Agenda of Ordinary Meeting

Notice is hereby given, in accordance with the provisions of the Local Government Act 1993 that a Meeting of Maitland City Council will be held in the Maitland Senior Citizens Centre, 15 Grant Street, Maitland 2320 commencing at 5.30pm.

ORDINARY MEETING AGENDA

22 JUNE 2021

DAVID EVANS GENERAL MANAGER

Please note:

In accordance with the NSW Privacy and Personal Information Protection Act, you are advised that all discussion held during the Open Council meeting is recorded for the purpose of verifying the minutes. This will include any discussion involving a Councillor, Staff member or a member of the public.

Maitland City Council I Ordinary Meeting Agenda 22 JUNE 2021

TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

1 INVOCATION ...... 1

2 ACKNOWLEDGEMENT OF COUNTRY ...... 1

3 APOLOGIES AND LEAVE OF ABSENCE ...... 1

4 DECLARATIONS OF INTEREST ...... 1

5 CONFIRMATION OF MINUTES OF PREVIOUS MEETING ...... 1

6 BUSINESS ARISING FROM MINUTES ...... 1

7 MAYORAL MINUTE ...... 1

8 WITHDRAWAL OF ITEMS AND ACCEPTANCE OF LATE ITEMS OF BUSINESS ...... 1

9 PUBLIC ACCESS ...... 1

10 OFFICERS REPORTS ...... 2

10.1 STRONGER COUNTRY COMMUNITIES FUND ROUND 4 GRANT FUNDING OPPORTUNITY...... 2 10.2 RESOURCES FOR REGIONS ROUND 8 GRANT FUNDING OPPORTUNITY ...... 6 10.3 2021-22 CROWN RESERVES IMPROVEMENT FUND OPPORTUNITY ...... 9 10.4 SECTION 356 HIGH ACHIEVERS GRANT PROGRAM ...... 11 10.5 MORPETH BICENTENARY FIREWORKS ...... 13

11 POLICY AND FINANCE COMMITTEE ...... 16

11.1 STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 ...... 16

12 NOTICES OF MOTION/RESCISSION ...... 25

12.1 DETERRING LARGE VEHICLE HAULAGE THROUGH MAITLAND LOCAL ROADS INCLUDING WOODBERRY ROAD, GOVERNMENT ROAD, BELMORE ROAD, ETC ...... 25 12.2 RATE PAYING NOT-FOR-PROFIT GROUPS ...... 26

Maitland City Council | Ordinary Meeting Agenda Pi 22 JUNE 2021

13 QUESTIONS WITH NOTICE ...... 27

13.1 WEEKLY FOGO SERVICE ...... 27

14 URGENT BUSINESS...... 28

15 COMMITTEE OF THE WHOLE ...... 29

15.1 ACQUISITION FOR ROAD WIDENING -120 ALLANDALE ROAD ALLANDALE ...... 29 15.2 ACQUISITION BY AGREEMENT FOR ROAD WIDENING - LOT 24 DP1178446 - 558 PATERSON ROAD BOLWARRA HEIGHTS ...... 30 15.3 APPOINTMENT OF LEGAL SERVICES PANEL ...... 31 15.4 ACQUISITION OF LAND FOR MAITLAND REGIONAL ATHLETICS CENTRE CARPARK ...... 32 15.5 NEW ENGLAND HIGHWAY VEGETATION MAINTENANCE ...... 33 15.6 CONSIDERATION OF TENDERS - SUPPLY & INSTALLATION OF ROAD SAFETY BARRIER SYSTEMS ...... 34 15.7 STATION LANE, LOCHINVAR RECONSTRUCTION WORKS - SPILLING OF BATTERS INTO PRIVATE PROPERTY ...... 35 15.8 ACQUISITION FOR ROAD WIDENING - 70 PORTER AVENUE EAST MAITLAND ...... 36 15.9 WRITING OFF OF UNRECOVERABLE DEBTS ...... 37

16 COMMITTEE OF THE WHOLE RECOMMENDATIONS ...... 38

17 CLOSURE ...... 38

Maitland City Council | Ordinary Meeting Agenda Pii 22 JUNE 2021

PRESENT

1 INVOCATION

2 ACKNOWLEDGEMENT OF COUNTRY

3 APOLOGIES AND LEAVE OF ABSENCE

4 DECLARATIONS OF INTEREST

5 CONFIRMATION OF MINUTES OF PREVIOUS MEETING

● The Minutes of the Ordinary Meeting held 8 June 2021 be confirmed. 6 BUSINESS ARISING FROM MINUTES

7 MAYORAL MINUTE

8 WITHDRAWAL OF ITEMS AND ACCEPTANCE OF LATE ITEMS OF BUSINESS

9 PUBLIC ACCESS

Maitland City Council | Ordinary Meeting Agenda P1 22 JUNE 2021

10 OFFICERS REPORTS

10.1 STRONGER COUNTRY COMMUNITIES FUND ROUND 4 GRANT FUNDING OPPORTUNITY

FILE NO: 65/30 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems AUTHOR: Kath Andersen - Manager Integrated Planning and Reporting MAITLAND +10 Outcome 18. A Council for now and future generations COUNCIL OBJECTIVE: 18.1.1 To ensure the principles of sustainability underpin Council's financial, economic, social, governance and environmental decision-making

EXECUTIVE SUMMARY

The Stronger Country Communities Fund was announced in 2017 as part of the NSW Government’s $1.3 billion Regional Development Framework. Round 4 of the program is currently open with the Maitland Local Government Area eligible to apply for up to $1,259,886 in funding to deliver projects that increase female participation in sport, enhance female sporting facilities, and deliver high quality community amenity and sports related infrastructure projects.

Under the three previous rounds of the program, funding of $3.8 million has enabled Council to deliver improvements to Bakers Brickyard Playground at Raworth, two stages of the shared pathway on Cessnock Road from Gillieston Heights to Maitland, shade structures at four local playgrounds, fencing and mowing strips at A&D Lawrence Oval, upgraded change rooms at Lochinvar Sports Complex, a car park at Metford Recreation Reserve, additional lighting at Maitland Croquet courts 3 and 4, upgrades to netball courts at Maitland Park, with Stage 1 of the Woodberry Youth Space and a Youth Space Activation project in progress.

Funding guidelines for Round 4 require that projects are valued at between $50,000 and $1 million, with projects valued at over $1 million requiring a 25% co-contribution. At least 50% of applications should be focused on projects that increase female participation in sport and enhance female sporting facilities. Projects must be commenced within 6 months of announcement (~ March 2022) and delivered within two years (~ September 2023). Eligible community organisations can apply, noting that following announcement of the funding officers have not received any requests for support of community initiated projects.

After thorough consideration of the guidelines and capacity to manage and deliver projects, it is recommended that Council proceed with lodgement of four applications for funding, being amenities upgrades at the outer fields at Maitland Park and at Cooks Square Park East Maitland, construction of a display shed at the Steamfest Rally Ground site Central Maitland and development of a pathway at Norm Chapman Oval Rutherford.

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STRONGER COUNTRY COMMUNITIES FUND ROUND 4 GRANT FUNDING OPPORTUNITY (Cont.) Applications are due midday Friday 25 June 2021, with outcomes announced from September 2021.

OFFICER’S RECOMMENDATION

THAT

1. Council make application to the NSW Government for grant funding under the Stronger Country Communities Fund (Round 4) for the following projects, in priority order: 1. Maitland Park (Outer Fields) amenities upgrade 2. Steamfest Display Shed 3. Cooks Square Park amenities upgrade 4. Norm Chapman Oval pathway

2. A further report be provided to Council once the result of the applications is known.

REPORT In 2017 the NSW Government announced its investment of $1.3 billion in regional infrastructure through the Regional Development Framework. Under this framework of funding, the Stronger Country Communities Fund provides support for regional councils and their communities to deliver new, refurbished or enhanced community infrastructure, while supporting the local economy.

Stronger Country Communities Fund – Round 1 Funding Under Round 1 Council received $1.5 million to deliver improvements to Bakers Brickyard Playground in Raworth, and stages 3 and 4 of the shared pathway on Cessnock Road from Gillieston Heights to Maitland. Both projects have been completed.

Stronger Country Communities Fund – Round 2 Funding Under Round 2 Council received $1.8 million to install shade structures at four local playgrounds, provide fencing and mowing strips at A&D Lawrence Oval, upgrade change rooms at Lochinvar Sports Complex, construct a car park at Metford Recreation Reserve, provide additional lighting at Maitland Croquet courts 3 and 4 and upgrade seven netball courts at Maitland Park. All projects have been completed.

Stronger Country Communities Fund – Round 3 Funding Under Round 3 Council received $0.5 million to deliver Woodberry Youth Space Stage 1 and a Youth Space Activation Program. Both projects are being progressed. Funding of $0.3 million was provided directly to community organisations to deliver projects within the local government area.

Identified projects for Round 4 Project applications require extensive supporting information including project plans, budgets, evidence of community support and assurance that the project can be commenced and delivered within the allowed two year time period.

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STRONGER COUNTRY COMMUNITIES FUND ROUND 4 GRANT FUNDING OPPORTUNITY (Cont.) In identifying projects for application, staff have strongly considered funding guidelines, and the focus on female participation in sport, community feedback through strategic and operational planning platforms, and the capacity of Council to manage and deliver projects. Projects are required to be prioritised with staff identifying the following projects for Council endorsement for application, in priority order:

1. Maitland Park (Outer Fields) amenities refurbishment The refurbishment of amenities to be inclusive. Stakeholder engagement on Maitland Park central amenities needs in July 2019 identified ‘during the summer season the current amenities servicing the outer fields is used by up to 1600 members throughout the week with a portion of these users also accessing the amenities at Robins Oval. During the winter season the numbers are significantly higher with over 2800 members accessing both amenities every afternoon during the week and all weekend’; ‘findings from all clubs/group stakeholders suggests that the toilets not adequate’; ‘the current state of the facilities are limiting memberships for female players’.

2. Steamfest Display Shed The construction of a storage shed, viewing platform and rail tracks at the Maitland Steamfest Rally Ground site, as per DA/2020/766, in response to user requests to provide an area for the display and preservation of steam and industrial heritage equipment. Hunter Valley Steamfest is one of Australia’s premier festivals of steam, traditionally attracting over 50,000 people to the City each year to celebrate Maitland’s rich steam and industrial heritage.

3. Cooks Square Park amenities refurbishment The refurbishment of amenities to be inclusive. Stakeholders made 55 submissions on Council’s recently adopted 2021/22 Operational Plan highlighting that ‘player/spectator amenities at Cooks Square Park were built in the 1970’s and whilst rudimentary for male competitors, they are not gender inclusive being well below the standard expected for female competitors… there are currently no all-abilities access facilities at the park… standard of amenities does not best represent a Premier Football Club… improved amenities are urgently required…’ and requesting funding to ‘allow initial improvements to the facilities to get underway’. The site hosts 11 National Premier League and 7 Women’s Premier League clubs.

4. Norm Chapman Oval Pathway Construction of a pathway at the northern and western end of the oval. Currently the pathway loop is incomplete, with work providing a full exercise loop and inclusive access to fitness equipment, the tennis courts and onsite playground.

It is noted that following announcement of the funding officers have not received any requests for support for community initiated projects.

Announcements of successful projects will be made from September 2021.

Maitland City Council | Ordinary Meeting Agenda P4 22 JUNE 2021

STRONGER COUNTRY COMMUNITIES FUND ROUND 4 GRANT FUNDING OPPORTUNITY (Cont.) CONCLUSION Applications under Round 4 of the Stronger Country Communities Fund close on Friday 25 June 2021. Focus this round is on projects that increase female participation in sport and enhance female sporting facilities. Council staff have thoroughly reviewed guidelines, community feedback and resourcing availability and have recommended that applications be submitted for refurbishment of amenities at the Maitland Park Outer Fields, South Maitland, and Cooks Square Park East Maitland, construction of a display shed at the Steamfest Rally Ground site Central Maitland and completion of a pathway loop at Norm Chapman Oval Rutherford. It is noted that following announcement of the funding officers have not received any requests for support for community initiated projects.

FINANCIAL IMPLICATIONS Proceeding to application has no direct financial impact upon Council's adopted budget or forward estimates. Should the applications be successful Council will be required to enter into a funding agreement prior to project initiation. Any funding shortfall would be subject to determination against priorities within the forward capital works program. Contract and project management would be undertaken as part of business as usual activities and ongoing site maintenance would be included in future operational budgets.

POLICY IMPLICATIONS This matter has no specific policy implications for Council.

STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.

Maitland City Council | Ordinary Meeting Agenda P5 22 JUNE 2021

10.2 RESOURCES FOR REGIONS ROUND 8 GRANT FUNDING OPPORTUNITY

FILE NO: 65/21 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems AUTHOR: Kath Andersen - Manager Integrated Planning and Reporting MAITLAND +10 Outcome 18. A Council for now and future generations COUNCIL OBJECTIVE: 18.1.1 To ensure the principles of sustainability underpin Council's financial, economic, social, governance and environmental decision-making

EXECUTIVE SUMMARY

The NSW Government has allocated $75 million to support mining impacted communities under Round 8 of the Resources for Regions funding program. There are 24 Local Government Areas (LGA) that are allocated a base funding of $1 million for suitable projects, with the balance of funding weighted to the most mining-affected communities using the LGA mining employment location quotient.

Project applications must meet eligibility requirements, with applications due 12 noon Monday 12 July 2021.

Officers have considered program guidelines, identified project priorities and recommend applications be submitted for works at Lochinvar Sports Complex, continuation of staged works on the Morpeth to Walka Water Works Shared Pathway, and a business case to support the upgrade of Thornton Road/Glenwood Drive.

OFFICER’S RECOMMENDATION

THAT

1. Council make application to the NSW Government for grant funding under the Resources for Regions Fund (Round 8) for the following projects (in priority order): 1. Lochinvar Sports Complex – sewer connection and site improvements; 2. Morpeth to Walka Water Works Shared Pathway stage - Steamer Street Loop (Morpeth); 3. Thornton Road / Glenwood Drive upgrade works - business case. 2. A further report be provided to Council once the result of the applications is known.

REPORT In recognising that mining places unique pressures on regional infrastructure, the NSW Government has allocated $75 million in funding under Round 8 of the Resources for Regions fund. The program provides a base amount of $1 million to 24 eligible councils,

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RESOURCES FOR REGIONS ROUND 8 GRANT FUNDING OPPORTUNITY (Cont.) with the balance weighted to the most mining-affected local government areas. As an identified mining-related community, Maitland City Council has been allocated an amount of $1,463,342 for suitable projects, pending application assessment.

Projects must be for infrastructure or community programs that support the ongoing prosperity of mining communities by providing economic opportunities, improved amenity and positive social outcomes.

Council officers have considered program guidelines, and potential projects, noting that following announcement of the funding officers have not received any requests to work with community organisations to deliver projects.

In assessing projects, officers considered mine related workers (around 6.2% of our employed population) and their families (around 7% of our total population) and what would help strengthen the economy, improve amenities or deliver wellbeing outcomes by enhancing livability.

Identified projects for Round 8

Project applications require extensive supporting information including project plans, budgets, evidence of community support and assurance that the project can be commenced within six months of announcement and delivered within the allowed two year time period.

To provide the best opportunity to submit a robust application, Council staff have thoroughly considered the funding guidelines and capacity to manage and deliver projects, and have identified the following projects for Council endorsement for application, in priority order:

1. Lochinvar Sports Complex – sewer connection and site improvements Connection of amenities to sewerage, decommission of transpiration area and existing septic system, amenities and oval upgrades. 2. Morpeth to Walka Water Works Shared Pathway (staged works) – Steamer Street Loop progression (Morpeth) Off road pathway adjacent to Morpeth Road between Steamer Street and Queens Wharf Road. 3. Thornton Road / Glenwood Drive upgrade business case

Engagement of consultant to prepare a cost benefit analysis of Thornton Road / Glenwood Drive intersection upgrade, to assist in prioritising works and supporting evidenced based requests for funding.

It is anticipated that announcements of successful projects will be made from September 2021.

Maitland City Council | Ordinary Meeting Agenda P7 22 JUNE 2021

RESOURCES FOR REGIONS ROUND 8 GRANT FUNDING OPPORTUNITY (Cont.) CONCLUSION Applications for funding under Round 8 of Resources for Regions close on 12 July 2021. Focus this round is on supporting mining affected communities through infrastructure, community program and/or business case projects. Council staff have thoroughly reviewed guidelines and resourcing availability and have recommended that applications be submitted for three projects, being Lochinvar Sports Complex sewer connection and site enhancements; Morpeth to Walka Water Works Shared Pathway – Steamer Street Loop; and Thornton Road / Glenwood Drive upgrade works business case.

POLICY IMPLICATIONS This matter has no specific policy implications for Council.

STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.

Maitland City Council | Ordinary Meeting Agenda P8 22 JUNE 2021

10.3 2021-22 CROWN RESERVES IMPROVEMENT FUND OPPORTUNITY

FILE NO: 65/40/1 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems AUTHOR: Kath Andersen - Manager Integrated Planning and Reporting MAITLAND +10 Outcome 18. A Council for now and future generations COUNCIL OBJECTIVE: 18.1.1 To ensure the principles of sustainability underpin Council's financial, economic, social, governance and environmental decision-making

EXECUTIVE SUMMARY

The Crown Reserves Improvement Fund supports the development, maintenance and protection of Crown reserves, with $17 million allocated for the 2021-22 round of the funding. Applications for funding under this program are highly competitive, with total project value often exceeding the funding allocation by four or five times.

Applications are open for general projects (showgrounds, caravan parks, state parks, commons, and local parks and reserves), pest management and weed management. There are no set limits for funding application, with requests ranging from $500 to $2 million. Projects must be completed within 12 months of the receipt of funding.

After thorough consideration of the guidelines, identified priority works on Crown Land reserves and capacity to manage and deliver projects, it is recommended that Council proceed with lodgement of two applications for the funding of improvements at the City’s two iconic heritage State Government Crown reserve sites, being Maitland Gaol and Walka Water Works.

Applications close 5pm Friday 25 June 2021.

OFFICER’S RECOMMENDATION

THAT

1. Council make application to the NSW Government under the Crown Reserves Improvement Fund to progress the Maitland Gaol Development Plan and deliver sustainability initiatives, and to undertake high priority site works at Walka Water Works 2. A further report be provided to Council once the result of the applications is known.

REPORT The NSW Government is investing $17 million to support the development, maintenance and protection of Crown reserves in 2021-22.

Maitland City Council | Ordinary Meeting Agenda P9 22 JUNE 2021

2021-22 CROWN RESERVES IMPROVEMENT FUND OPPORTUNITY (Cont.) Applications are open for general projects (showgrounds, caravan parks, state parks, commons, and local parks and reserves), pest management and weed management on Crown reserves. Project applications require nomination of works and supporting information and assurance projects can be commenced and delivered within the allowed 12 month time period.

To provide the best opportunity to submit a robust application, Council staff have thoroughly considered the funding guidelines, identified priority works on Crown reserves and the capacity to manage and deliver projects. Recognising the requirement for improvement works at the City’s two iconic heritage State Government Crown reserve sites, being Maitland Gaol and Walka Water Works, the following projects have been identified for Council endorsement to application:

1. Maitland Gaol development plan and sustainability initiatives Renovate and restore the Gaol Chapel to provide a large scale contemporary meeting space to generate additional use of the site in line with the Gaol Development Plan. This will be supported by supporting energy and water efficiency outcomes at the Gaol through initiatives identified in the Council’s Energy Strategy. Works will reduce operating costs, environmental impact and cost recovery from tenants.

2. Walka Water Works high priority works Enable the delivery of high priority works as identified during condition assessments of the site.

Applications close Friday 25 June 2021.

CONCLUSION Applications under the NSW Crown Reserves Improvement Fund close on Friday 25 June 2021. Council staff have thoroughly reviewed guidelines and resourcing availability and have recommended that applications be submitted for Maitland Gaol development plan and sustainability initiatives and Walka Water Works high priority works.

POLICY IMPLICATIONS This matter has no specific policy implications for Council.

STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.

Maitland City Council | Ordinary Meeting Agenda P10 22 JUNE 2021

10.4 SECTION 356 HIGH ACHIEVERS GRANT PROGRAM

FILE NO: 10/5/19 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Judy Jaeger - Group Manager Culture, Community & Recreation Laurie D'Angelo-Edmonds - Manager Community and Recreation Emily Livens - Coordinator Recreation & Community Planning AUTHOR: Lori Evans - Community Development & Program Officer MAITLAND +10 Outcome 2. Community and recreation services and facilities COUNCIL OBJECTIVE: 2.3.2 To identify and deliver relevant and targeted community education projects

EXECUTIVE SUMMARY

This report presents to Council a recommendation to fund one application under Council's Section 356 High Achievers Grant Program, in accordance with Section 356 of the Local Government Act.

OFFICER’S RECOMMENDATION

THAT

1. Council approve the application for funding through the Section 356 High Achievers Grant Program: - Makye Telfer – International Level – 2021 U17 Australian Friendship Softball Series - $750.00 REPORT The Section 356 High Achievers Grant Program offers financial assistance to applicants under two categories being Sports and Creative Arts. The program is open all year, with Individuals, Collectives and Teams eligible to apply.

The level of support under the Sports High Achievers category is as follows: • $450 for individuals selected to compete on behalf of NSW at a National competition or equivalent • $750 for individuals selected to compete on behalf of Australia at International competition or equivalent • $1,000 for individuals competing at the Commonwealth Games • $1,500 for individuals competing at the Olympic Games • Teams: 25% of the level of support for each selected individual.

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SECTION 356 HIGH ACHIEVERS GRANT PROGRAM (Cont.) The level of support under the Creative Arts High Achievers category is as follows: • $450 for individuals selected to participate on behalf of NSW at a National level or equivalent • $750 for individuals selected to participate on behalf of Australia at International level or equivalent • Collectives: 25% of the level of support for each selected individual. One (1) application was received under the Sports High Achievers category of the program. The application was endorsed by the Maitland Sport and Recreation Advisory Board, as per the policy and guideline requirements. The following table summarises the requests:

Level of Support Amount Sought Amount Support Applicant Information Details Approved Application for funding to help pay some of the Levy that’s required to participate in the 2021 U17 Australian Friendship Softball Series to be played at Blacktown International Sports Park from 4 July 2021 to 11 July 2021 U17 2021. The program Australian encompasses an intense 3-day International Friendship camp followed by a 5-day Level Makye Telfer Softball Series tournament. $750 $750

CONCLUSION The Section 356 High Achievers Grant Program offers financial assistance to applicants under two categories being Sports and Creative Arts. One (1) application has been received. The application was assessed under the Sports High Achievers category and the application was endorsed by the Maitland Sport and Recreation Advisory Board, as per the policy and guideline requirements. It is recommended that Council approve the endorsed application in accordance with the Section 356 Community Grant Policy and High Achievers Program guidelines.

FINANCIAL IMPLICATIONS This matter has no direct financial impact upon Council's adopted budget or forward estimates.

POLICY IMPLICATIONS This matter has no specific policy implications for Council.

STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.

Maitland City Council | Ordinary Meeting Agenda P12 22 JUNE 2021

10.5 MORPETH BICENTENARY FIREWORKS

FILE NO: 35/87 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Shaelee Welchman - Manager City Experiences & Economy Adam Franks - Coordinator City Events & Activation AUTHOR: Tori Evans - Events Officer - Community Relations MAITLAND +10 Outcome 3. Community and iconic events COUNCIL OBJECTIVE: 3.1.2 To support the delivery of vibrant and unique community festivals and events

EXECUTIVE SUMMARY At the Council meeting held on 27 April 2021, in response to a Notice of Motion by Cr Mitchell Griffin, Council resolved that:

1. Council investigate the possibility of incorporating a fireworks display into the Morpeth Bicentenary celebrations. 2. A report on the investigations be presented back to Council in June 2021.

This report provides an update on the suggested fireworks display, the considerations that have been taken into account to undertake a display appropriately, and details the financial implications of holding a fireworks display as part of Morpeth Bicentenary Commemorations. It also makes a recommendation on expanding the assessment panel for the Morpeth Bicentenary Small Grants Program.

OFFICER’S RECOMMENDATION

THAT

1. Council plan to incorporate a fireworks display on Saturday 20 November as part of the Morpeth Bicentenary Commemorations, subject to final approval from SafeWork NSW, landowners and NSW Health. 2. An allocation of $40,000 be made available from Council’s COVID-19 Response and Recovery Reserve to cover the fireworks program. 3. The Bicentenary Small Grants Assessment Panel be expanded to include the Mayor and Councillors on the Morpeth Bicentenary Working Group (MBWG), one business representative from the MBWG and one resident representative from the MBWG.

REPORT In 2019 Council resolved to take a lead role in organising Morpeth Bicentenary commemorations, to be held on November 20 and 21, 2021, and has since endorsed a number of infrastructure and activation projects that will be delivered as part of the commemorations including:

Maitland City Council | Ordinary Meeting Agenda P13 22 JUNE 2021

MORPETH BICENTENARY FIREWORKS (Cont.) - Riverside Shared Path (Morpeth to Walka Stage 1A) - Steamer Street Shared Path - Architectural lighting of Morpeth Bridge - Morpeth Bridge Open Day - Corroboree - Weekend Activation Program

Following the Council resolution on 27 April, Council officers have undertaken a range of investigations into possible locations, necessary approvals and other event considerations needed to include a Fireworks Display into the Bicentenary Commemorations.

A site near Queens Wharf has been identified as the preferred location for the fireworks display as it offers a number of vantage points including Queens Wharf and the Steamer Street Shared Path (intended to be completed prior to the Bicentenary), and provides areas of public open space to be able to incorporate other event infrastructure and activities including food trucks, entertainment, toilets etc.

Discussions with pyrotechnicians, landowners and other relevant parties have been positive, and in principle support to hold a fireworks display has been given. The finalisation of agreements with appropriate stakeholders, as well as a range of final approvals, including those from SafeWork NSW still need to be sought. However, it is recommended that officers continue to work toward incorporating a fireworks display as part of Bicentenary Commemorations.

FUNDING At present no funding allocation has been made for the incorporation of a fireworks display as part of Bicentenary Commemorations. Council does currently have a funding allocation for the provision of a fireworks display that has rolled forward from previous New Year’s Eve Celebrations, however these funds will be used to fulfil our partnership obligations with our presenting partner for New Year’s Eve 2021, PRD Nationwide Hunter Valley.

In order to include a fireworks display into the Bicentenary Commemorations there are a number of costs associated with the services and infrastructure required that will need to be funded. Additionally, the delivery of a standalone fireworks display with no supplementary activities or entertainment is in contrast with the quality and reputation of events typically delivered by Council, so an allocation of funds to support supplementary programming around the fireworks is also recommended.

The estimated cost breakdown for the fireworks display is detailed below: Activity Detail Est Cost Fireworks • Pyrotechnician $10,000 Logistics • Traffic management, road $15,000 closures • Security • Toilets • Exclusion Zones • Lighting

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MORPETH BICENTENARY FIREWORKS (Cont.) Entertainment • Live Music & Entertainment $12,000 • Staging & Equipment • Production • Food Stalls (setup / power) Other • Signage, promotion, $3,000 contingency TOTAL $40,000

MORPETH BICENTENARY WORKING GROUP (MBWG) UPDATE At the Morpeth Bicentenary Working Group meeting held on 15 June 2021, the Group recommended a change to the composition of the Bicentenary Small Grants Assessment Panel previously supported by Council at its meeting of March 9 2021. The recommendation is to include one additional member to the panel, so the panel is made up of the Mayor and Councillors from the MBWG, one business representative from the MBWG and one resident representative from the MBWG. This approach was supported by the MBWG, and Council staff see no issue the change.

CONCLUSION The Morpeth Bicentenary is a significant milestone for the township of Morpeth and the greater Maitland community. In response to the Notice of Motion on April 27 2021, it is possible to include a fireworks display as part of the Bicentenary Commemorations (subject to a range of final approvals).

FINANCIAL IMPLICATIONS To enable the development of fireworks program for the Morpeth Bicentenary, a one off allocation of $40,000 is required. It is recommended this be sourced from the COVID-19 Response and Recovery Reserve.

POLICY IMPLICATIONS This matter has no specific policy implications for Council.

STATUTORY IMPLICATIONS There are no statutory implications under the Local Government Act 1993 with this matter.

Maitland City Council | Ordinary Meeting Agenda P15 22 JUNE 2021

11 POLICY AND FINANCE COMMITTEE

11.1 STATEMENT OF INVESTMENTS AS AT 31 MAY 2021

FILE NO: 82/2 ATTACHMENTS: 1. Council's holdings as at 31 May 2021 (Attachment A) 2. Investment Portfolio at a glance (Attachment B) RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems Annette Peel - Manager Finance & Risk AUTHOR: Emily Lasky - Compliance Accountant MAITLAND +10 Outcome 18. A Council for now and future generations COUNCIL OBJECTIVE: 18.1.1 To ensure the principles of sustainability underpin Council's financial, economic, social, governance and environmental decision-making

EXECUTIVE SUMMARY

Clause 212 of the Local Government (General) Regulation 2005 requires Council to report on its investments.

OFFICER’S RECOMMENDATION

THAT

1. The report indicating Council’s Funds Management position be received and noted. 2. The certification of the Responsible Accounting Officer be noted and the report adopted.

REPORT Council’s investment portfolio posted a return of 0.64% per annum for the month of May versus the bank bill index benchmark return of 0.05% per annum. For the past 12 months, the investment portfolio returned 1.20% per annum, exceeding the bank bill index benchmark’s 0.06% per annum by 1.14% per annum. Without marked-to-market influences, Council’s investment portfolio yielded 0.76% per annum for the month. This is based on the actual interest rates being received on existing investments and excludes the underlying changes to the market value of the securities/deposits.

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STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 (Cont.) During May, Council’s investment portfolio had $4 million in 9 and 12 month term deposits mature with a weighted average rate of 1.37% per annum. Council invested $12 million in 12 and 24 month term deposits at a weighted average rate of 0.40%. The 24 month term deposit, with NAB, is paying 0.60% which is currently the most competitive rate available at that term with the added advantage of being from a major bank. Primarily the increase in investments for the month was due to the availability of rate funds that were due at the end of May.

Council has a well-diversified portfolio invested among a range of term deposits, fixed rate bonds and floating rate notes from highly rated Australian authorised deposit-taking institutions.

Global issues: ▪ In the United States, an unexpectedly sharp rise in inflation, +4.2% for the year, made financial markets jittery, both in the United States and abroad. Economists attributed the price rises to several factors including increasing commodity prices, the downline effects of logistical bottlenecks and the reopening of the United States economy. ▪ The large headline inflation number was tempered somewhat by underlying data showing that the price rises were not broad based, and that the median inflation only rose 2.1% for the year. ▪ In Europe, inflation pressures remain muted with prices up only 1.6% year over year and in Japan prices were deflationary, -0.4%, for the year ending April.

Domestic issues: • The Government’s big spending budget plan was largely well received by the markets as it highlighted the intention to commit to further fiscal stimulus to aid economic growth. Consequently however, the budget is not projected to be in surplus again for over 10 years. • Inflation remains well below the Reserve Bank of Australia’s 2-3% target range at 1.1%pa. While economists are expecting a sharp rise in prices this quarter, like those seen in the United States, the increases are expected to be narrowly focussed and transitory. • Economic data remains healthy with retail sales up strongly, building approvals and dwelling investment surging and business investment recording sharp gains.

Interest rates ▪ Despite the initial signs of sound economic growth, the Reserve Bank of Australia maintains that inflation pressures are not expected to be sustained as the temporary monetary stimulus measures are wound back. Consequently, the central bank is not anticipating an increase in the official cash rate until at least 2024. ▪ With the monetary stimulus measures still in place, the market cash rate is expected to remain well below the official 0.10%pa cash rate until mid/late 2022:

Maitland City Council | Ordinary Meeting Agenda P17 22 JUNE 2021

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 (Cont.)

▪ In May, short dated term deposit rates dipped back slightly to be in line with their March averages. The sharp reduction in one bank’s rates accounted for much of the drop in the overall average. Average rates in the 3-5 year area have remained steady during the past few months after sharp gains in February, but their value remains questionable when compared to long term floating rate options:

Maitland City Council | Ordinary Meeting Agenda P18 22 JUNE 2021

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 (Cont.)

All market commentary is provided by Prudential Investment Services who advise on the management of Council’s investment portfolio.

The following attachments are provided as part of the Report. a) Council’s holdings as at 31 May 2021 (Attachment A) b) Investment Portfolio at a glance (Attachment B)

CONCLUSION Certification of Responsible Accounting Officer

The Responsible Accounting Officer certifies that the investments listed in the attached report have been made in accordance with Section 625 of the Local Government Act 1993, clause 212 of the Local Government General Regulation 2005 and Council’s Investment Policy.

FINANCIAL IMPLICATIONS The actual interest income received during May 2021 was $123,077.

Interest income comprises interest generated from investments in term deposits, floating rate notes, cash at bank, floating rate term deposits and fixed rate bonds.

POLICY IMPLICATIONS Council’s investments are made in accordance with Council’s Investment Policy.

STATUTORY IMPLICATIONS The above amounts have been invested and reported in accordance with: • Section 625 of the Local Government Act, 1993 • Clause 212 of the Local Government (General) Regulation 2005

Maitland City Council | Ordinary Meeting Agenda P19 22 JUNE 2021

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 (Cont.)

Policy and Finance Committee

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021

Council's holdings as at 31 May 2021 (Attachment A)

Meeting Date: 22 June 2021

Attachment No: 1

Number of Pages: 1

Maitland City Council | Ordinary Meeting Agenda P20 22 JUNE 2021

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 (Cont.) COUNCIL’S HOLDING AS AT 31 May 2021 (ATTACHMENT A)

Maitland City Council | Ordinary Meeting Agenda P21 22 JUNE 2021

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 (Cont.)

Current Accounts As At Face Value Current Borrower Rating Current Value Yield 31-May-21 6,034,897.36 0.4000 Macquarie Bank A+ 6,034,897.36 31-May-21 1,000,000.00 0.1500 National Australia Bank Limited AA- 1,000,000.00 Totals 7,034,897.36 0.3645 7,034,897.36 Fixed Rate Bonds Face Value Coupon Borrower Rating Maturity Term of Current Value Investment 5,000,000.00 0.6000 NT T-Corp Bond (Jun22) 0.60% Aa3 15-Jun-22 470 5,007,479.45 2,500,000.00 3.0000 CBA Snr Bond (Jan24) 3.00% AA- 11-Jan-24 1826 2,688,127.20 2,000,000.00 1.8500 SUN Snr Bond (Jul24) 1.85% A+ 30-Jul-24 1523 2,071,462.23 Totals 9,500,000.00 1.4947 9,767,068.88 Floating Rate Notes Reset/Coupon Face Value Current Borrower Rating Maturity Term of Current Value Coupon Investment 2-Jul-21 1,500,000.00 1.4051 TMB Snr FRN (Jul21) BBSW+1.37% BBB 2-Jul-21 1096 1,504,866.00 6-Sep-21 1,300,000.00 1.2866 CUA Snr FRN (Sep21) BBSW+1.25% BBB 6-Sep-21 1096 1,307,626.05 24-Jan-22 2,000,000.00 1.6900 NPBS Snr FRN (Jan22) BBSW+1.65% BBB 24-Jan-22 1826 2,021,942.74 30-Mar-22 2,000,000.00 1.0841 AMP Snr FRN (Mar22) BBSW+1.05% BBB 30-Mar-22 1826 2,004,402.37 16-Aug-23 1,500,000.00 0.9694 CBA Snr FRN (Aug23) BBSW+0.93% AA- 16-Aug-23 1826 1,525,692.58 26-Sep-23 2,000,000.00 0.9600 NAB Snr FRN (Sep23) BBSW+0.93% AA- 26-Sep-23 1826 2,037,264.38 6-Dec-23 3,000,000.00 1.0666 ANZ Snr FRN (Dec23) BBSW+1.03% AA- 6-Dec-23 1826 3,069,826.96 19-Jun-24 2,000,000.00 0.9493 NAB Snr FRN (Jun24) BBSW+0.92% AA- 19-Jun-24 1827 2,043,909.22 30-Jul-24 1,200,000.00 0.8200 SUN Snr FRN (Jul24) BBSW+0.78% A+ 30-Jul-24 1827 1,216,330.68 7-Aug-24 3,000,000.00 0.8421 MAC Snr FRN (Aug24) BBSW+0.80% A+ 7-Aug-24 1611 3,033,960.57 16-Jan-25 2,000,000.00 0.8024 ANZ Snr FRN (Jan25) BBSW+0.76% AA- 16-Jan-25 1827 2,032,342.49 21-Jan-25 2,000,000.00 0.8100 NAB Snr FRN (Jan25) BBSW+0.77% AA- 21-Jan-25 1827 2,032,979.73 12-Feb-25 5,000,000.00 0.8803 MAC Snr FRN (Feb25) BBSW+0.84% A+ 12-Feb-25 1801 5,061,198.88 24-Apr-25 2,000,000.00 1.1600 SUN Cov FRN (Apr25) BBSW+1.12% AAA 24-Apr-25 1791 2,057,148.22 9-Dec-25 4,000,000.00 0.5188 MAC Snr FRN (Dec25) BBSW+0.48% A+ 9-Dec-25 1826 3,985,272.96 24-Feb-26 1,700,000.00 0.4906 SUN Snr FRN (Feb26) BBSW+0.45% A+ 24-Feb-26 1826 1,698,669.80

Totals 36,200,000.00 0.9438 36,633,433.63 Term Deposits Face Value Purchase Borrower Rating Maturity Term of Current Value Yield Investment

4,000,000.00 1.0000 National Australia Bank AA- 1-Jun-21 364 4,039,890.41 4,000,000.00 1.0200 National Australia Bank AA- 8-Jun-21 369 4,040,464.66 4,000,000.00 1.1500 Bank of Queensland BBB+ 15-Jun-21 363 4,043,983.56 2,000,000.00 1.0000 National Australia Bank AA- 22-Jun-21 363 2,018,739.73 1,000,000.00 1.1000 Bank of Queensland BBB+ 22-Jun-21 363 1,010,306.85 4,000,000.00 0.8000 Westpac Group AA- 13-Jul-21 336 4,001,841.10 4,000,000.00 0.8500 National Australia Bank AA- 3-Aug-21 362 4,027,852.05 4,000,000.00 0.7700 Westpac Group AA- 17-Aug-21 364 4,001,181.37 4,000,000.00 0.7700 Westpac Group AA- 24-Aug-21 364 4,000,590.68 4,000,000.00 0.7400 Westpac Group AA- 31-Aug-21 364 4,007,460.82 4,000,000.00 0.7700 National Australia Bank AA- 7-Sep-21 364 4,022,446.03 3,000,000.00 0.5500 Bank of Queensland BBB+ 21-Sep-21 292 3,008,136.99 4,000,000.00 0.5000 National Australia Bank AA- 5-Oct-21 306 4,009,863.01 4,000,000.00 0.5300 Commonwealth Bank of Australia AA- 26-Oct-21 336 4,010,977.53 4,000,000.00 0.5500 Commonwealth Bank of Australia AA- 9-Nov-21 361 4,012,054.79 4,000,000.00 0.7900 Westpac Group AA- 23-Nov-21 454 4,000,519.45 4,000,000.00 0.7800 Westpac Group AA- 30-Nov-21 456 4,000,085.48 4,000,000.00 0.5200 Commonwealth Bank of Australia AA- 7-Dec-21 369 4,008,576.12 4,000,000.00 0.5400 Commonwealth Bank of Australia AA- 14-Dec-21 383 4,008,905.97 4,000,000.00 0.4600 National Australia Bank AA- 11-Jan-22 362 4,006,956.71 2,000,000.00 0.4300 Commonwealth Bank of Australia AA- 25-Jan-22 362 2,002,921.64 2,000,000.00 0.5000 ME Bank BBB 25-Jan-22 362 2,003,397.26 4,000,000.00 0.4300 National Australia Bank AA- 8-Feb-22 368 4,005,466.30 5,000,000.00 0.7500 AMP Bank BBB 16-Feb-22 365 5,010,787.67 4,000,000.00 0.4200 Commonwealth Bank of Australia AA- 22-Feb-22 364 4,004,510.68 4,000,000.00 0.7800 Westpac Group AA- 1-Mar-22 545 4,007,778.63 HWC Gty 5,000.00 0.2500 National Australia Bank AA- 1-Mar-22 274 5,000.03 2,000,000.00 0.5000 ME Bank BBB 8-Mar-22 368 2,002,410.96 4,000,000.00 0.4300 Commonwealth Bank of Australia AA- 15-Mar-22 371 4,003,958.36 4,000,000.00 0.4200 Commonwealth Bank of Australia AA- 12-Apr-22 398 4,003,820.27 1,500,000.00 0.7000 AMP Bank BBB 19-Apr-22 364 1,501,208.22 4,000,000.00 0.5000 ME Bank BBB 3-May-22 363 4,001,479.45 2,500,000.00 0.4300 Commonwealth Bank of Australia AA- 17-May-22 392 2,501,236.99 4,000,000.00 0.3800 Commonwealth Bank of Australia AA- 24-May-22 364 4,000,291.51 4,000,000.00 0.6300 National Australia Bank AA- 6-Dec-22 735 4,012,565.48 4,000,000.00 0.6200 National Australia Bank AA- 10-Jan-23 726 4,009,376.44 4,000,000.00 0.6000 National Australia Bank AA- 16-May-23 728 4,000,920.55 4,000,000.00 0.6800 National Australia Bank AA- 9-Jan-24 1090 4,010,283.84

Totals 133,005,000.00 0.6557 133,368,247.59 Floating Rate Term Deposits Face Value Coupon Borrower Rating Maturity Term of Current Value Investment 2,000,000.00 1.2438 Westpac Group 3moBBSW+1.20% AA- 8-Feb-22 1826 2,001,499.38 Totals 2,000,000.00 1.2438 2,001,499.38

Grand Totals 187,739,897.36 188,805,146.84

Maitland City Council | Ordinary Meeting Agenda P22 22 JUNE 2021

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 (Cont.)

Policy and Finance Committee

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021

Investment Portfolio at a glance (Attachment B)

Meeting Date: 22 June 2021

Attachment No: 2

Number of Pages: 1

Maitland City Council | Ordinary Meeting Agenda P23 22 JUNE 2021

STATEMENT OF INVESTMENTS AS AT 31 MAY 2021 (Cont.) INVESTMENT PORTFOLIO AT A GLANCE (ATTACHMENT B)

Portfolio Performance vs 90 day Bank Bill Council’s investment performance did Index ✓ exceed the benchmark for the month of May 2021

Investment Policy Requirement Legislative requirements ✓ Fully compliant Portfolio credit rating limit ✓ Fully compliant Institutional exposure limits ✓ Fully compliant Term to maturity limits ✓ Fully compliant

Investment Performance v Benchmark Term Investment Benchmark: Bloomberg RBA cash rate Portfolio AusBond 90 day Bank Bill Return Index 1 month 0.64% 0.05% 0.10% 3 months 0.66% 0.04% 0.10% 6 months 0.59% 0.02% 0.10% FYTD 1.12% 0.06% 0.15% 12 months 1.20% 0.06% 0.16%

Maitland City Council | Ordinary Meeting Agenda P24 22 JUNE 2021

12 NOTICES OF MOTION/RESCISSION

12.1 DETERRING LARGE VEHICLE HAULAGE THROUGH MAITLAND LOCAL ROADS INCLUDING WOODBERRY ROAD, GOVERNMENT ROAD, BELMORE ROAD, ETC

NOTICE OF MOTION SUBMITTED BY CR PHILIP PENFOLD

FILE NO: 35/7/4 ATTACHMENTS: Nil RESPONSIBLE OFFICER: David Evans - General Manager Kevin Stein - Acting Group Manager Infrastructure & Works

Cr Philip Penfold has indicated his intention to move the following Notice of Motion at the next Council Meeting being held on 22 June 2021:

THAT the General Manager consider and advise what, if anything, may be appropriate action to deter large vehicle haulage passing through Maitland local roads including Woodberry Rd, Government Rd, Belmore Rd etc and to use state roads where appropriate.

RESPONSE BY ACTING GROUP MANAGER INFRASTRUCTURE & WORKS

Council maintains a road network consisting of local, collector and distributor roads that are interconnected, support the community and supplement the state road network. Roads classification are based on road function and capacity which influences road standards, maintenance and funding.

Any action or changes to a single road will have flow on effects to other roads within the network.

In regard to these roads the following should be noted: • Belmore Road is a classified Regional Road. Council at its meeting of 22 September 2020 resolved to have Belmore Road considered for reclassification from a Regional Road to a State Road, the restriction of Heavy Vehicles on this road would impact on the reclassification of this road. • The subject roads current function and classification caters for the roads used by all heavy vehicles for all roads, with the exception of Government Road that does not allow for use by Restricted Access Vehicles (ie B-Doubles, etc). • Funding for construction and maintenance utilised on these roads includes grant monies attributed to the road usage by heavy vehicles. Restriction of heavy vehicles will have impacts on current Grants and future funding of these roads. What can Council do: • Continue to advocate for transport upgrades to the Road Arterial Network such as M1 Pacific Motorway extension to Raymond Terrace. • Council, as part of development approvals, identify and approve Heavy Vehicle Haulage Routes that minimise impacts on Maitland residences eg Brandy Hill Quarry Expansion and Martins Creek Quarry.

Maitland City Council | Ordinary Meeting Agenda P25 22 JUNE 2021

12.2 RATE PAYING NOT-FOR-PROFIT GROUPS

NOTICE OF MOTION SUBMITTED BY CR MITCHELL GRIFFIN

FILE NO: 35/7/4 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems

Cr Mitchell Griffin has indicated his/her intention to move the following Notice of Motion at the next Council Meeting being held on Tuesday, 22 June 2021:

THAT Council looks in to costings as part of the first quarterly review for 2021/22 and report back to council with possible funding opportunities for the potential introduction of grant opportunities for rate paying not-for-profit groups to seek assistance for operational costs based on similar grant systems operated by other Hunter Councils.

BACKGROUND

Across the Maitland Local Government Area there are a small number of rate paying, not for profit groups who for a number of years have been seeking support from council to assist with operational costs. These include community halls, progress associations and RSLs.

Unfortunately, under the current rating system, despite being a not-for-profit, community run organisation, these groups pay rates as a commercial business.

Although council has no authority to waiver this rate, there are options to assist these community organisations through grant funding opportunities. This is one option which has successfully supported rate paying not-for-profit groups for a number of years by other Hunter councils which could be considered by Maitland Council.

This motion is not suggesting to proceed with a grant or expenditure. It is requesting council officers to review budget resources and costings as part of its first quarterly review and report back to council with any opportunities for the council to consider moving forward.

RESPONSE BY EXECUTIVE MANAGER

A report can be prepared for presentation to Council in November 2021, in line with the completion of the first quarter budget review for 2021/22.

Maitland City Council | Ordinary Meeting Agenda P26 22 JUNE 2021

13 QUESTIONS WITH NOTICE

13.1 WEEKLY FOGO SERVICE

SUBMITTED BY CR PHILIP PENFOLD

FILE NO: 35/7/2 ATTACHMENTS: Nil RESPONSIBLE OFFICER: David Evans - General Manager Matthew Prendergast - Group Manager Planning & Environment

Cr Philip Penfold has asked the following Question With Notice for the Council Meeting being held on Tuesday 22 June 2021:

Following unanimous support for a weekly FOGO service, which will lead to a reduction in landfill, what other costs savings (if any) are expected from the decrease in bin collection frequency following 25/5/21 Mayoral Minute, presuming a 15% pick up on the alternate week.

RESPONSE BY GROUP MANAGER PLANNING & ENVIRONMENT

The decrease in bin collection frequency is expected to result in a saving of $550,000 per annum from collection alone based on 2023/24 estimated service numbers, presuming a 15% pick up on the alternate week.

Maitland City Council | Ordinary Meeting Agenda P27 22 JUNE 2021

14 URGENT BUSINESS

Maitland City Council | Ordinary Meeting Agenda P28 22 JUNE 2021

15 COMMITTEE OF THE WHOLE

15.1 ACQUISITION FOR ROAD WIDENING -120 ALLANDALE ROAD ALLANDALE

FILE NO: PRP10450 ATTACHMENTS: 1. Locality Plan 120 Allandale Road Allandale 2. Plan of Subdivision 120 Allandale Road Allandale RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems Stephen McDonald - Manager Governance and Risk AUTHOR: Barbara Thomson - Senior Property Advisor, Business Systems, Property & Governance MAITLAND +10 Outcome 5. Moving around our City COUNCIL OBJECTIVE: 5.1.2 To deliver improved safety, quality and amenity of local roads through increased road construction and maintenance programs THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

EXECUTIVE SUMMARY

Council is undertaking Stage 2 road widening and reconstruction works on Allandale Road, Allandale, for the purpose of road safety upgrades. This report deals with the proposed land acquisition for road widening of part Lot 2 DP 733766 being 120 Allandale Road, Allandale. Voluntary agreement has been reached with the property owners with this dealing reported to Council for acceptance.

Maitland City Council | Ordinary Meeting Agenda P29 22 JUNE 2021

15.2 ACQUISITION BY AGREEMENT FOR ROAD WIDENING - LOT 24 DP1178446 - 558 PATERSON ROAD BOLWARRA HEIGHTS

FILE NO: PRP49619 ATTACHMENTS: 1. Plan of Subdivision of Lot 24 DP1178446 2. Concept Plan 558 Paterson Road RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems AUTHOR: Louise Rampling - Legal Counsel MAITLAND +10 Outcome 5. Moving around our City COUNCIL OBJECTIVE: 5.1.2 To deliver improved safety, quality and amenity of local roads through increased road construction and maintenance programs THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

EXECUTIVE SUMMARY

At its meeting of 25 May 2021, Council resolved to commence the compulsory acquisition process to acquire 534.7m² across the frontage of 558 Paterson Road Bolwarra Heights for the purpose of road widening associated with the upgrade of the Dunmore Road and Paterson Road intersection.

The compulsory acquisition process was commenced as negotiations to acquire the land voluntarily had stalled. Negotiations with the property owners have since continued, however, and voluntary agreement has now been reached to acquire 159.6m² of land, and to temporarily lease approximately 1,204m² of the land to facilitate necessary works.

This dealing is reported to Council for acceptance.

Maitland City Council | Ordinary Meeting Agenda P30 22 JUNE 2021

15.3 APPOINTMENT OF LEGAL SERVICES PANEL

FILE NO: 137/1414 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems Stephen McDonald - Manager Governance and Risk AUTHOR: Louise Rampling - Legal Counsel MAITLAND +10 Outcome 17. An efficient and effective Council COUNCIL OBJECTIVE: 17.2.1 To maintain effective and appropriate systems to ensure decision-making is transparent, accessible and accountable THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (d) (i) commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.

EXECUTIVE SUMMARY

Council recently participated in a joint tender conducted by Regional Procurement for the provision of legal services from 1 July 2021 to 30 June 2024, with two additional twelve-month options.

Twenty-three tenders were evaluated against weighted criteria to determine those which offered superior value for money. Participating councils conducted their evaluations individually, to ensure the needs of each Council were met.

This report recommends the appointment of a panel of lawyers for Maitland City Council.

Maitland City Council | Ordinary Meeting Agenda P31 22 JUNE 2021

15.4 ACQUISITION OF LAND FOR MAITLAND REGIONAL ATHLETICS CENTRE CARPARK

FILE NO: PRP81152 ATTACHMENTS: 1. Locality Plan Maitland Regional Athletics Centre 2. Concept Plan Acquisition for Car Park RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems Stephen McDonald - Manager Governance and Risk AUTHOR: Barbara Thomson - Senior Property Advisor, Business Systems, Property & Governance MAITLAND +10 Outcome 2. Community and recreation services and facilities COUNCIL OBJECTIVE: 2.1.2 To build a range of community, recreation and leisure facilities based on sound asset management principles THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

EXECUTIVE SUMMARY

The construction of car parking facilities for the Maitland Regional Athletics Centre within Council’s Lot 2 DP1265055 requires the acquisition of approximately 2500m² area of land from the adjoining landowner to improve access to stormwater infrastructure for maintenance and to improve the overall amenity of the area.

Voluntary agreement has been negotiated between Council and the adjoining landowner to exchange the land for works in kind, with this dealing reported to Council for acceptance.

Maitland City Council | Ordinary Meeting Agenda P32 22 JUNE 2021

15.5 NEW ENGLAND HIGHWAY VEGETATION MAINTENANCE

FILE NO: 92/2 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Kevin Stein - Acting Group Manager Infrastructure & Works AUTHOR: Ashley Kavanagh - Manager Works MAITLAND +10 Outcome 1. Sense of place and pride COUNCIL OBJECTIVE: 1.1.3 To improve the appearance and presentation of the City, fostering a sense of community pride THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (d) (i) commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.

EXECUTIVE SUMMARY

Transport for NSW (formerly Roads & Maritime Services (RMS)) has approached Council with a proposal for Council to permanently undertake the current vegetation maintenance activities on the New England Highway from Weakleys Drive, Thornton to Kyle Street, Rutherford. Works will need to be undertaken in line with the Transport for NSW M3 specifications.

Council has reviewed costings for the completion of these works to Transport for NSW M3 specification along with the current increased service level.

Maitland City Council | Ordinary Meeting Agenda P33 22 JUNE 2021

15.6 CONSIDERATION OF TENDERS - SUPPLY & INSTALLATION OF ROAD SAFETY BARRIER SYSTEMS

FILE NO: 137/1966 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Ashley Kavanagh - Manager Works Brendan Moran - Operations Manager Civil Maintenance AUTHOR: Joshua Dever - Civil Engineer MAITLAND +10 Outcome 5. Moving around our City COUNCIL OBJECTIVE: 5.1.3 To continue to improve road safety for residents of the City THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (d) (i) commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.

EXECUTIVE SUMMARY

Regional Procurement called tenders for the ‘Supply & Installation of Road Safety Barrier Systems’ as an agent for participating member Councils. This report details the tender evaluation process undertaken and seeks Council’s approval to engage a panel of contractors under the terms and conditions of the contract. The contact will commence 1 July 2021 for a term of three (3) years with the option for one twelve (12) month extension.

Maitland City Council | Ordinary Meeting Agenda P34 22 JUNE 2021

15.7 STATION LANE, LOCHINVAR RECONSTRUCTION WORKS - SPILLING OF BATTERS INTO PRIVATE PROPERTY

FILE NO: 2/14 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Kevin Stein - Acting Group Manager Infrastructure & Works AUTHOR: Jayanta Saha - Operations Manager Design & Projects MAITLAND +10 Outcome 5. Moving around our City COUNCIL OBJECTIVE: 5.1.1 To develop a long term program for the delivery of new and maintained local roads and related infrastructure based on sound asset management principles THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

EXECUTIVE SUMMARY

The adopted 2020/2021 Capital Works Program project for the reconstruction and widening of Station Lane, Lochinvar has proposed works for construction of kerb and gutter to the frontages of 35, 47, 47A and 49 Station Lane. These works also include altering the landform of these properties by spilling a road batter.

This report presents to Council a recommendation to waive the property owner contribution to the cost of kerb and gutter construction at 35, 47, 47A and 49 Station Lane, Lochinvar in lieu of compensation for landform alterations.

Maitland City Council | Ordinary Meeting Agenda P35 22 JUNE 2021

15.8 ACQUISITION FOR ROAD WIDENING - 70 PORTER AVENUE EAST MAITLAND

FILE NO: PRP22986 ATTACHMENTS: 1. Locality Plan - 70 Porter Avenue East Maitland 2. Plan of Subdivision 70 Porter Avenue East Maitland RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems Stephen McDonald - Manager Governance and Risk AUTHOR: Barbara Thomson - Senior Property Advisor, Business Systems, Property & Governance MAITLAND +10 Outcome 5. Moving around our City COUNCIL OBJECTIVE: 5.1.2 To deliver improved safety, quality and amenity of local roads through increased road construction and maintenance programs THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

EXECUTIVE SUMMARY

Road widening construction in Porter Avenue between the New England Highway and Rous Street East Maitland was completed prior to the 1960’s. However, the finalisation of the acquisition for the works over six properties within this section of Porter Avenue was not completed.

Voluntary agreement has been reached with the property owner of 70 Porter Avenue with this dealing reported to Council for acceptance.

Maitland City Council | Ordinary Meeting Agenda P36 22 JUNE 2021

15.9 WRITING OFF OF UNRECOVERABLE DEBTS

FILE NO: 2/28 ATTACHMENTS: Nil RESPONSIBLE OFFICER: Leah Flint - Group Manager Strategy Performance and Business Systems AUTHOR: Annette Peel - Manager Finance & Risk MAITLAND +10 Outcome 18. A Council for now and future generations COUNCIL OBJECTIVE: 18.1.1 To ensure the principles of sustainability underpin Council's financial, economic, social, governance and environmental decision-making THAT Council move into Confidential Session to discuss this item under the terms of the Local Government Act 1993 Section 10A(2), as follows: (b) discussion in relation to the personal hardship of a resident or ratepayer.

EXECUTIVE SUMMARY

Council has granted delegation to the General Manager to write off unrecoverable debts up to the value of $5,000. Any amounts greater than $5,000 that are considered unrecoverable require the approval of Council prior to being written off.

As we approach the end of financial year, outstanding debts other than rates are reviewed for any amounts that are considered unrecoverable and should therefore be written off rather than shown in Council’s Annual Financial Statements as part of the accounts receivable balance.

Two debts totaling $35,485.34, each being greater than $5,000 have been identified as unrecoverable and are detailed in this report.

Maitland City Council | Ordinary Meeting Agenda P37 22 JUNE 2021

16 COMMITTEE OF THE WHOLE RECOMMENDATIONS

17 CLOSURE

Maitland City Council | Ordinary Meeting Agenda P38