 7.20 Item • Be updated every seven (7) years; • Be published on the NSW planning portal; and • Must include (Section 3.9 of the Environmental Planning and Assessment Act 1979 (EP&A Act): o The planning priorities for the area, consistent with any applicable regional plan and any applicable Community Strategic Plan; o The actions required for achieving those priorities; and o The basis on which Council is to monitor and report on the implementation of those priorities.

A LSPS should include the following:

The draft Glen Innes Severn LSPS has four (4) related themes which make up the community’s vision for Glen Innes Severn LGA, these are:

A renewed economy and authentic place

The following planning priorities will allow us to capitalise on new opportunities, while protecting the foundational elements of Glen Innes Severn’s economy:

Planning Priority 1:

Support a ‘whole of place’ approach to economic development.

Page 99 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Planning Priority 2:

Encourage diversification in agriculture, horticulture and agribusiness to grow these sectors and respond to domestic and international opportunities.

Planning Priority 3:

Item 7.20 Item Expand nature-based adventure and cultural tourism places by leveraging environmental and iconic assets such as the World Heritage listed National Parks and the Australian Standing Stones.

Measures: • Increase in jobs by industry; • Level of employment in the LGA; • Gross Regional Product; and • Visitor numbers.

A Thriving and vibrant community

The following planning priorities outline our model for sustainable growth:

Planning Priority 4:

Deliver a variety of housing options in Glen Innes and promote development that contributes to the unique character of Glen Innes and the villages of Emmaville, Deepwater, Glencoe and Red Range.

Planning Priority 5:

Raise the area’s profile and awareness of employment, business development and lifestyle opportunities, particularly for younger people and provide services for the ageing population.

Measures: • Number of dwelling approvals by location and type; • Net new dwellings approved and completed; • Household compositions

Strong and connected infrastructure

The following planning priority will identify the key drivers of infrastructure demand and demonstrates how Council will align local infrastructure to planned growth:

Planning Priority 6:

Continue to develop service and logistics infrastructure on appropriate sites to encourage new industry opportunities and population growth.

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Measures: • Use of public and community transport; • Number of new industries established; • Population growth; and

• Completion of Infrastructure Backlog. 7.20 Item

Sustainable environment and protected heritage

The following planning priorities will allow us to capitalise on new opportunities, while protecting the foundational elements of Glen Innes Severn’s economy:

Planning Priority 7:

Protect and celebrate our unique natural and cultural heritage.

Planning Priority 8:

Protect areas of high environmental value and significance.

Planning Priority 9:

Adapt to natural hazards and climate change.

Planning Priority 10:

Promote and support renewable energy production opportunities.

Measures: • Environmental Indicators (water quality, air quality etc); • Conservation area coverage.

These four (4) themes will be monitored against identified measures and implemented through the 10 planning priorities. The planning priorities will be delivered through strategies to guide actions and land use directions to be undertaken by Glen Innes Severn Council.

The actions have each been allocated a time frame for completion, being: • In line with Council’s Operational Plan being short term – one (1) to five (5) years; • Council’s Delivery Program being medium term – five (5) to 10 years; and • Council’s Community Strategic Plan for long term vision out to 20 years.

The Draft Glen Innes Severn LSPS, attached as an Annexure to this report, expands on the above planning priorities in greater detail. It is proposed to advertise the LSPS for a period of 28 days and provide copies of the document at the normal locations. In addition, Council will promote the LSPS on social media and Council staff will be available for specific times to discuss the LSPS with the community.

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(a) Governance/Policy Implications

In practice, the Statements will shape how the Local Environmental Plan (LEP) and Development Control Plans (DCP) evolve over time.

The planning priorities outlined in the draft LSPS will become embedded into

Item 7.20 Item future Delivery Programs to ensure outcomes are achieved in the time frames as specified.

(b) Legal Implications

In March 2018, amendments to the EP&A Act introduced a new requirement for local councils to prepare and make an LSPS.

Section 3.9(2) of the EP&A Act requires a council’s LSPS to include or identify the planning priorities for the area that are consistent with council’s CSP and the actions required for achieving those planning priorities.

(c) Social Implications

Councils, in consultation with their communities, will determine the priorities for their area, informed by, and consistent with, other applicable strategic plans, developing actions that respond to and build on the place and the community’s strengths and potential.

(d) Environmental Implications

Our environment is changing due to variable climate, and the way in which we position ourselves to respond is a priority consideration for Council. Land use planning can help minimise and manage the impacts of climate change. Local Environment Plans can identify hazard-prone land and apply provisions to exclude these areas from development, unless hazards can be managed.

(e) Economic/Asset Management Implications

As the Glen Innes Severn region continues to grow and change, it is critical that a range of infrastructure is delivered to meet the needs of the community. This includes services and facilities for transport, open space, health, education, utilities (water, energy, sewerage and telecommunications) and social and cultural development.

Over the next 20 years, changes to agricultural productivity, freight and transport connections, water availability, climate and economic conditions as well as population change will reshape our community. An aging population will also increase the demands on health and aged care services, education and training and public and community transport.

The coordination and provision of cost-effective utility and local infrastructure will support the quality and diversity of lifestyles on offer in the region.

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CONCLUSION

The Mayor has summarised the essence of the purpose of the LSPS in her comments:

The Statement recognises that Glen Innes and surrounding villages are great places to live and work. It outlines our vision and our potential to be a thriving and prosperous region and identifies the framework to maximise opportunities for jobs and 7.20 Item development. The document supports our region being a great area to raise a family with excellent education, sporting facilities, music and art centres. Importantly it highlights the significance of our regions unique character, the Celtic and Aboriginal cultures of our local area, and the diversity that makes it a special place for us all.

RECOMMENDATION

That Council:

1. Advertises the Draft Glen Innes Severn Strategic Planning Statement for public exhibition for 28 days as required under the provisions of the Environmental Planning and Assessment Act 1979, and seeks public submissions on the proposed document.

2. Displays the Draft Glen Innes Severn Strategic Planning Statement on Council’s website, and that it be made available for viewing at the following locations: a. Council’s Town Hall Office; b. Council’s Church Street Office; c. The Glen Innes Severn Library Learning Centre; d. The Village Post Offices at Deepwater, Emmaville and Glencoe.

3. Requests the Director of Development, Planning and Regulatory Services to prepare a further report to Council after the 28 days of public exhibition in the event of Council receiving submissions that require Council’s further consideration regarding the Draft Glen Innes Severn Strategic Planning Statement.

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

7.21 Review of Scores on Doors Policy

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Emily Leach - Building and Environmental Health Officer

Item 7.21 Item ANNEXURES Annexure A Draft Scores on Doors Policy

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy PUBLIC HEALTH: Food Shops

PURPOSE

The purpose of this report is to present Council with the revised Scores on Doors Policy, for adoption. Please refer to Annexure A of this report.

BACKGROUND

The Scores on Doors Policy was last adopted by Council on 24 September 2015 and is due for review. The document has recently been reviewed in consultation with relevant staff, including Council’s Management Executive Team (MANEX).

The Scores on Doors Program is an initiative of the NSW Food Authority. Scores on Doors is the NSW hygiene and food safety scoring program that displays the results of regular inspections on food premises. It lets the public know how well local restaurants, takeaway shops, bakeries, pub bistros and cafes are complying with NSW hygiene and food safety requirements.

(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

The participation in the Scores on Doors Program is not likely to have a significant financial impact, as Council Officers deliver the Scores on Doors Certificates after completion of the food business inspection by hand. Further, the NSW Food Authority is providing the certificates and supporting material to Councils at no cost. Inspections are on a cost recovery basis through an annual administration fee and inspection charge.

COMMENTARY

Council and the community benefit from the local food industry and rely on food premises and the part they play in the diverse local economy. At the same time, consumer expectations are rising with the focus being on:

Page 104 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

• Food premises having the highest levels of compliance with hygiene and food safety standards; • Consumers having access to official information so they can make informed decisions about where they eat; and • Council activities, such as food inspections, being undertaken annually. 7.21 Item Changes to the policy are relatively minor in nature and include: • The removal of ineligible food businesses from the list of Scores on Doors recipients; and • Amendments to the Scores on Doors Program. For example, the displaying of certificate, appeal process, formatting for readability and what instances render a food business ineligible.

Council Officers currently undertake annual food shop inspections to ensure compliance with hygiene and food safety requirements. Further compliance action is undertaken where necessary. In addition, the NSW Food Authority lists premises issued with penalty infringement notices for food safety offences. These businesses may appear on the NSW Food Authority‘s Name and Shame register.

Scores on Doors is a state-wide program to display the results of the food premises inspections for hygiene and food safety onsite. The program is focussed on retail food service businesses that process and sell ready to eat food intended for immediate consumption, and potentially hazardous food if not handled correctly and under the right conditions. The Scores on Doors program is a mandatory program since being adopted by Council which means that businesses are required to display their Scores on Doors Certificate.

The NSW Food Authority and NSW Councils, through the Food Regulation Partnership, have developed the Food Premises Assessment Report (FPAR) checklist. The FPAR was designed to be used as a checklist for compliance and features a points system from which a hygiene and food safety score can be determined.

Council, through the participation of the Scores on Doors Program and the adoption of the subsequent policy, provides an opportunity to be proactive in providing transparency around the inspections. In addition, it provides an incentive for businesses to maintain and increase their inspections results, thereby improving the quality of local food premises.

(a) Governance/Policy Implications

Once adopted by Council, the revised Scores on Doors Policy will become policy of Council. Through this Policy, Council is able to assist food businesses within the Local Government Area, by promoting compliance with hygiene and food safety standards.

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(b) Legal Implications

The Scores on Doors Program has been developed by the NSW Food Authority for use by NSW Councils and outlines the operating parameters. In addition, the NSW Food Authority has developed the score rating certificate.

Item 7.21 Item The score rating certificate that is provided by Council to be displayed carries an explanation of what it represents, a warning about relying solely on the rating, and a disclaimer from liability for Council for any acts by the food business, or about the condition of the premises.

(c) Social Implications

The Scores on Doors Program is likely to have a positive impact on the community as the program provides an opportunity for local food businesses to showcase their hygiene and food safety skills to the public and further promote their food businesses to the community.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

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

CONCLUSION

The Scores on Doors initiative has now been operating since 2015 and has been well received by both business proprietors and the community. Council’s Scores on Doors Policy has been reviewed to include changes that have occurred since the current Policy was adopted in September 2015. The revised Policy is now presented to Council for review and adoption.

RECOMMENDATION

That Council adopts the revised Scores on Doors Policy attached as Annexure A to this report.

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

7.22 Proposal to amend New England Tablelands Noxious Weeds County Council Boundary

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES

Author: Graham Price - Director of Development, Planning and Item 7.22 Item Regulatory Services

ANNEXURES Annexure A Glen Innes & NEWA Proposal

ECM INDEXES

Subject Index: ENVIRONMENTAL MANAGEMENT: Noxious Weeds

Customer Index: Office of Local Government New England Weeds Authority

PURPOSE

The purpose of this report is to endorse the proposal, attached as Annexure A to this report, to amend the constitution of the New England (Noxious Weeds) County Council (County Council) to allow Glen Innes Severn Council to become a formal member of the County Council.

BACKGROUND

At Council’s Ordinary meeting held on Thursday, 24 May 2018 Council resolved:

1. That Council writes to the General Manager of the New England Tablelands County Council, trading as the New England Weeds Authority, requesting it amend its constitution so as to allow Glen Innes Severn Council membership of the County Council. 2. That, if Council receives positive feedback from the New England Tablelands County Council, a written application be made to the Office of Local Government for Council to become a full member of this mentioned County Council.

Council received a favourable response from the County Council to its request to become a formal member. The Office of Local Government (OLG) was subsequently advised in October 2018 seeking a formal proclamation to allow the whole of the Glen Innes Severn Local Government Area to be included in the area of operations of the New England Tablelands (Noxious Weeds) County Council.

The OLG provided advice in December 2018 of what information is required to be addressed to allow Council to join the County Council. With the assistance of the County Council staff this information has been complied and is an annexure to this report.

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(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective EH 1.1.1 ‘Maintain road side environmental areas.’

(b) Financial Considerations

Item 7.22 Item An amount of $98,823 is allocated in the Operational Plan for the 2019/2020 Financial Year. Council’s actual contribution to NEWA for the 2019/2020 Financial Year is $94,760, and this amount was paid in July 2019.

Council’s contribution in the future will be the current contribution, increased annually by the relevant rate pegging amount.

COMMENTARY

The County Council met on Tuesday, 17 December 2019 and resolved unanimously:

That in accordance with Section 383 (1) of the Local Government Act (1993), Council • endorses the making of the attached proposal to amend the constitution of the New England (Noxious Weeds) County Council and; • authorises the referral of the attached proposal to amend the constitution of the New England (Noxious Weeds) County Council to the Office of Local Government for assessment and recommendation to the Minister.

A proposal to amend the constitution of the County Council to allow Glen Innes Severn Council to become a member must address several matters. Firstly, the proposal must specify the number of members that it is proposed that Council is to have on the governing body of the County Council. In this regard, section 390(1) of the Act provides that a county council must have a governing body elected by its constituent councils. It is proposed that Glen Innes Severn Council have one (1) elected member, similar to the representation of Uralla and Walcha Shire Councils.

The proposal must also specify whether it is intended that the whole or only part of Council's area is to be included within the area of operations of the County Council. If only part of Council's area is to be included, then a plan must be provided detailing precisely the part concerned.

More generally, any such proposal should, ideally, address the factors listed in section 263(3) of the Act, so far as they are relevant. These are factors which the Boundaries Commission must to take into account should it be required to consider any matter referred to it by the Minister that relates to the boundaries of areas of councils or the areas of operations of county councils. The factors are: (a) the financial advantages or disadvantages (including the economies or diseconomies of scale) of any relevant proposal to the residents and ratepayers of the areas concerned; (b) the community of interest and geographic cohesion in the existing areas and in any proposed new area; (c) the existing historical and traditional values in the existing areas and the impact of change on them;

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(d) the attitude of the residents and ratepayers of the areas concerned; (e) the requirements of the area concerned in relation to elected representation for residents and ratepayers at the local level, the desirable and appropriate relationship between elected representatives and ratepayers and residents and such other matters as it considers relevant in relation to the past and future

patterns of elected representation for that area; Item 7.22 Item (e1) the impact of any relevant proposal on the ability of the councils of the areas concerned to provide adequate, equitable and appropriate services and facilities; (e2) the impact of any relevant proposal on the employment of the staff by the councils of the areas concerned; (e3) the impact of any relevant proposal on rural communities in the areas concerned; (e4) in the case of a proposal for the amalgamation of two or more areas, the desirability (or otherwise) of dividing the resulting area or areas into wards; (e5) in the case of a proposal for the amalgamation of two or more areas, the need to ensure that the opinions of each of the diverse communities of the resulting area or areas are effectively represented; (f) such other factors as it considers relevant to the provision of efficient and effective local government in the existing and proposed new areas".

A number of the factors will not apply in respect to a particular proposal, however, others will. Factors (a), (e1) and (e2) and (e3) above are relevant to a proposal for the admission of an additional constituent council to a county council. The attached proposal also contains information addressing the likely effect the proposal would have not only on the council seeking to become a constituent of the County Council but also on the County Council itself.

The attached proposal as prepared by the County Council addresses the issues as highlighted above.

Advice from the OLG is that to progress the proposal it would be helpful if Council passed a resolution indicating whether it supports the proposal. The County Council have already lodged the appropriate resolution to the OLG in accordance with the Local Government Act 1993, therefore Council only needs to indicate whether it supports the proposal.

(a) Governance/Policy Implications

The New England Tablelands County Council, trading as the New England Weeds Authority, (NEWA) is a single purpose Local Government authority, established under Section 387 of the Local Government Act 1993, having the function of control authority under the Biosecurity Act 2015 for scheduled priority and invasive weeds in the Armidale Regional Council, Uralla Shire Council and Walcha Council areas.

Page 109 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Currently, Armidale Regional Council has three (3) representatives, and Walcha and Uralla Shire Councils have one (1) representative each. The proposal provides that Council will have one (1) representative on the County Council. Should the proposal be implemented, NEWA will become the control authority for weeds under the Biosecurity Act 2015 for Council’s Local Government Area as well.

Item 7.22 Item (b) Legal Implications

For Council to become a constituent council of the County Council it is necessary to amend the County Council's constitution. The procedure for amending the constitution of a county council is prescribed in Part 5 of Chapter 12 (i.e. sections 383-400) of the Act.

The procedure may only be commenced by the making of a proposal to the Minister for Local Government under section 383(1) of the Act. The proposal may be made by Council, the County Council or by both Councils jointly. Legal officers from the OLG have provided input into the preparation of this report to ensure accuracy with recommendations for Council.

(c) Social Implications

There were some reservations from community members concerning Council’s earlier delegation of its weeds function to the NEWA, these have been articulated through Councillors. Support of the proposal has been endorsed by representatives of Glenrac, with a membership of over 900 members. In addition, Council’s 2018 External Customer Survey indicated an increase in satisfaction levels, by the community regarding weed control and management since the 2016 survey.

(d) Environmental Implications

Weeds have major economic, environmental and social impacts in Australia, causing damage to natural landscapes, agricultural lands, waterways and coastal areas. Weeds impact severely on agriculture by competing with production, contaminating produce and poisoning livestock. Weeds also impact on biodiversity by out-competing native plants and degrading habitat. Weeds, along with other invasive species, now arguably pose one of the most significant threats to biodiversity.

(e) Economic/Asset Management Implications

As there are no assets to be transferred to the County Council, or staff, there are no economic or asset implications associated with this report.

CONCLUSION

Already Council has had significant savings through the current Service Level Agreement with NEWA. By becoming a part of the County Council these savings and efficiencies will continue with the additional benefit of providing Councillor representation in the decision-making process.

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Membership will also provide effective representation through a council with the required scale and capacity to meet the future needs of the community; and being a more effective advocate for the area’s interests better able to deliver on priorities in partnership with the NSW and Australian governments.

7.22 Item RECOMMENDATION

That Council:

1. Endorses New England (Noxious Weeds) County Council making the attached Proposal to the Minister for Local Government under section 383(1) of the Local Government Act 1993 to amend the constitution of the County Council to include the Glen Innes Severn Council Local Government Area within the area of operations of the County Council.

2. Notifies both the County Council and the Office of Local Government that it endorses the Proposal.

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

7.23 Drought Communities Programme - Extension Funding

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Margot Davis - Manager of Economic Development

Item 7.23 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: GRANTS AND SUBSIDIES: Applications

PURPOSE

The purpose of this report is to provide a summary and recommendation of projects to be submitted by Council as applications for the Drought Communities Programme – Extension to the value of $1,000,000. (A copy of all applications will be available at the Council meeting or upon request if required earlier).

BACKGROUND

The Australian Government, Department of Innovation and Science and the Department of Infrastructure, Transport, Cities & Regional Development have released the next round of funding under the extended Drought Communities Programme (DCP). This makes available a further $1,000,000 to deliver immediate economic stimulus and other benefits to drought-affected regions of Australia, of which Glen Innes Severn Local Government Area (LGA) is included. The programme is designed to support local community infrastructure and other projects for communities who have been impacted by drought.

Council resolved at the Ordinary Council meeting held on Thursday, 19 December 2019:

1. Council approves the following projects for the Drought Communities Program Extension: a. Infrastructure: CBD Upgrade Stage Four (4) Footpath; b. Drought Relief: Drought Assistance Package; and c. Event: Free entry to the 2020 Glen Innes Agricultural Show.

2. Council calls for Expressions of Interest from the community to submit eligible projects, under the guidelines outlined in this report, with a closing date of Friday, 31 January 2020 and that a further report be provided to Council on 27 February 2020 with a list of eligible community projects for Council’s consideration.

3. The Mayor and General Manager be delegated authority to approve any other projects that meet the criteria as outlined in this report and deemed to be urgent to ensure they are lodged in a timely manner.

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Infrastructure: CBD Upgrade Stage Four (4) Footpath and the Drought Relief: Drought Assistance Package are included within this report, however, have already been approved by Council to apply to the program.

It is to be noted that the Event: Free entry to the 2020 Glen Innes Agricultural Show application was submitted and rejected by the program over the Christmas period. This project, given its time sensitive nature, was alternatively funded by the Bushfire 7.23 Item Recovery Grant provided by Commonwealth Government in January 2020.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.2.1 ‘Pursue the attraction of external grants (in addition to FAGs, R2R or block grant funding) in order to improve services, infrastructure and initiatives otherwise not attainable. ‘

(b) Financial Considerations

The funding requires no contributions from Council. An initial payment will be made on execution of the grant agreement with subsequent payments made in agreed milestones being achieved.

A final payment of 10 percent of the total grant funding will be made on submission of a satisfactory final report demonstrating outstanding obligations for the project have been completed.

COMMENTARY

Council called for Expressions of Interest (EOI’s) from the community to submit eligible projects, under the guidelines outlined in the previous report, with a closing date of Friday, 31 January 2020.

Council received a total of 16 EOI’s from the community and six (6) from Glen Innes Severn Council. The following table outlines the projects submitted and informs Council of eligibility under the grant guidelines as assessed by the Director, Development Planning and Regulatory Services, Manager Economic Development, and Grants Officer.

PROJECT COMMUNITY COMMUNITY AMOUNT COUNCIL REASON NAME OR COUNCIL ORGANISATION (EXC. ELIGIBILITY INELIGIBLE PROJECT APPLYING GST) ASSESSMENT Glen Innes Community Glen Innes Pony $30,037 Yes Pony Club Club New Storage Shed Mead Park Community Glen Innes Minor $54,620 Yes Irrigation (2nd League Field) Mead Park Community Glen Innes $80,764 Yes Canteen Rugby League Upgrade Glen Innes Community Glen Innes Show $117,960 Yes Showgrounds Society Ladies Canteen Auxiliary Upgrade

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PROJECT COMMUNITY COMMUNITY AMOUNT COUNCIL REASON NAME OR COUNCIL ORGANISATION (EXC. ELIGIBILITY INELIGIBLE PROJECT APPLYING GST) ASSESSMENT Concrete boat Community Rangers Valley $31,819 Yes ramp - Aquatic Club Rangers Valley Dam

Item 7.23 Item Showground Community Glen Innes $44,760 Yes BBQ Facility Showground Upgrade, Tea Land Rooms Management Extraction Fans, and Camper's laundry Deepwater Community Deepwater $97,205 Yes School of Arts School of Arts Hall Upgrade Hall Trust and Painting Equine Community Deborah Lions - $90,610 No This Project is Assisted Unbridled outside of our Learning LGA and will be Program utilising services of businesses outside of our LGA. This also fits under ineligible activities in the Guidelines: the development of private or commercial ventures. (Debra has not yet established a Not-for-profit organisation). Upgrade Community Deepwater Art $5,830 No This project is Deepwater Art Group under the Group $25,000 Workshop and minimum. Gallery Space Community Community Community $80,981 Possibly* This project Centre Project Centre has aspects of Officer and ineligible Upgrade activity. The Project officer is potentially eligible but the upgrades to the Community Centre (being a commercially owned and rented building) are ineligible: the development of private or commercial ventures.

Page 114 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

PROJECT COMMUNITY COMMUNITY AMOUNT COUNCIL REASON NAME OR COUNCIL ORGANISATION (EXC. ELIGIBILITY INELIGIBLE PROJECT APPLYING GST) ASSESSMENT Microleana Community Native Grains $107,800 No* This project fits Grain Project Australia Pty Ltd under ineligible - Craig Campbell activities: the development of

private or 7.23 Item commercial ventures. BIG - Project Community Business In Glen $100,000 No* This project fits under ineligible activities: Undertaking studies or investigations. Showground Community GI Show Society $170,208 Yes Stables Upgrade Water in the Community GLENRAC $26,800 Yes Landscape Regenerative Agriculture Community Community GLENRAC $30,450 Yes Capacity Workshops Drought Community GLENRAC $100,000 Yes Council Support approved for Officer submission per December 2019 Ordinary Council Meeting. Grey Street Council Infrastructure $175,000, Yes Council Upgrade approved for submission per December 2019 Ordinary Council Meeting. Youth Centre Council Youth Booth $55,884 Yes* *Kitchen Upgrade Upgrade has Kitchen and not been Outdoor Area professionally quoted yet. Glen Innes Council Redfins $143,989 Yes Swimming Swimming Club Pool Heat Pump Wilson Park Council GI Soccer Club $125,447 Yes Lighting Shade Sails Council Infrastructure $26,573 Yes for Anzac park Life Choices Council Life Choices - $26,573 Yes Building Tony Williams landscaping Total Community: $1,696,737 Applications 16 Council: 6

Total: 22

Page 115 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

The following list of projects is provided to Council as the recommended projects to be selected for the Drought Communities Programme (DCP) – Extension. These projects, in Council’s view, meet the eligibility criteria and have a good chance of being successful. They also fit with the intention of the DCP and would provide much needed infrastructure upgrades and support for our drought-affected community. It is also

Item 7.23 Item recommended that community groups be required to enter into a funding agreement with Council to ensure that the project is completed on time and funds are spent on the specified project.

AMOUNT PROJECT NAME ORGANISATION APPLYING REQUESTED (EXC. GST) Grey Street Upgrade Glen Innes Severn Council $175,000 Drought Support Officer GLENRAC $100,000 Mead Park Canteen Upgrade Glen Innes Rugby League $80,764

Wilson Park Lighting Glen Innes Soccer $125,447

Glen Innes Showgrounds Glen Innes Show Society Ladies $117,960 Canteen Upgrade Auxiliary Water in the Landscape GLENRAC $26,800 Regenerative Agriculture Showground BBQ Facility Upgrade, Tea Rooms Glen Innes Showground Land $44,760 Extraction Fans, and Management Camper's laundry Deepwater School of Arts Deepwater School of Arts Hall Trust $97,205 Hall Upgrade and Painting Concrete boat ramp - Rangers Valley Aquatic Club $33,819 Rangers Valley Dam Showground Stables Glen Innes Show Society $170,208 Upgrade Glen Inness Pony Club New Glen Innes Pony Club $30,037 Storage Shed

TOTAL $1,000,000

As Council would be aware, Council has also received a further $1 million of bushfire funding from the Australian Government. Funding was directed to councils which have been ‘activated’ by their respective State Government for Category C bushfire disaster recovery relief under the Disaster Recovery Funding Arrangements (DRFA). Funding criteria is not strict with councils being able to spend their $1 million payments on projects and activities that they deem essential for the recovery and renewal of their communities. Council has already received these funds and is required to provide the Office of Local Government with a list of projects by Tuesday, 31 March 2020, with all funds to be spent by Thursday, 31 December 2020. It is recommended that the following projects be considered under this funding:

Page 116 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

TOTAL COMMUNITY PROJECT AMOUNT ORGANISATION COMMENTS NAME REQUESTED APPLYING (EXCL. GST) Community Community Centre $80,981 Council may wish to consider the

Centre Project Project Officer component of this 7.23 Item Officer and project alone. The project has aspects Upgrade of ineligible activity being the upgrades to the Community Centre (being a commercially owned and rented building) and could be considered development of private or commercial ventures. Community GLENRAC $30,450 This would be a project that meets the Capacity criteria for the Bushfire funding. Workshops Youth Centre Council $55,884 Kitchen upgrade has not been quoted Upgrade however this would be a project that Kitchen and meets the criteria for the Bushfire Outdoor Area funding.

The following projects, whilst worthy projects, do not meet the funding criteria and it is recommended that the applicants be advised accordingly: • Equine Assisted Learning Program; • Microleana Grain Project; • Business in Glen – Research Project; and • Upgrade Deepwater Art Group Workshop and Gallery Space.

It is recommended that the applicant for the following project be advised that their project has been unsuccessful as Council received requests for amounts in excess of the $1 million available: • Glen Innes Minor League - Mead Park Irrigation (2nd Field).

The following Council projects should be incorporated into future capital works projects: • Swimming Pool Heat Pump; • Shade Sails for Anzac Park; and • Life Choices Building landscaping.

This year, the DCP has requested councils to submit one (1) application inclusive of all projects as opposed to one (1) application for each project. The deadline for applications is Monday, 30 March 2020 and the project completion deadline is Thursday, 31 December 2020 for Glen Innes Severn. The application is required be submitted by the end of March 2020. This will allow more time for projects to be completed by Thursday, 31 December 2020.

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(a) Governance/Policy Implications

Certain projects are ineligible for funding and these include: • Payment of salaries for existing staff or contractors, although projects may be carried out by existing workforces;

Item 7.23 Item • Computer software or hardware that is not an integral part of the funded capital project; • A Council’s core or business-as-usual operations, which Council rates and other Government funding usually funds; • Purchases of land, buildings, vehicles or mobile capital equipment (for example, trucks and earthmoving equipment); • Expenditure incurred prior to 19 August 2018; • Undertaking studies or investigations; or • The development of private or commercial ventures, including licensed areas of registered clubs.

(b) Legal Implications

If Council is successful in obtaining the funding, then a Funding Agreement with the Commonwealth will be required, committing Council to delivering the projects prior to Thursday, 31 December 2020.

(c) Social Implications

The objectives of the program are to deliver support to targeted drought-affected regions of Australia by funding: • Local community infrastructure; and • Other drought relief projects.

Funding will target infrastructure and other projects that: • Provide employment for people whose work opportunities have been impacted by drought; • Stimulate local community spending; • Use local resources, businesses and suppliers; and • Provide a long-lasting benefit to communities and the agricultural industries on which they depend.

(d) Environmental Implications

There are no environmental implications arising from this report.

Page 118 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

(e) Economic/Asset Management Implications

The intended outcomes of the program are to: • Increase employment in regions by providing work for locals and/or farmers and farm labourers/staff/contractors whose employment opportunities have

been affected by drought; Item 7.23 Item • Improve levels of economic activity in regions; • Increase productivity in regions; and • Enable better retention of businesses, services and facilities.

CONCLUSION

The $1,000,000 Drought Communities Programme – Extension is available to the Glen Innes Severn Local Government Area for projects to deliver immediate economic stimulus and other benefits to drought-affected regions. Council is grateful to have received sixteen (16) community expressions of interest and six (6) Council projects to the total value of $1,364,390. The projects have been assessed by Council staff members against the Programme’s eligibility criteria and the recommendation is provided to Council on which projects to endorse for Council to apply, with one application for the funding.

RECOMMENDATION

That:

1. The following projects be endorsed to apply through Council for the Drought Communities Programme – Extension: a. Glen Innes Severn Council Grey Street upgrade - $175,000 b. GLENRAC Drought Support Officer and Events - $100,000 c. Glen Innes Rugby League Mead Park Canteen Upgrade - $80,764 d. Glen Innes Severn Council Wilson Park Lighting - $125,447 e. Glen Innes Show Society Ladies Auxiliary Glen Innes Showgrounds Canteen Upgrade - $117,960 f. GLENRAC Water in the Landscape Regenerative Agriculture - $26,800 g. Glen Innes Showground Land Management BBQ Facility Upgrade, Tea Rooms Extraction Fans, and Camper's laundry - $44,760 h. Deepwater School of Arts Hall Trust Deepwater School of Arts Hall Upgrade and Painting - $97,205 i. Rangers Valley Aquatic Club Concrete boat ramp - Rangers Valley Dam - $31,819 j. Glen Innes Show Society Showground Stables Upgrade - $170,208 k. Glen Innes Pony Club New Storage Shed - $30,037

Page 119 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

2. Organisations successful in receiving funding be required to enter into a Funding Agreement with Council to ensure that projects are completed in accordance with the requirements of the Drought Communities Programme funding requirements.

Item 7.23 Item 3. Council submits the requested one (1) application to the Drought Communities Programme – Extension for the above recommended projects by Monday, 30 March 2020.

4. Council notifies the outcome of Expressions of Interest to all projects submitted by Friday, 6 March 2020.

5. The Manager Economic Development advises the applicants that have missed out on this round of funding regarding other funding opportunities, and Council Incentive Programmes as they arise and should the project meet the relevant criteria.

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

7.24 Investigation into Silage Wrap Recycling

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Kane Duke - Manager of Planning and Regulatory Services

ANNEXURES 7.24 Item There are no annexures to this report.

ECM INDEXES

Subject Index: WASTE MANAGEMENT: Service Provision

Property Index: 86 Rodgers Road, Glen Innes

PURPOSE

The purpose of this report is to inform Councillors of potential options for the recycling of silage wrap material.

BACKGROUND

At Council’s Ordinary meeting held on Thursday, 24 October 2019 it was resolved:

That Council asks its staff to prepare a report for the November 2019 Ordinary Council meeting regarding the possibility of a recycling facility for hay bale wrap, along with the possibility of selling the product to aid with Council finances.

A request was made to investigate options available for recycling silage wrap material used on farms. As a result of the ongoing drought conditions, additional feed has been required for the survival of livestock. This has, in some cases, required the purchasing of silage and created additional waste material to be left on farms in the form of silage wrap.

Instead of the waste to be disposed of by individual farms the material could be brought to the landfill and recycled for reuse.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective EH 1.2.2 ‘Develop a Waste Management Strategy with a particular focus on green waste and promoting industry accepted best recycling practices. ‘

(b) Financial Considerations

There is no option for Council to recover any costs associated with the recycling of silage wrap and, in fact, Council would incur a cost to recycle the material. This is similar with concrete, green waste and tyres. Council has no set landfill fee for the disposal of silage wrap nor does it have an allocation for the cost to recycle the collected product in the 2019/2020 Operational Plan. Council would need to determine that if a recycling service was to be provided, would it be on a cost recovery basis, or free of charge.

Page 121 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

COMMENTARY

Over 100,000 tonnes of plastic goes onto Australian farms each year including: Silage wrap, mulch film, grain bags, cotton wrap, bunker liners and covers, feed, seed and fertilizer bags, bulka bags, bailing twine, bale net, vine covers, pallet wraps, drums,

Item 7.24 Item and irrigation pipes. Plastic is one of the most versatile tools on farms, but there are very few disposal or recycling options available.

Holbrook Landcare launched a silage wrap and plastic twine collection service for farmers in its region. This material was then transferred to Plastic Forest in Albury to value add. Plastic Forest turn the silage wrap into plastic garden edging, path edging, pegs, resign, root barrier, mini wheel stops and many other products.

A Landcare group in Poowong in Victoria has assisted in setting a collection program where silage waste is transported to Melbourne and is the primary ingredient in timber replacement products.

South Gippsland Shire Council has supported the Plasback program for recycling silage plastic also. It transports the material to Melbourne for reprocessing into a range of products such as matting, black builders’ plastic, fencing materials, road barriers and heavy vehicle tracks.

Glen Innes Landfill currently would bury silage waste if presented to the landfill. There are two (2) options Council could consider as listed below:

1. Setting up a silage wrap recycle process

This option may require a large capital investment, recycling material may not be available to sustain the infrastructure invested, a time delay in setting up plant prior to receiving recycling material, and value-added recycled material may not have a demand. No other Council is pursuing this option due to the capital cost in establishing such a plant. In addition, silage seed stock alone would not be sufficient to justify the cost.

2. Collect Silage Wrap and transport to existing facilities for recycling.

Several facilities are available that already collect and recycle silage wrap and cotton wrap. The cost of transport and processing would need to be covered. The volume of silage wrap that is used in the local area is unknown, so further investigation is required to determine quantities.

Some councils in New South Wales have already trialled a silage wrap collection and transport service. Kiama Council trialled a collection program but has stopped the program. Latrobe City Council in Victoria is offering to take Silage wrap in Bulka Bags at a charge of $25 per bag and then transferred to a processing facility. Bulka bags are one (1) tonne or ½ tonne synthetic bags for stock feed or fertilizer. They are normally recommended as a single use product.

Page 122 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

The closest silage recycling centre is Resitech, located in Brisbane. After silage wrap has been collected at our landfill it would need to be transported and an additional charge of $0.70 per kilo charged for the company to accept the material. It is suggested that for the period 1 March 2020 to 30 June 2021 Council accepts silage wrap and bulka bags free of charge as a drought recovery initiative for local farmers.

7.24 Item (a) Governance/Policy Implications

Diverting waste from landfill is a key strategic objective of Council’s 2017-2021 Delivery Plan. Providing a service for the of recycling silage wrap will reduce dumping on private properties.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

Price is the bottom line when companies buy materials, such as glass or plastic for soft-drink bottles, for manufacturing. Because recycling is a convoluted process, recycled materials are often more expensive than materials made from virgin resources and so are passed over in favour of the cheaper option.

The proposal to provide a recycling service free of charge for landholders as a drought recovery initiative will assist farmers in a small way in the drought recovery process.

(d) Environmental Implications

Plastic is made from oil. A European Union report estimates that production of virgin plastic will account for 20 percent of global oil consumption and 15 percent of global greenhouse-gas emissions by 2050. Councils and businesses need to prioritise recycled goods over virgin materials, or at least have recycled material quotas where possible. As an example, Council proposes to use recycled glass in road construction.

By providing a silage wrap recycling service it will divert waste from landfill and remove waste from individual properties.

(e) Economic/Asset Management Implications

If Council were to consider undertaking any value adding of recycled plastics it would have significant economic and asset implications. This has not been covered in this report as this option is not viable now.

Page 123 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

CONCLUSION

Plastic is one of the most versatile tools on farms but there are very few recycling options available. An option to create a processing facility is not viable for the volume of material to process in our region. The next option is to recycle the material, in this regard, it is recommended that this service be provided free for the next 18 months as

Item 7.24 Item a drought recovery initiative. This would be reviewed in 12 months in conjunction with the preparation of the 2021/2022 Operational Plan. At such time Council will have a knowledge of the quantities collected and the cost incurred to recycle the product.

RECOMMENDATION

That Council:

1. Notes the information contained in this report

2. Recycles silage wrap and bulka bag disposal at the Glen Innes Landfill and that such service is provided free of charge from Sunday, 1 March 2020 to Wednesday, 30 June 2021.

3. Reviews the disposal fees for silage wrap and bulka bags in association with the preparation of its 2021/2022 Operational Plan.

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

7.25 Kangawalla Bushfire - Recovery Update

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and Regulatory Services 7.25 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: EMERGENCY MANAGEMENT: Service Provision; 2019 Wytaliba Bushfire Recovery

PURPOSE

The purpose of this report is to advise Council of the impact of the Kangawalla bushfire in November 2019, the progress of the clean-up, and rebuilding process. In addition, the report seeks some exemptions of building approval fees and the approval of the allocation of funds from the $1,000,000 Australian Government Bushfire grant for the purpose of planning and inspection costs.

BACKGROUND

The Kangawalla bushfire started at Shannon Vale in early November 2019 and initially burnt approximately 8,000 hectares before joining a number of other fires across the Northern Tablelands. Two (2) lives were lost in the Old Grafton Road area, which are now under investigation by the Coroner. The latest number of dwellings destroyed, according to the NSW Government Public Works, is 66. The majority of these were at Wytaliba. In addition, the Wytaliba School was partially destroyed (now reopened), the Wytaliba Rural Fire Service (RFS) Shed was extensively damaged and the bridge over the Mann River on the Old Grafton Road was destroyed by the fire.

The latest Building Impact Assessment Report for Northern NSW issued by the Office of Emergency Management (OEM) on Friday, 17 January 2020 shows a total of 703 dwellings destroyed with a further 247 damaged. A further 1,476 outbuildings have been destroyed and another 612 damaged. A number of facilities (49) have also been destroyed including schools, churches, bridges, timber mills and RFS sheds. The losses are spread over 17 Local Government Areas in northern NSW alone.

(a) Relevance to Integrated Planning and Reporting Framework

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

(b) Financial Considerations

Whilst the NSW and Commonwealth Governments have announced significant funding for bushfire affected victims and Councils in impacted areas, there has been a significant impact on Council resources which is unlikely to be recovered.

Page 125 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Council has not allocated any funds for such an emergency in the 2019-20 Operational Plan.

Council has received a $1 million grant from the Australian Government through the Office of Local Government (OLG). The grant is basically untied with Council being required to notify the OLG, within three (3) months of how the funds

Item 7.25 Item are to be spent, and all the funds must be expended by Thursday, 31 December 2020.

Councils have been advised that they are able to spend their $1 million payments on projects and activities that they deem essential for the recovery and renewal of their communities, including: • Rebuilding damaged or destroyed Council assets such as key local roads, bridges, and community facilities; • Employing additional local staff to take on specialist recovery or planning roles to help coordinate and plan the rebuilding effort; • Hosting new public activities and events to bring communities together and attract visitors back to affected regions; and • Immediate maintenance and repairs to relief and evacuation centres.

It is recommended that Council utilise $90,000 of these funds for planning support and building inspections associated with new dwelling approvals. Inspection fees are normally paid by the applicant on a cost recovery basis.

In addition, a further $250,000 has been made available to Council under the NSW Government’s Bushfire Community Resilience and Economic Recovery Fund (BCRERF). These funds have been made available to undertake activities which stimulate local recovery or build community resilience. A further $300,000 has been provided by the Australian Government through the National Bushfire Recovery Agency. Councils can use the funding for rebuilding of Council infrastructure such as roads and community facilities.

COMMENTARY

The recovery process from the Kangawalla bushfire is proving to be a demanding task for the affected communities and Council. There are a number of areas of concern and these include the clean-up process, replacement of infrastructure such as bridges, temporary accommodation provisions and the development process for the replacement of destroyed dwellings.

Clean-Up of Properties

Whilst the NSW and Commonwealth Governments have announced they will fund the clean-up process, the actual clean-up has not commenced. Government Agencies are clearly overwhelmed with the magnitude of the disaster, with over 2,000 homes confirmed destroyed in NSW. It is understood that the NSW Public Works Advisory is overseeing the clean-up process. The NSW Government and the Commonwealth are covering the clean-up cost of insured and uninsured residential properties destroyed by bushfire across NSW, as well as eligible commercial properties.

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The NSW Government has appointed Laing O’Rourke Australia to manage the NSW bushfire recovery clean-up, working with Public Works Advisory. It is understood that local contractors and local suppliers will be engaged, where possible, to deliver clean- up services in communities. McInnes Contracting has been appointed to undertake the clean-up of the asbestos affected properties.

Waste generated as a result of the fires is required to go to lawful facilities to ensure 7.25 Item soil, water and human health is protected. The OEM has advised that all landfill charges will be reimbursed to residents who are disposing of waste from fire affected properties. Subsequently Council has already waived the fees for residents that can demonstrate the waste is from a fire affected property. Council will seek reimbursement from OEM at a later date.

Negotiations are underway with the NSW Environment Protection Authority (EPA) to permit Council to dispose of building waste in a temporary landfill cell (excluding hazardous waste such as batteries and asbestos) in the Old Grafton Road area. A site has yet to be determined. This would negate a round trip of around 100 kilometres to Glen Innes; it is estimated there could be up to 7,000 tonnes of waste. Council’s landfill is licenced to receive only 5,000 tonnes per year.

A metal recycler has been active in the area removing primarily car bodies, however, unfortunately they have been stored in a roadside gravel quarry without Council approval. Council staff have been working with the company and the EPA to resolve this issue. The recycling of the metal has obvious advantages in mimimising the amount of waste to be disposed and provides some income for residents. The concern with taking car bodies only is it will result in being less lucrative for a recycler to take the residual metal.

The NSW Government has advised that it expects most residential properties will be substantially cleared by Tuesday, 30 June 2020, stating it may take longer to clean-up isolated properties in remote areas and regions where there is still active fire. Council, now, has been provided no advice on who is undertaking the clean-up and when it will commence. At a site meeting held at Wytaliba on Friday, 31 January 2020, Public Works Advisory staff advised Council that they were not in charge of the clean-up other than contaminated sites. It is therefore unsure who is now co-ordinating this process. Residents are becoming quite frustrated with the delays.

Replacement of Infrastructure

The main damage occurring to Council infrastructure was the Mann River bridge on the Old Grafton Road. Engineers have declared the bridge structurally unsound and it has been demolished. The estimated cost for the replacement is $3.3 million, however, it will take several months to tender and construct. An application for funding the replacement bridge has been made with Roads and Maritime Services.

A side-track has been installed at the Mann River as a temporary measure, however, due to heavy rain the crossing has required repair on a number of occasions. There are currently Australian Defence Force (ADF) personnel in Glen Innes to assist with the improvement of this access, however, flooding has caused delays in undertaking this work. A further verbal update will be provided at the meeting.

Page 127 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Temporary Accommodation

Many residents have chosen to return to the property and are occupying caravans or tents, with residents sleeping in their cars in some instances. The concern with residents returning to fire affected properties include:

Item 7.25 Item • Electrical hazards such as active solar panels could exist; • Buildings and other structures may be unstable to enter or walk over; • Sewerage and septic systems may be disrupted causing health risks; • Asbestos dust and fibres have the potential to present a health risk; • Asbestos clean-up and removal must be done by a licensed asbestos removalist; and • Building rubble might be buried and it may contain hazardous materials.

The RFS has also expressed concern with residents occupying temporary accommodation, although the current risk of a fire would now be low. However, amendments to the Local Government (Manufactured Home Estates, Caravan Parks, Camping Grounds and Moveable Dwellings) Regulation 2005 were made on Friday, 31 January 2020. The changes make provision for temporary accommodation options for people affected by bushfires. The changes allow for the installation of a moveable dwelling, such as a caravan, on land for up to two (2) years.

These changes effectively allow people, whose homes have been badly damaged in a bushfire to install a moveable dwelling, such as a caravan, on land without Council approval for up to two (2) years. If a person wishes to stay in the moveable dwelling beyond two (2) years, Council approval will be needed

Approval Process for Replacement Dwellings

Under current planning legislation there are no exemptions from approval to erect a dwelling in our LGA. It is therefore a requirement that all new dwellings, including replacements seek the required approval, being a Development Application and Construction Certificate or a Complying Development Certificate. The NSW Government is working on a new State Environmental Planning Policy which may exempt the requirement of a Development Application for a fire affected dwelling. This is unlikely to apply to a multiple occupancy such as Wytaliba.

Council staff have made it clear at meetings at Wytaliba that there is an expectation that all applicants replacing fire destroyed dwellings will seek the appropriate approvals. There are a number of unauthorised dwellings, not only at Wytaliba but other isolated areas such as Aqua Park (Mt Mitchell), Gulf Road (Emmaville) and Rummerys Hill (Emmaville Road) as examples.

Council staff have been working with Grahame Douglas to assist in the re-build process. Grahame has worked with the NSW Rural Fire Service in the area of community safety for 15 years and was responsible for developing the legislative provisions and policy relating to bushfire risk management planning, development control for bushfire prone areas, environmental impact of hazard reduction activities and participated in a number of sub-committees working on the review of AS3959 Construction in Bushfire Prone Areas.

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He also authored the NSW document Planning for Bushfire Protection. He was appointed to the University of Western Sydney on a conjoint appointment for five (5) years in the Graduate Diploma in Bush Fire Design program whilst retaining a role with the RFS. He is now employed under a casual contract whilst completing his PhD in bushfire related areas, having recently retired from the RFS.

Grahame has offered the Wytaliba community assistance in preparing an overall 7.25 Item Development Application for the property which will cover all replacement and existing dwellings. Grahame undertook a site inspection on Tuesday, 14 January 2020. A further information day was proposed on Friday, 14 February 2020 however was cancelled due to access being cut to Wytaliba. This meeting will be rescheduled for a later date.

The NSW Government has announced it will waive or refund all Development Application, BASIX Certificate and Planning Reform fees for people needing to repair and rebuild their bushfire-affected homes. The NSW Government has been working in partnership with bushfire-affected councils on new planning provisions to support the recovery and rebuilding effort. Recent changes include the following: • From Tuesday, 4 February 2020, the applicable Government fees – BASIX Certificate and the Planning Reform Fund fees – will be waived on all development applications related to homes damaged or destroyed in the recent bushfires; • Affected property owners can contact the Department to arrange for a BASIX Certificate to be issued free of charge. Councils can refer applicants to the dedicated BASIX bushfire recovery hotline. The contact number is 1300 054 464; • Building works to be carried out without Council approval: o Demolition of bushfire affected buildings; o Temporary repairs and non-structural permanent repairs; and o Temporary installation of a shipping container for storage purposes for up to two (2) years.

The Department of Planning and Environment is to be commended on the prompt changes to support the recovery and rebuilding effort.

Several councils have waived all fees associated with the rebuild approval process, and staff are seeking some direction from Council in this regard. It is recommended that all of those dwellings with an approval or Building Certificate issued be exempt from the payment of any application fees. A Construction Certificate fee of $250.00 is recommended for new approvals. The typical fee for a $250,000 dwelling is $1,100 and increasing incrementally as the value increases. It is recommended that all development application fees be waived.

Council’s approved fee for a building inspection is $153.00 per inspection plus an Occupation Certificate cost of $81.00. Typically, a new dwelling would have a minimum of three (3) inspections plus an Occupation Certificate, an amount of $540.00. This is a total of $35,640 for the 66 dwellings destroyed by fire. It is recommended that this amount be waived for applications and due to the distances involved for staff, this amount be paid out of the $1 million bushfire grant.

Page 129 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Persons affected by bushfire are being referred to Service NSW, as part of this process they are required to provide a copy of the Rate Notice from Council, if they have lost all their documentation in the fire and require a replacement Council’s fee is $13.50. It is recommended that in these instances Council waive this charge.

(a) Governance/Policy Implications Item 7.25 Item Council may wish to review the Local Approvals Policy at a future date when clearer information from the OLG is available, regarding the temporary occupation arrangements following a natural disaster.

(b) Legal Implications

If Council wishes to pursue changes or waiver fees associated with the approval process, then it must follow the provisions of the Local Government Act 1993 which requires public notification of the changes. Under the provisions section 610F:

610F Public notice of fees (1) A council must not determine the amount of a fee until it has given public notice of the fee in accordance with this section and has considered any submissions duly made to it during the period of public notice. (2) Public notice of the amount of a proposed fee must be given (in accordance with section 405) in the draft operational plan for the year in which the fee is to be made. (3) However, if, after the date on which the operational plan commences— (a) a new service is provided, or the nature or extent of an existing service is changed, or (b) the regulations in accordance with which the fee is determined are amended, the council must give public notice (in accordance with section 705) for at least 28 days of the fee proposed for the new or changed service or the fee determined in accordance with the amended regulations. (4) This section does not apply to a fee determined by a council for an application made in a filming proposal, if that fee is consistent with a scale or structure of fees set out in an applicable filming protocol.

Under the provisions of the Local Government Act 1993:

610E Council may waive or reduce fees (1) A council may waive payment of, or reduce, a fee (whether expressed as an actual or a maximum amount) in a particular case if the council is satisfied that the case falls within a category of hardship or any other category in respect of which the council has determined payment should be so waived or reduced. (2) However, a council must not determine a category of cases under this section until it has given public notice of the proposed category in the same way as it is required to give public notice of the amount of a proposed fee under section 610F(2) or (3).

Page 130 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

(c) Social Implications

All the social impacts that occurred as a result of the bushfires are negative including loss of life, people displaced, and homes destroyed. Some people have been left with acute and chronic health problems and others traumatized.

7.25 Item

(d) Environmental Implications

One of the major impacts from the bushfires is the huge amount of loss on flora and fauna. As an example, the NSW koala population has been very hard hit by the fires. An inquiry into koala populations and habitat in NSW is expected to hear evidence that more than 2,000 of the native Australian marsupials may have died on the state’s north coast in recent bushfires. Koalas are listed as vulnerable in Queensland, NSW and the ACT, largely a result of habitat clearing.

Removal of the tree canopy also exposes the soil to erosion with loss of soil fertility and wash of silt into dams. The ash is also highly detrimental to water quality and can cause a water supply source to be withdrawn from the supply system. This happened in Canberra after the 2003 fire disaster there.

Smoke from the recent bushfires extended to New Zealand and smoke from the bushfires polluting the atmosphere has increased the levels of carbon dioxide being generated.

(e) Economic/Asset Management Implications

The bushfire has had a major impact on Council’s infrastructure with the loss of the Mann River Bridge on the Old Grafton Road. The estimated cost to replace this bridge is $3.3 million. The impact of climate change will be a significant factor for Local Government to consider into the future.

CONCLUSION

The magnitude of the bushfire disaster across Australia is unprecedented. In NSW alone there could be up to 6,000 homeless people as a result of the fires. It has put Government Agencies and Council resources under significant pressure. There are significant changes in the recovery process occurring on a regular basis and a further verbal update on changes may be required from the time this report has been prepared to the Council meeting date.

The recovery process is going to take significant time and the recommendations in this report will assist in alleviating some of the rebuilding process.

Page 131 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

RECOMMENDATION

That:

Item 7.25 Item 1. Council notes the information contained in this report.

2. Council waives all Development Application fees associated with the rebuilding of a dwelling destroyed by natural disaster such as bushfire or flooding.

3. Council sets an application fee of $250.00 for a Complying Development or Construction Certificate for the replacement of a bushfire damaged building where there is no previous evidence of Council approval.

4. Council waives the application fee for a Complying Development or Construction Certificate, for the replacement of a bushfire damaged building, where there is evidence of Council approval, including the issuing of a Building Certificate.

5. Council waives the $13.50 fee for a copy of a Rate Notice for those persons affected by the recent bushfires.

6. Council reserves an amount of $35,640 from the Australian Government’s Bushfire grant, for the purpose of building inspection fees for the 66 dwellings destroyed by the Kangawalla bushfire.

7. Applicants lodging Complying Development or Construction Certificates have all building inspection and occupation certificate fees waived.

8. Council advertises the above-mentioned fees for public exhibition for 28 days as required under section 705 of the Local Government Act 1993 and seeks public submissions on the proposed amendments to the fees.

9. Council displays the proposed fees on Council’s website, and that they be made available for viewing at the following locations: a. Council’s Town Hall Office; b. Council’s Church Street Office; c. The Glen Innes Severn Library Learning Centre; d. The Village Post Offices at Deepwater, Emmaville and Glencoe.

10. Council requests the Director of Development, Planning and Regulatory Services to prepare a further report to Council after the 28 days of public exhibition in the event of Council receiving submissions objecting to the proposed amendments to the building approval and inspection fees; otherwise the proposed amendments to the fees and charges are to be incorporated into Council’s 2019/2020 Fees and Charges.

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

7.26 Development, Planning and Regulatory Services Directorate: Monthly Report for December 2019 and January 2020

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES

Author: Graham Price - Director of Development, Planning and Item 7.26 Item Regulatory Services

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 12-month period from 1 July 2019 to 30 June 2020. This report specifically covers the period from 1 December 2019 to 31 January 2020.

BACKGROUND

The Development, Planning and Regulatory Services Directorate of Council is responsible for the following key functions:

Page 133 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 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 2019/2020.

Item 7.26 Item (b) Financial Considerations

Provision is made in the 2019/2020 Operational Plan to fund the activities and programs as listed in this report.

COMMENTARY

A report of statistical data will be presented to Council each month for comparison purposes, showing the previous year’s totals, and the year to date figures for the current year.

REGULATORY AND PLANNING SERVICES

Development Application (DA) Data 2019-2020 2018-2019 (July-Jan 2020) (July 2018-June 2019)

Total Number of DAs Determined 54 58 Average Determination Time (days) – All 17 31 Applications Average Determination Time (days) – 16 31 Minor Development* Average Determination Time (days) – 25 21 Major Development** Value of DAs $5,461,052.59 $5,750,898 Number of Single Dwellings 11 18 Urban 4 7 Village/ 1 4 Large Lot Residential Rural 6 7 Number of Multi Unit Dwellings 2 1 Urban 1 1 Rural 1 0 Number of Subdivisions 5 13 Number of Commercial Developments 8 2 Number of Industrial Developments 1 0 Withdrawn 1 3 * 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.

Page 134 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Complying Development Application (CDC) Data

2019-2020 2018-2019 (July-Jan 2020) (July 2018-June 2019)

Total Number of CDCs 7 19

Value of CDCs $223,088 $1,197,921 7.26 Item Number of Single Dwellings 1 4 Urban 0 3 Rural 0 1 Village 1 0

DEVELOPMENT APPLICATIONS AND COMPLYING DEVELOPMENT CERTIFICATES: Determinations issued – December 2019 and January 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 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 Description Location Reasons for Reasons for Community Number Conditions Determination Consultations DA65/2019 Dual 100 East Unrestricted The The application Occupancy Pandora consent may development was not required and Change Road, affect the satisfies the to be notified in of Use of Stonehenge environment relevant aims, accordance with Building al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. CDC14/2019 Erect Garage 3774 Unrestricted The The application Emmaville consent may development was not required Road, affect the satisfies the to be notified in Emmaville environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014.

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DA/CDC Description Location Reasons for Reasons for Community Number Conditions Determination Consultations DA4/2020 Erect Garage 167 Herbert Unrestricted The The application and Carport Street, Glen consent may development was required to Innes affect the satisfies the be notified in environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the Item 7.26 Item the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA6/2020 Erect Shed 4 Lynch Unrestricted The The application Road, Glen consent may development was not required Innes affect the satisfies the to be notified in environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA56/2019 Construct 124 Bourke Unrestricted The The application Two (2) Street, Glen consent may development was not required Pedestrian Innes affect the satisfies the to be notified in Ramps environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA64/2019 Construct 155 Glen Unrestricted The The application Dwelling Legh Road, consent may development was not required Glen Innes affect the satisfies the to be notified in environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014.

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DA/CDC Description Location Reasons for Reasons for Community Number Conditions Determination Consultations DA55/2019/A Three (3) Lot 154 Unrestricted The The application Subdivision Coronation consent may development was required to Avenue, affect the satisfies the be notified in Glen Innes environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes 7.26 Item would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA3/2020 Construct 51 Sharman Unrestricted The The application Dwelling Road, Lambs consent may development was not required Valley affect the satisfies the to be notified in environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA66/2019 Construct 53 Sharman Unrestricted The The application Dwelling Road, Lambs consent may development was not required Valley affect the satisfies the to be notified in environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA7/2020 Erect Shed 58 Victoria Unrestricted The The application Street, Red consent may development was not required Range affect the satisfies the to be notified in environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014.

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DA/CDC Description Location Reasons for Reasons for Community Number Conditions Determination Consultations DA1/2020 Construct 317 and 319 Unrestricted The The application Retaining Bourke consent may development was not required Wall Street, Glen affect the satisfies the to be notified in Innes environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the Item 7.26 Item the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA55/2019 Three (3) Lot 154 Unrestricted The The application Subdivision Coronation consent may development was required to Avenue, affect the satisfies the be notified in Glen Innes environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA53/2019 Retail 217 Grey Unrestricted The The application Business – Street, Glen consent may development was required to Use and Fit Innes affect the satisfies the be notified in Out of Bottle environment relevant aims, accordance with Shop al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA34/2019/A Erect Shed 21 Taylor Unrestricted The The application Street, Glen consent may development was not required Innes affect the satisfies the to be notified in environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014.

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DA/CDC Description Location Reasons for Reasons for Community Number Conditions Determination Consultations DA58/2019 Boundary 6 Glen Innes Unrestricted The The application Adjustment Road, consent may development was not required Emmaville affect the satisfies the to be notified in environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes 7.26 Item would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA57/2019 Erect Shed 5-7 Unrestricted The The application Penzance consent may development was not required Street, Glen affect the satisfies the to be notified in Innes environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA54/2019 Commercial 86 Unrestricted The The application – Alterations Tenterfield consent may development was not required and Street, affect the satisfies the to be notified in Additions Deepwater environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. DA61/2019 Additions 165 Church Unrestricted The The application and Street, Glen consent may development was not required Alterations to Innes affect the satisfies the to be notified in Existing environment relevant aims, accordance with Dwelling al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014.

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

DA/CDC Description Location Reasons for Reasons for Community Number Conditions Determination Consultations DA60/2019 Remove 91 Oliver Unrestricted The The application Existing Lean Street, Glen consent may development was not required To and Erect Innes affect the satisfies the to be notified in New Garage environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the Item 7.26 Item the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014. CDC13/2019 Erect 994 Polhill Unrestricted The The application Telecommun Road, consent may development was not required -ications Wellingrove affect the satisfies the to be notified in Tower environment relevant aims, accordance with al amenity of objectives and Table 2.1 of the the area and provisions of Glen Innes would not be both the Glen Severn DCP in the public Innes Severn 2014. interest. LEP 2012 and Glen Innes Severn DCP 2014.

Declaration of Interest by Applicant of a Development Application/Construction Certificate/Complying Development

Nature of Interest Number Received Number Received Number Received this period 2019-2020 2018-2019 (Dec 19-Jan 20) (Jul 19-Jan 20) (Jul 18-Jun 19) Applicant or owner is an employee of 0 2 2 GISC or a Councillor Applicant with any relationship to staff 0 1 0 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.

2019-2020 2018-2019 (July 19-Jan 20) (July 18-June 19)

185 325

Page 140 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Animal Registrations

Description of Registered Animal Number Fee TOTAL Working Dog 4 $0.00 $0.00

Desexed 15 $58.00 $870.00 Item 7.26 Item Non Desexed 16 $210.00 $3,360.00 Recognised Breeder 2 $58.00 $116.00 Pensioner with Desexed animal 5 $25.00 $125.00 Desexed purchase from Pound/Shelter 1 $29.00 $29.00 TOTAL MONTHLY REGISTRATION 43 $4,500.00

RECREATION AND OPEN SPACES

Cemeteries

Funerals are being attended to as required. Graves have been top-dressed as they settle with the rain, and the Parks crew are trying to get on the front foot with the explosion of grass growth. As the weather allows weed spraying will be conducted at all cemeteries.

Parks and Sporting Fields

What a change a few weeks have made from watering of trees and to now into mowing to try to keep up with the weed and grass growth. General litter clean-ups are being done weekly through the parks system and playground inspections will be starting shortly. The main parks have been whipper snipped and edged where required. Tree damage has been attended to as sighted or reported. Work will be commencing on Wilson Park grounds and getting them to a usable level for the season starting in six (6) weeks. The Australian Football League (AFL) Club has also had early season bookings and will commence training shortly at King George Oval.

Swim Centres

Council Aquatic Centres have been well attended and the intensive learn to swim program at Glen Innes was a huge success over the holidays. received funding from the NSW Government Drought Stimulus-Regional School Holiday Activities. Out of this funding Council conducted a learn to Swim program at Emmaville of which there was 42 participants in a five (5) day program, a huge success. At Glen Innes we held a free entry day with sausage sizzle, DJ music and free drinks with over 210 people attending the day and all having a great time. The funding also covered the extra staffing required to be able to carry out these activities.

Schools have started to hold their swimming carnivals, with the weather causing a couple of postponements. Council is still conducting four (4) aerobics classes a week, as well as learn to swim programs.

Page 141 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Other Open Spaces

Storm damaged trees are being cleaned up as time allows. Various banner changes have occurred in the CBD from Christmas to Australia Day and now Minerama. Support has been given to the upcoming Glen Innes Show through fencing and

Item 7.26 Item Flagpole provision. Courtyards and office areas have been mowed and tidied up.

SALEYARDS

2019-2020 Description (Jul 19-Jan 20) 2018-2019 2017-2018 2016-2017 2015-2016

Fat cattle 893 11,471 7,650 8,321 10,198

Cattle weighing 2,500 7,278 8,014 7,764 5,921

Special cattle sale 129 9,422 10,337 7,116 7,118

Total cattle 3,522 28,171 26,001 23,201 23,237

Cattle gross $553, 057.02 $12,833,445.57 $9,551,979.84 $17,322,081.79 $16,829,147.00 value

2019-2020 Description 2018-2019 2017-2018 2016-2017 2015-2016 (Jul 19-Jan 20)

Fat sheep 18,534 72,143 62,658 65,268 69,312

Total sheep 18,534 72,143 62,658 65,268 61,870

Sheep gross $1,991,797.30 $7,685,448.50 $6,472,151.50 $6,519,267.80 $5,402,216 value

Page 142 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

WASTE MANAGEMENT

Kerb Side Recycling Collection

Recycling % Waste Number of Average Household 2019-2020

(tonnes) stream Services Yield (kg)/week Item 7.26 Item December 35.40 24 3,780 2.34

January 45.71 22 3,780 3.00

Kerb Side Waste Collection

% Waste Number of Average Household 2019-2020 Waste (tonnes) Stream Services Yield (kg) / week

December 109.54 76 3,895 7.03

January 158.53 78 3,895 10.18

ECONOMIC DEVELOPMENT

The Manager Economic Development attended a New England Joint Organisation (NEJO) Tourism Summit in early December and requested funding through the NEJO to support our existing regional partnerships and brands. We’re awaiting confirmation that the Office of Local Government (OLG) grant has been accepted and 5/7 parts will be provided to the New England High Country group to assist in boosting the existing campaign activity. It was also agreed not to create a new regional brand in line with NEJO towns. Various other requests were made to advocate for funding, partnerships and product readiness.

The Manager Economic Development is representing Council on the North Coast and Tablelands Recovery Sub-Committee for Industry/Small Business and providing Situation Reports (SITREPs). The following outlines challenges raised on behalf of Glen Innes: • Lack of assistance for indirectly affected business in bushfire-affected towns. • Advocating for National Parks & Wildlife Service (NPWS) to use local businesses in the recovery stage. • Tabled ideas for longer term initiatives to be proactive should the situation arise again enabling faster programme delivery. • Requesting quick action by Destination NSW to promote the region to get tourist back area.

The Centennial Parklands Management Plan and Master Plan has been finalised to be presented to Council in March. The New England Rail Trail draft business case requires further development before a final draft can be provided to Council for adoption.

Page 143 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

The January Bid Blast on available grants was sent to MANEX, Managers, Section 355 Committees, and business organisations. Applications were submitted for the Building Better Regions – Community Investment Stream to enhance our Economic Development Strategy and leverage more diversification of the agricultural industry.

Grants

Item 7.26 Item Drought Communities Programme – Extension has opened again with another $1 million earmarked for projects in the Glen Innes Severn Local Government Area (LGA). Expressions of Interest (EOIs) from the community have been collated and will be provided to Council, at the February meeting, for review and decision before a single application will be submitted.

Grant Acquittal Reports Submitted January 2020

• SCCF2-0190 Anglican Church Hall Upgrade Milestone 2 Report submitted 13 January 2020; • Regional Youth participation Grant Final Report submitted January 2020; • Milestone report for the Glen Innes Saleyards Project. A time extension was requested.

2019-20 Grant Applications Approved

Value of Grant Description Grant Natural Disaster Recovery Funding $1,000,000 Drought Communities Programme Round 2 $1,000,000 Total Value of grants approved $2,000,000

Grant Applications Lodged and Pending Decision

Value of Grant Description Grant Safe and Secure Water Fund – NSW Department of Industry $220,000 NSW Safer Roads/Federal Black Spot Program – Four (4) $5,113,548 Projects within the LGA Stronger Country Communities Fund – Round 3 – Skate Park $400,000 Redevelopment Stronger Country Communities Fund – Round 3 – Wind Turbine $94,163 Park Fixing Country Roads – Truck Wash Stream – Glen Innes Truck $142,000 Wash Rehabilitation Fixing Local Roads – Round 1 – NSW Government. Furracabad $900,000 Road Project

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

Value of Grant Description Grant Empowering Our Communities – Youth Booth Events $8,900 Fixing Country Roads – Bridges Stream – Mt Mitchell Road, $1,400,000

Mann River Bridge Item 7.26 Item Building Better Regions Fund Round 2 – BBRFCIV000107 – $45,150 Community Investments Stream – Research into Social Prosperity as a framework for local prosperity Building Better Regions Fund Round 2 – BBRFCIV000217 – $124,840 Community Investments Stream – Agricultural Diversity Business Development Events Building Better Regions Fund Round 2 – BBRFCIV000264 – $82,400 Community Investments Stream – Future Jobs Growth and Local Skills Gap Research Project Combating Pest and Weed Impact During Drought Program – $683,681 Combating Local Priority Weeds in a Collaborative Cooperative Coordinated Approach Total Value of Grants Lodged and Pending Decision $9,214,682

Grants Fully Acquitted 2019/2020

Grant Description Value of Grant SCCF2 – Glen Innes Tennis Court Upgrade $56,530 DCP000319 – Drought Support Officer – GLENRAC $100,000 DCP000318 – Community Drought Relief Event (Rugged Bash) $39,961 DCP000354 – King George Oval Grandstand Upgrade $117,918 DCP000243 – Apex Park Toilets – Deepwater $103,040 DCP000014 – AvData Stand Water Pipe Deepwater $50,003 DCP000219 – Melling Park Toilet $97,520 DCP000100 – Gravel Re-Sheet $360,000 DCP00317 – Wentworth Street Shared Pathway $120,194 SCCF2-0187 – Community Hall (Girl Guide Hall) $54,500 Restart NSW – Wellington Vale RD HML Assessment (Grant $8,045 approved for $60,000 – Underspend due to all bridges being suitable for heavy loads and no design work required) Total Value of Grants Fully Acquitted $1,107,711

Page 145 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Previous Financial Years Grant Applications

Value of Year and Number of Grants Approved Grants 2017-2018 12 Grants $1,051,535 Item 7.26 Item 2018-2019 29 Grants $11,005,216

Previous Financial Years Unsuccessful Grant Applications

Value of Year and Number of Unsuccessful Grant Applications Grants 2018-19 6 Grants $1,837,753 2019-20 1 Grants $61,904

Grants Fully Acquitted 2018/2019

Number of Grants Completed and Fully Acquitted Value of Grants 5 $436,243

Marketing

• Glen Innes Highlands Newsletter for December/January period was distributed to 200 recipients; • Glen Innes Highlands ‘would you rather’ digital marketing campaign, paused in November due to the bushfire emergency, recommenced on the 01/01/2020; • Seven Wonders article featuring ‘Spotlight on Glen Innes’ was printed in The Wanderer in December and Caravanning Australia in January, as part of the New England High Country Group.

Website Unique Users

Glen Innes Highlands campaign recommenced resulting in increased website traffic, with a total of 4,771 unique users in January 2020. December 2019 shows the impact of the paused marketing campaign with only 2,186 unique users.

Minerama and ACF advertising campaigns began in January 2020 resulting in increased website traffic.

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Item 7.26 Item

Social Media Metrics

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

Item 7.26 Item

Events:

Australian Celtic Festival (ACF)

The ACF December and January newsletters were sent to the subscribed database of 1,520 recipients.

The 2020 marketing campaign is well underway with advertising for January in the Tamworth Country Music Festival feature in the Northern Daily Leader, Early Bird Advertising in the Glen Innes Examiner, NBN Television Advertising, 9NOW digital advertising and the Scottish Banner.

Early-Bird tickets went on sale from Saturday, 1 February 2020 and Main Release tickets are available from Sunday, 1 March 2020.

Minerama

Minerama 2020 marketing plan was signed off by the committee in January. Due to the committee members assisting with the bushfires the marketing campaign has started later than in previous years.

Marketing for Minerama commenced in social media in January. Other channels of marketing will be launched in February including radio, print, direct email and digital to target audiences. Promotional Social Videos are expected to be produced mid- February.

Glen Innes Show

Promotion of the free entry to the 2020 Glen Innes Show was made possible as part of the Federal Government grant for bushfire affected communities. We have partnered with the Show committee to boost the marketing of the show through developing content to promote the show program.

Page 148 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Event Prioritisation Policy

Council has received several applications for the Event Prioritisation policy from the community regarding new events by the deadline of Friday, 31 January 2020. Further applications are expected from events previously funding through the policy with a deadline of Friday, 28 February 2020. A further Council report will be provided for 7.26 Item consideration.

Visitor Information Centre

Visitor Origin

Local VISITOR ORIGIN NSW VIC QLD SA NT ACT WA TAS O/S X id TOTAL Residents DECEMBER 195 326 13 192 10 0 14 1 2 14 158 925 JANUARY 159 336 24 296 4 0 3 5 6 25 202 1060

Visitor Enquiries

General

Shop retail Trainlink VIC Sales Month Total Sales Fees

December $ 6,987.86 $ 227.50 $ 7,215.36 Q3 January $ 6,149.50 $ 230.00 $ 6,379.50

(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

There are no social implications arising from this report.

(d) Environmental Implications

There are no environmental implications arising from this report.

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(e) Economic/Asset Management Implications

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

CONCLUSION

Item 7.26 Item 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 months of December 2019 and January 2020.

RECOMMENDATION

That Council notes the information contained in this report.

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7.27 Tender T19-06 Engagement of Contractor for Construction of Ten Mile Bridge

REPORT FROM: INFRASTRUCTURE SERVICES

Author: Sam Price - Manager of Infrastructure Delivery Item 7.27 Item

ANNEXURES Annexure A Tender Evaluation Report (Confidential)

ECM INDEXES

Subject Index: GRANTS AND SUBSIDIES: Programs

Street Index: Ten Mile Road

PURPOSE

The purpose of this report is for Council to consider the tenders received for the construction of a new bridge over the Deepwater River on Ten Mile Road, and to invite the successful contractor to commence works per the recommendation in the Ten Mile Bridge Tender Evaluation, attached as Confidential Annexure A to this report.

BACKGROUND

In the 2017/18 financial year Council commenced work on the upgrade of the bridge over the Deepwater River on Ten Mile Road. Upon removal of the timber super structure it was revealed that the existing concrete sub structure was not supported correctly. In response to these findings, the decision was made to replace with a full concrete bridge.

Local Government Engineering Services (LGES) completed the design and the tender process for construction only is now complete.

Council had allocated $200,000 of Local Infrastructure Renewal Scheme (LIRS) funding to complete the project, once the decision was made to replace with a concrete structure, Council sought funding under Round Four (4) of the Federal Government Bridges Renewal Program. Council was successful in gaining a grant to the value of $223,100.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 1.3.2 ‘Maintain appropriate levels of service across the LGA.’

This item also links to Council’s Delivery Program Objective IM 3.2.6 ‘Develop and implement best operational practices, including the empowerment of staff to take ownership of outcomes.’

Page 151 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

(b) Financial Considerations

Council has received grant funding under Round Four (4) of the Federal Government Bridges Renewal Program to the value on $223,100. Council has also allocated $200,000 from its LIRS budget to bring the total funding for the Ten Mile Bridge to $423,100. The recommended contractor lump sum submitted price

Item 7.27 Item is $688,502. It is recommended that Council allocates a further $265,402 from the LIRS fund to allow the project to proceed as designed.

COMMENTARY

Tenders were called for the construction of a Country Bridge Solutions bridge over the Deepwater River on Ten Mile Road. Three (3) tenders were received by the closing time and date of 4.30pm, Thursday, 12 December 2019. The tenders were opened by Preston Parkes, Council’s Procurement Officer and made available to Sam Price, Manager Infrastructure Delivery to compile a panel and assess the tenders received. The tender evaluation is attached to this report as a confidential annexure. The tenders were assessed on the following criteria:

1. Demonstrate Capability and Capacity:

• Plant, equipment and materials; • Implementation and transition plans; • Any contingency measures or back up of resources including personnel.

2. Demonstrate Relevant Experience, including:

• Provide details of similar work; • Provide scope of the Applicant’s involvement including details of outcomes; • Provide details of issues that arose during the project and how these were managed; • Demonstrate sound judgement and discretion; • Demonstrate competency and proven track record of achieving outcomes.

3. Indicative Pricing:

• Total Price.

Based on the tender evaluation, the tender submitted as Option A, demonstrated the most advantageous tender to Council, and is therefore recommended as the acceptable tenderer. Option B showed evidence of experience and capabilities but was significantly more costly and Option C failed to submit compliance documents and therefore cannot be considered.

The Option A tender stood out as the cheaper option by nearly 22%, demonstrating a substantial variance. Both the prices submitted were higher than the allocated budget, so additional funds will need to be allocated for the project to go ahead. These funds will be requested out of the LIRS funding.

Page 152 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Tender Option Tender Price* A $688,502 B $872,183

C No Price Submitted 7.27 Item *All prices exclude GST.

(a) Governance/Policy Implications

The calling of tenders is required under Council’s Procurement Policy where a service is procured with a value in excess of $230,000.

(b) Legal Implications

Council must comply with the provisions of the Local Government Act 1993 and the Local Government (General) Regulation 2005, specifically Section 55 of the Act and Part 7, Clauses 163 to 179, of the Regulation which relate to tendering.

(c) Social Implications

This bridge is the link to the roads in the Ten Mile area. It is the only heavy vehicle access in times of wet weather, as the alternate route via Bezzants Road has height restrictions. Replacing this bridge will allow safer and easier access for property owners in this area.

(d) Environmental Implications

Companies are required to adhere to relevant provisions of the Protection of the Environment Operations Act 1997.

(e) Economic/Asset Management Implications

With the upgrade to a concrete structure, the ongoing maintenance costs will be limited to periodic inspection, scour protection and debris removal activities. The bridge will incur an annual depreciation cost of $6,885.

CONCLUSION

Council’s current budget will not cover the recommended contractor price and it is recommended to allocate an additional $265,402 from the LIRS fund to fund this project.

The recommended tender is the best value, the contractor is local and has experience installing and constructing similar bridges. The new concrete bridge will restore heavy vehicle access to the Ten Mile area and will result in lower ongoing maintenance costs due to the upgraded construction.

Page 153 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

RECOMMENDATION

That Council:

Item 7.27 Item 1. Allocates an additional $265,402 from Local Infrastructure Renewal Scheme funds to the Ten Mile Road Bridge over the Deepwater River in the 2019/2020 Financial Year to bring the total budget to $688,502.

2. Accepts the tender in the amount of $688,502 excluding GST (from Option A) for the construction of a concrete bridge on Ten Mile Road over the Deepwater River.

3. Notifies the unsuccessful tenderers of the outcome of Tender T19-06.

Page 154

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

7.28 Review of Availability Charges for Water Services and Sewerage Connections Policy

REPORT FROM: INFRASTRUCTURE SERVICES

Author: Keith Appleby - Director of Infrastructure Services Item 7.28 Item

ANNEXURES Annexure A Draft Availability Charges for Water Services and Sewerage Connections

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy SEWERAGE AND DRAINAGE: Connection WATER SUPPLY: Supply and Distribution

PURPOSE

The purpose of this report is to present Council with the revised Availability Charges for Water Services and Sewerage Connections Policy, for its review and adoption. Please refer to Annexure A of this report.

BACKGROUND

The Availability Charges for Water Services and Sewerage Connections Policy was last adopted by Council on Thursday, 23 July 2015. This Policy outlines the circumstances where Council will levy availability charges for water and sewer.

This Policy is based on Sections 501 and 552 of the Local Government Act 1993 (the Act), which provides for Council to levy annual charges for water, sewer and stormwater drainage.

Version one (1) of this Policy was created in 2010 in response to complaints that properties were being levied an availability charge on land that may be considered inappropriate to do so. Cases where there was insufficient fall in the landscape to provide a gravity sewer service were particularly highlighted, along with properties that had no legal ability to have water services connected without the creation of easements or excessive lengths of main.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 1.3.4 ‘Maintain appropriate levels of service across the LGA.’

(b) Financial Considerations

The application of this Policy has minimal effect on Council’s revenue from availability charges as very few properties are affected by the Policy.

Page 155 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

COMMENTARY

Availability charges comprise 50% of revenue for Council’s water and sewer businesses. The application of service availability fees in this proportion is recognised as best practice by the State Government department that has oversight of urban water supplies, NSW Department of Primary Industries (DPI) Water. Under this policy, the

Item 7.28 Item community is encouraged to make the best use of the infrastructure that has been created.

Technical availability of a service does not necessarily imply practical availability, as the cost of implementing certain technology can be prohibitive. This aspect is not recognised by the Act without further interpretation using local policy.

Ratepayers at the edge of the network, particularly those in residential non-urban areas, can be affected by the charges. If those ratepayers decide to connect, the service then becomes closer to the next property, which then becomes subject to the availability charge. In this way, the system can become self-expanding, particularly into areas where on-site disposal systems may be a preferred option. In other cases, a property may be technically able to connect, but to do so is not practical. In such cases it would seem appropriate not to levy availability charges.

The practice of not levying charges on land that lies outside the relevant development service zone is also contained in the policy.

The Availability Charges for Water Services and Sewerage Connections Policy has been reviewed to include any changes that have occurred since the current policy was adopted in July 2015. Changes proposed are of minor administration detail only and are limited to reference, responsible officer and review period updates.

(a) Governance/Policy Implications

This Policy provides a clear approach to the issue of availability charges for water and sewer services.

(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

Availability charges, in total, comprise approximately 50% of revenue for the water and sewer businesses. However, the effect of this Policy has minimal effect on the overall business revenue stream.

Page 156 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

CONCLUSION

The continuation of the current Policy provides for fairness in the application of availability charges levied under Section 552 of the Local Government Act 1993. Council’s Availability Charges for Water Services and Sewerage Connections Policy has been reviewed and is now presented to Council for review and adoption.

7.28 Item

RECOMMENDATION

That Council adopts the revised Availability Charges for Water Services and Sewerage Connections Policy attached as Annexure A to this report.

Page 157

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

7.29 Review of Building Over Sewers Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

Item 7.29 Item ANNEXURES Annexure A Draft Building Over Sewers Policy

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy SEWERAGE AND DRAINAGE: Connection

PURPOSE

The purpose of this report is to present Council with the revised Building Over Sewers Policy, for its review and adoption. Please refer to Annexure A of this report.

BACKGROUND

Glen Innes and Deepwater are serviced by gravity sewer systems. The nature of a gravity system requires that sometimes the alignment of the pipe work passes through industrial and residential allotments. In the past, various developments have been undertaken above sewer mains. This can cause problems for access to the network for maintenance purposes, and also cause physical damage to the pipes if loads are transmitted through inappropriate design and construction practices.

The Building Over Sewers Policy was first adopted by Council on Thursday, 22 August 2013.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 1.3.5 ‘Maintain appropriate levels of service across the LGA.’

(b) Financial Considerations

There are no financial considerations arising from this report.

COMMENTARY

The Building Over Sewers Policy is based on a model policy drafted by the NSW Water Directorate for Councils to consider their approach to this issue. The general position adopted by the policy is that there needs to be a balance, between facilitating development and safeguarding sewerage infrastructure.

Page 158 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

The policy provides the following general hierarchy approach, to be taken in the event of a request for approval of development over sewers:

• Relocate proposed structure; • Relocate Utility’s affected assets; and • Provide protection measures and build over/adjacent to asset. 7.29 Item A balanced approach needs to be taken when using this hierarchy, considering relative cost and incentive for development to occur. This model policy has been reviewed for local conditions and is recommended for adoption. The major deviation from the model policy is that concrete encasement of sewer mains is not proposed to be endorsed. The alternative method of piering foundations of structures, to ensure no load is transmitted to the asset, is considered to provide greater protection for assets, and allows more flexibility to upsize mains if the need arises.

The Building Over Sewers Policy has been reviewed to include any changes that have occurred since the current policy was adopted in August 2013. Changes proposed are of minor administration detail only and are limited to implementation, responsible officer and review period inclusions and updates.

(a) Governance/Policy Implications

This policy provides a clear approach to the issue of developments that involve building over sewers.

(b) Legal Implications

There are no legal implications arising from this report.

(c) Social Implications

A clear Building Over Sewers Policy provides developers with confidence in the planning of development, by providing the detail of what is required for approval to be granted. It also ensures that inappropriate development is not allowed to occur that could compromise community assets and sewer services.

(d) Environmental Implications

The protection of sewerage assets is important to prevent untreated sewage overflowing to the environment.

(e) Economic/Asset Management Implications

The implementation of a Building Over Sewers Policy protects Council assets in the long term, reducing the whole of life cost of the asset class.

CONCLUSION

The revised Building Over Sewers Policy is now presented to Council for review and adoption.

Page 159 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

RECOMMENDATION

That Council adopts the revised Building Over Sewers Policy attached as Annexure A to this report. Item 7.29 Item

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

7.30 Review of Drinking Water Quality Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

ANNEXURES 7.30 Item Annexure A Draft Drinking Water Quality Policy

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy WATER SUPPLY: Supply and Distribution WATER SUPPLY: Monitoring

PURPOSE

The purpose of this report is to present Council with the revised Drinking Water Quality Policy, for its review and adoption. Please refer to Annexure A of this report.

BACKGROUND

The Drinking Water Quality Policy was last adopted by Council on Thursday, 23 October 2014. The document has recently been reviewed in consultation with relevant staff and only minor changes have been made.

Under the provisions of the Public Health Act 2010 Council is also required to have a risk management strategy, by way of a Drinking Water Quality Management Plan. NSW Health has provided significant support and funded external contractors to prepare the plan and provide reviews from time to time.

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 1.3.4 ‘Maintain appropriate levels of service across the LGA.’

A key strategic objective of Council’s Community Strategic Plan 2017-2027 is that we have integrated water cycle management, particularly water supply that meets our needs and aspirations for growth.

(b) Financial Considerations

There is no direct cost arising from this report.

COMMENTARY

Council adopted a Drinking Water Quality Policy in June 2012 in response to new legislation. The policy was last reviewed in October 2014 and is now due for review. The Australian Drinking Water Guidelines (ADWG) comprise 12 elements that must be addressed in a Drinking Water Quality Management Plan. The first of these is that Council must demonstrate a corporate commitment to drinking water quality by adopting a policy that endorses the ADWG approach.

Page 161 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

The Drinking Water Quality Management Plan is a comprehensive document that has been compiled in consultation with Council staff, including water treatment staff, NSW Health and NSW Office of Water. The document was professionally produced by external consultants, Hydroscience, whose services were provided to Council free of charge by NSW Health. The document thoroughly describes the risk assessment

Item 7.30 Item approach that underpins the operation of the water business, including a full risk assessment of Glen Innes and Deepwater systems.

(a) Governance/Policy Implications

A policy review is required every four (4) years.

(b) Legal Implications

The NSW Public Health Act 2010 requires all water suppliers to establish, and adhere to, a quality assurance program that is consistent with the ADWG (National Health and Medical Research Council 2011). This approach is considered best practice to ensure safe drinking water and is consistent with the National Water Initiative National Performance Report and the NSW Department of Primary Industries Water's Best Practice Management of Water Supply and Sewerage Guidelines.

(c) Social Implications

The delivery of quality assured drinking water will provide increased community confidence in the water supply.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

The measures required to achieve compliance with the ADWG comprise approximately one percent (1%) of the annual water budget.

CONCLUSION The continuation of the Drinking Water Quality Policy with the associated Drinking Water Quality Management Plan fulfils Council’s obligations under the relevant legislation and ensures that water is supplied to a standard consistent with the ADWG.

RECOMMENDATION

That Council adopts the revised Drinking Water Quality Policy attached as Annexure A to this report.

Page 162

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

7.31 Review of Mains Extension Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

ANNEXURES 7.31 Item Annexure A Draft Mains Extension Policy

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy WATER SUPPLY: Supply and Distribution SEWERAGE AND DRAINAGE: Connection

PURPOSE

The purpose of this report is to present Council with the revised Mains Extension Policy, for its review and adoption. Please refer to Annexure A of this report.

BACKGROUND

The Mains Extension Policy was last adopted by Council on Thursday, 27 August 2015. The document has recently been reviewed in consultation with relevant staff, including Council’s Management Executive Team (MANEX).

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 1.3.4 ‘Maintain appropriate levels of service across the LGA.’

(b) Financial Considerations

The Mains Extension Policy places the initial cost of new mains on the development that generates the initial need for the service. The cost of works is naturally passed on to the final owner of the property. The creation of such assets incurs a depreciation cost to Council that must be funded from other sources in perpetuity.

COMMENTARY

The Mains Extension Policy, as it stands, is a simple approach to the issue of mains extension funding and has consequent advantages. The decision by a developer to incur the cost of mains is made as part of the overall assessment of a development’s viability, and essentially becomes a normal cost of development. These costs are in addition to head works charges, which require a contribution towards common infrastructure such as pump stations and treatment works. Those charges are uniform and are calculated according to the predicted demand created by a proposed development.

Page 163 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Mains extensions are constructed by Council staff upon full payment of a site-specific quotation. Council generally does not allow others to work on “live” water or sewer infrastructure to ensure the integrity of the system for health and hygiene reasons. (Refer to clause 18, 19 Local Government (General) Regulation 2005). Stormwater work may be conducted by third parties according to relevant standards.

Item 7.31 Item The continuation of the current policy provides for full initial funding of mains extensions and a simple, clear process to administer.

The Mains Extension Policy has been reviewed to include any changes that have occurred since the current policy was adopted in August 2015. Changes are minor and are limited to reference, responsible officer and review period updates.

(a) Governance/Policy Implications

The Mains Extension Policy provides a clear approach to the funding of new water, sewer and stormwater drainage mains.

(b) Legal Implications

Generally, the extension of services is a requirement of a development consent issued under the provisions of the Environmental Planning and Assessment Act 1979.

(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

The Mains Extension Policy places the initial cost of mains extensions on new development. However, Council assumes ownership of the assets and is required to maintain and renew them as required.

CONCLUSION

The continuation of the current Mains Extension Policy provides for full initial funding of mains extensions and a simple, clear process to administer.

The Mains Extension Policy has been reviewed to include any changes that have occurred since the current Policy was adopted in August 2015. Changes are minor and the revised policy is now presented to Council for review and adoption.

Page 164 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

RECOMMENDATION

That Council adopts the revised Mains Extension Policy attached as Annexure

A to this report. 7.31 Item

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

7.32 Review of Private Works and Hire of Plant Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Sam Price - Manager of Infrastructure Delivery

Item 7.32 Item ANNEXURES Annexure A Draft Private Works and Hire of Plant Policy Annexure B Draft Private Works Procedures

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy ENGINEERING PROJECTS: Private Works PLANT, EQUIPMENT AND STORES: Usage

PURPOSE

The purpose of this report is to present Council with the revised Private Works and Hire of Plant Policy and its associated Procedures, for adoption. Please refer to Annexures A and B of this report.

BACKGROUND

Council’s Private Works and Hire of Plant Policy and its associated Procedures was last adopted by Council on 25 June 2015. The document has recently been reviewed in consultation with relevant staff, including Council’s Management Executive Team (MANEX).

(a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.4 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations

The hire of plant and fleet is subject to availability within Council’s works program, and hire rates include an adjustment to cover administration and other costs.

COMMENTARY

Only minor changes have been made to the Private Works and Hire of Plant Policy and its associated Procedures, which include: • The removal of the 20% administration overhead, as this is captured within the plant and staff rates; • The inclusion of a comment in reference to the wages rate now being shown in the Operational Plan;

Page 166 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

• The inclusion of a comment in reference to accepting private works projects based on the affect this will have on Council’s core business activities; • The inclusion of clarification in reference to the required approvals for the dry hire of plant to Council staff.

7.32 Item (a) Governance/Policy Implications

Once adopted by Council, the revised Private Works and Hire of Plant Policy will become policy of Council.

(b) Legal Implications

A transparent process ensures that private usage of Council resources complies with legislation. The revised procedures are a strengthening of the arrangements to ensure that probity is maintained.

(c) Social Implications

In all cases where a potential conflict of interest exists, the reputation of Council must be maintained. Council provides private works quotations as an option to customers, however, in the interests of supporting local business, the utilisation of local contractors is always encouraged.

(d) Environmental Implications

There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications

As the hire of plant is subject to availability, and full cost recovery is adopted, there are no negative asset management implications arising from this policy.

CONCLUSION

Council’s Private Works and Hire of Plant Policy has been reviewed to include changes that have occurred since the current policy was adopted on 25 June 2015. Changes are minor and the revised policy is now presented to Council for review and adoption.

The 20% administration overhead has been removed, and commentary in relation to wages being included in the Operational Plan has been added. The procedure has been updated to safeguard Council’s ability to perform core business activities by declining requests for private works that may affect these business activities. Clarity as also been provided in relation to the dry hire of plant to Council staff.

Page 167 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

RECOMMENDATION

That:

Item 7.32 Item 1. Council adopts the revised Private Works and Hire of Plant Policy attached as Annexure A to this report.

2. Council notes the revised Private Works Procedure attached as Annexure B to this report.

Page 168

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

7.33 Review of Property Access Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Sam Price - Manager of Infrastructure Delivery

ANNEXURES 7.33 Item Annexure A Draft Property Access Policy

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Policy ROADS: Design and Construction

PURPOSE

The purpose of this report is to present Council with the revised Property Access Policy, for adoption. Please refer to Annexure A of this report.

BACKGROUND

The Property Access Policy was last adopted by Council on 20 December 2012. The document has recently been reviewed in consultation with relevant staff, including Council’s Management Executive Team (MANEX).

(a) Relevance to Integrated Planning and Reporting Framework

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

(b) Financial Considerations

Applicants are charged a fee for Council to administer and inspect each permit application, on a cost recovery basis. The fee to issue a Road Opening Permit or Road Occupancy Permit is currently $165.

COMMENTARY

This purpose of the Property Access Policy is to ensure that property owners have a suitably constructed and maintained vehicle crossing between a public road and their land, and to define the type and standard of driveway works deemed acceptable within public road reserves in the Glen Innes Severn Local Government Area.

To be equitable, there is a need to have consistency in the application of driveway standards, however, every proposed driveway crossing may have unique characteristics which prevent a ‘standard’ design from being implemented, and so there is also a need for flexibility in the standards to account for these situations. Some of the factors needing consideration in any driveway design include: • whether adequate sight distance exists at the proposed intersection; • whether the public road is urban or rural; sealed or unsealed;

Page 169 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

• the peak volume of runoff generated in adjacent road drains after a storm event, and the consequences for overtopping of any drainage structure; • the width of the road reserve, and number of existing drains and driveways; • the gradient between the fixed road level and the property boundary;

Item 7.33 Item • the type of vehicles requiring access, and frequency of vehicle movements; • the proximity to adjoining roads, kerbing, drainage structures, underground or above-ground utility services, trees, footpaths and roadside furniture.

Overriding requirements are to ensure that any driveway works: • comply with accepted industry standards, such as Australian Standards, the Austroads suite of road design documents, Aus-Spec, and Institute of Public Works Engineering Australia (IPWEA) standard drawings; • do not increase Council road maintenance expenditure; • do not hinder the drainage of storm water runoff within road reserves in the design storm event; • are designed and constructed to minimise risks to all road users; • will not lead to environmental harm; • do not cause nuisance to adjoining landowners.

There is a need for balance in defining driveway specifications so that any works within the road reserve address all operational requirements at reasonable cost.

Only minor changes have been made to the current policy. The implementation and communication information has been added and the review period has been adjusted from four (4) years to three (3) to bring it into line with similar infrastructure policies.

(a) Governance/Policy Implications

Once adopted by Council, the revised Property Access Policy will become policy of Council. This policy provides a framework for issuing consent for works within a public road reserve.

(b) Legal Implications

Section 138 of the Roads Act 1993 prohibits any works within a public road reserve unless consent has been issued by the relevant Roads Authority, which is generally Council for local roads, and the NSW Roads and Maritime Services for classified (State) roads. Section 139 of the Roads Act 1993 provides details of issuing consent for works and structures within public roads.

“Works” within a road reserve includes activities such as: • erecting a structure or carrying out work in, on, or over a public road; • digging up or disturbing the surface of a public road; • removing or interfering with a structure, work or tree on a public road; • pumping water into a public road from land adjoining the road.

Page 170 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Section 101 of the Roads Act 1993 allows that a road authority can direct a person that digs up a public road to restore it to its previous condition or may take the required action itself and recover the cost as a debt.

(c) Social Implications

7.33 Item Adopting driveway standards leads to a safer and more consistent roadside environment, ensuring that stormwater runoff is appropriately controlled, and minimising risks to road users and nearby infrastructure.

(d) Environmental Implications

A site-specific environmental review may be required prior to any driveway construction or upgrading works if there is any risk of environmental harm.

(e) Economic/Asset Management Implications

As works are located on public roads, scrutiny of work proposals and the completed work is required to minimise public risk. Fees for issuing permits are reviewed annually to ensure that the cost of inspecting and administering permit applications is recouped.

CONCLUSION

Council’s Property Access Policy has been reviewed to include changes that have occurred since the current policy was adopted in December 2012. Changes are minor and the revised policy is now presented to Council for review and adoption. The implementation and communication information has been added to the policy and the review frequency has been changed to three (3) years to be in line with similar infrastructure policies.

RECOMMENDATION

That Council adopts the revised Property Access Policy attached as Annexure A to this report.

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

7.34 Infrastructure Services: Monthly Report for December 2019 and January 2020

REPORT FROM: INFRASTRUCTURE SERVICES

Authors: Jai Brummell - Personal Assistant - Infrastructure Services Item 7.34 Item Keith Appleby - Director of Infrastructure Services

ANNEXURES Annexure A Maintenance Items Reported in December 2019 and January 2020 Annexure B Drinking Water Monitoring Program Results for December 2019 and January 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 2019/2020 Operational Plan.

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 172 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 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 for 2019/2020.

7.34 Item (b) Financial Considerations

Provision is made in the 2019/2020 Operational Plan 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.

Construction work is underway on the rehabilitation project on Wellington Vale Road. Drainage upgrades and road realignment are underway with large amounts of cut and fill required to bring the road to the desired 7.2 metre width. Road surface works are scheduled to commence in February and sealing is scheduled for late March.

This project has encountered delays due to the ongoing commitment of staff and plant to the bush fire recovery efforts.

1.2 Local Sealed Roads:

Pothole patching and vegetation control has been carried out on various roads throughout the area.

Drainage issues have persisted on the sealed section of Old Grafton Road. Crews have now cleared blocked culverts on two (2) occasions, with most of these still experiencing problems in heavy rainfall. This issue is the result of increased erosion due to the bush fires reducing ground cover in the areas surrounding the steep slopes of the road.

1.3 Local Unsealed Roads:

Due to rainfall throughout the region in January, maintenance grading has now recommenced in both the southern and northern areas. The Southern Maintenance Grading Team have commenced in the Mount Mitchell area, and the Northern Maintenance Grading Team have commenced on Gulf Road.

Local Contractors have been engaged to assist with getting the scheduled grading back on track. Two (2) contracted grading crews are scheduled to commence work in mid-February.

Page 173 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

Roads graded since the last report include Gulf Road, Sara River Road, Warra Forest Road and Aqua Park Road.

Significant drainage work continued on the unsealed section of Old Grafton Road to address damage caused by heavy rainfall in the area. The result of the rainfall is continual pipe blockages and major runoff damage to the road. The drainage

Item 7.34 Item team, along with members of the bridge team, have been working to rectify these issues Unfortunately they have had minimal success due to the amount of sediment on the hills above a majority of the culverts. Council’s Integrated Water Staff have been assisting through the use of the jetting truck, with good results achieved on smaller pipes, but less efficiency on larger pipes. In response to these results, Council will engage a contractor in late February to clean larger diameter pipes throughout the network.

1.4 Bridges and Causeways:

Ongoing inspections and minor maintenance works have been carried out and preparation for the 2019/20 capital schedule is underway.

The complete destruction of the bridge over the Mann River on Old Grafton Road, has meant that the bridge team have been committed to constructing and maintaining an effective side-track to allow heavy vehicles access into the valley. Following completion of the side-track, the damaged bridge components that remain are being removed in preparation for the installation of a replacement structure.

Due to ongoing wet weather, continual repairs have been required for the Mann River side-track. Plans are currently in place to install a temporary bridge during February and this will provide more reliable access in wet weather.

Contractor, Weir Built, has commenced work on the upgrade of the bridge over the Wellingrove Creek on Polhill Road. Components were constructed off site in preparation for work to commence in January. The bridge has been removed, with the footings excavated out for the eastern abutment and the central piers. Once these footings were installed, concrete columns were poured on site to support the headstocks for the bridge girders and deck.

Work is currently on hold due to wet weather, however overall the project remains on schedule.

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

Item 7.34 Item

Image 1: Polhill Road Bridge - part of the bridge has been removed from the eastern side.

Image 2: Polhill Road Bridge - new concrete abutment and pier ready for installation of the concrete deck.

Page 175 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

1.5 Town and Village Works:

Ongoing vegetation control, street sweeping and pothole repairs have been completed in various locations.

Item 7.34 Item Kerb work has been completed at the intersection of Railway Street and Lang Street; this will provide a tie in point for further kerb work to be completed per the Development Application (DA) conditions for the housing on Railway Street. A dish drain, similar to that installed on Penzance Street will be installed across Railway Street to allow water to cross the road without damaging the pavement, furthermore it will prevent water pooling on the eastern side of the road.

Delivery of the Veness Park footbridge is scheduled for early February. This bridge is similar to the King George Park footbridge that was installed earlier this financial year, with laminated timber girders and deck, and a powder coated handrail. Work will include upgrading the concrete abutments and the repairing concrete approaches.

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 January Complete

Sealed Urban Road 5030-2330 $340,000 $201,029 59% Maintenance Unsealed Urban Road 5033-2330 $30,000 $3,958 13% Maintenance Sealed Rural Road 5070-2330 $390,000 $229,280 59% Maintenance Unsealed Rural Road 5090-2330 $1,800,000 $828,492 46% Maintenance Timber Bridge 5150-2330 $60,000 $320 1% Maintenance TOTAL $2,620,000 $ 1,306,082 50% Table 1.1 - Local road and bridge maintenance expenditure

Page 176 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

2.0 MAINTENANCE AND WORKS REQUESTS

2.1 Status Updates on Councillor Works Requests:

Date Councillor Enquiry Location Status/Response

Submitted Item 7.34 Item Will be completed during the next maintenance Frendon Re-sheeting Abbotts Road 19/10/2018 grade. Due to drought this road is still to be graded.

Currently liaising with Frendon Crack sealing Emmaville Road 16/05/2019 sealing contractor to organise establishment.

Frendon Grading Strathbogie Road 15/08/2019 Completed.

Work to take place following rehabilitation Frendon Shoulder work Wellington Vale 16/10/2019 project on Wellington Vale Road.

High pressure gas main has been moved; corner Drainage / Kerb / kerb now installed. Sparks Railway Street 20/07/2017 Guttering Awaiting dry weather to install dish drain across intersection.

Wellington Vale Sparks Line marking 03/04/2019 Capital project. Road

Wellington Vale Sparks Realignment 03/04/2019 Capital project. Road

Bridge destroyed in bush Exposed metal on fire. Designs for Sparks Old Grafton Road 08/10/2019 bridge replacement bridge is underway.

Pending construction. Smith Drain blocked Oakwood Road 15/08/2018 Contractor Organised for mid-February.

Underway. Area of concern will be captured Smith Heavy patching Strathbogie Road 21/02/2019 in second round of patching. 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.

Page 177 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

3.0 MAINTENANCE ENQUIRIES AND RESPONSES

3.1 Maintenance Enquiries Received:

Please refer to Annexure A, which shows all maintenance enquiries received since the last report.

Item 7.34 Item Total Out of Time In Time Reports Completed Yet to be completed Completed Yet to be completed 82 7 250 67 2016 406 22% 78% 181 10 591 195 2017 977 20% 80% 55 33 494 261 2018 843 10% 90% 88 91 928 401 2019 1508 12% 88% 0 9 38 55 2020 102 9% 91% 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

Page 178 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

4. INTEGRATED WATER AND SUSTAINABILITY SERVICES

4.1 Water Quantity and Quality:

At Wednesday, 12 February 2020, the Beardy Weir was at 100% and the Deepwater Weir was at 100%. The Eerindii Ponds were at 41% of capacity.

Item 7.34 Item At Monday, 6 January 2020, the Beardy Weir was at 3.48m below top level and the Deepwater Weir was at 100%. The Eerindii Ponds were at 38% of capacity.

The New South Wales (NSW) Health Drinking Water Monitoring Program Result Summary Report is included as Annexure B relating to this report. This report shows that 100% of the samples provided were within the Australian Drinking Water Guidelines (ADWG) for microbiology.

The Glen Innes Severn Local Government Area (LGA) moved to level five (5) water restrictions on 1 January 2020 and Deepwater remains on level (4). This includes the use of town water from the Glen Innes and Deepwater water supply systems such as water carted to the villages. Variable messaging board signs have been replaced with permanent signs displaying the current water restriction levels.

Regular messages regarding water restrictions and water efficiency are being communicated through local media, Council’s website and Facebook page.

The Truck Wash at the Glen Innes Saleyards has been reopened in an effort to support local business. Signage is in place and information has been posted on Council’s Facebook page and website.

The Beardy Weir is 100% full, however, the Eerindii ponds remain at approximately 41%. This is due to water quality issues in the Beardy caused by rotting vegetation. Pumping to the ponds will recommence when water quality improves.

The Eerindii Ponds Bore and the Red Range Bore are currently in use and pumping approximately 1 Megalitre (1ML) per day. This will continue until water quality in the Beardy Weir improves.

The Acid Dosing Plant has been commissioned and is currently in use. This plant fully mitigates several hazards with respect to the manual handling of hydrochloric acid and reduces the cost of acid due to bulk buying.

4.2 Water:

The following works were carried out during December 2019: • Water mains were repaired at the following locations; o One (1) x 100mm asbestos water main in Young Street; o One (1) x 80mm asbestos water main at the south east corner of Church Street and Herbert Street; o One (1) x 100mm asbestos water main at the Clansman Motel; and o Gasworks Road.

Page 179 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

• A water line at 31-33 Macquarie Street was renewed with existing galvanised pipe replaced with poly pipe; • New stop valve covers were installed at 166 Church Street and at the Chapel Theatre in Church Street; • Hydrant cleaning was carried out in Grey Street along the western side Item 7.34 Item between Wentworth Street and Bourke Street to locate a water leak; • A hydrant was raised at 98 Church Street; • A new 150mm water main was installed in Lang Street but no cut in undertaken due to drought conditions; • Water services were repaired at the following addresses; o 380 Grey Street; and o 31 Lewis Street. • Water cartage from the Beardy Waters (downstream of the weir) to the Off- Stream Storage commenced; • Quality testing was carried out on effluent from the Sewer Treatment Plant, to determine suitability for use in emergency firefighting activities; • The new Hydro Acid Dosing Plant at the Water Treatment Plant was commissioned and is in operation; • The three (3) sand filters and channels have been pressure cleaned and chlorinated at the Water Treatment Plant; • A safety shower has been installed at the Water Treatment Plant; • Water meter reading for Glen Innes and Deepwater has been completed; • The water meter replacement program is continuing; • Stormwater camera inspections were carried out as necessary; • Special water meter reads were completed on request; • All customer works requests were attended to in a timely manner.

The following works were carried out during January 2020: • Water mains were repaired at the following locations; o One (1) x 100mm asbestos water main at the corner of Meade Street and Veness Street; o One (1) x 100mm cast iron water main in Bourke Street at the back of the showground; and o One (1) x 100mm asbestos water main at 35 Taylor Street. • Water services were repaired at the following addresses; o 139 Grey Street; o 4 Abbott Street; and o Crofter’s Cottage at the Standing Stones.

Page 180 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

• Hydrant cleaning has been carried out throughout town; • A new hydrant cover was installed in Taylor Street; • A main cock was installed in Mackenzie Street;

• Water main renewals continued in Railway Street; Item 7.34 Item • A diesel pump was installed in the south pit in preparation for pumping to the north pit; • A new 20mm ball valve was installed at 31 Taylor Street; • Special water meter reads were completed on request; • All customer works requests were attended to in a timely manner.

4.3 Sewer:

The following works were carried out during December 2019: • Sewer chokes have been cleared at the following locations: o 12 Sayers Close; o 9 Cramsie Crescent; and o 1 Scott Street. • Jetting of stormwater culverts on Old Grafton Road commenced; • A sewer camera inspection was carried out at the corner of Taylor Street and Derby Street; • Contractors Aquatec Maxon have completed their quarterly service on the UV system at the Sewer Treatment Plant. • The sludge volute has been running daily producing a large quantity of dry sludge; • The bio solids have been removed from the drying beds and refilled; • The sewer pumping stations have been cleaned on a regular basis.

The following works were carried out during January 2020: • A new sewer service was connected at 30 Alice Street, Deepwater; • A sewer choke was cleared at 109 Meade Street; • A buried sewer manhole was raised in Church Street; • Jetting of stormwater culverts on Old Grafton Road continued.

Page 181 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

5. GLEN INNES AGGREGATES

The total Year to Date (YTD) revenue at 31 January 2020 is $1,437,094 (exclusive of GST). Expenditure is high due to several crushing campaigns taking place from July to September 2019 to supply Council’s gravel re-sheeting projects. Increased stock on hand values are not captured in the revenue figure.

Item 7.34 Item

Sales remained steady for Glen Innes Aggregates (GIA) during December, and the lack of access to water across the LGA continues to limit road construction projects. Contract crushing for the month of December was cut short due to a major machinery breakdown and the unavailability of replacement parts. GIA have 4,000 tonnes of crusher run on the ground, of which 1,000 tonnes has been blended with crusher dust for testing. Fortunately results in line with Roads and Maritime Services (RMS) specifications have been achieved. Stripping and clean-up work continued on the West Pit in preparation for a drill and blast operation during January. This operation has taken the floor level down to 12 meters over the entire pit. Testing and plans have been completed for the new GIA site office and weighbridge and this will be discussed at the March Councillor workshop. The new scalping screen arrived in Australia and was delivered on 7 January 2020 and commissioned on 8 January with Staff Inductions completed by Lincom Group technical staff.

Crushing has been completed at Costello’s Road Pit and there is now 30,000 tonnes of material on the ground ready for use in unsealed road re- sheeting. The crushing contractors will now move to Morven Road Pit. The completion of this campaign will result in material at all GIA borrow pits for the unsealed road network re-sheeting program.

Sales were slow in early January. As water became more readily available later in the month, sales improved. Staff Inductions were completed for the new Warrior Scalping Screen were completed and 4,000 tonnes of DGB20 (20mm nominal size Densely Graded Base) has been blended for RMS and an additional 2,000 tonnes of road base for Council projects. Delays to contract crushing continued in January and the sourcing parts to remedy a major machinery breakdown continued. Deliveries of drainage rock and fill material has been carried out over last two (2) months for the bridge replacement project on Polhill Road and emergency storm damage rehabilitation works on Old Grafton Road.

Page 182 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

6. PLANT AND EQUIPMENT

Workshop staff provided exemplary support to both Emergency Services and GISC during December despite only having one fully qualified mechanic and one apprentice. Staffing issues were addressed in January with the hiring of a new mechanic and advertising for a second completed.

7.34 Item The following works were carried out during December 2019: • 1119 - Mitsubishi Fuso: Check poor engine performance (fuel issue); • 2202 - John Deere: Check noise in diff when diff lock engaged manually; • 5211 - Bobcat: Carry out 1,600hr service; • 1451 / 1459 - Dog trailer: Annual check over; • 1121 - Hino: Replace coolant temp sender; • 1214 - JCB: Carry out 75hr service; • 1107 - Hino: Replace blower fan; • 5204 - Komatsu 470 Loader: Carry out 28,500hr service; • 2101 / 2109 - Volvo: Annual service and check over and new drive shocks on 2109; • 2362 - Dynapac: Drum oil leak (take for warranty); • 1222 - Komatsu Dozer: Replace air con compressor and dryer; • 2212 - Komatsu WA270. Carry out 500hr service; • Rego inspections for February common expiry fleet; • Fit out new light fleet vehicles with lights, UHF and electric brakes; • Strip out vehicles that are getting replaced; • Ongoing servicing and repairs to Rural Fire Service (RFS) fleet; • Ongoing general maintenance and servicing on light vehicles and small plant items.

The following works were carried out during January 2020: • 1119 - Mitsubishi Fuso: Replace injectors; • 2202 - John Deere: Carry out 1,250hr service; • 1210 - Komatsu WA500: Repair broken bolt in ram pin; • 1302 - New Holland: Check and replace battery; • 2114 - Hino: Carry out service, replace batteries and repair tarp; • 2112 - Hino: Check overheating and blow out radiator; • 2314 - Toro: Carry out service and replace blades; • 2215 - JCB: Check and replace broken dipper link arm;

Page 183 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

• 1226 - Cat compactor: Annual service and check over. Check and replace batteries; • 2362 - Dynapac: Drum oil leak opposite side (take for warranty again); • 1110 - Isuzu Jet Patcher: Check and clear out repeated blocking of

emulsion lines; Item 7.34 Item • 2306 - John Deere. Replace leaking right-hand-front axle seal; • 1108 - Volvo: Replace rear drive brakes, replace front king pin bushes and replace rear v-stay assembly; • 1220 - Komatsu PC300: Carry out 6,750hr service, check and replace batteries, fit window rollers and replace cutting edge; • 1568 - Mitsubishi: Replace leaking front struts; • 1206 - John Deere: Carry out 3,750hr service; • Rego inspections for February common expiry fleet; • Section 44 - Check and order parts needed for vehicles prior to revocation of Section 44 Emergency; • Ongoing servicing and repairs to RFS fleet; • Ongoing general maintenance and servicing on light vehicles and small plant items.

7. EMERGENCY MANAGEMENT

Council staff have been diverted from regular duties to provide support services during the current breakout of fires declared under Section 44 of the Rural Fires Act 1997 and also as a natural disaster area.

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 Operations Centre (EOC). The LEMO has been provided access to Council staff and plant through the Director Infrastructure Services, Manager Technical Services and Manager Infrastructure Delivery.

December saw Council focussed on continued RESPONSE functions which reduced as fires subsided in our area. Fixed-wing operations from the airport ceased in early December with rotary wing assets departing in mid-December. Field duties such as clearing fire breaks, carting water, clearing roads, undertaking bridge assessments and road maintenance and installing roadblocks under the direction of the LEOCON and NSW RFS continued until the S44 declaration was revoked on 15 January 2020.

Council’s internal Recovery Committee, under the leadership of the General Manager, was fully engaged with Regional Recovery Committees under the Disaster Recovery Office. Furthermore, GISC has been very active seeking support from the Australian Defence Force (ADF) via the Joint Recovery Task Force. GISC top recovery priorities, in order, are Wytaliba area site clean-up, Mann River crossing improvement, and Wytaliba bridge rebuild.

Page 184 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

(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.

7.34 Item (b) Legal Implications

Council will be requesting a review of the Federal Environment Protection and Biodiversity Conservation Act 1999 (EPBC Act) to exempt normal roadside vegetation management activities.

(c) Social Implications

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

(d) Environmental Implications

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

(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 months of December 2019 and January 2020.

RECOMMENDATION

That Council notes the information contained in this report.

Page 185 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

8 NOTICE OF MOTIONS (INCLUDING RESCISSION MOTIONS) / QUESTIONS WITH NOTICE

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9 CORRESPONDENCE, MINUTES, PRESS RELEASES

9.1 Status Report regarding Councillor Enquiries

REPORT FROM: GENERAL MANAGER’S OFFICE 9.1 Item 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 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 January 2020:

Date Councillor Enquiry Comments / Status Received

29/7/19 Cr C Sparks Upgrade of the Skate Park. The Manager of Recreation and Open Spaces has been requested to investigate an extension of the Skate Park with a view of possibly making an application for funding under Round 3 of the Stronger Country Communities Fund. A grant application has been lodged under the Stronger Country Communities Fund. Progressing.

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Date Councillor Enquiry Comments / Status Received

23/8/19 Cr C Sparks Update regarding Code of Total expenditure up until Tuesday, Conduct complaints 11 February 2020 is $148,447.45. expenditure. Item 9.1 Item Progressing.

10/9/19 Cr C Sparks Consideration of using a Council is going to trial some organic trailer mounted steam chemical and is liaising with other weeder Council’s that are trialling steam. The matter has also been referred to the New England Weeds Authority for its consideration. Progressing.

22/1/20 Cr C Sparks Request for Septic System at The Director of Infrastructure Reddestone Fire Brigade Services met with Cr Sparks and Chris Wallbridge in person on 23 January 2020. It was determined that due to the fact that there is a public amenity block very close to the station already (aerodrome) this request does not need to be pursued at this time. Completed.

30/1/20 Cr C Sparks Waiving of tip fees for Clean Council does not charge fees at the Up Australia Day – Bald Nob landfill as part of Clean Up Australia site Day providing it is a registered event. Completed.

30/1/20 Cr C Sparks Queries in relation to waste Waste charges pertaining to the charges for the Opportunity Opportunity Shop has been raised Shop and Wytaliba clean up previously. The Shop now makes an annual request under Council’s Donations Policy (and was awarded $3,000 in September 2019). Wytaliba residents have not been charged fees for the past few weeks, however, evidence is required to prove that they are from Wytaliba, and the exemptions only apply to fire affected material. Completed.

31/1/20 Cr C Sparks Suggested discussion at A report has be included in the Councillor Workshop Business Paper for the February 27 regarding Climate Change 2020 Ordinary Council Meeting Adaption Emissions Policy, regarding the development of a Solar / Windpower renewable Climate Emergency Plan. energy, Environmental Completed. outlooks, Review of Water Management and Recycling Water etc.

Page 188 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

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 9.1 Item 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 may be social implications, depending on the nature of individual enquiries.

(d) Environmental Implications

There may be environmental implications, depending on the nature of individual enquiries.

(e) Economic/Asset Management Implications

There may be economic and/or asset implications, depending on the nature of individual enquiries.

CONCLUSION

The current status of the Councillors’ enquiries is documented above.

RECOMMENDATION

That Council notes the information contained in this report.

Page 189 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

9.2 Correspondence and Press Releases

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

ECM INDEXES

Item 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; • Disaster Management eNews; • Glen Innes Art Gallery newsletter; • Local Government NSW Weekly newsletters and updates; • Local Government Professionals updates; • Member for Northern Tablelands, Minister for Agriculture and Western New South Wales, The Hon. Adam Marshall, newsletters and media alerts; • Nambucca Valley Council – change of name; • Office of Local Government newsletters; • Transport for NSW – Northern Region Director announcement. Press Releases • Essential Energy; • 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; • Mental Health Foundation Australia; • North Coast Local Land Services. Publications • LG Focus – December 2019; • LG Focus – January 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.

Page 190 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

9.3 Minutes of Council Community Committee Meetings for

Information

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

ANNEXURES 9.3 Item Annexure A Australia Day Committee - 04/12/2019 Annexure B Australia Day Committee - 08/01/2020 Annexure C Australian Standing Stones Management Board - 20/11/2019 Annexure D Emmaville Mining Museum Committee - 12/12/2019 Annexure E Minerama Committee - 09/10/2019 Annexure F Youth Advisory Committee - 09/12/2019

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.

Page 191 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

9.4 Minutes of Non-Council Community Committees for

Information

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

Item 9.4 Item ANNEXURES There are no annexures to this report.

ECM INDEXES

Subject Index: CORPORATE MANAGEMENT: Meetings - Local Community Committees

PURPOSE

The following minutes have been received from community committees for the information of Council:

GLENRAC Committee of Management 29/11/19 Sapphire Wind Farm Community Consultative Committee 29/10/19

RECOMMENDATION

That Council notes the information contained in this report.

Page 192 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

9.5 Minutes of Other Organisations for Information

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

ANNEXURES

Annexure A New England Joint Organisation - 25/11/2019 Item 9.5 Item

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Meetings – Other Organisations

PURPOSE The following minutes have been received from other organisations for the information of Council:

New England Joint Organisation 25/11/19

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 December 2019 and January 2020:

Name of Committee Councillor Delegate(s) Date Saleyards Advisory Committee Cr Sparks, Cr Frendon, 4/12/19 Cr Toms Australia Day Committee Cr Parsons 4/12/19 8/1/20 Youth Advisory Committee Cr Sparks, Cr Newman 9/12/19 Minerama Committee Cr Sparks 11/12/19 22/1/20 Emmaville Mining Museum Committee Cr Frendon 12/12/19 Australian Standing Stones Management Cr Price, Cr Toms 15/1/20 Board Library Committee Cr Sparks 19/12/19

The following is a list of meetings and functions attended by Councillors during December 2019 and January 2020:

Date Name of Councillor Name of Meeting / Function attended Cr Sparks (Mayor) Radio Interview 2/12/19 Primary Health Network (PHN) meeting 2/12/19 2CB Radio 2/12/19 International Day of Disability – activities at the 3/12/19 Chapel Theatre Community Consultative meeting 4/12/19 Community Drug Action Team (CDAT) meeting 4/12/19 Red Range Public School 5/12/19

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Date Name of Councillor Name of Meeting / Function attended Community Centre 5/12/19 Youth Booth 5/12/19

Review of Graffiti Act 6/12/19 Item 10.1 Item Glen Innes Local Health Committee meeting 9/12/19 Youth Advisory Committee meeting 9/12/19 Radio interview 10/12/19 Glen Innes High School Presentation Awards 10/12/19 Emmaville Central School Presentation Awards 10/12/19 Glen Innes Family and Youth Support Service 10/12/19 Christmas Party Minerama Committee meeting 11/12/19 Lions Club Dinner 11/12/19 Library Committee meeting 12/12/19 Wytaliba / Red Range School Presentation 12/12/19 Awards High School Art Exhibition 12/12/19 BBC Radio interview 12/12/19 Glen Innes Public School Presentation Awards 13/12/19 Deepwater Cool Choir Concert 14/12/19 Meeting with The Hon. Adam Marshall / Rural Fire 16/12/19 Service Control Centre Roads to Recovery meeting 17/12/19 Community Centre Christmas Dinner 17/12/19 Visit to the Wytaliba community regarding Council 18/12/19 involvement in clean up Youth Booth 18/12/19 Councillor Workshop re water restrictions 19/12/19 Ordinary Council meeting 19/12/19 Council Staff Christmas Party 20/12/19 Dinner with SES volunteers from Albury 21/12/19 Visit to Torrington Hall 22/12/19 GLENRAC Smoko 22/12/19 Community Christmas Lunch at the Town Hall 25/12/19 GLENRAC workshop – grant applications 21/1/20 Minerama Committee meeting 22/1/20 Wytaliba School and Mann River bridge – visit 23/1/20 with The Hon. John Barilaro and The Hon. Adam Marshall

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Date Name of Councillor Name of Meeting / Function attended Meeting at Wytaliba community 24/1/20 Australia Day C’Tee Dinner at the Services Club 25/1/20

Australia Day – multiple functions 26/1/20 Item 10.1 Item Business Council of Australia Roundtable for 29/1/20 Bushfire Affected Communities in Canberra Filming for Primary Health Network with Kelly 30/1/20 Foran Opening of Wytaliba School with The Hon. Sarah 31/1/20 Mitchell and The Hon. Adam Marshall Gawura Gallery Exhibition Opening 31/1/20 Cr Newman (Deputy Torrington re Bushfires 8/12/19 Mayor) Visit to the Wytaliba community regarding Council 18/12/19 involvement in clean up Councillor Workshop re water restrictions 19/12/19 Ordinary Council meeting 19/12/19 Australia Day Committee meeting 8/1/20 Deepwater Races and Dinner at Long Horn Bar 18/1/20 Grill Torrington – delivering goods for fire affected 19/1/20 people Australia Day – multiple functions 26/1/20 Opening of Wytaliba School with The Hon. Sarah 31/1/20 Mitchell and The Hon. Adam Marshall Cr Frendon Emmaville Mining Museum meeting, followed by 12/12/19 Christmas Party Councillor Workshop re water restrictions 19/12/19 Ordinary Council meeting 19/12/19 Wytaliba School and Mann River bridge – visit 23/1/20 with The Hon. John Barilaro and The Hon. Adam Marshall Australia Day Breakfast 26/1/20 Cr Price Parkinson’s Support Group Christmas function 8/12/19 Glen Innes & District Historical Society meeting 9/12/19 Glen Innes Local Health Committee meeting 9/12/19 Showground Land Managers’ meeting 11/12/19 Councillor Workshop re water restrictions 19/12/19 Ordinary Council meeting 19/12/19 Australian Standing Stones Management Board 15/1/20 meeting Glen Innes Severn Australia Day ceremonies 26/1/20

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Date Name of Councillor Name of Meeting / Function attended Cr Smith Councillor Workshop re water restrictions 19/12/19 Ordinary Council meeting 19/12/19 Ongoing firefighting efforts in Glen Innes and Ongoing Inverell areas 10.1 Item Australia Day ceremony 26/1/20 Cr Toms Glen Innes Local Health Committee meeting 9/12/19 Councillor Workshop re water restrictions 19/12/19 Ordinary Council meeting 19/12/19 Council staff Christmas Party 20/12/19 Brian Barrett’s Funeral at Deepwater 3/1/20 Australian Standing Stones Management Board 15/1/20 meeting Glen Innes Severn Australia Day ceremonies 26/1/20 Gawura Gallery Exhibition Opening 31/1/20

RECOMMENDATION

That Council notes the information contained in this report.

Page 197 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

11 MATTERS OF AN URGENT NATURE

Page 198 Glen Innes Severn Council – Open Ordinary Meeting – 27 February 2020

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 February 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 Action Plan Setting Out (a) personnel matters concerning How The General particular individuals (other than Manager's Performance councillors). Agreement With Glen Innes Severn Council Will Be Achieved

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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