Upper Hunter Shire Council
A Quality Rural Lifestyle in a vibrant, caring and sustainable community
Upper Hunter Shire Council
All correspondence to:-
PO Box 208 Scone NSW 2337
Phone: (02) 6540 1100 Fax: (02) 6545 2671
Branch offices located at:
Cnr Bettington & Vennacher Streets Merriwa NSW 2329
Phone: (02) 6521 7000 Fax: (02) 6545 2671
47 Mayne Street Murrurundi NSW 2338
Phone: (02) 6540 1350 Fax: (02) 6545 2671
Email: [email protected]. au Web: www.upperhunter.nsw.gov.au
Upper Hunter Shire Council Annual Report 2010/11 | 2
Contents
Mayor’s Message ...... 1 Elected Representatives ...... 2 The Year in Review ...... 3 Organisation Chart ...... 4 Vision, Mission, Charter and Corporate Values ...... 5 Technical Services ...... 6 Environmental Services ...... 9 Corporate Services ...... 13 Council Meetings & Committees ...... 24 Government Information (Public Access) Act 2009 ...... 29 Statutory Disclosures ...... 32 Delivery Program 2010/11 Objectives, Strategies & Performance ...... 49 ADMINISTRATION ...... 50 COMMUNITY SERVICES & EDUCATION ...... 62 ECONOMIC AFFAIRS ...... 73 GOVERNANCE ...... 81 HEALTH ...... 83 HOUSING & COMMUNITY AMENITIES ...... 85 MINING, BUILDING & CONSTRUCTION ...... 92 PUBLIC ORDER & SAFETY ...... 95 RECREATION & CULTURE ...... 99 TRANSPORT & COMMUNICATION ...... 105 WATER FUNDS ...... 111 SEWERAGE FUNDS ...... 113 Appendix 1: POLICY FOR PAYMENT OF EXPENSES & PROVISION OF FACILITIES TO COUNCILLORS ...... 115 Appendix 2: FINANCIAL REPORT ...... 127
Mayor’s Message
THE UPPER HUNTER SHIRE COUNCIL 2010/11 Annual Report is presented to the Community as a report on a year of continuous progress and achievement, following on from 2009/10 when Upper Hunter Shire Council achieved the AR Bluett Memorial Award for Local Government in NSW.
The Annual Report 2010/11 is a record of the Council’s performance and outcomes for the financial year. It is used as a means of communicating performance against stated objectives within the functions and activities of the Council and established benchmarks.
The 2010/11 Annual Report is a positive report in all respects, demonstrating prudent financial management, a sound financial position and most importantly, a year of achievement for Council despite the difficult economic climate.
In 2010/11 Council embarked on its largest ever bridge construction program, with seven (7) new bridges to be constructed over three (3) years. In 2010/11 Council finalised Witneys Creek Bridge and commenced construction on Barsham, Scotts Creek and Timor Creek Bridges. Council has completed a million dollar upgrade to the Regional Airport at Scone with a further $1 million for 2011/12, including additional runway and taxiways.
Further improvements were made to the Medical Centre at Murrurundi, the Scone Library and Neighbourhood Resource Centre were relocated into the former Council offices in Scone, the Aberdeen Information Centre was relocated to the Aberdeen Library and there is a new community gymnasium at Merriwa.
I am very happy to report this year, that the NSW Government funding has eventually been achieved for the Scone/Aberdeen Water Augmentation Scheme. After years of battling, a new funding agreement has been negotiated to allow this scheme to progress to tenders and construction in the 2011/12 financial year.
May I extend my appreciation to all the Councillors for their ongoing contribution and considerable time given to the business of Council as a corporate body and for the staff for making it happen.
The business of Council is extensive and diverse, from aged care to childcare, from roads to airports, saleyards, water and waste as well as regulatory functions in planning, health and the environment. Councillors and staff have a broad range of responsibilities that affect the lives of all our citizens, every day. Thank you all for working so hard for our community.
I look forward to the challenges ahead and commend this 2010/11 Annual Report to you.
Lee Watts MAYOR
Upper Hunter Shire Council Annual Report 2010/11 | 1 Elected Representatives
Cr Errol Bates, Deputy Mayor Cr Lea Carter Cr Ean Cottle “Hampton Park” 111 Hall Road “Grampian Hills” BUNNAN 2337 62 Glenbawn Road MERRIWA 2329 Ph: 6545 4123 ABERDEEN 2336 Ph: 6548 2265 Mob: 0407 413 402 Ph: 6543 7988 Fax: 6548 2265 Fax: 6545 4243 Mob: 0409 654 120 [email protected] Fax: 6541 1594 [email protected]
Cr Lorna Driscoll Cr Bill Howey Cr Michael Johnsen 46 Graeme Street 2 Shaw Street “Puen Buen” ABERDEEN 2336 SCONE NSW 2337 224 Yarrandi Road Ph: 6543 7394 Ph: 6545 1859 SCONE 2337 Fax: 6543 7157 Mob: 0408 685 296 Ph: 6545 2941 [email protected] Fax: 6545 1859 Mob: 0419 696 756 [email protected] Fax: 6545 2311 [email protected]
Cr Deirdre Peebles Cr Pam Seccombe Cr Lee Watts, Mayor 62 Vennacher Street “Yaroonga” 29 Parker Street MERRIWA 2329 BLANDFORD 2338 SCONE 2337 Ph: 6548 2068 Ph: 6546 6365 Ph: 6545 2562 (w) Mob: 0429 320 821 Mob: 0418 466 365 Ph: 6545 3497 (h) Fax: 6548 2068 Fax: 6546 6741 Mob: 0413 036 628 [email protected] [email protected] Fax: 6545 9017 (w) [email protected] Upper Hunter Shire Council Annual Report 2010/11 | 2
The Year in Review
THE ANNUAL REPORT is a document provided to Councillors, the community and government reflecting on the performance and achievements of the Council for the financial year in review.
The Annual report is a statutory report and is one of the methods of demonstrating Council’s accountability for its operational and financial performance.
The 2010/11 annual report for Upper Hunter Shire Council is another positive report card, reflecting prudent financial controls and achievement against benchmark performance indicators and Council’s own objectives.
The 2010/11 Auditors Report, contained within the Annual Report acknowledges Council’s ongoing sound financial position as well as favourable comparison with other like councils in NSW.
The Unrestricted Current Ratio of 4.44 is better than the average of comparative councils which in 2009/10 was 3.84. The Debt Service Ratio of 1.80% is low, allowing for borrowing potential for projects such as the Water Augmentation Scheme and compares favourably to the comparative Council group of 3.97%.
Council’s Infrastructure Renewal Ratio of 89.21% is favourable, demonstrating Council’s commitment to the replacement of infrastructure over the life of the assets, with an average of 100% over the past three years.
During the course of the year Council has reviewed and updated its Community Strategic Plan and Long Term Financial Plan and Resourcing Strategies, reinforcing Council’s focus on long term financial sustainability and service provision.
Council’s priority and greatest proportion of budget expenditure is to roads and bridges. Council has embarked on its most ambitious bridge building program to replace bridges that have reached the end of their economic life. Council commenced or completed four (4) bridges in 2010/11 with seven (7) bridges being constructed over a three (3) year period.
Over a million dollars was expended on an upgrade to the Scone Regional Airport runway, with grant, private contributions and Council funding with a further million dollars to be spent in 2011/12, including additional yards, unloading facilities and improvements for both operations and animal welfare. Again, contributions from the cattle industry through agents and Council fees, allow this work to be done without subsidy from the general ratepayer.
Improvements and new capital projects to community facilities were made to the Murrurundi Medical Centre, Scone Library, Merriwa Community Gymnasium, Public Amenities in Merriwa and Scone Youth Centre.
NSW Government funding for the Scone/Aberdeen Water Augmentation project has been secured after a number of years lobbying and promises, these works will be tendered and construction commence in the 2011/12 financial year.
2010/11 has been a successful year, with many achievements across the Shire.
I extend my sincere appreciation to the elected Councillors and all staff for your contributions and achievements in serving your community through Upper Hunter Shire Council.
I commend this Annual Report as another positive report card for Upper Hunter Shire Council.
D N Dutton BE LGE ATCP GDTM CP(Eng) GDAICP GENERAL MANAGER
Upper Hunter Shire Council Annual Report 2010/11 | 3
Organisation Chart
COMMUNITY
COUNCIL
GENERAL MANAGER Daryl Dutton
Internal Auditor Executive Personal Assistant
Director: Director: Director: Corporate Services Environmental Services Technical Services Steve Pryor Murray James Bede Spannagle
Corporate Services Building Services Engineering Operations Privacy, GIPA, insurance claims Approval of construction certificates, Management and operation of works Rating, debtors, property, RTA agency, building inspections and advice. and services for the three depots stores & procurement, statutory reporting. Environmental Health (Merriwa, Murrurundi and Scone), Economic Development & Tourism Inspection of food shops, hairdressers, including roads and bridges, town Economic promotion, tourism, CTCs real skin penetration premises, health services and parks and gardens. estate development, Merriwa Small Town complaints, on-site sewer installations, Management of RTA single invitation Growth Strategy, community grants and state of the environment reporting. Contract and QA pre-qualification Civil Assets Crops for Hunter. Landuse Planning Community Services Strategic management of Council’s civil Approval of development and assets, (roads, bridges, stormwater, Aged services, cultural services, Family Day subdivision applications, strategic footpaths sports fields, swimming Care, Long Day Care, libraries, Out of planning, LEP amendments, advice to pools, traffic facilities, etc), Council School Hours service, Aged Hostel, youth developers and community. services. buildings including public halls and Compliance museums, replacement programs, Finance Companion animal and stock control, design, traffic management, Creditors, financial reporting, investments. on-site sewerage inspections, camping development assessment and control, Payroll/plant, taxation, records, customer areas, swimming pool fencing, community strategic plan and pre- services administration Scone Murrurundi compliant investigation and action. construction tasks. Recreation Facilities & Merriwa. and swimming pools (Merriwa, Human Resources Murrurundi & Scone) Recruitment, merit selection, job sizing, Technical Support competency assessment, performance Administration, procurement and appraisal, training, OH&S & HR policies. business support to the division. Information Systems Management of the airport, saleyards, Corporate communications and Rural Fire Service and cemeteries. information systems and technology. Local Emergency Management Officer. Building maintenance. Water/Waste Water supply and treatment, sewage treatment and effluent reuse, and solid waste services. Capital works such as Lake Glenbawn water augmentation to Scone and Aberdeen. Plant Services Management of plant services including three mechanic workshops, Council’s heavy plant and light vehicle fleet and RFS plant fleets. Upper Hunter Shire Council Annual Report 2010/11 | 4
Vision, Mission, Charter and Corporate Values
A quality rural lifestyle Vision in a vibrant, caring and sustainable community
. To enhance the quality of life of all Shire residents by the provision of appropriate services and facilities through effective and efficient management of resources. Mission . To serve the community through equality of opportunity and involvement. . To build a prosperous environmentally sustainable future. . To foster sustainable, economic and social growth.
The Local Government Act 1993 (s8) determines Council’s Charter which establishes the principles that are to guide the Council in the carrying out of its functions reflected in this Delivery Program & Operational Plan. . To provide directly or on behalf of other levels of government, after due consultation, adequate, equitable and appropriate services and facilities for the community and to ensure that those services and facilities are managed efficiently and effectively; . To exercise community leadership; . To exercise its functions in a manner that is consistent with and actively promotes the principles of multiculturalism; . To promote and to provide and plan for the needs of children; . To properly manage, develop, protect, restore, enhance and conserve the environment of the area for which it is responsible in a manner that is consistent with and promotes the principles of ecological sustainable development; . To have regard to the long term and cumulative effects of its decisions; Charter . To bear in mind that it is the custodian and trustee of public assets and to effectively plan for, account for and manage the assets for which it is responsible; . To engage in long term strategic planning on behalf of the local community . To exercise its functions in a manner that is consistent with and promotes social justice principles of equity, access, participation and rights . To facilitate the involvement of Councillors, members of the public, users of facilities and services and Council staff in the development, improvement and co-ordination of local government; . To raise funds for local purposes by the fair imposition of rates, charges and fees, by income earned from investments and, when appropriate, by borrowings and grants; . To keep the local community and the State Government (and through it, the wider community) informed about its activities; . To ensure that, in the exercise of its regulatory functions, it acts consistently and without bias, particularly where an activity of Council is affected; and . To be a responsible employer.
Council’s corporate values are the foundation for the performance of Council’s Charter in the achievement of its mission and vision.
These values reflect the attitudes and beliefs of the Councillors and staff and will guide the implementation of this Delivery Program & Operational Plan.
We are and will continue to abide by these corporate values: Corporate . ACCESSIBILITY AND EQUITY Values . OPENNESS AND ACCOUNTABILITY
. COURTESY, HONESTY AND INTEGRITY
. COMPETENT, EFFICIENT AND EFFECTIVE SERVICE
. TEAMWORK
. ENVIRONMENTAL RESPONSIBILITY
Upper Hunter Shire Council Annual Report 2010/11 | 5
Technical Services
SENIOR PERSONNEL: Engineering Operations & Civil Assets
Director THE TWO DIVISIONS are responsible for planning, Bede Spannagle BE (Civil), Grad Cert (Tech Mgmt) maintaining and enhancing the existing local road networks both rural and urban, bridges, footpaths, cycleways and Manager Engineering Operations drainage networks to reasonable and safe standards Stephen Ward BE (Hons), Grad Cert (Tech Mgmt) consistent with location and intensity of use. Responsibilities also encompass Council’s parks, recreation, building Manager Civil Assets maintenance and cleaning services. Jeff Bush BE (Hons), LGE The divisions maintain 160km of sealed regional road, 14km Manager Water & Waste of unsealed regional road, (Merriwa to Willow Tree) 313km John Gould of sealed rural roads, 1,157km of unsealed rural roads and 98km of sealed town streets. In addition, the work of the Manager Technical Support Services divisions extend to the maintenance of over 93 concrete Coleen Pinkerton BBus (Tourism), JP, Grad Dip bridges and major culverts and 32 timber bridges which are (ISM), ME located within the Shire.
Project Manager Under the Roads to Recovery program Council received Robert Dudgeon B.Sci(Arch), B Arch, Dip PM $861,000 for the financial year.
Plant Superintendent The major capital works completed during the years utilizing David Boag this funding included Timor Creek bridge approaches; Witneys Creek Bridge, Merriwa; Campbell St, Aberdeen drainage improvements; Park St, Scone kerb & gutter and drainage; Barsham Bridge replacement Blandford; Kars Springs Road rehabilitation.
Council’s timber bridge replacement program continued with the Mayne St, Murrurundi footbridge and the Timor Creek bridges completed and works on Scotts Creek and Barsham Bridge progressing well.
The major focus of works undertaken on regional roads was directed towards improvements to stormwater drainage, shoulder restoration and bitumen reseals within the Merriwa and Scone areas. An extension to initial seals funded on a 50/50 basis within the RTA repair program was carried out on a 2km section of Willow Tree Road.
In addition to the works completed under the “Roads to Recovery Program” within the urban network, Council allocated funds from the town streets reconstruction program to new kerb and gutter in Victoria Street Murrurundi and Hill St Scone.
Council also undertakes maintenance and construction activities on the Golden Highway under contract to the Roads and Traffic Authority.
Maintenance works to the sealed and unsealed road network were undertaken continuously throughout the year within financial constraints. Additional funds allocated to road reseals has again resulted in a reduction in the current rate of sealed pavement deterioration and is proven to be a cost effective method of maintaining this valuable asset throughout the whole Shire.
Completion of a new playground at Elizabeth Park and grandstand and upgrade of Scone Park were undertaken utilising Federal Government funding.
Works were also undertaken to allow for the upgrade of White Park.
Open channel cleaning and regrading works continued within the shire with the emphasis on improving the quality of stormwater runoff from urban areas.
Upper Hunter Shire Council Annual Report 2010/11 | 6
The Parks, Recreation and Cleaning Section aims to provide and maintain safe, enjoyable, aesthetically attractive recreation and leisure facilities as well as keeping Council facilities in a clean and hygienic condition for the use of the general public.
The Aberdeen Highland Games once again proved successful with a large influx of visitors to the Shire. Preparations for the Scone Horse Festival, King of the Ranges, Back to Murrurundi, and Merriwa Festival of the Fleeces along with other public events throughout the year accounted for a large proportion of the Parks and Gardens available resources.
Tree planting works were undertaken in Aberdeen, Merriwa, Murrurundi and Scone.
The general condition of Council’s active and passive parks has been maintained at a high standard with the sporting fields regularly attracting favourable comment from users.
Improved work techniques and the large number of volunteers from all communities within the Shire area associated with team and individual sports, have again ensured the high level of service is maintained.
Water & Waste
The Water/Waste Division manages the supply of potable water to the towns of Aberdeen, Cassilis, Merriwa, Murrurundi and Scone, along with the transport, treatment and disposal of sewage and solid waste. The Division has continued to improve the standard of its service delivery whilst endeavouring to minimise costs.
Water Supply
A wetter than average year reduced demand for water in the towns of Scone and Aberdeen. Restrictions were only in effect for a short period prior to Christmas
Mains Replacement
Water mains were replaced in the Upper Hunter in the following locations:
Scone Kookaburra Ave Park St Stafford St Kelly St Waverly St
Aberdeen Segenhoe Street St Andrews Street Mount Street
Murrurundi Victoria Street Mayne Street
Merriwa Quigley Street
Reservoirs
New water standpipe commenced at Murrurundi Pre-construction and design work for the Scone High Level Reservoir
Other works
Commencement of the North Scone Industrial area and Scone Airpark/Equine projects. Both projects partially funded by NSW Industry and Investment grants.
Upper Hunter Shire Council Annual Report 2010/11 | 7
Sewerage Services
The sewerage systems continued to operate well throughout the year. Maintenance has focused on problem areas and major work has been completed in a number of areas.
Sewer Mains
Sewer mains in Kookaburra Ave, Scone were replaced. CCTV investigation of sewer mains was carried out in Scone, Merriwa and Murrurundi.
Commencement of the North Scone Industrial area and Scone Airpark/Equine projects. Both projects are partially funded by NSW Industry and Investment grants.
Pump Stations and Sewerage Treatment Plants
The Aberdeen Street pump station electrical and capacity upgrade in Scone was completed.
Effluent Reuse
The Murrurundi Effluent Reuse project provided effluent reuse water from the Murrurundi Sewerage Treatment Plant to the Wilson Memorial Park and reduced the use of drinking water to irrigate the field.
Waste
The provision of a domestic waste collection service and the operation of the Shire’s landfills continued in a smooth manner.
Recycling
Kerbside recycling has been expanded throughout the Shire.
Landfills
An Integrated Waste Management study has been undertaken to assist the direction Council may take with the management of the landfills, domestic waste collection and kerbside recycling.
Technical Support Services
This Division provides management and administrative support to the Department’s operational divisions.
The main objective is to efficiently manage the capital, labour, plant and materials resources made available to the Department to enable the three operational divisions to maximise their delivery of technical services to the community.
The Technical Support Services Division also undertakes the provision of:
Saleyard services – the complex is currently listed No. 8 in NSW for cattle throughput. The saleyards continues to remain a certified EU Scone saleyards improvements and NLIS selling complex. Operation of the Scone Regional Airport. Maintenance and management of the sixteen Council controlled cemeteries within the Shire. Bush fire control for 27 brigades. Emergency services management including 4 SES units and 2 VRA units.
The major capital works undertaken by the division include:
Commencement of saleyards improvements including construction of additional yards, rail replacement, installation of rubber matting, commencement of b double loading ramp and raised laneways. Airport runway rehabilitation, installation of Avgas fuel outlet and taxiway works. Rural Fire Service shed upgrade works at Parkville and construction of new facilities at Settlement Hall, Merriwa.
Upper Hunter Shire Council Annual Report 2010/11 | 8
Environmental Services
SENIOR PERSONNEL: Health and Building Services
Director THE DIVISION is responsible for the control, monitoring and Murray James provision of advice on a range of health, building and environmental issues to the residents of the Upper Hunter Senior Health & Building Surveyor Shire. Ray Phelps Staff attend the offices at Merriwa, Murrurundi and Scone Senior Town Planner regularly to allow health and building inspections to be Vacant carried out and consultations to occur.
Senior Environmental Officer Health Services Paul Smith Council has continued with its food inspection program Customer Services Supervisor throughout the year. All premises in the Shire, where food Diana Davidson JP is prepared for sale to the public, were inspected by Council Health officers.
Council has been actively involved in a number of ongoing programs during the year, which have included:-
Testing of private water supplies (upon request). Testing of the reticulated town water supplies is carried out on a regular basis. Continuing inspection of on site sewerage management systems (OSSMS). Council’s Compliance Officers are primarily responsible for the inspection of OSSMS throughout the local government area. Initial inspections and where necessary, follow up inspections are completed with those areas classified as high risk generally given priority. There are a number of systems which are not registered with Council and further efforts will be given to ensure that all OSSMS are recorded.
Construction Certificates
A total of 298 construction certificates were approved during the year which was an increase on the previous year’s figures.
The level of activity in the building area remains constant and it is anticipated that the coming year will see a further increase in the value of development approved.
Building Certificates
The issue of building certificates (Section 149D, Environmental Planning and Assessment Act 1979) is an ongoing role for Council. Building certificates are issued usually as a result of the sale of property and provide certification that there is no discernible matter that would require Council to serve an order on the building.
There has been a minimal amount of certificates with only ten (10) issued for the year.
On-site Sewage Management Systems
Since the introduction of legislation that requires all on-site waste management systems in the Shire to be registered with Council, there have been approximately 2,500 systems which have been assessed as presenting either a low, medium or high risk to the environment. Further work has been undertaken to ensure that all systems have in fact been registered. This information has been used for the basis of property owners who will be paying an administration charge for OSSMs system. Funds raised have enabled additional resources to be allocated to undertake further inspections over the next 12 months and beyond.
The report prepared for Council by a consultant specialising in on-site waste management systems, continues to be utilised by Council staff in assessing and determining the most suitable methods of on-site disposal for the Shire’s heavy clay soils. This report has been expanded to include Cassilis and the rural residential area around Merriwa. The recommendations contained within the report will continue to be implemented throughout the Shire.
Upper Hunter Shire Council Annual Report 2010/11 | 9 Council’s strategy is to facilitate the long-term sustainable use of residential land to ensure that the cumulative and site-specific effects of wastewater are thoroughly assessed and managed.
During this financial year there have been audits on high risk on-site systems for compliance. During this process, information has been provided on issues relating to householders’ responsibilities, health and environmental risks associated with the system use and specific issues related to the system installed.
There were over 300 inspections undertaken over the 2010/11 period. These involve initial inspections and follow up inspections where rectification work was required.
State of the Environment
A supplementary State of the Environment (SoE) Report is produced by the end of November each year, in accordance with relevant legislation. A comprehensive document is completed each four years – with such document finalised at the end of 2009.
This comprehensive report for the new Upper Hunter Shire Council encompassed the following themes:-
1. Towards Sustainability 2. Human Settlements 3. Land 4. Atmosphere 5. Water 6. Biodiversity 7. Heritage
The Report informs the community on the state of the environment and encourages participation with respect to environmental concerns. The Report forms the foundation for ensuring the maintenance and improvement of the environment. It is anticipated that the SoE Report will in future provide the means of monitoring various changes within the LGA and can be linked to the Local Environmental Plan and Delivery Program and Operational Plan process.
Environmental Programs
Council is an active participant in the Hunter and Central Coast Regional Environmental Management Strategy. Programs Council participated in include: Regional Water, Weeds and Biodiversity Programs, Roadside Environment Project and Rural Residential Sustainability Project.
Land Use Planning Services
The Division is responsible for all aspects of considering and implementing the requirements of local, regional and state planning legislation. Council offers and provides advice regarding development matters in the early stages to allow issues and requirements to be identified and incorporated into the proposal. All forms of advice are provided to clients on all planning matters. Council’s geographic information system (MapInfo) continues to provide valuable assistance in statutory, strategic and general advisory circumstances.
The Upper Hunter Shire Council has three “active” local environmental plans affecting the former local government areas: The Scone Local Environmental Plan 1986, the Merriwa Local Environmental Plan 1992 and the Murrurundi Local Environmental Plan 1993. Council received funding from the State Government to engage consultants to prepare the necessary documentation for a new Upper Hunter Shire Council Local Environmental Plan.. The community has played and will continue to play an important role in the preparation and finalisation of the documentation necessary to produce the new LEP. It was anticipated that the new LEP would be completed by June/July 2009, however, a number of issues in finalising the Landuse Strategy document and its position on the Department of Planning’s ‘priority list’ resulted in its preparation being delayed.
Council has recently been advised by the Department that the finalization of the Upper Hunter Shire LEP is now a top priority and Council’s senior staff will be working with officers of the Department to complete the project.
It is anticipated that draft documentation for submission to the Department of Planning will be finalised in the next 6-12 months.
Upper Hunter Shire Council Annual Report 2010/11 | 10
Strategic Planning
As detailed above, the most significant undertaking will be the consolidation of the three planning instruments into a new Shire wide LEP. Consultants have been appointed to undertake part of the work with a focus on community consultation and involvement in the process
Development of land has continued to be strong in the residential, rural residential, industrial and commercial zones. Residential subdivision has been notable in the larger townships with multiple lot development in Scone, Aberdeen, Merriwa and Murrurundi. In particular, there has been strong demand for land in Scone with developers being encouraged by strong sales and subsequent housing construction.
Planning for the proposed St Aubins subdivision was completed with both Council and the NSW Department of Planning supporting the rezoning. This is a significant area to the south-east of the existing Scone township. This area has the capacity to cater for the growth of Scone’s residential requirements for the foreseeable future. The rezoning was planned to proceed as part of or in conjunction with, the new Shire wide LEP, however, due to delays in finalising the new LEP it was assessed as a “spot” rezoning.
Construction of the new industrial area to the north of Scone known as the Scone Business Park is progressing and it is anticipated that construction of the subdivision will be completed by the end of 2011.
Floodplain Management
Council has engaged consultants to undertake the Aberdeen Flood Study. The Study has been progressing slowly and it is hoped that further resources can be put into this program in 2010/2011. Following completion of the Flood Study, the next stage is the preparation of an Aberdeen Floodplain Management Plan. Additional funding has also been received to update existing floodplain management plans in Scone and Murrurundi.
Development Control
During the 2010/11 period there were 372 development applications approved and complying development certificates (CDCs) issued (including privately certified CDCs) across the LGA with a total value of $35 million.
The average processing time was 30 days per development application. A concerted effort was put into the introduction of new processes to significantly reduce this time over the previous year which was 51 days.
The Department will be looking at improving the information available and forms used by our customers to make the process easier and ensure that an improved standard of applications are being received. Scone Medical Centre development
Encouragement will be given to use complying development provisions to speed up the approval process where possible.
Planning Certificates
There was an increase in the number of planning certificates issued compared with the previous 12 month period. A total of 545 certificates were processed. The processing days per certificate met the target, with an average time of 3 days.
Regulatory Services
The Regulatory Services Section provides control, monitoring of and advice on Companion Animals (dogs and cats) and stock including an emergency only after hours animal control service, operation of the dog, cat and stock pounds and administration of Companion Animals legislation (including registrations, micro-chipping, care and well being of animals and enforcement of the legislation).
The section also caters for Environmental Offences & Penalties Act, The Local Government Act, 1993, Protection of the Environment Operations Act, 1997, the Roads Act 1993, the Road Transport (General) Regulations, Impounding Act, 1993, Fire Safety Regulations, and Waste Minimisation & Management Act, 1995.
Upper Hunter Shire Council Annual Report 2010/11 | 11 The section is accountable for investigating general nuisance complaints including overgrown properties, abandoned vehicles/articles and for the inspection and administration of controls associated with household swimming pools/spas etc.
The section also educates persons and enforces the unlawful disposing of waste on any land without lawful authority.
A major activity undertaken by the Compliance Officers is the inspection of on-site sewerage management systems. During the period there was a total of 300 inspections and/or re-inspections of systems undertaken.
Private Swimming Pool Inspection Program
Private swimming pool fences continued to be inspected during the current year. The majority of private swimming pools inspected were deemed satisfactory although a certain percentage required rectification or repair. In particular it was found that resuscitation charts needed to be replaced in a number of situations. Ongoing inspections are undertaken, where possible in conjunction with other inspections e.g., on-site sewerage systems. This activity is ongoing within existing resources.
Alcohol Free Zones for Scone, Aberdeen, Merriwa and Murrurundi
Alcohol Free Zones are now in all of the major towns. These zones place restrictions on the consumption of alcohol in the locations designated by signage and were adopted following community consultation at the time.
Upper Hunter Shire Council Annual Report 2010/11 | 12
Corporate Services
SENIOR PERSONNEL: Corporate Services
Director The Director Corporate Services oversees the running of the Steve Pryor, B Bus (Accounting) Corporate Services Department. The position directly manages a range of functions including records, revenue, Executive Manager Finance & Admin stores and the Gummun Place Hostel. Melinda Curry, B Bus (Accounting) The Executive Manager, Finance & Administration is Manager Economic Development & responsible for providing a general ledger, budgetary Tourism control, payroll, creditors, costing, management and financial Sean Constable, B Ag Eco (Hons) reporting service, and statutory compliance with the Local Government Act 1993. Manager Community Services Kerri Cone, B Soc Sci, JP The Economic Development and Tourism Manager oversees Council’s land development encouraging sustainable Manager Information Services business and economic development within the Shire. The David O’Brien, Grad Dip Info Sys Mgt, ALGMA Manager is also responsible for Tourism, overseeing the effective operation of the Shire's Visitor Information and Senior Revenue Officer Community Technology Centre network, Merriwa Growth Ken van de Werken, B Bus (LG), JP Strategy Coordinator, Community Grants Officer and the Crops for Hunter Project. A high involvement with Office Manager, Murrurundi community organisations and business representative Cheryl Beatty associations has assisted in development of an Economic Development and Tourism Strategic Plan which was released Office Manager, Merriwa in 2010/11. Gaynor Blackadder Manager, Community Services oversees a range of residential Human Resources Co-ordinator accommodation types (low income, independent living, Melanie Caban aged hostel), youth services, Family Day Care, Early Learning Centre, Out of School Hours service, Cultural Services including community events such as Australia Day as well as Public Libraries. The Manager is also responsible for consulting with the community through the Community Development Committee and at public meetings, and developing the Community/Social Plan – a key document for integration into Council’s annual Delivery Program and Operational Plan.
Manager, Information Services provides an information systems service for the core and corporate functions of Council, which is strategically consistent with the requirements of the business at this time, and operationally competent in allowing managers to conduct their parts of the business of Council.
The Office Manager, Murrurundi provided administrative services for the Shire and manages Council’s initial interface to the public at the reception desk in Murrurundi. Murrurundi office also runs the Hunter Mutual Agency for the residents of Murrurundi and district.
The Office Manager, Merriwa provides administrative services for the Shire and manages Council’s initial interface to the public at the reception desk in Merriwa. Merriwa Office also runs a RTA Agency and a Government Access Program Agency.
The Human Resources Co-ordinator provides and facilitates systems of human resource management for the organisation incorporating recruitment, merit selection, job sizing, competency assessment, performance appraisal, training and legislative advice, which is effective, accurate and cost efficient.
Upper Hunter Shire Council Annual Report 2010/11 | 13 Trainees
Council employs several trainees and apprentices throughout the Shire in various roles. This has been established to facilitate workplace experience for the youth of the Upper Hunter area. Traineeships are either done as a full-time, two year position or as a paid part-time school-based appointment. The school-based traineeship is carried out as part of the selected students year 11 and 12 school curriculum.
These have proved very successful and led to a number of awards to both Council and the individual trainees.
Community Services
Community Services workers are partly funded through the Department of Community Services, Community Service Grants Program with recurrent funding. The Community Services Grants Program (CSGP) assists people in NSW to live in a just society and to participate in strong communities that cope effectively with change and promote safety, welfare and wellbeing.
Community Services staff also oversee the local promotion of the Community Builders Program, providing information and support to groups applying for funds. Community Builders is a community strengthening and capacity building program providing one to three years of project funding to successful applicants It is highly competitive with limited money available for the region. No new projects were funded in Upper Hunter Shire area in 2010/11, however Murrurundi Public School P & C Association was funded for the second year of its cultural project.
Community Services staff provide a wide range of support to the Shire's community organisations including Cancer Council activities, Museum groups, Inter-agencies, Cultural activities and Grants, social planning, celebratory weeks and events, community directories, programmes and Newsletters, and supervision of Council's Hostel, Independent Living Units, Childcare Services, Youth Services and Libraries.
Australia Day Celebrations and Shire Awards ceremonies were held in each district of Aberdeen, Merriwa, Murrurundi and Scone. The Overall Upper Hunter Citizens of the Year in 2011 were Doug & Charleen Liddell and the Upper Hunter Young Citizen of the Year was Ashleigh Hockings.
The talented team of Doug and Charleen has proved a valuable asset since they moved to Aberdeen to "retire" at Willow Grove Village around 9 years ago. They have raised money for numerous causes and organisations including Aberdeen/Rouchel Red Cross, Aberdeen Community Caring, Westpac Helicopter Rescue, Legacy, Scouts, Aberdeen RSL, the Historical Society and St Marks Anglican Church. Their musical skills are regularly utilised at market days in Muswellbrook and Singleton, local Australia Day celebrations, and for school holiday entertainment for youngsters. Doug was responsible for raising money to purchase a community defibrillator for emergencies, provides JP services to the community and assistance to Willow Grove residents to attend appointments and shopping. Having Doug & Charleen Liddell with already received the Taree Mayor's Award for services to their community Mayor Lee Watts from their previous home town, they have continued to devote their skills to an appreciative Aberdeen community.
Ashleigh is described as all round achiever with a friendly smile for everyone. Her daily goal is to do her best in every sphere of her life. A very talented young equestrian, who has bounced back from a serious injury, Ashleigh has also represented Merriwa Central at regional level in athletics and has earned much praise from employers when undertaking work placements to support her business studies. Ashleigh was a very active member of her school community including many years as a Student Representative Council member. Ashley Hockings On Friday 4 March and Sunday 6 March 2011, community groups, schools and residents of the Upper Hunter Shire were encouraged to participate in Clean Up Australia Day Activities. Over 150 people participated in activities organized in Aberdeen, Merriwa, Murrurundi, and Scone. Murrurundi Landcare Tidy Towns group continue to promote Adopt a Spot and reduction of cigarette butt littering through provision of mini butt holders across the Upper Hunter Shire.
Upper Hunter Shire Council Annual Report 2010/11 | 14
Council established a Tidy Towns Committee in July 2008 to assist the working parties in the communities of Aberdeen, Merriwa, Murrurundi and Scone share their activities and coordinate Shire wide projects and this Committee has continued to meet throughout 2010/2011.
In August 2010, the Upper Hunter Shire towns of Aberdeen and Murrurundi participated in the Keep Australia Beautiful NSW Tidy Towns Sustainable Communities Awards. Community projects and volunteers met with assessors in their community over a half day visit August 2010.
Murrurundi Public School was awarded first place in 2010 and 2011 for the Schools Environment Category. Council sponsored two volunteers and a member of staff to attend the 2010 Awards Ceremony in Lockhart.
The Community Services Committee continued developing strategies for inclusion in the Community Strategic Plan. The Crime Prevention Strategy was endorsed by the Attorney General’s Department in 2011.
The Community Services Committee aims to provide leadership, direction and input into Community Services in the Upper Hunter Shire including; Community Profile and development of appropriate community information documents, Community Consultation, Crime Prevention Plan, Disability Action Plan, Cultural Plan, Museum’s Strategy, Libraries Community Halls and Facilities and to assist in the development of strategies for; Housing, Older Persons and an ageing community, Children’s Services, Disability Services, Health and Wellbeing, Women, Men and Families, Harmony, Culturally and Linguistically Diverse community, Aboriginal and Torres Strait Islander community, Community Development Cultural Development, Youth Services, Rural Communities, and Transport.
The Merriwa Community Bus is offered as a cost effective transport option for the communities of Merriwa and Cassilis. The 14 seater bus is utilised mostly for elderly residents and for transporting young people to and from activities or events. The bus includes an easy access step and hand rails. Council also administered a Grant from NSW Transport and Infrastructure for transport of disadvantaged people between Denman, Muswellbrook, Aberdeen and Scone each Saturday. This project was known as the Saturday Shuttlebus. Unfortunately this program was poorly supported and ceased operation in the first part of 2011 with the remainder of the grant supporting transport for disadvantaged seniors and youth in the Shire.
Cultural Activities
Council continues to support Cultural activities which encourage civic pride. In 2010/11 twenty-six (26) applications were received by Council for its Cultural Activity Grants Program. A total of $11,700 was distributed between eighteen (18) community groups.
Council's Community Services staff also plan and co-ordinate a variety of community activities and celebrations including Local Government Week, Seniors Week, and International Women's Day, and have commenced the development of a Cultural Plan for the Shire.
Library Services
In September 2010, Council developed a new Network Agreement with Muswellbrook Council, taking over the employment of Library Staff at the five Library Branches in the Upper Hunter Shire, and continuing to provide buildings and furnishings for the branches. A successful application to the State Library for $80,050 enabled work to start on the upgrading of Scone Library with a relocation to the former Shire Council Administrative Building. The new location has been a popular move with better parking and access, an enlarged and modern area, co-location with the Scone Neighbourhood Centre, and the development of a civic precinct. The grant, matched by Council contributions, will see new shelving and furnishings, increased technical provision, repainting, new signage, and the provision of baby feeding and changing facilities.
Aberdeen Library is open 13.5 hours per week (Monday to Friday), Cassilis Library is open 5 hours per week (Tuesday and Friday), Merriwa is open 16 hours per week (Tuesday to Saturday), Murrurundi Library is open 19 hours per week (Tuesday to Saturday) and Scone Library is open 35.5 hours per week (Monday to Saturday).
All branch libraries hold normal print material in fiction and non-fiction for adults, young adults and junior borrowers. They also have easy readers and picture books for children and toddlers, cassettes and videos plus Scone Library large print and talking books for the sight impaired.
Upper Hunter Shire Council Annual Report 2010/11 | 15 A small collection of CDs and CD ROMs is also available. On-line subscriptions have also been well used by the community. DVDs were added to the collection at all branches and these have quickly proved to be a success, with local video stores sending customers to borrow material they do not hold.
Services offered include photocopying, fax, public access to the Internet, community notice boards, and foreign language material on request, children’s story time and activities, a home delivery service and inter-library loans for material not available within the region.
Activities have been held throughout all branches during the year for children and adults, with Scone branch partnering other community organisations to host the International Women's Day celebrations for the town.
National Simultaneous Storytime (NSS) was held on Wednesday 25 May 2011 and the book was “Feathers for Phoebe” by Rod Clement. Children in all five towns joined our guest storytellers to listen to the chosen book.
The libraries continue to cooperate with a number of community organisations in the Shire. The libraries also provide services to all schools (eg theme material); activities for the Upper Hunter Family Day Care and Out of School Hours services in Scone and the Day Care Unit and Pre-School in Merriwa. The Upper Hunter Family Day Care sessions usually have between 15-20 Educators and children.
The Upper Hunter Shire Libraries also provide services to the aged and disabled in the community. In 2010/11, there were 87 registered home library borrowers and 1,886 items were issued to them. Materials for housebound borrowers are selected and bagged by staff. These are then delivered by volunteers who also do the pick-up of the previous books issued. Some of the deliveries also include material sent to Strathearn Village, Gummun Place and Murravale aged care facilities.
Discarded books and material are provided to aged care facilities and the hospitals in each town.
There are four Book Clubs operating; two in Scone, one in Murrurundi and one in Merriwa. Resources for these Clubs are provided by the Library, and the Clubs meet at the Library premises.
Young Endeavour Scheme
In 2010, Upper Hunter Shire Council organised 6 berths for the Young Endeavour Scheme. Once again the Scheme was well supported by the community and corporate sponsors. Twenty Nine (29) nominations were received from community groups to enter young people into the draw. James Cook nominated by Northern District Retired Mineworkers Association, Joel Gilbert nominated by Joblink Plus, Courtney Hansen nominated by Merriwa CWA, Kristen Hunt nominated by Merriwa Polocrosse, Nicholas McLoughlin nominated by Merriwa Central School P&C Association and Cassandra Sutton nominated by Merriwa Central School P&C Association, were the six young people who were drawn at the celebration dinner to become the Upper Hunter Shire ambassadors and participate in the opportunity of their lifetime, an 11 day voyage on the STS Young Endeavour from Devonport (VIC) to Sydney in December 2010.
Each year the ambassadors return from their voyage and inform Council and their communities about their experiences. The incredible stories and life changing moments are the inspiration that keeps this scheme a significant event on the youth services calendar. Joel Gilbert wrote: “The most rewarding thing I experienced was realising that I had just sailed a ship from Tasmania (which I had never been to) to Sydney.”
Youth Services
Council presented four (4) School Achievement Awards and four (4) Creative Arts Excellence Awards to secondary students in the Shire. The recipients are chosen by each secondary school in the shire. Council presents the Awardees with a certificate and cheque for $1,000 annually at local Australia Day celebrations. The financial contribution is to be used for their tertiary studies.
Upper Hunter Shire Youth Services are partly funded by a renewable grant from the Department of Human Services, Community Services under the Community Services Grants Programme. This funding will be streamed into EIPP (Early Intervention Placement Prevention) Programme funding in 2011/12.
Upper Hunter Shire Council Annual Report 2010/11 | 16
The Upper Hunter Shire Council oversees Merriwa, Murrurundi and Scone/Aberdeen Youth Centres. These Centres provide opportunities for young people, aged between 10 and 17 years, to socialise, develop new skills and have fun in a safe and supportive environment. The Centres work collaboratively on programming and planning monthly calendars incorporating a variety of workshops and events, and combined events and excursions which allow for the young people to meet each other.
Council employed Youth Workers were also involved in organising the local Young Endeavour Scheme function Night, and in preparations for the young people's sea voyage.
Youth Week was held during the first week of April 2011. A cultural camping overnight stay was held at Terragong Reserve in Merriwa. Activities included cooking a preparing and cooking a hangi, two indigenous entertainers involving bush tucker skills, story telling, boomerang throwing, damper cooking, fishing and plenty more. Youth workers took the opportunity to meet and speak with parents about youth activities and local services. Transport was provided from Aberdeen, Murrurundi and Scone. An excursion was organised to the Sydney Royal Easter show as a percentage of young people from the upper hunter had not been to Sydney before. Also a trip to Maitland Goal, this was a combined excursion for all towns, it was very well attended and a great experience by all.
Merriwa Youth Centre is open to young people between 12 and 17 years. Session times are; Tuesdays 5-8pm at the CTC, Thursdays 5-8pm and Fridays 5-9pm. The time changes slightly during Daylight Savings. Youth Workers provide a bus service to drop young people at home after sessions on Fridays.
Murrurundi Youth Centre is open to young people aged between 10 and 17 years. The sessions are divided into two as we have junior and senior sessions. Session times are; Tuesdays at the Community Technology Centre (CTC) juniors 5:30-7pm and seniors 7-8:30pm, Fridays at the Youth Centre Juniors 5-7:30pm and Seniors 7:30- 10pm.
Scone Youth Club is open to young people aged between 12 and 17 years. Session times are, Mondays 5pm - 8pm, Wednesdays 5pm-8pm, and Fridays 5pm- 9pm. The time changes slightly during Daylight savings. Extra excursions and activities were held throughout the school holidays.
During the latter part of the financial year, Scone Youth Centre was demolished and aided by a generous donation of demountable buildings from Scone Grammar School and St Bernard of Clairvaux Parish, Denman, a new Centre has been taking place in 2011, with work expected to be completed by October 2011. The Young people of the Shire will have significant involvement in refurnishing and decorating of the new facility with a grant of $39,500 from the NSW Government's Better Futures Strategy Enhancement Package enabling skills training for young people in landscaping and interior decorating, which will be applied to the new Centre's design. A further $40,000 grant was received from NSW Department of Human Services, Community Services to assist with the fitout of the relocated demountables.
Community Service, Youth Work and Sports Participation Staff have been working with the "Mindmatters" Working Party to promote youth facilities and the development of services in our Shire.
Aged Care
Merriwa’s Gummun Place Hostel is a 16 bed residential aged care hostel for ageing people with low care needs. The Hostel is funded by the Commonwealth Department of Heath and Ageing and resident fees, and supported by Council. The staff continue to keep the home focused on a home away from home for the residents.
The Hostel Committee and staff continued to review processes and policies as part of its ongoing improvement.
Upper Hunter Shire Council Annual Report 2010/11 | 17 The last Hostel accreditation was in 2008/09 when it met all 44 standards of the accreditation through the application and assessment process. During 2009/10 the Hostel let a tender for the construction of an Activities Room for the residents and visiting medical professionals, and the fitout was completed in the 2010/11 period. New gardens were established, and some furniture was replaced. Residents are now enjoying the benefits of the expanded facilities.
Council also provides housing for the aged in Independent Living Units which are self-contained 1 bedroom villas with adapted bathrooms and maintained gardens. There are 8 units at Merriwa, and 8 units and a 1 bedroom house in Murrurundi.
Independent living units provide safe comfortable and affordable Re-vamped gardens Gummun Place Hostel living for residents aged 55 years or over or people with a disability.
The units are available to residents within the local district first, so they can maintain their independence in a smaller unit rather than trying to maintain a larger home.
At Liverpool Lodge in Murrurundi - maintenance of buildings and grounds continued during the year as required.
Resident’s meetings were held and all units inspected to identify areas for maintenance and improvements. A three bay carport was completed at the request of Residents.
The independent living units in Merriwa have been maintained during the financial year to ensure a safe environment is provided for the residents.
Improvements include the installation of a new hot water system in 1 unit, tempering valves in 4 units as well as ¼ shut off taps in the kitchens and bathrooms improving the quality of life for the residents in 3 units.
The residents are encouraged to maintain their own gardens, a fence for security and privacy was installed at the Bettington Street units. This fence has allowed residents to extend their gardens and take ownership of the entire property.
Museum Adviser
In 2008/9 Council successfully applied to become part of the Museums & Galleries of NSW Museums Adviser Program and this has continued through to 2010/11. The Museum Adviser overviews various cultural heritage agencies of the area, assisting with conceptual and practical elements of a broad range of local initiatives, principally related to maintaining viable operations and professional practices in volunteer museums safeguarded by historical societies. Amongst the activities that have been instigated and supported during the period are the establishment of a popular TAFE course for museum carers; a significance assessment project and digitization of sections of the Scone & District Historical Society Museum and Research Centre collection; a review of security and maintenance of display spaces for the Norvill aviation show (in conjunction with the inaugural Back to Murrurundi Festival) and planning for a wedding dress exhibition to be presented by the Murrurundi & District Historical Society. An Upper Hunter Museums Network has been established for information exchange, planning and skills development, leading to the establishment of a Museums website and other future joint ventures.
Sports Participation Officer
The role of Council’s Sports Participation Officer is to increase the number of young people playing organised sport in the Upper Hunter. Sports Activity Days have been organised in Scone, Merriwa and Murrurundi, together with local sporting groups and state development officers. Students have had the opportunity to try a number of sports in the school holidays which has lead to new registrations for the local clubs.
The Sports Participation Officer has also visited schools in the area to promote the benefits of participating in organised sport, as well as to inform students of clubs taking registrations and sporting facilities that are available. Two new junior competitions have been started within the Shire, touch football in Murrurundi and tennis in Scone.
The summer soccer competition has also been expanded to include teams of special needs students and more age groups in the younger divisions. Council hosted its first “Active Girls Breakfast” which aims to keep year 8
Upper Hunter Shire Council Annual Report 2010/11 | 18 and 9 female students engaged in sporting activities, which was well attended by Scone secondary schools. Events were also conducted for Bike Week and Ride to School Day.
Children’s Services
Upper Hunter Shire Children’s Service are very proud of their achievements in relation to the National Childcare Accreditation Councils audit of the Shires children’s services which resulted all three services achieving high quality results.
Family Day Care
Upper Hunter Family Day Care provides home-based child care in the Upper Hunter and Muswellbrook Shires. The scheme serves an area in excess of 13,400 square kilometres and caters for approximately 250 children per year. Care is provided by up to 20 registered care providers or Educators, supported by the Coordination Unit comprising of 4 staff.
The scheme, which operates out of the Scone Administration Building, focused on meeting the National Childcare Accreditation guidelines for quality care. Quality Assurance inspections were undertaken by the National Childcare Accreditation Council in March 2011 with a result of 98% of high qualify indicators being met. The scheme has undergone a branding and review of all documents, forms, polices and procedures to assist in achieving this goal.
The demand for child care in the area continues to grow, particularly the Scone area with advertising by radio and newsprint media targeting this area of need. Registration of Muswellbrook Educators continues to steadily build and Murrurundi has seen a new Educator registered early 2011.
The Coordination Unit staff and Educators have participated in training in areas of child protection, behaviour management and the new Early Years Learning Framework (EYLF) which is to be adopted by all children’s services nationally in 2012. An overhaul of the prospective Educators training package has made it more effective in registering quality educators in a timelier manner.
Educators and Coordination Unit staff met regularly to encourage and support each other, sharing ideas and resources with the aim of improving the level of service provided to the service users and the community.
Upper Hunter Family Day Care continues to provide a vital service within the region, offering child care options to working families, families at risk and those desiring social and educational experiences for their children.
Scone Out Of School Hours
Scone Out of School Hours (SOOSH) provides quality care for children 5 -12 years. Vacation Care is provided during school holidays from 7am - 6pm; After School Care during school terms from 3 - 6pm and Before School Care 6.30-8.30am each school day. Before School care has been an expanded service introduced during the year to meet community needs.
School students from local primary schools in Aberdeen and Scone attend the service which is located in the SOOSH building at St Mary’s Primary School, Waverley Street, Scone. SOOSH is delighted to share the grounds of the school and to work in partnership with the school community.
The service staff consist of Coordinators for Before and After School care and Vacation Care and casual staff who are rostered on supervision duty to maintain appropriate staffing levels in accordance with National Standards and to implement the program.
Vacation Care provides a program full of exciting activities which this year have included several excursions to local venues, barbecues, craft and sports days. Vacation Care is very popular and has a waiting list for each school holiday period. Highlights of the year have been visits to Sledmere Farm, Singleton Gym and Swim Centre, dolphin watching and sand boarding at Nelson’s Bay and the movies. We have also had a “Minute to win it” day, circus day, SOOSH Olympics, boot camp fun and learned ultimate frisbee skills. The list goes on…. TOO MUCH FUN!
Upper Hunter Shire Council Annual Report 2010/11 | 19 Popular additions to the SOOSH calendar this year have once again been the Active After Schools program designed to encourage individual and group participation in physical activities and the Swim and Survive program held during the summer vacation, at Scone Swimming Pool.
Scone Out Of School Hours service continued to be accredited with the National Childcare Accreditation Council and looks forward to continuous improvement developing its services to further meet the out of school care needs of the Scone community.
Upper Hunter Early Learning Centre
Upper Hunter Shire Council negotiated and purchased the former Scone ABC Development Centre in May 2009 after the centre faced closure. Upper Hunter Early Learning Centre (UHELC) commenced operation under Upper Hunter Shire Council from 18 May 2009. It provides quality care for children 6 weeks to school age, from 7am to 6pm on weekdays for 51 weeks per annum, with one week’s closure over the Christmas New Year period. The centre is licensed with the Department of Human Services, Community Services for up to 46 places and provides care in three rooms, Rainbows, Moonbeams and Starbrights. The Centre has filled to capacity for a Centre employing one Early Childhood Teacher, but attracting other qualified staff has been an ongoing challenge and limits potential expansion. A Parent’s Group has been established as a link between the centre, the community and the children’s parents. It meets regularly and has been very active.
Rainbows (Nursery Program 0-2 years)
The program reflects age/stage development, and encourages self help skills. A nurturing and caring environment is provided for all children to grow and learn. UHELC caters for a child’s overall routine of sleep and eating patterns. Daily observations and follow ups are recorded about each individual child’s development. This assists staff in implementing appropriate programs.
Moonbeams (Toddler Program 2-3 years)
The program reflects age/stage development, and encourages self help skills including toilet training and personal hygiene practices. A nurturing and caring environment is provided for all children to grow and learn. Children are encouraged to have a rest after lunch. Daily observations and follow ups are recorded about each individual child’s development. This assists staff in implementing appropriate programs.
Starbrights (Pre-school Program 3-5 years)
The program reflects age/stage development, and is pre-school based. UHELC encourages self help skills including toilet training and personal hygiene practices. A nurturing and caring environment is provided for all children to grow and learn. Children are encouraged to have a rest after lunch. Daily observations and follow ups are recorded about each individual child’s development and this assists staff in implementing appropriate programs. A school readiness program is provided in Term 4 to assist children’s transition to school in the following year.
The Early Years Learning Framework (EYLF) has been implemented in each room, ahead of requirements.
The service is registered with the National Childcare Accreditation Council and gained High Quality ratings in all areas on its recent inspection in early 2011.
Tourism
The three (3) Upper Hunter Shire Visitor Information Centres (VIC), located in Merriwa, Murrurundi & Scone, provide a comprehensive information and promotional service for visitors (coach, self drive, travellers, visiting friends and relatives, telephone/mail/fax/email enquiries) and the community. Scone VIC also provides a wine tasting facility which supports the wineries in the Upper Hunter. Upper Hunter Shire also supports the staffing of the Aberdeen Information Centre now located within the Aberdeen library.
Council’s support in supplying a tourism service is important to the economic growth of the Upper Hunter Shire and continued promotion of the area. This service is delivered through the impartial representation of all tourism-related operators to all visitors and the community.
Upper Hunter Shire Council Annual Report 2010/11 | 20
Scone VIC is a Level 1 accredited Centre and was open seven days (7) per week. Merriwa is a Level 2 accredited Centre and Murrurundi is a Level 3 accredited Centre and where possible, are open seven (7) days per week. The Centres are accredited through the NSW Council of Tourist Association.
The Scone VIC has a full-time tourism coordinator, a number of casuals and a trainee, whilst Merriwa is staffed by a shared employee, casuals and volunteers and Murrurundi is staffed totally by volunteers.
The Shire’s ambassadors and volunteers continue to provide valuable assistance to the Visitor Information Centres with professional delivery of Shire product to domestic, interstate and international visitors.
Economic Development
Council’s vision of “A Quality Rural Lifestyle – in a caring and thriving community” is the basis for development of the local economy. To continue to provide a high quality of lifestyle involves planning for and creating a sustainable future for both residents and businesses. Increasing mining activity on the doorsteps of the shire will impact on Council's ability to claim to have a clean green image which should be supported and maintained wherever possible.
Inclusion of the Upper Hunter Shire within the Upper Hunter Clean Energy Precinct will create opportunities for future business investment and employment growth. The emergence of coal seam gas exploration within the shire will also provide challenges to Council and its residents with economic opportunities and impacts on lifestyle to be weighed up.
Economic development and the creation of employment opportunities are fundamental to the future prosperity and lifestyle for residents. Council’s central focuses are to:
provide support to existing businesses; facilitate the development of new businesses; ensure there is sufficient residential and commercial land available to enable expansion and new development; and ensure the provision of business services throughout the Shire.
There has been moderate population growth (around 1%) across the Shire with most growth occurring in Scone and Aberdeen and this is expected to continue. Population growth coupled with declining average occupancy per household will ensure the continued demand for residential development within the shire. Increasing populations and economic activity within and outside the shire will also provide continued demand for commercial and industrial development.
Networking with key government agencies and departments is important to the ongoing financial support for key infrastructure projects within the Upper Hunter community. Close alliances have been maintained with the Department of Trade Investment NSW, Regional Development Australia (Hunter) and the Premier’s Department. At the local level, working with local business chambers and representative groups provides invaluable information to assist Council in determining future strategies and funding priorities. These key alliances also assist in project development and implementation.
KEY ACHIEVEMENTS:-
The economic development unit of Council has continued to promote the Upper Hunter to both residents and businesses alike. The Upper Hunter Shire is considered a prime development area due to cheaper residential and industrial land, a good level of services and proximity to major employment industries. Development is only possible if services are available so, the identification and development of perceived gaps in services will continue to be a focus of the economic development unit.
The Economic Development and Tourism Committee has worked tirelessly to develop the Economic Development & Tourism Strategic Plan which was adopted by Council in early 2011. This Plan provides strategic direction for Council and industry groups within the region into the longer term and assists in identifying key projects for Council in vestment and State and Federal Government grant schemes
Aberdeen land – Aberdeen Heights residential land has been identified as a key development for Council to provide residential land to facilitate the growing demand for housing the increasing number of workers further down the Valley looking to live in a more rural setting. Council investigated and determined that a joint venture development of this land was not in the interests of Council or its ratepayers. Stages 5 & 6 of the development have been designed and submitted for approval to allow construction and sale of at least 40 lots during 2012. Smaller developments have continued on Graeme St with only one lot left for sale.
Upper Hunter Shire Council Annual Report 2010/11 | 21 Local Brand Management – With the brand of "Horse Capital" in Scone and individual identities for each town and village there has been some focus on development of a branding strategy for the Upper Hunter and its towns and villages. This work will continue into future years as funding dictates.
Merriwa Land – The Oxley View Estate has generated little interest from purchasers during the year. Marketing of the lots has been expanded to agents in Scone and Muswellbrook.
Merriwa Small Towns Growth Strategy – The coordinator has provided great support to the businesses and community organisations of Merriwa until the finalisation of the program in January 2011. Several projects were coordinated during the year including:
. completion of the Merriwa Community Fitness Centre located within a Council building. The focus will now be in establishing a committee responsible for the ongoing operation and management of the community facility and the opening of this important facility; . development and release of the new Merriwa Business Directory; . development of the Merriwa Shop Local Program which included the design and production of natural fibre shopping bags; . regular business dinners have been coordinated with great attendance and fruitful discussions and planning with the input of the local business community.
The coordinator continued to identify projects that will enhance the town’s image, assist business owners and attract new business investment to Merriwa. This position ceased in January 2011, however Council support for the Merriwa business community has continued through the Economic Development Project Coordinator role.
Murrurundi Chamber of Commerce – The Chamber has been involved in the development of a new business directory and has provided representation on the Economic Development & Tourism Committee and the Murrurundi CBD Committee.
Murrurundi Land – Rosedale Stage 1 (17 lots) was completed during 2007. Continued interest in the land has not resulted in sales during the year but is expected to result in sales in 2011/12.
Scone Air Park – The Air Park Development Project commenced in 2011 with upgrades to water and sewer services to the lots. A new re-fuelling service was installed at the airport and taxiways are to be completed in late 2011. It is hoped that this infrastructure investment will enhance the commercial lots available at the airpark and stimulate development of the land.
Scone Airport – Council secured over $1million in State Government funding to match Council and user contributions to fund the rehabilitation of the Scone Airport runway and construct a 100m Runway End Safety Area and construct new taxiways. This project is expected to be completed in early 2012. Development of a business case for the reintroduction of a regular passenger transport service based at Scone Airport has continued and negotiations with potential carriers will be ongoing. Scone Airport rehabilitation works
Scone Development – Significant business development continues in Scone, especially along the New England Highway. Council will continue to support business development to ensure a vibrant retail centre for the future.
. The Farram Lane Car Park Project has continued throughout the year with successful negotiations with land owners expected to allow construction to commence in late 2011. . The Scone Business Park development commenced in 2010/11 with completion of Stage 1 expected in late 2011. Approximately $600,000 in State Government funding was secured to assist the developer to instigate the investment. . Further horse silhouettes have been installed around Scone and some existing ones have been improved through construction of post and rail fencing. Lighting is still to be installed. . Council secured funding for extensions to the Murrurundi Medical Centre. The project budget was $135,000 and is expected to be completed in July 2011 with a new consult room, two new toilets and staff shower facilities. . With increasing coal related train movements through the township Council will continue to lobby for improved road access across the line. . Traffic lights were installed in Kelly Street in 2011. This has initiated the main street beautification project which includes gardens, paving and a walk of fame in the pavement.
Upper Hunter Shire Council Annual Report 2010/11 | 22
Community Grants Officer – The Grants Officer has assisted over 177 community groups during the year. Training and support of local community organisations continues. Workshops and training events in grant writing and project management continue to receive strong support. With the current Coal and Allied funding for the position to cease in late 2011 a new application will be lodged seeking further support for this important role.
Upper Hunter Shire Council Annual Report 2010/11 | 23 Council Meetings & Committees
ORDINARY MEETINGS are conducted on the fourth Monday of each month at 5.00pm. In addition, Councillors conduct special meetings to attend to matters of urgency which arise from time to time. In 2010/11, two (2) extraordinary meetings of Council were held.
The agenda for a Council meeting is available for inspection before an ordinary meeting of Council, both in hardcopy format and on Council’s website www.upperhunter.nsw.gov.au.
Multiple copies are available at Council’s offices in Merriwa, Murrurundi and Scone, and at the libraries in Aberdeen, Merriwa, Murrurundi and Scone.
Public participation is invited by Council. For the convenience of participants this is usually scheduled at the commencement of the meeting.
COUNCILLORS were involved in a number of committees which supplement the work of Council. These committees impacted on a wide range of Shire activities.
The existing committee structure was confirmed by Council on 26 September 2011.
Airport Management Committee This Committee was established to maintain and develop the Scone Airport to a standard acceptable to Council, CASA and Air Services Australia. Crs E Bates and M Johnsen were the delegates to this Committee.
Arts Upper Hunter Committee Cr P Seccombe was delegate to this Committee
Audit Advisory Committee This Committee was established to independently review and monitor the effectiveness of Council’s risk management, internal control and governance processes. The Mayor and Deputy Mayor were delegates to this Committee.
Australia Day Working Party – Merriwa This Committee was established to oversee the planning and District provision of Australia Day activities in the Merriwa district. Cr D Peebles was delegate to this Committee.
Australia Day Working Party – This Committee was established to oversee the planning and Murrurundi District provision of Australia Day activities in the Murrurundi district. Cr P Seccombe was delegate to this Committee.
Australia Day Committee – Scone District This Committee was established to oversee the planning and provision of Australia Day activities in the Scone district. Crs E Bates and L Watts were delegates to this Committee
Cassilis Community Centre Committee This Committee was established to oversee the planning and provision of Cassilis Community Centre. Crs D Peebles and E Cottle or Community Development Officer were delegates to this Committee.
Community Engagement & This Committee was established to provide advice and Communications Taskforce recommendations to Council on the development and implementation of community engagement and communications strategies and processes. Crs L Watts, M Johnsen & P Seccombe were delegates to this Committee.
Community Services Committee This Committee is made up of all social welfare organisations in the Shire. The Committee’s duties are to make recommendations to Council regarding community issues and social planning within the Upper Hunter Shire. Crs L Watts and L Driscoll were delegates to this Committee.
Upper Hunter Shire Council Annual Report 2010/11 | 24
Conduct Review Committee This Committee is responsible for making enquiries into reported breaches, complaint handling procedures and any instances of suspected corrupt conduct, maladministration and serious and substantial waste of public resources in accordance with Council’s internal reporting policy. Hunter Councils panel to be appointed by General Manager or Mayor, as the case may be.
Crops for Hunter Management This Committee brings together the Councils of Muswellbrook, Committee Singleton and Upper Hunter to form a Committee for the administration of Crops for Hunter. Crs E Bates and D Peebles were the delegates to this Committee.
Dartbrook Coal Mine Consultative This Committee comprises representatives from Dartbrook Coal, Committee Muswellbrook and Upper Hunter Shire Councils and was established to monitor complaints received from the community in regard to Dartbrook Coal. Crs L Driscoll and L Carter were delegates to this Committee.
Development and Environmental Services This standing Committee of Council considers development Committee and environmental issues referred by Council. Crs L Carter (Chair), L Watts, D Peebles, and P Seccombe were delegates to this Committee.
Finance Committee The Committee is a standing Committee of Council consisting of delegates from Council for the consideration of financial statements and reports on Council’s operations. Crs M Johnsen (Chair), P Seccombe, E Cottle and B Howey were delegates to this Committee.
Flood Plain Management Committee The Committee is responsible for making recommendations to Council regarding the development within any areas deemed to be impacted or potentially impacted by flood or other waters. Crs L Watts, L Driscoll, L Carter and E Cottle were delegates to this Committee.
Golden Highway Committee This Committee was established to provide a forum for councils along the route and associated organisations to have input into the planning of maintenance and upgrade works on the Golden Highway. Crs D Peebles & E Cottle were delegates to this Committee.
Heritage Advisory Committee This Committee is responsible for making recommendations to Council in respect of the Heritage Study. Crs D Peebles, B Howey and P Seccombe were delegates to this Committee
Hunter Councils Inc Hunter Councils Inc is an incorporated body consisting of representatives of all councils in the Hunter including Lake Macquarie, Newcastle and as far north as Taree. Hunter Councils serves as a political body for local government in this region. The Mayor was delegate to this Committee.
Hunter Valley Museum of Rural Life This Committee provides a mechanism by which citizens of the Shire Committee can participate in planning the future of the museum and its valuable collection of artefacts. Crs L Driscoll, L Carter and B Howey were delegates to this Committee.
Kingdon Ponds and Tributaries Water This Committee was established to monitor the introduction Users Association Water Management of water licensing to landholders within the Kingdon Ponds Committee and Tributaries within the constraints set by the NSW Water
Upper Hunter Shire Council Annual Report 2010/11 | 25 and Local Government Acts. Cr P Seccombe was delegate to this Committee
Liverpool Range Zone Bushfire This Committee is set up under the Bushfire Act for the co- Committee ordination of activities of all bushfire brigades within the Upper Hunter Shire, Liverpool Plains Shire and Gunnedah Shire. Cr E Bates and E Cottle were delegates to this Committee.
Local Environmental Plan Community To assist Council in fulfilling that part of it’s Mission Statement Advisory Committee which seeks to “serve the community through equality of opportunity and involvement by effective teamwork to build a prosperous environmentally sustainable future”. Crs B Howey, M Johnsen, L Carter, E Cottle and P Seccombe were delegates to this committee.
Macquarie Generation Community This Committee is responsible for establishing effective Consultative Committee communication links between Macquarie Generation, the community and government regulators relating to emergency response, health, safety and environmental issues of concern arising from Macquarie Generation’s operations. Cr L Carter and the Director Environmental Services was Council’s delegate to this Committee.
Merriwa Aged Hostel Committee This Committee controls and manages the affairs of the Merriwa Aged Hostel Trust. Crs D Peebles & E Cottle were the delegates to this Committee.
Merriwa Festival of the Fleeces This Committee meets to organise the annual Festival of the Committee Fleeces Crs D Peebles and E Cottle were the delegates to this Committee.
Merriwa Showground Management Manager Engineering Operations was the delegate to this Committee Committee.
Merriwa Sports Users Committee Works Engineer, Merriwa was the delegate to this Committee.
Merriwa Tourism & Promotion Crs E Cottle and D Peebles were the delegates to this Committee Committee.
Mid North Coast Weight of Loads This is an incorporated body consisting of representative Committee councils in the Hunter and Central Coast areas. The Committee regulates the overloading of vehicles and policing thereof. The Manager, Civil Assets was the delegate to this Committee.
Moobi School Site Committee This Committee’s primary role is to manage the former Moobi School site for community purposes. The Manager Technical Support Services was the delegate to this Committee.
Murrurundi CBD Committee This Committee was established to provide advice and recommendations to Council on the development and implementation of plans to upgrade the Murrurundi CBD and surrounding streetscapes. Crs L Watts and P Seccombe were the delegates to this Committee.
Murrurundi District Historical Society This Committee was established to protect, restore, enhance and conserve cultural and historical information of the
Upper Hunter Shire Council Annual Report 2010/11 | 26
Murrurundi district and act as custodians of public assets except for items on loan in accordance with Council’s Charter. Community Services Officer, Murrurundi was the delegate to this Committee.
Murrurundi Sports Association This Committee was established to act in an advisory capacity to Council’s Works & Technical Services Committee in relation to all matters concerning sporting facilities to cater for the sporting needs of the Murrurundi community. Cr P Seccombe was the delegate to this Committee.
NSW Association of Mining Related Cr L Carter was the delegate to this Committee Councils Inc
Risk Management Committee This Committee was established to assess and monitor the adequacy and effectiveness of Council’s risk management framework. Council staff are delegates to this Committee
Rural Water Scheme Committee This Committee is responsible for planning and managing the development and establishment of an irrigation scheme to service Scone and district and area landholders within the constraints set by the NSW Water and Local Government Acts. Crs E Bates, M Johnsen, L Carter and E Cottle were delegates to this Committee.
Scone & District Chamber of Commerce One delegate is required to act as a conduit between Council and Industry Inc and the Chamber of Commerce and Industry Inc. Crs M Johnsen and B Howey were delegates to the Chamber.
Scone & Upper Hunter Horse Festival The General Manager was the delegate to this Committee. Committee
Scone & Upper Hunter Regional The Committee consists of delegates from Council, stock and Saleyards Committee station agents, and growers. The Committee is responsible for the operation of the Scone Saleyards and makes recommendations to Council on all issues relating to the provision of saleyards facilities within the Upper Hunter Shire. Crs E Bates (Chair), L Carter and E Cottle were the delegates to this Committee.
Scone/Aberdeen Sports Association Cr Howey and Manager Civil Assets was the delegate to this Committee.
Scone CBD Committee This Committee was established to provide advice and recommendations to Council on the redevelopment and implementation of the plans to upgrade Scone CBD and surrounds. Crs L Watts, E Bates, D Peebles & B Howey were the delegates to this Committee.
Settlement Hall Committee This Committee is responsible for the day to day operation in the care and management of the Settlement Hall and to ensure that the facility is managed efficiently and effectively. Crs D Peebles & E Cottle were the delegates to this Committee.
Tidy Towns Committee This Committee’s aim is to form partnerships between Council and the community to keep the Shire looking clean and tidy and facilitate involvement in Keep Australia beautiful initiatives. Crs D Peebles and P Seccombe were delegates to this Committee.
Upper Hunter Shire Council Annual Report 2010/11 | 27 Upper Hunter County Council (Weeds) Crs E Bates, L Carter and M Johnsen were the delegates to this Committee.
Upper Hunter Economic Development & The aim of the Committee is to encourage economic Tourism Committee development and tourism, develop tourism infrastructure and promote the Shire on a local, regional, national and international basis. Crs D Peebles, M Johnsen, P Seccombe and B Howey were delegates to this Committee.
Family Day Care Joint Committee The Committee was established to manage the Family Day Care Scheme, and is administered by Upper Hunter Shire Council, covering the Shires of Upper Hunter and Muswellbrook. Crs L Driscoll and P Seccombe were delegates to this Committee.
Upper Hunter Local Emergency Cr E Cottle was the delegate to this Committee. Management Committee
Upper Hunter Shire Land Committee This Committee’s aim is to consider all aspects pertaining to the development, sale and purchase of land. Crs L Driscoll, P Seccombe, Mayor and Deputy Mayor were delegates to this Committee.
Upper Hunter Shire Traffic Committee The Committee is formed under the Motor Traffic Act and consists of delegates from the Council, Roads and Traffic Authority, the local State Member and local police. The Committee is charged with responsibility for making recommendations to Council regarding all matters concerning local traffic regulations. Crs E Bates and L Carter (alternate) were delegates to this Committee.
Walfertan Tannery Community This Committee was established to make recommendations Consultative Committee to Council in respect of the activities and operations of the Walfertan Tannery in relation to compliance with conditions of any development and other statutory consents, environmental monitoring and complaints. Cr M Johnsen was delegate to this Committee.
White Park Management & Development This Committee is established to make recommendations to Committee Council on matters in relation to the development of White Park. Crs E Bates, B Howey, M Johnsen and P Seccombe were delegates to this Committee.
Works and Technical Services Committee This Standing Committee of Council considers engineering and technical works issues referred by Council. Crs E Bates (Chair), B Howey, L Driscoll and E Cottle were delegates to this Committee.
Youth Services Committee This Committee is an advisory committee constituted under section 355 of the Local Government Act and makes recommendations to Council. Crs E Bates and L Driscoll were delegates to this Committee.
Upper Hunter Shire Council Annual Report 2010/11 | 28
Government Information (Public Access) Act 2009
PREFACE
IN ACCORDANCE with Section 125(1) of the Government Information (Public Access) Act 2009 (GIPA Act) Upper Hunter Shire Council has prepared a Publication Guide for the year ending June 2011. The following information is contained in this document.
Section 129(2)(a) The manner in which Agencies are to make Government Information Publicly available
Section 129(2)(b) The manner in which an Access Application can be made
Section 129(2)(c) The adoption and amendment of Publication Guides by Agencies (including the obligations of agencies to consult with the Information Commissioner in connection with publication guides and the adoption of model publication guides developed by the Information Commissioner)
Section 129(2)(d) Information to be given to Applicants for Government Information
Section 129(2)(e) The circumstances in which and the extent to which an Agency must or may waive, reduce or refund any fee or charge payable under this Act
Section 129(2)(a) THE MANNER IN WHICH AGENCIES ARE TO MAKE GOVERNMENT INFORMATION PUBLICLY AVAILABLE
Council has available a range of information made publicly available under the GIPA Act. Links to access mandatory publications, open access information and other documents are published on Council’s website www.upperhunter.nsw.gov.au and copies of documents are also available on request.
If the information or document is not readily available, application may be made in writing or by completing an application form provided by Council, or by contacting Council’s Right to Information Officer.
Section 129(2)(b) THE MANNER IN WHICH AN ACCESS APPLICATION CAN BE MADE
Council holds many files, documents, manuals and electronic media related to its operations. In some circumstances (e.g. personal, privacy, business) certain documentation may not be readily available for public viewing under certain provisions of the Privacy and Personal Information Protection Act (PPIPA), or without first a formal application being made under the Government Information (Public Access) Act 2009.
Council encourages the release of information without the need for a formal application, unless there is good reason to require one. In limited circumstances, access to information will require formal access application. If a formal application for information is required, the relevant application form is available from Council and will need to be submitted along with the applicable fees.
Details on how to apply for access to documents under the Government Information (Public Access) Act 2009 are contained in the Government Information (Public Access) Act 2009, Part 4 – Access Applications.
Council records are maintained on a Civica Authority computer system as well as an electronic document management system (TRIM). Actual documents are held either in files, electronically or on microfilm and kept at Council’s administration buildings at Merriwa, Murrurundi and Scone or at the Hunter Records Repository at Thornton.
Copies of non-restricted documents can be supplied at an appropriate copying cost. Copies of petitions, minutes held by Council of meetings by public groups and submissions made by the public in response to any exhibition or request for public input made by Council may be supplied at the appropriate copying fee.
Access to development application plans, specifications and application file front covers by the owner or with owner’s approval may be supplied as per the copying cost as set out in Council’s Fees and Charges Schedule.
Documents subject to copyright may be viewed only. Copies can be obtained from the author.
Upper Hunter Shire Council Annual Report 2010/11 | 29 Section 129(2)(c) THE ADOPTION AND AMENDMENT OF PUBLICATION GUIDES BY AGENCIES (INCLUDING THE OBLIGATIONS OF AGENCIES TO CONSULT WITH THE INFORMATION COMMISSIONER IN CONNECTION WITH PUBLICATION GUIDES AND THE ADOPTION OF MODEL PUBLICATION GUIDES DEVELOPED BY THE INFORMATION COMMISSIONER)
In accordance with Section 20 of the GIPA Act, Council must have a Publication Guide. This Guide is to be reviewed and adopted at intervals of not more than 12 months.
Council’s Publication Guide was reviewed and approved by the Information Commissioner on 9 December 2010 and subsequently adopted by Council at its Ordinary Council Meeting held on 20 December 2010.
Copies of the Publication Guide can be obtained from Council’s offices located in Merriwa, Murrurundi and Scone or can be downloaded from Council’s website www.upperhunter.nsw.gov.au .
Section 129(2)(d) INFORMATION TO BE GIVEN TO APPLICANTS FOR GOVERNMENT INFORMATION
Personal information (as defined by the Privacy and Personal Information Protection Act) contained in any documents held by Upper Hunter Shire Council, will only be supplied in accordance with the PPIP Act, Council’s Privacy Delivery Program and Operational Plan and/or any relevant Privacy Code of Practice.
Section 129(2)(e) THE CIRCUMSTANCES IN WHICH AND THE EXTENT TO WHICH AN AGENCY MUST OR MAY WAIVE, REDUCE OR REFUND ANY FEE OR CHARGE PAYABLE UNDER THIS ACT
Formal Access Applications require a $30.00 application fee and can also incur an additional fee of $30.00/hr processing charge (application for your personal information is exempt from this charge).
A 50% reduction in processing charge may be granted to applicants in cases of financial hardship and where information applied for is of special benefit to the public generally.
Section 125 STATISTICS
Section A – Number of New GIPA Act Requests
Information relating to numbers of new GIPA requests received, those processed and those incomplete from the previous period
NUMBER OF APPLICATIONS How many GIPA applications were received, Personal Other Total discontinued or completed Previous Current Previous Current Previous Current Year Year Year Year Year Year A1 New (including transferred in) 2 3 0 0 2 3 A2 Brought forward 0 0 0 0 0 0 A3 Total to be processed 2 3 0 0 2 3 A4 Completed 2 3 0 0 2 3 A5 Discontinued 0 0 0 0 0 0 A6 Total processed 2 3 0 0 2 3 A7 Unfinished (carried forward) 0 0 0 0 0 0
Upper Hunter Shire Council Annual Report 2010/11 | 30
Section B – Discontinued GIPA Applications
NUMBER OF DISCONTINUED APPLICATIONS Personal Other Total Why were GIPA applications discontinued Previous Current Previous Current Previous Current Year Year Year Year Year Year B1 Request transferred out to another 0 0 0 0 0 0 agency (s.20) B2 Applicant withdrew request 0 0 0 0 0 0 B3 Applicant failed to pay advance deposit 0 0 0 0 0 0 (s.22) B4 Applicant failed to amend a request that 0 0 0 0 0 0 would have been an unreasonable diversion of resources to complete (s.25(1)(a1)) B5 Total discontinued 0 0 0 0 0 0
Note: If request discontinued for more than one reason, select the reason first occurring in the above table. The figures in B5 should correspond to those in A5.
Verbal enquiries should be directed to Miss Leah Murray, Records Officer, or Mr Steve Pryor, Director of Corporate Services, on (02) 6540 1122.
Written requests should be addressed to:-
General Manager Upper Hunter Shire Council PO Box 208 SCONE NSW 2337
Facsimile (02) 6545 2671 Email [email protected]
Council has a pre-printed application form to assist applicants in this process. Before applications are considered, the appropriate fee must be paid.
Upper Hunter Shire Council Annual Report 2010/11 | 31 Statutory Disclosures
THE LOCAL GOVERNMENT ACT 1993 provides for Council to make certain public disclosures (s428). The details which follow refer to disclosures which have not been made elsewhere in this Annual Report.
Audited Financial Reports [s428(2)a]
The Annual Report must contain a copy of Council’s audited financial reports. Please refer to Appendix 2.
Please note that the complete audited financial reports are also available as a separate document entitled “Upper Hunter Shire Council Financial Report for the Year Ended 30 June 2011”.
Rates and Charges Written Off [s428(2)a cl 132]
The Local Government (General) Regulation 2005, clause 132, requires that “The Council’s annual report must include the amount of rates and charges written off during the year.”
2010/11 ss575-583 ss585-595 Other General rates $180,794 $836 $2,691 Sewer rates $71,149 Water charges $74,223 Waste management $48,665 H-CR CMA* $21 $86 Interest $348 $865 Odd cents $212.57 Total $374,831 $1,205 $3,854.57
*H-CR CMA is the Hunter-Central Rivers Catchment Management Authority. Council acts as its agent for the collection of its fees. s575-583 of the Act refers to reductions in rates and charges (up to $250) which are applicable to eligible pensioners. The full amount of the reduction is written off by the Council.
Councils are reimbursed 55% of the amount written off, by the Minister of Local Government. s585-594 enables a ratepayer to apply for a postponement of part of the rates on land which is used only as the site of a house or rural land but, because of its zoning or permitted use, is valued for rating purposes in a way that reflects its permitted use rather than its actual use. s595 requires Council to write-off that proportion of the postponed rates and accrued interest which are five years old.
“Other” includes:
s564 write-offs: Council may enter into an agreement with a ratepayer for the periodical payment of rates and charges. Council may also write-off or reduce interest accrued on rates or charges, if the ratepayer complies with the agreement.
s555 - crown land which was subject to lease and hence rates. The lease was cancelled and the unpaid rates for the remainder of the period, was abandoned (Rates and Charges Regulations clause 11).
Performance [s428(2)b]
A comparison of Council’s actual performance of its principal activities with its projected performance (as set out in Council’s Delivery Program & Operational Plan 2010/11 – 2013/14) is detailed at the end of this report.
State of the Environment [s428(2)c]
Details are included in the report “Environmental Services”. The complete report is available on request.
Upper Hunter Shire Council Annual Report 2010/11 | 32
Condition of Public Works [s428(2)d]
A report on the condition of the public works under the control of Council is included in Special Schedule 7 of Appendix 2.
Legal Costs [s428(2)e]
A summary of the amounts incurred by Council during 2010/11 in relation to legal proceedings taken by or against Council (including amounts, costs and expenses paid or received by way of out-of-court settlements, other than those, the terms of which are not to be disclosed) and a summary of the state of progress of each legal proceeding and (if it has been finalised) the result.
Details Status Cost to Council 2010/11 General legal advice Not applicable $12,463 Planning Matters Finalised for year $19,223 Rate recovery action * Finalised for year $84,321 * The total costs associated with rate recovery action are passed onto the relevant debtors
Mayoral & Councillor Fees and Facilities [s428(2)f cl 217(1)(a1)(i)-(viiii)]
Council’s policy on the provision of facilities for use by councillors and payment of expenses was revised and adopted on 2 May 2011 and is included at the end of the Annual Report as Appendix 1.
Expenses 2009/10 2010/11 Mayoral fees $29,387 $29,569 Councillor fees $74,288 $77,451 Meals $9,621 $9,385 Travelling /accommodation $18,649 $18,000 Councillor facilities Nil Nil Conference expenses $7,197 $10,456 Telephone Calls Nil Nil Training/Skill Development Nil Nil Overseas Visits Nil Nil Spouse/Partner Nil Nil Child/Family Care Nil Nil Election Nil Nil Total $139,142 $144,861
Senior Staff [s428(2)g cl 217(1)(b)(i)-(v)]
At 30 June 2011, Council employed one senior staff, being the General Manager. The total value of the remuneration package payable was:
2009/10 2010/11 Salary Component $138,288 $145,820 Bonus/Performance $0 $0 Employer’s Contrib. to Super $50,000 $50,000 Non-Cash Benefits $6,000 $6,000 Fringe Benefits Tax $8,122 $12,021 Total $202,410 $213,841
Contracts [s428(2)h]
Details of each contract awarded by Council during that year (whether as a result of tender or otherwise) other than:
(i) employment contracts (that is, contracts of service but not contracts for services), and (ii) contracts for less than $150,000
Upper Hunter Shire Council Annual Report 2010/11 | 33
Contractor Nature of goods or services Total amount payable including GST Conplant Amman Rollers (2) $302,224 Westrac Cat D6 Dozer $522,780 JT Fossey Tipper Truck $235,587 Jetpatcher Isuzu Truck $338,650 VCV Newcastle Water Cart $228,650 Tropical Asphalt Asphalt Scone Aerodrome runway $1,175,931 Total $2,803,822
Environmental Programs [s428(2)i]
Details are included in the report “Environmental Services”.
Bush Fire Reduction Activities [s428(2)i1]
Upper Hunter Shire Council has formulated a Service Level Agreement (SLA) with the NSW Rural Fire Service and the councils of Liverpool Plains and Gunnedah to form the Liverpool Range Zone.
Activities in 2010/11 included: Participation in the Liverpool Range Zone Bushfire Management Committee including input into the Plan of Operations for the Risk Management Plan as prepared under s52 of the Rural Fires Act. Liaison with Working Groups within the RFS including welfare, communications, community safety and training Input into the development of the Service Delivery Model (SDM) including budgetary reporting and preparation of estimates Maintenance of the Standards of Fire Cover within the shire including vehicle replacement program. Construction of fire stations to house tankers including welfare facilities for volunteers Fire trail construction and maintenance on designated fire trails using Bushfire Mitigation Funding Support during bushfire incidents Training of Council personnel in Basic Bushfire Awareness
Under s54 of the Rural Fires Act 1997, Council also carried out routine hazard reduction activities, including the continuous slashing of road verges, village street verges and park areas.
Upper Hunter district currently has 27 brigades with 842 registered volunteers, of whom approximately 600 are registered as active.
RURAL FIRE SERVICE Hazard reduction Entire Shire – verge mowing on main roads, village streets, reserves TRAINING Large volunteer commitment to training including participation in basic firefighter, advanced firefighter, village firefighter, crew leader, first aid, chainsaw, communications. A majority of this training was conducted within local brigade levels at flexible timeframes to suit local requirements and encourage participation. Identification and assessment of Recognised Prior Learning (RPL) of volunteer skills and knowledge INCIDENTS Included bush and grass fires, motor vehicle accidents and building fires (NB: does not include involvement at the Zone and out of area level).
Multicultural Services [s428(2)j]
The Upper Hunter Shire Council local government area had a total population of 12,995 at the 2006 census.
Upper Hunter Shire Council Annual Report 2010/11 | 34
In the 2006 census, 401 people identified themselves as Indigenous or 3.09% of the total population. 215 persons identified themselves as speaking a language other than English at home, representing 1.65% of the total population.
Council - contributed financially through its Cultural Activity Grant Program to Koori Kids, for its NAIDOC Week School Initiatives Competition. Council registered with the Translating and Interpreting Service (TIS) National. The Department of Immigration and Citizenship (DIAC) provides the TIS National interpreting service for people who do not speak English and for the English speakers who need to communicate with them.
Council consults with the Ethnic Communities Council and Northern Settlement Services when required. Multicultural issues in the community were discussed at the Community Development Committee and as part of the review of the Social and Community Strategies.
Council's Economic Development & Tourism section has been liaising with Primo, a local employer of Ethnic people, to develop ways of welcoming CALD people to our community and providing information about services and opportunities.
Private Works [s428(2)k]
The following summary relates to private works undertaken by delegated authority or resolution of Council. Private works are neither fully nor partially subsidised by Council. There were no specific resolutions in regard to Private Works by Council during 2010/11.
Nature of Work 2009/10 2010/11 Bitumen sealing and repairs $126,737 $125,499 Water connections/repairs/other $32,210 $20,818 Private rural road repairs $58,164 $40,948 Plant hire $118,259 $41,705 Sewer $35,179 $3.601 Truck accidents / Traffic control $0 $3,511 Concreting/ K&G, gutter, driveways $3,027 $210 Water line relocation work $35,346 $0 Contract Works $0 $292,888 Other $20,650 $15,208 TOTAL $429,572 $544,388
Grants under s356 [s428(2)l]
Council may contribute money or otherwise grant financial assistance to persons for the purpose of exercising its functions. In 2010/11, Council made the following grants:
2009/10 2010/11 Community Groups $37,602 $16,883 Schools & Education $9,900 $14,200 Cultural Activity Grants & Events $25,069 $23,200 Sporting Groups/Events $1,150 $1,100 TOTAL $53,181 $55,383
Human Resource Activities [s428(2)m]
The Local Government Act 1993 (s403(b)) requires particulars of “human resource activities (such as training programs) to be undertaken by the council”. Council employs a Human Resources team to facilitate systems of human resource management for the organisation.
Council acknowledges that our employees are our most valuable asset in relation to providing quality services to our community. Council’s Human Resources team aims to facilitate the productive contributions of Council’s
Upper Hunter Shire Council Annual Report 2010/11 | 35 employees through the provision of progressive and effective human resources policies and systems. Also to ensure that Council fulfils it’s legislative and ethical obligations by providing advice and support in regard to all employee related matters.
Projects and activities undertaken in 2010/11 include ;
Industrial Relations, Salary System and Workplace Agreement
The implementation of the salary system and workplace agreement was monitored. A wage increase as per the industry standard (2.6%) was implemented in November 2010.
Competency Assessment and Performance Management Systems were implemented and annual review undertaken.
Accurate information and training provided to all staff on human resources and industrial relations matters.
Positive and constructive relationships have been maintained with employees and unions to ensure effective communication and in-house resolution of all grievances.
Staff Administrative Principles and Polices
All relevant administrative principles and policies (excluding those associated with the workplace agreement) relating to staff were up-dated and reviewed (according to review schedule) to ensure that they are current and relevant.
Training provided to managers and supervisors in requirements of some high priority HR administrative principles.
Human Resources Information System
Continued implementation of the use of Civica to record Human Resources information and data, resulting in a significantly more accurate and accessible system. This process is to be continued into 2011/12.
Training Program
New training and development administrative principle developed and implemented.
Council’s annual training plan was developed using information gathered in the annual assessment process.
Council’s training plan was implemented to address future needs of Council and to facilitate staff progression within the salary system.
Training records have been maintained in Civica. These records have been utilised to assist in timetabling of legislative training eg Traffic Controller’s, First Aid.
Council pro-actively sought alternatives for delivery of training to staff and Councillors to allow flexibility, cost reductions and resource sharing with other Councils.
Occupational Health and Safety
A comprehensive review of Council’s Alcohol and Other Drugs policy was undertaken and implemented.
Implementation of Councils Occupational Health and Safety Management system monitored. A full review to be undertaken in 2011/12.
Council continued the ongoing development of safe work method statements during 2010/11, particularly for those tasks that have been identified as high risk areas. A review of all existing safe work method statements was commenced; this is to be completed in 2011/12.
General
Council’s successful Trainee and Apprenticeship program was continued and expanded to include an additional traineeship position.
Upper Hunter Shire Council Annual Report 2010/11 | 36
Managers/supervisors were provided with advice to ensure a working knowledge of employment practices, legislation and Council’s human resources systems.
Improvements were implemented in relation to how new employee inductions are conducted and recorded. These aim to ensure that all new employees are provided with an awareness of Council and there obligations as a Council employee.
Council participated in the Hunter Councils’ Human Resources and Training working group and also the Occupational Health and Safety (OHS) group. These groups provided an invaluable network of HR and OHS specialists and advice.
Equal Employment Opportunity [s428n]
Council has continued to focus on improving awareness of EEO throughout the organisation in 2010/11.
EEO matters continue to be dealt with by Council’s Human Resources team and the consultative committee.
During the year the following were undertaken:-
Required EEO policies and procedures were developed and reviewed, and implemented. Training on the awareness of EEO delivered to new staff via the induction process.
External Bodies with Delegated Functions [s428(2)o]
The Upper Hunter Weeds County Council and the Mid North Coast Weight of Loads were the only external bodies which exercised functions delegated by Council.
Controlling Interests in Companies [s428(2)p]
Council did not hold a controlling interest in any companies during the year.
Partnerships, Cooperatives, Joint Ventures [s428(2)q]
Council had a co-operative and joint venture arrangement with Muswellbrook Shire Council in relation to the Upper Hunter Regional Library. This arrangement finished in September 2010 where Upper Hunter Shire Council took over the responsibility for the staff and the day to day running of the libraries. A Management Committee was established with Muswellbrook Council for some shared responsibilities including IT system and collections.
Muswellbrook and Upper Hunter Shire Councils form the Joint Advisory Group which oversees the Upper Hunter Family Day Care Scheme (sponsored by Upper Hunter Shire Council).
Council is a member of Hunter Councils Inc which is a body established for resource sharing for all councils in the Hunter area.
The Hunter Councils Ltd was established by the councils of the Hunter region for the provision of a records repository for the Hunter region of New South Wales. The General Manager of Upper Hunter Shire Council is a director of Hunter Councils Ltd and Statewide Mutual.
The Upper Hunter Weeds Authority is a county council established for weed control by Muswellbrook, Singleton and Upper Hunter Shire Councils.
The Mid North Coast Weight of Loads cooperative is an incorporated body consisting of representative councils in the Hunter and Central Coast areas. The Committee regulates the overloading of vehicles and policing thereof.
Council is a member of the “Upper Hunter Water Utilities Alliance Group” along with Singleton and Muswellbrook Councils. Member councils have committed to provide a unified approach to the sustainable delivery of water supply and sewerage services. Forming the collaborative arrangement allows member council’s to pool resources, reduce duplication and form a common platform to develop initiatives. The alliance identifies regional water and sewerage issues and provides solutions that can be applied in all three shires.
Council is also a member of the Association of Coal Related Councils.
Upper Hunter Shire Council Annual Report 2010/11 | 37 OTHER REGULATORY REQUIREMENTS [s428(2)r]
Overseas Visits Funded by Council [cl 217(1)(a)]
Nil in the period.
Activities for Children [cl 217(1)(c)]
There were 2,631 children aged 0-14 years at the 2006 Census, and this represented 20.27% of the total population of the Shire.
Council operates Upper Hunter Family Day Care, Upper Hunter Early Learning Centre and Scone Out of School Hours Service.
Upper Hunter Family Day Care Scheme covers both the Upper Hunter and Muswellbrook Shires. In 2010/11 the Scheme continued to experience increased demand. Recruitment of Educators continued to be a challenge with the number of Educators not able to meet the demand of children on the waiting list. The Scheme received high quality rating on all sections of the NCAC's Quality Assurance system during the year.
In 2009 Upper Hunter Shire Council purchased the premises and the Long Day Care service of Scone ABC Developmental Learning Centre which was facing closure. Upper Hunter Early Learning Centre began operating from 18 May 2009 which enabled continued access to Long Day Care for families in the Upper Hunter Shire. The UHELC provides care for children from 6 weeks to school age, weekdays from 7am – 6pm. The centre is licensed to provide care for up to 46 children per day. Care is provided across three rooms, Rainbows 0–2 years, Moonbeams 2-3 years and Starbrights 4-5 years. At the end of June 2011 there were 94 children enrolled in the service. The service is now operating at its current maximum capacity for the Staffing level it maintains. The centre underwent it's first accreditation under the management of Upper Hunter Shire Council in early 2011 and received high quality ratings on all sections.
Scone Out of School Hours (SOOSH) service provides an after-school hours care service and a vacation care service during school holidays for children aged between 5 - 12 years. In the past year, the service has expanded to offer before school care to families in the area. SOOSH has its own premises on site at St Mary’s Public School, Scone which provides access to a child friendly outdoor environment as well as a purpose built indoor environment.
Council provided Merriwa, Murrurundi and Scone Pre-schools with financial assistance through a peppercorn lease arrangement and maintenance of their building.
Council is continuing to investigate options to increase the availability of child care across the Shire.
Access and Equity of Services to All [cl 217(1)(d)(i)]
Attachment 3 to Council’s Delivery Program and Operational Plan identifies our Access and Equity Statement. This statement provides a range of strategies which are implemented throughout Council services to ensure access and equity for the community.
Council’s Social/Community Plan is linked with Council’s Strategic Plan and the Delivery Program and Operational Plan. Items about access and equity are included in each area relevant to the issue needing to be addressed. A report on outcomes from the Social/Community Plan is included in this annual report.
Community consultations are held as a part of the process in the preparation of both the Strategic and Management Plans. A number of community consultations both area based and on specific agendas are held throughout the year and items from these consultations are also included in the annual planning documents. Community submissions to the plans are encouraged through consultation processes and via the media. Upper Hunter Shire residents have been exposed to this level of consultation for many years and continue to increase in both participation and responses.
The Social/Community Plan was partially reviewed by Council’s Community Development Committee one section at a time. Feedback and outcomes from this review were presented to Council as part of the committee minutes.
Council operates a Community Services Committee; this committee’s responsibilities included developing strategies for a range of social issues. This committee also oversees the implementation of Council’s Disability Access Action Plan and Crime Prevention Plan.
Upper Hunter Shire Council Annual Report 2010/11 | 38
The Community Services Committee and Council hold meetings which are open to the public. Meetings were held in Bunnan, Merriwa and Scone during the year. Council also utilises video-conferencing allowing residents of Merriwa and Murrurundi to participate in Community Services Committee meetings. Such meetings facilitate access for local communities to access Councillors, officers and committee members and are advertised in local media.
Council’s website provides access to an online community directory and other relevant information about Council and its activities.
Council’s Community Services staff have attended and participated in a range of networks including Hunter Councils (Regional Organisation of Councils) Community Development and Social Planning Team, Upper Hunter interagency, Youth network and Upper Hunter Transport Working Group.
The Children’s services enrolment packages includes information on assistance available for people of non- english speaking background families to request translation services if any difficulties are experienced.
Council is continually working to ensure that it provides safe and accessible venues for the community. In addition, Council runs a small grants program for rural halls which are not council owned to assist with the costs associated with ensuring these buildings remain safe and accessible meeting points for the community.
Hearing loops have been incorporated in Council’s new administration centre committee rooms.
Council services are promoted to the community at any community consultations or through Local Government Week. In 2010/11 this included tours of the Scone Administration Centre , media coverage on current services and projects, and functions to recognise the contributions of community members on Council's Committees. This is aimed at continuing to ensure the community is informed about Council activities and that they are accessible to the community.
A Cultural Activities Grants program is run annually through council offering small grants for community organisations to hold and run cultural activities.
The township of Merriwa has a 16 bed low care Aged Hostel (Gummun Place) the Director of Corporate Services oversees the Hostel with the assistance of the Hostel Supervisor and the Community Services Officer. Council is the trustee of the Hostel. The Community Services officer also oversees eight independent living units and two low income housing flats for people who are aging or have disabilities; the low income units are for those who are unable to access the private rental market.
The Murrurundi Community Services Officer oversees the eight independent living units and adjacent cottage and manages the demand for places. This officer also chairs and minutes the residents meeting at the Murravale Aged Hostel as an independent representative.
Council endorses the work of the Community Services Team members through work plans developed each year with the NSW Department of Human Services, Community Services as a way of ensuring the target group is provided with appropriate services in the Shire. These work plans are assessed each year, with an annual report on achievements being submitted to the Department.
The community plan examines the needs of residents. The plan includes demographic information about the population in addition to looking at the needs of people with disabilities, people from culturally and linguistically diverse backgrounds, Aboriginal people, children and young people, women, older people and unemployed people.
The Community Services Team developed a Disability Access Action Plan (DAAP) which has been adopted and in place for a number of years. The DAAP will continue to guide Council to meeting the requirements of the Disability Discrimination Act.
Report on the Achievements of Council’s Social Community Plan [cl 217(1)(d)(i)]
Council’s Social/Community Plan identified seven (7) community priorities including Improving Local Roads, Provision of Recycling Facilities, Promoting Local Employment, Encouraging the Establishment of New Business in the Shire, Environmental Protection and Weed Control, Provision of Services and Facilities for Youth (12-25), and Managing Appropriate Development. In addition sections based on the themes of Aboriginal and Torres Strait Islanders (ATSI) communities, children and young people, Culturally and Linguistically Diverse (CALD) communities, older people and people with a disability, women, men and families and rural communities were included. The rural communities section also included 13 towns, villages and rural areas of the Shire.
Upper Hunter Shire Council Annual Report 2010/11 | 39 The plan was developed based on a whole of community, whole of Council approach with householder surveys being completed, community consultation held, as well as stakeholder groups and service provider focus groups held on each main theme.
The following outcomes of the community plan have been achieved:-
Improving Local Roads
The Rural Road Network hierarchy and maintenance schedule is documented in Council’s Community Strategic Plan. An Assets Management Plan for roads has been developed including a 15 year reseal and gravel re- sheeting program.
The program identifies priorities for the short to long term. The community provides input into this process on an annual basis.
Recycling
Following the community feedback, recycling was introduced into the Upper Hunter Shire. Kerbside recycling continues to be a success as does recycling efforts at Waste Management facilities. This has assisted to extend the life of Council’s landfill sites across the shire.
Promoting Local Employment and New Business
The Upper Hunter Shire has been promoted for its lifestyle and work opportunities at Country & Regional Living Expo at Rosehill Racecourse in Sydney. A Shire prospectus has been developed that also includes individual prospectuses for each of the shire’s major towns.
Council’s Business Manager Economic Development and Tourism is a member of the Upper Hunter Vocational Education and Industry Network which has been working on opportunities for school based traineeships and developing further programs for young people who will now stay at school longer but have no desire to attend university level education.
Council’s Manager Economic Development and Tourism has worked with Chambers of Commerce and business representative organizations throughout the Shire. Upper Hunter Shire Council continued its support for the Scone Chamber of Commerce Business Awards which now includes a category for Murrurundi businesses.
The Scone Business Retention and Expansion project was established to assist in identifying skills gaps, training needs of local businesses and opportunities for import replacement industries in the local region.
Township marketing plans were developed for Aberdeen, Murrurundi and Scone during the year. These documents provide roadmaps for local business groups and Council for increased business activity and tourism.
The Upper Hunter Shire Council has been actively involved with the local Chambers of Commerce and health organizations to recruit doctors to the local area. Council has sought and obtained funding to invest in infrastructure to improve medical facilities in the Shire. Council provides some housing for doctors and subsidized rental on surgeries in areas of need.
Council worked closely with private land owners to provide industrial land for Scone and this will lead to development of a new industrial estate in 2011/12. The Scone Air Park development will also receive significant funding from the NSW State Government to assist in the development of this land to enable new industry and employment in the aeronautical sector.
The Economic Development & Tourism Strategic Plan draft has been developed and was adopted by Council during 2011.
Environmental Protection & Weed Control
Council has participated in many tree planting projects both as part of its tree planting program and in partnership with community groups.
Several issues regarding knowledge of noxious weeds and landowners responsibilities remain in the community. Some weeds information was distributed as part of subsequent community consultations and during local government week.
Upper Hunter Shire Council Annual Report 2010/11 | 40
With the development of the new Local Environmental Plan, zoning issues and areas for preservation will be considered.
Appropriate Development
A new Local Environmental Plan (LEP) is currently in the process of being developed. Although Council is not now on the Department of Planning priority list for completion of new LEP’s work will continue to some extent to continue the process. It is still anticipated that the new document will be completed within two (2) years.
A comprehensive State of the Environment Report for the Upper Hunter Shire Council was completed and considered by the community before being adopted by Council and submitted to the Department of Local Government at the end of 2009. The annual ‘interim’ report will be prepared as required.
Aboriginal and Torres Strait Islanders (ATSI)
ATSI distribution maps were included in Council’s Social/Community Plan. Further work is required to assist in identifying the traditional owners of the land throughout the Upper Hunter as information is difficult to source.
Indigenous publications are available through Upper Hunter Library Service Branch Libraries.
ATSI contacts are listed in the community directory.
Council staff supported the Upper Hunter Museums Network activity in NAIDOC Week where Brad Franks (Indigenous Art Worker) from Muswellbrook Regional Museum addressed local Museum workers in Best Practice methods of interpreting Aboriginal Culture in our Museums.
A Council Cultural Activities Grant was awarded to Koori Kids to support indigenous activities in the Shire.
Children (0-11)
Council has been involved in the direct provision of childcare services including Upper Hunter Family Day Care, Scone Out of School Hours Care and Upper Hunter Early Learning Centre as well as supporting other community based childcare services.
The demand for childcare places has increased, including flexible care requirements. Upper Hunter Family Day Care (UHFDC) has registered Educators who provide overnight and weekend care. Some Educators also provide families with options for flexible hours including longer hours of care.
The number of UHFDC Educators over the past twelve months has seen a decline and now a slow but continual growth. UHFDC Coordination Unit also provides and coordinates training for Prospective Educators as well as Registered Educators to assist them to meet legislative regulations and quality assurance practices.
The Coordination Unit has achieved a total review of all policies, procedures and documentation relating to Family Day Cere. A new streamlined approach has been received positively by existing educators and Prospective Educators.
The Scone Outside Of School Hours (SOOSH) has just re-signed another five year agreement with St Mary’s Primary School, Waverly Street Scone, for the use of the school grounds, toilet facilities and the multi purpose building, Mercy Hall. The school and the specified SOOSH demountable were repainted and given a facelift. This year has seen the introduction of a new service for SOOSH; Before School Care. After a survey to ascertain interest the service began on 21 February 2011 and is slowly growing in numbers.
Upper Hunter Early Learning Centre is the only Long Day Care Centre in the Shire. The Centre has filled to capacity for its current staffing level, and gained high quality accreditation in 2011. A parent Committee has valuable input into the facility.
Little Rascals Playgroup is supported through the use of facilities at the Scone Youth Centre and Council supports other preschool services through the provision of low cost ventures. Family Insight has been supporting Playgroup services in Murrurundi through provision of family play time at the Murrurundi Pre-school every second Monday.
Baby/toddler change facilities and feeding area are being developed in Scone Library as part of its upgrade. Children's storytime is a regular highlight at Scone Library Branch, with other activities occurring during School holidays and special celebratory days at our other Library Branches.
Upper Hunter Shire Council Annual Report 2010/11 | 41 A community directory is produced annually for the areas of Aberdeen/Scone, Merriwa and Murrurundi. These directories identify the services for residents relating to children. Council has also produced a resident’s guide which provides useful information and contacts for families.
Culturally and Linguistically Diverse
Scone Neighbourhood Resource Centre (SNRC) established a Welcome to Scone Program initially through grant funding. The program aims at establishing a welcoming environment for new residents, as well as a point of contact to meet people. A committee has now been established to continue build on the ground work established by the funding. The project now has been expanded to be a “Welcome to the Upper Hunter” project.
With assistance of the Migrant Resource Centre, Council offices were utilised as a contact point or “hub” where multicultural information and services were available. The SNRC also provides information and assists with access to services for our CALD residents and visitors.
Council has registered with the National Translation and Interpretation Service to be able to seek assistance where necessary.
Some Council documents have provided the options for residents to request copies in languages other than English.
Upper Hunter Library Service has made links with the State Library of NSW to assist in supplying the relevant literature and reading for CALD population in the area. The librarian discusses needs/requests with their members.
Older People
More community services are providing access to 1800 numbers for users in rural and outlying areas.
Access to medical and health related transport options remains a topic of discussion in the community although options have increased and promotion of available services is made.
A Disability Access Action Plan for the Upper Hunter was developed in 2007. The Community Services Committee implements the plan. Disability Access Audits were conducted in Merriwa in December 2009 and Murrurundi in April 2010 as part of the ongoing commitment to improving access in the community. Further audits are to be carried out in the 2011/12 year.
Continuing works programs as identified in the Community Strategic Plan are taking place to improve and extend disabled access and pram ramps on footpaths throughout the shire.
Council’s Senior Management Group has considered the Hunter Council’s Ageing and Place Report. The group has also conducted a Critical Position Analysis which aimed to look at those jobs within council where future gaps in skills and knowledge may lie.
Council provides accommodation for aged and disabled people in both Merriwa and Murrurundi and meeting facilities for Seniors in its Seniors Centre in Scone.
People with a Disability
The Department of Ageing, Disability and Home Care (DADHC) invite Council to attend network meetings.
Early Intervention Support is provided through the Benevolent Society. Upper Hunter Family Day Care employed an Early Intervention Worker with Benevolent Society funding to assist families with additional needs in the Upper Hunter Region, this program finished at the end of December 2010.
Needs regarding transport have been raised at the Transport Working Party where Council is represented by Community Services Officers. Funds from a grant from Department of Transport were utilised to support seniors and people with disabilities, with a bus service each Saturday between Denman, Muswellbrook, Aberdeen and Scone. Unfortunately the service was poorly utilised, and remaining funds were utilised in conjunction with Transcare to provide transport for Aged and disabled people to attend Merriwa community events.
Merriwa MPS has been built and high care beds were included.
Upper Hunter Shire Council Annual Report 2010/11 | 42
Assistance with shopping services is provided in the Upper Hunter Shire. Services promote the assistance available to the community. Volunteers also provide assistance to numerous residents independently.
A Library home delivery service is also provided to people with restrictions that would otherwise limit their access to Library services.
Men, Women and Families
Attempts have been made by Upper Hunter Family Day Care (UHFDC) to recruit additional carers. Although these attempts have had some success, with carers leaving the service, a relative constant number of carers have been achieved.
Council has been involved in various Careers Days and Work Experience programs, also offering traineeships in a number of fields in an attempt to promote the variety of employment options within Local Government.
Progress has been made with medical facilities – Merriwa have an MPS built and in operation. Wilson Memorial Hospital in Murrurundi remains a high priority for redevelopment. Council has provided rooms at the Rural Transaction Centre in Murrurundi for the sole General Practitioner/Visiting Medical Officer with Stage II improvements completed with assistance through Round 4 of the National Rural and Remote Health Infrastructure Program.
Scone Medical Centre extensions were opened during the year enabling on-site scanning and medical support services.
Council has participated in activities such as Country Week Expo in Sydney, which promotes the Upper Hunter as a place to live, work and play. An investment prospectus has been developed.
Sports Participation Programs are operational and well utilised in the Upper Hunter Shire.
Continuing works programs as identified in the Community Strategic Plan are taking place to improve and extend disabled access and pram ramps on footpaths throughout the shire.
Surveys have been conducted by youth services to determine the interests of young people in attending activities and services.
A Transport Options magazine is distributed by local State Member, The Hon George Souris MP.
Men's Sheds Projects have been supported in Scone and Murrurundi through the provision of premises and staff assistance. The Scone Men's Shed moved into the rear of the Senior's Centre, providing the growing membership with excellent facilities including meeting rooms, morning tea and counselling areas, outdoor and shed areas.
The Murrurundi Men's Shed will be using the Youth Centre as an interim meeting place whilst looking for more appropriate facilities.
Young People
Monthly calendars of activities are developed for all youth services in the Shire. Calendars are distributed via school and community newsletters.
Accommodation issues for young people remain relevant with limited rental availability. Accommodation service contact information is available in The Resident’s Guide and local Community Directories.
Centrelink agencies are available in Merriwa and Murrurundi at the Community Technology Centre. Aberdeen and Scone are not eligible to gain a Centrelink agency due to their proximity to Muswellbrook.
Future works and activities for youth services are included in Council’s Strategic Plan and the 2010/11 Delivery Program and Operational Plan. These works included the demolition of the existing Scone Youth Centre and the rebuilding using portable buildings. A number of buildings have been donated to Council for this purpose by Scone Grammar School and St Bernard of Clairvaux Parish, Denman work was substantially completed by 30 June 2011 with some final work now programmed for 2011/12.
Outreach Welfare Services, mostly from Muswellbrook, attend youth services as appropriate.
Upper Hunter Shire Council Annual Report 2010/11 | 43 Rural Communities
Council remains committed to assisting with access to medical services and facilities in the Upper Hunter Shire. Community Services Officers attended local health advisory committees when they were operational.
Upgrades to health facilities have partially been achieved. Merriwa MPS has been built and is operational. Murrurundi remains the number one priority for an upgrade to their health facility and funding was secured during the year to allow modification and expansion of Council owned premises for the relocation of a local GP service and other Allied Health services. In addition, Council has been integral in attracting funding and has built a state of the art medical facilities in Scone including extensions to the building to provide a CT Scanning facility and other Allied Health services. Council has assisted where possible in the attraction of GPs to rural areas. Council is also a sponsor of the CWA Bush Bursary Scheme.
Local Government Week is utilised to highlight careers within council and the services provided to the community.
Council has established a small grants fund for non-council owned halls to assist in the ongoing maintenance and safety issues for those halls. This assists with the ongoing sustainability of these venues in the community.
Aberdeen
A resurfacing plan for sealed roads in the Shire has been developed and included in the Community Strategic Plan.
An annual prioritised works program is included in the Community Strategic Plan and future Delivery Program and Operational Plans.
During 2010/11, works undertaken on the urban streets within the town included Perth Street kerb and gutter and seal maintenance.
Urban stormwater drainage works were completed on Segenehoe St at the St Andrews St intersection.
Tree planting continued throughout the town in partnership with the Aberdeen Garden Club.
Support was given to young people wishing to establish a new Skatepark in the area, with a fundraising committee to be established.
Kerb and guttering capital works program is progressing, with future works identified in the Community Strategic Plan.
The Aberdeen community benefited from securing the services of a GP who is located within the town and a new Chemist Shop.
Blandford
Twice weekly rubbish collection and a recycling service.
Information provided to the local store and local school for the weekly newsletter.
The local shop has remained open.
Council continues to seek funding for water augmentation. Private irrigation districts and extension of water augmentation to Blandford cannot be achieved without stage 1 of the water augmentation progressing.
House numbering process implemented and all properties advised of appropriate house numbers
Bunnan
Rural Road Network Hierarchy and maintenance schedule are documented in Council’s Community Strategic Plan and prioritised. Priorities are included in Council’s future Delivery Program and Operational Plans.
Council continues to monitor its customer service image and response times to community members.
Police passing through Bunnan on their way to Merriwa have provided greater Police presence in the community.
Upper Hunter Shire Council Annual Report 2010/11 | 44
Kerbside recycling provided to areas that already had a kerbside waste collection service.
New bushfire vehicles introduced to the brigade area, with volunteer recruitment increasing.
Cassilis
Cassilis has seen some growth and development in the community, with the local Hotel providing meals and accommodation seven days a week. This has provided some employment opportunities as well as attracted travellers to the community. The local Community Hall & Library Branch has had considerable works completed that have increased the functionality and appearance of the Cassilis Community.
The Merriwa Growth Strategy Coordinator has assisted local businesses in the Cassilis district over the past 3 years where required, such as the Cassilis Hotel.
The upgraded Community Hall Kitchen has assisted the community to hold events and fundraisers. The Cassilis Library has improved it's service and operates from these premises.
The upgrades to the fire shed adjacent to the hall has created a community precinct area.
An education program will be held across the Shire to inform people how and why to report crime, in an attempt to increase police resources.
Ellerston
Rural Road Network Hierarchy and maintenance schedule are documented in Council’s Community Strategic Plan and prioritised. Priorities are included in Council’s future Delivery Program and Operational Plans.
Council and community members continue to lobby for improved television and radio services in the area.
Mobile phone coverage was commented upon the new network distribution maps.
Gundy
Rural Road Network Hierarchy and maintenance schedule are documented in Council’s Community Strategic Plan and prioritised. Priorities are included in Council’s Management Plan.
Council continues to seek funding for water augmentation.
The village is to receive an upgraded fire tanker, which will see an improved fire fighting capability for the village and surrounds
Continued usage of the recreation area for a wide variety of activities and functions
Cemetery capital works identified including extension of area. Large number of genealogy enquiries on this area.
Merriwa
Merriwa has two local Doctors, which has reduced the waiting time and the new Multi Purpose facility at the hospital is providing care for a number of higher care patients as well as recovery and rehabilitation from some surgery, this includes palliative care.
The Merriwa community gymnasium was opened during 2010/11.
Included in the annual Council budget is a Footpath Maintenance program. Annual risk assessments are completed on all footpaths to determine where areas need to be repaired or replaced; works are prioritised according to need.
An education program will be held across the Shire, to inform people how and why to report crime, in an attempt to increase police resources.
Urban stormwater works have continued in the towns with works in Collins Street being undertaken this year.
Upper Hunter Shire Council Annual Report 2010/11 | 45 Merriwa Swimming Pool has undergone capital improvements to the electricity supply and commencements of the hot shower upgrade project funded under the federally funded Regional Local Community Infrastructure Program.
New toilet facilities were built adjacent to Apex and are being will utilised by visitors travelling through Merriwa.
Moonan Flat
Moonan cutting identified for upgrade in Community Strategic Plan. Warning signage has been installed.
Rural Road Network Hierarchy and maintenance schedule are documented in Council’s Community Strategic Plan and prioritised. Priorities are included in Council’s Delivery Program and Operational Plan.
Moonan Flat Public School was closed in 2007.
Extensions to the Rural Fire Station are currently being designed in consultation with the local brigade.
Planning works, including survey, and acquisitions and approvals, for the Moonan Cutting are underway with designs being prepared for the roadworks.
Murrurundi
Council has continued to provide a meeting room at the library for use by community groups and organisations following its relocation into the Council Office building. Other venues are also utilised with the RSL Hall used frequently by groups including the Murrurundi Public School and the Murrurundi and District Arts Council. The Community Technology Centre is utilised for meetings and weekly rehearsals of the local community choir “the Murratones”.
A community directory has been produced for Murrurundi.
New volunteers have been recruited to the Murrurundi and District Historical Society.
The Back to Murrurundi Festival Committee has been supported by Council to hold the inaugural event in October 2010.
Council has supported monthly visits by the Conservation Volunteers Australia team who have worked on re- vegetation and weed control along the Pages River.
A new street map of the town has been produced.
Rosedale subdivision land release has attracted interest.
The swimming pool has undergone major refurbishment including painting.
Parkville
A Rural Road Network Hierarchy and maintenance schedule are documented in Council’s Community Strategic Plan and prioritised. Priorities are included in Council’s Delivery Program & Operational Plan.
Funding applications have been made to improve Television reception across parts of the Shire.
Extensions to the Parkville fire shed commenced, with a single bay steel construction completed and outfitting to be completed in early 2011/12.
Rouchel
Roadworks have continued in the area with bridge maintenance on Council’s timber bridges structures a priority.
Scone
Kerbside recycling continued and the results of promotion and education campaigns, which are held annually as part of Local Government Week, have shown an increase in recycling by the community.
Upper Hunter Shire Council Annual Report 2010/11 | 46
Rural Road Network Hierarchy and maintenance schedule are documented in Council’s Community Strategic Plan and prioritised. Priorities are included in Council’s Delivery Program and Operational Plan.
The Community Strategic Plan identifies priorities for improving footpaths and pram ramps across the Shire.
Consideration of the redevelopment of Kelly Street considered by the RTA including the installation of traffic light and traffic calming devices. Police have run campaigns on Disabled Parking places from time to time to ensure appropriate use of these car parking spaces in the community.
A Street Tree Strategy was implemented.
Elizabeth Park redevelopment was undertaken utilising Regional Local Community Infrastructure Program (RLCIP) funds of $131,000.
The cycleway extension program is identified in the Community Strategic Plan and Delivery Program and Operational Plan.
Plans for Scone Horse Park are yet to be developed.
Scone Swimming Pool has undergone capital improvements to the pump shed, concrete edges and surrounds.
Wingen
Playground equipment installed at Abbotsford Park is well utilised by the community.
Rural Road Network Hierarchy and maintenance schedule are documented in Council’s Community Strategic Plan and prioritised. Priorities are included in Council’s Management Plan.
Wingen street map and signage have been developed.
National Competition Policy [cl 217(1)(d)(ii) - (ix)]
There are two Category 1 business activities – water and sewerage services. The principles of competitive neutrality have been implemented.
There is one Category 2 business activity – being Council’s interest in the Hunter Councils – Hunter Repository. The principles of competitive neutrality have been implemented.
A statement of expenses, revenues and assets in relation to each Category 1 and 2 business activities is included in the Special Purpose Financial Reports included in the document “Upper Hunter Shire Council Financial Reports as at 30 June 2011”.
A complaints handling mechanism for matters dealing with competitive neutrality complaints has been developed and is included in its Policy documents. This can be found on Council’s website under Policies – Customer Services.
Council received no competitive neutrality complaints during 2010/11.
Stormwater Management Services [cl 217(1)(e)]
Council has been levying an annual charge for stormwater management services for a number of years. The charge is being used to increase the level of stormwater projects above those previously funded under the general rate.
The introduction of the new charge raised an additional $90,000 for stormwater projects within the Shire. The project proposed under the 2010/11 Delivery Program and Operational Plan to be funded from the Stormwater charge was:-
Liverpool St, Scone, Main to Park Streets $100,000
Total costs incurred against this project was $119,103
Upper Hunter Shire Council Annual Report 2010/11 | 47 Companion Animals Act & Regulation [cl 217(1)(f)]
There are a number of legislative requirements in respect of Companion Animals that must be satisfied. In this regard, pound data collection sheets were submitted to the Department of Local Government, as well as details of any dog attacks during the year. The Animal Control expenditure which includes companion animals and stock control was approximately $98,000 which was a little lower than originally anticipated. The majority of this expenditure can be attributed to companion animals.
Ongoing community education via individual discussions and media releases was undertaken. Promotion of responsible pet ownership via de-sexing of animals is the subject of media releases. While the number of animals euthanized continues to increase, strategies are place to limit such action whenever possible. Notification of animals that may be suitable for new owners is undertaken via contact with local vets, media advertising, and response to requests from the community for pets.
Several off-leash areas are available for pet owners in the townships. Income from registration of companion animals and impounding fees was just over $54,800 which was higher than previous years.
Lifetime registrations under the Companion Animals Regulation were 638 which was a significant increase on the previous 12 month period due to a program of following up animals which had been micro-chipped but not registered.
Dog and cat related complaints remain higher than in previous years with 314 recorded during 2010/2011.
A total of 142 dogs and cats were impounded during the year. Of this number 67 dogs and cats were released back to owners or new owners. There continues to be relatively high numbers of surrenders and complaints related to the keeping of dogs (primarily). This is a concern due to the increased resources that are required.
Privacy & Personal Information Protection Act [s33]
The Privacy and Personal Information Protection Act 1998 requires each public sector agency to provide in its Annual Report (s 33):
(a) a statement of the action taken by the agency in complying with the requirements of the Act, and (b) statistical details of any review conducted by or on behalf of the agency under Part 5 of the Act.
Part 5 applies to the following conduct:
(a) the contravention by a public sector agency of an information protection principle that applies to the agency, (b) the contravention by a public sector agency of a privacy code of practice that applies to the agency, (c) the disclosure by a public sector agency of personal information kept in a public register.
In December 2007 the Privacy Management Plan was reviewed and the condensed version provided by South Sydney City Council in December 2001 became Upper Hunter Shire Council’s adopted Plan. As part of the review an Administrative Principle and Procedures were developed. These, along with the Privacy Management Plan are regularly reviewed.
Council has provided training to staff in relation to the requirements of the Act and the Plan.
There have been no reviews conducted by or on behalf of the agency.
Planning Agreements [s93G(5)]
The Environmental Planning and Assessment Act 1979 (s93G(5) requires that a planning authority that has entered into one or more planning agreements must, while any such planning agreements remain in force, to include in its annual report particulars of compliance with and the effect of the planning agreements during the year to which the report relates.
Council has prepared and adopted the Upper Hunter Shire Council Section 94A Levy Contributions Plan 2008. The Plan provides opportunities for applicants to enter into voluntary planning agreements.
No such planning agreements are currently in force.
Upper Hunter Shire Council Annual Report 2010/11 | 48
Delivery Program 2010/11 Objectives, Strategies & Performance
IN THE “DELIVERY PROGRAM & OPERATIONAL PLAN 2010/11 – 2013/14" Council defined its functions and activities and detailed its objectives and strategies for each. This information is provided in the following pages, with performance indicators and comments where the actual performance varied significantly from the targeted performance.
In each of Council’s functions and activity areas, there is a consistent set of performance indicators shown, for:
workload effectiveness efficiency service
The workload indicator is not strictly a performance indicator because it simply measures some level of work volume.
The effectiveness indicator aims to provide a measure of the level to which Council’s customers are utilising the service which comprises the principal activity i.e., so much per customer.
An efficiency indicator gives a measure of how well the service is administered i.e., a cost/measure of the output.
The service indicator aims to measure the quality of the services, rather than the cost (efficiency) i.e., response times, customer satisfaction or level of complaints.
These measures are one means of adopting a largely objective way to measure the performance of the organisation for this area of activity.
The aim is to improve the performance of the organisation in delivering this service to you and these indicators are a report to you about how well this is being achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 49
ADMINISTRATION
. Asset Management . Corporate Services . Depot Services . Financial Services . General Management . Human Resources . Information Services . Plant Management . Revenue Services . Stores/Purchasing . Technical Support
Upper Hunter Shire Council Annual Report 2010/11 | 50
Asset Management COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide for replacement and improvement of community infrastructure through best practice and risk management. Maintain the road network, with consideration given to additional sealing only on an economically justifiable basis. Develop intergenerational plans for future infrastructure needs. To participate in and encourage regional and local alliances with other Councils, Government or non-government partners. OBJECTIVE Establish and maintain assets which enhance the public domain and improves the amenity of the Shire. MAJOR ACTIVITIES OUTCOMES Managing the public and civil liability exposure of the Asset inspections undertaken, risks identified with works department. programmed for completion on a priority basis. Continued program to erect signage at remote locations. Develop a comprehensive maintenance strategy for all Asset Management Strategy (AMS) developed. The Council assets. strategy will assist Council to: Improve asset management practices across the organisation. Ensure that asset management practices are applied consistently across the organization. Effectively plan and fund the works program. Competently deliver services to the community. Maintain assets to acceptable standards PERFORMANCE INDICATORS Target Actual
Workload: Risk management of assets under department’s control. Minimise public liability exposure. Achieved Achieved
Effectiveness: Manage the implementation and maintenance of Best 90% 90% Practices into asset management within the department. Compliance with Statewide’s public liability audit. Footpaths Roads 94.2 Signs 94.2 Trees 95.8 90.2 Pools 62.7
Efficiency: Cost of public liability small claims, (% of total expenditure). <0.1% of total Achieved expenditure
Service: (YTD) Number of public liability small claims 4 3 Number of public liability small claims settled 4 2
Note; Small claims are less than the insurance excess of $12,500. COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 51
Corporate Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To efficiently & effectively manage the business of the council within its charter To encourage an open & participatory Council, with emphasis on community engagement, action & response To participate in & encourage regional & local alliances with other councils, government or non-government partners Encourage & build local community capacity within the context of the shire OBJECTIVES To provide an effective and cost efficient level of service to meet the reasonable needs of the residents and ratepayers of Upper Hunter Shire, and the staff of Council. MAJOR ACTIVITIES OUTCOMES Corporate – provide advice, policy development and decision Achieved as required. making support to Council and the General Manager; implement Council policies and General Manager's administrative principles, priorities and decisions; provide primary input into development, maintenance and review of Council's corporate plans. Risk Management – policy renewals by due dates, timely Policies renewed by due dates, all claims submitted promptly. submission of insurance claims. Records – provision of a records system that ensures easy Achieved access to paper and electronic records, continuing implementation of the State Records Act 1998. Department - co-ordinate the Department's operations and Achieved performance, ensure output is monitored and services provided in an effective and cost- efficient manner. Social/Community Plan 2006 – 2009 “People with a Achieved Disability” p 64 PERFORMANCE INDICATORS Target Actual
Workload: Delivery Program and Operational Plan developed and By 30 June 27 June 2010 adopted. Finance Committee review of the Delivery Program 7 Monthly Monthly Operational Plan’s budget and performance indicators. Annual Report (prior year) developed and furnished to By 30 November Prior to 30 Minister. November Risk Management Number of insurance claims submitted 20 21 Records Inwards correspondence items registered 15,000 13,725 Request for information under the GIPA Act 5 3 File retrieval requests from Hunter Records Repository 150 174
Effectiveness: Achievement of the objectives in the Operational & Delivery 95% 100% Plan for each Corporate Support service. Risk Management Number of follow-up requests from Insurers for additional 0 0 information Records Operating cost of records section divided by number of $11.00 $11.00 inwards items registered
Efficiency: Achievement of the objectives in the Operational & Delivery 95% 100% Plan within the budget allocations, for each Corporate Support service. Risk Management Percentage of insurance claims finalised within 3 months 100% 100% Records Number of days that correspondence is not distributed before <5 <5 the following working day
Service: Annual performance reviews of staff in each of the Corporate 100% 100% sections of the Corporate Services Department indicate satisfactory (or better) performance. COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 52
Depot Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively and efficiently manage the business of the Council within its charter. Provide for replacement and improvement of community infrastructure though best practice and risk management. OBJECTIVES Maintain the Upper Hunter Shire Council depots in a manner which will facilitate the safe and efficient movement of pedestrians, vehicles, machinery and materials. MAJOR ACTIVITIES OUTCOMES Provide a safe and secure environment for the movement Unleaded fuel facilities decommissioned. and storage of Council plant and materials. Provide a safe environment for employees that complies with Works continued with signposting a focus. OH& S legislative requirements within the three depots. Provision of adequate facilities for the maintenance and Continued on making improvements. repair of Council plant and equipment. PERFORMANCE INDICATORS Target Actual
Workload Indicator: No of depots 3 3
Effectiveness Indicator: Number of safety incidents with in depot compounds ≤ 1 <1
Efficiency Indicator: Expenditure on maintenance and capital projects Within budget Within Budget
Service Indicator: Ensure adequate facilities are available for the storage 100% 100% and movement of plant, equipment and employees
COMMENTS: Target achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 53
Financial Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively & efficiently manage the business of the Council within its charter. OBJECTIVES Provide a general ledger, budgetary control, financial management and reporting, and internal audit service for the organisation which is effective and cost efficient in its operation while being regarded as better than satisfactory in overall service delivery by managers and other users of the finance systems. Provide efficient secretarial and administrative service to the organisation and Council. Provide efficient and prompt customer service for the organisation to internal and external customers. Maintain Council’s Administration buildings for the safety of staff and public. MAJOR ACTIVITIES OUTCOMES Ensure that Council and statutory reporting requirements are Achieved – all reporting completed by due deadlines. adhered to Provide Council with a timely, efficient and accurate creditor Achieved & payroll service Monitor allocation of revenues & expenses in the general Achieved ledger for reporting processes Provision of customer & secretariat services. Achieved PERFORMANCE INDICATORS Target Actual
Workload Indicator: Finance: Number of Finance Committee reports prepared 12 12 Number of statutory & other reports provided 20 20 General ledger – no of journal transaction lines 8,000 6,749 Payroll: Average no of employees pays processed 220 256 Creditors: Number of transaction line entries 24,000 36,561 Number of creditor payments EFT 5,000 5,388 Number of creditor payments CHQ 950 776 Administrative/Customer Assistance: Number of incoming telephone calls to switchboard 80,000 70,043 Number of counter enquiries 12.500 13,272 Number of receipts (non electronic) 16,500 14,610 Number of electronic receipts 32,000 40,431 RTA Agency enquiries/receipts 5,500 9,713
Effectiveness Indicator: Finance: Number of Finance Committee meetings where agenda papers are provided three days before the 100% 100% meeting. Number of statutory reports provided by the due date 100% 100% Unrestricted current ratio. >2 4.44 Payroll: Wages correctly allocated to appropriate cost centres. 100% 100% Creditors: Creditors invoices paid within prescribed timeframes. 100% 100% Reduction in cheque payments offset by increase in EFT payments. Administrative/Customer Assistance: RTA Agency Commission $42,000 $44,556 Provision of agendas & reports within reasonable timeframe 100% 100%
Efficiency Indicator: Performance plan and indicators achieved within 100% 100% budget
Service Indicator: Finance: Council & management satisfied with the quality of Satisfied Satisfied reports provided by Finance.
COMMENTS: Targets generally achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 54
General Management COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively & efficiently manage the business of the Council within its charter To encourage an open & participatory Council, with emphasis on community engagement, action & response To participate in & encourage regional & local alliances with other Councils, Government or non- government partners Encourage & build local community capacity within the context of the shire Advocate to State & Federal Government for a fair & equitable share of fiscal resources & provision of government services for the community. OBJECTIVES To effectively and efficiently manage a Shire with an area of 8,100 sq kms and a population of 14,000 according to the needs of the community and resources provided by Council. MAJOR ACTIVITIES OUTCOMES To ensure, under Council’s Delivery and Operational Plan, Achieved, subjected to monthly reports to Council. that departments perform to agreed Council expectations in the conduct of Council’s functions and provision of works and services and programs to residents and ratepayers; and with a commitment to providing a quality value for money service for ratepayers and residents. Provide necessary support for the Mayor and Councillors to Achieved fulfill their respective roles. Community Strategic Plan and 10 year Financial Plan Achieved as part of Integrated Planning Delivery and Operational Plan including the Annual Budget Achieved Review Policies and Codes Ongoing Implement Structural Reform Ongoing MAJOR ACTIVITIES FOR 2010/11 Progress Water Supply Augmentation and Rural Water Funding approved – for 2011/12 construction Scheme (RWS) stage 1 Project Draft Consolidated LEP Not achieved Dept of Planning low priority Competitive provision of services Ongoing PERFORMANCE INDICATORS Target Actual
Workload Indicator: Number of Council and Committee meetings Council - Ordinary: 12 12 - Extraordinary: 2 2 Finance 12 12 Works & Technical Services: 11 11 Development & Environmental Services 11 10
Effectiveness Indicator: Achievement of the Operational & Delivery Plan 100% 90%
Efficiency Indicator: Operational & Delivery Plan outcomes achieved within 100% 100% budget
Service Indicator: Number of written compliments and complaints about 0 complaints 0 complaints on the achievement of the Operational & Delivery Plan DPOP outcomes
COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 55
Human Resources COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively & efficiently manage the business of the Council with its charter. OBJECTIVES To provide a appropriate human resources service that meets Council’s requirements MAJOR ACTIVITIES OUTCOMES Human Resources Monitor staff recruitment and selection, ensuring the Staff recruitment monitored and training plan developed. principles of selection on merit. Provide advice and support to management on human Advice provided to management on all industrial relations resources and industrial relations matters matters. Industrial relations matters negotiated satisfactorily – Award All industrial relations matters negotiated satisfactorily. Implementation, Council Agreement and current legislation Training and development co-ordination, including the co- Training plan developed and implemented. ordination and development of the organisational training Relevant training co-ordinated and delivered. plan Commencement of workforce planning initiatives Workforce management plan developed and implementation commenced. Administration of Council salary system and job evaluation Salary system and job evaluation system administered in a system fair and equitable manner. Ensure Council’s Equal Employment Opportunity EEO requirements met, relevant training undertaken. requirements are met Development, review and administration of Council’s Performance management system implemented and Performance Management System reviewed. Review and implement organisational human resources All relevant policies and procedures reviewed and polices and procedures implemented. Occupational Health & Safety Development, review and implementation of Council’s OH&S Management system implemented. Occupational Health and Safety Management System Raise level of awareness of OHS throughout the organisation Awareness of OH&S raised through education initiatives. Injury prevention, rehabilitation and management Injury prevention initiatives undertaken. Workplace injuries managed. Development and implementation of Council’s injury Training program delivered. management processes PERFORMANCE INDICATORS Target Actual
Workload Indicator: Number of equivalent full time staff 195 202
Effectiveness Indicator: Sick leave – average sick leave hours as a % of all paid <3.5 2.7 hours (does not include casual hours) Workers compensation – average workers <0.8 0.9 compensation hours as a % of all paid hours (includes hours worked by all staff) Resignations – cumulative number of resignation <21 22 (includes all permanent FT & PT staff and temporary staff who resign before completing their employment period) OH&S Incidents – cumulative number of reported 55 39 incidents.
Efficiency Indicator: Total operating expenses of HR (including OH&S) $1,136 $1,086 service per EFT (excluding trainees & uniforms)
Survey not Service Indicator: Satisfaction of staff and management with level of >3.5 conducted in this service provided. (Survey, 3 = satisfactory, 4 = good) financial year.
COMMENTS: Significant decrease in workers compensation from last year (1.5). Also a decrease in the Sick Leave average, down from 3.57 last year.
Upper Hunter Shire Council Annual Report 2010/11 | 56
Information Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively & efficiently manage the business of the Council with its charter.
OBJECTIVES To provide effective information and communication systems which meet the current and foreseeable technological needs for each of Council’s departments. MAJOR ACTIVITIES OUTCOMES To implement the Civica Authority solution as a replacement Achieved to councils current corporate information system. Implementation of Voice over IP PABX solution (VOIP) for Achieved Scone office and develop strategy for extending to Merriwa & Murrurundi offices. Upgrade wireless communication links to remote sites Achieved Implement new systems in the new building. Ie: security Achieved monitoring, security access, hearing loops, PC upgrade, network server upgrade & virtualisation, disaster recovery/high availability strategy Plan for migration of all systems to the new building. Achieved PERFORMANCE INDICATORS Target Actual
Workload Indicator: List of monthly Activities / Achievements – Satisfactory Satisfactory satisfactory completion
No. of PCs supported 130 Council PCs, 30 140 Council PCs, 30 Community PC’s (CTC, Community PC’s (CTC, Library, Aged Care, Library, Aged Care, Youth Centre) plus Youth Centre) plus home users home users
Effectiveness Indicator: Link to remote sites out of operation < 1 hour/month < 1 hour/month (7am-6pm)
Server downtime (7am – 6pm work days) < 20 minutes/month < 20 minutes/month
Critical Microsoft flaws addressed Patches applied Patches applied Monthly Monthly
Virus impact < =1 Nil
All networked PC’s operational >99% 100%
Efficiency Indicator: Satisfactory completion of major tasks as per 95% 100% agreed action plan.
Service Indicator: Satisfaction of staff and management with level Satisfactory Satisfactory of service provided, and review of helpdesk No issues identified reporting.
COMMENTS: Council’s technology is sourced and maintained at a level that meets Council’s increasing requirements. Council’s corporate system is still bedding down, but offers the potential for improving the level of service to ratepayers through increased efficiencies, and the deployment of online web-based systems. Improved phone communications across all sites has improved service enabling all sites to operate more cohesively.
Upper Hunter Shire Council Annual Report 2010/11 | 57
Plant Management COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively and efficiently manage the business of the Council within its Charter. Provide for replacement and improvement of community infrastructure through best practice and risk management. OBJECTIVE To efficiently manage Council’s plant fleet in accordance with Council’s Delivery Program and Operational Plan and a 10 year replacement program. MAJOR ACTIVITIES OUTCOMES Managing the maintenance and scheduled replacement of Plant maintenance program completed Council’s plant fleet. Plant replacement schedule achieved under budget PERFORMANCE INDICATORS Target Actual
Workload: Number of plant items managed - Light vehicles 52 54 - Small plant items 138 138 - Large plant items 89 89
Effectiveness: Plant replacement achieved according to the plant 100% 100% replacement schedule and within budget constraints.
Efficiency: Plant utilisation – total 92% 89%
Service: All scheduled maintenance completed within a timeframe that will both minimise disruption to works and ensure plant is serviced within intervals specified by manufacturers. Servicing within 10 hours or 200kms of manufacturers 95% Achieved specifications COMMENTS: Plant purchased included 2 rollers, skid steer, mini excavator, dog trailer, heavy rigid trucks, tractor, slashers, cars and utes as identified within the plant replacement program 3 apprentice heavy vehicle mechanics currently undertaking trade qualifications Utilisation slightly under original target
Upper Hunter Shire Council Annual Report 2010/11 | 58
Revenue Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively & efficiently manage the business of the Council within its charter. To encourage an open & participatory Council, with emphasis on community engagement, action & response. OBJECTIVES To achieve Council’s budgeted rate and annual charges revenues within budgetary constraints, while providing a responsive billing and property enquiry service. MAJOR ACTIVITIES OUTCOMES The issue, reconciling and recovery of debtor amounts. Achieved Debtor and property enquiry service. Achieved Provision of a parcel based property database with a (limited) Achieved mapping interface to generate a visual representation of land based features. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Accounts issued per annum 42,000 48,711
Effectiveness Indicator: Outstanding rates and annual charges. 4.5% 6.87% Percentage reported to the Department of Local Government at 30/6 each year
Number of days that rate notices are issued from the start <31 30 of the financial year
Average days per quarterly water billing cycle 91 days/quarter 102 days
Efficiency Indicator: Reconciliation of rates, water and sundry debtor 100% 100% subsidiary ledgers to general ledger within 5 days of end of month
Service Indicator: Average number of days to process applications for s603 < 5 days 4 days certificates
COMMENTS: Although the recovery of outstanding rates and charges has improved from 7.9% to 6.87%, work is continuing. Other targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 59
Stores / Purchasing Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively & efficiently manage the business of the Council within its charter To encourage an open & participatory Council, with emphasis on community engagement, action & response. OBJECTIVES To efficiently manage Council’s procurement function and so allow the other divisions and departments to maximise their delivery of services to the community in accordance with Council’s Delivery and Operational Plan. MAJOR ACTIVITIES OUTCOMES Stock levels are appropriate and reflect the usage Achieved requirements of Council, all purchases are at the most competitive cost and highest quality and all items supplied under contract are in accordance with contract terms. Provide a supply contract administration, purchasing, storage Achieved within budgetary constraints and distribution facility which is cost effective. Provide personal protective equipment (PPE) to staff in Achieved accordance with Council policies. Participate in joint purchasing and contract functions with Hunter contracts utilised wherever possible, other prescribed Hunter Councils whenever possible and where applicable. suppliers also used. Rationalise purchasing and contracts between Council’s two Ongoing some rationalisation has occurred. main stores. Review the inventory to identify opportunities to reduce Ongoing more stock now moved between store locations stockholdings on an on-going basis. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Stocktakes completed during year 6 6
Number of stock issues 15,000 14,127 Number of orders issued 5,500 4.335 Number of stock lines 950 1,302
Effectiveness Indicator: Number of complaints regarding timing of receipts or 3 <3 incorrectly ordered goods
Efficiency Indicator: Stocktake variations to value of total stores on hand <1% <1%
Service Indicator: Number of complaints regarding timing of receipts or 4 <3 incorrectly ordered goods
COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 60
Technical Support COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. To effectively and efficiently manage the business of the Council within its Charter. To encourage an open and participatory Council, with an emphasis on community engagement, action and response. OBJECTIVE To efficiently manage the capital, labour, plant and materials resources made available to the Department and so allow the four operational divisions to maximise their delivery of technical services to the community in accordance with Council’s Management Plan. MAJOR ACTIVITIES OUTCOMES Manage the Technical Services activities of Council. Achieved for all areas of service Exercising effective financial control in relation to the Ongoing monitoring and management of financial controls Maintenance and Capital Works Programs set out in for operational and capital projects. Council’s Delivery Program and Operational Plan. Grant reconciliations completed by due dates Managing the Department’s Action Request systems Customer Request Management (CRM) system operational (Technical and Water/Sewer). Managing the public liability exposure of the department. Involvement in risk management audit and ongoing processes, training and meetings Coordinating the preparation of Council and Committee All Committee and Council reports prepared accordingly reports. Providing administrative and technical assistance to Division Assistance provided to meet all requests from Department managers and other customers System development to enhance competitive provision of Involvement in processes to improve service level including services. upgrade of Tip site, “One Stop Shop” procedures, cemetery records PERFORMANCE INDICATORS Target Actual
Workload: Action request system – number of requests Technical services general 1,100 1,176 Water/Sewer/Waste 1,000 712
Effectiveness: Provide a clear and concise audit trail for all action requests Achieved Achieved
Efficiency: Average completion time for routine jobs not scheduled for programmed maintenance. < 10 days Achieved
Service: Complaints registered within Customers Request Management 100% 100% (CRM) within 4 hours
Workload: Monitor technical services works are being carried out Achieved Achieved & efficiently and effectively including capital projects Reported
Effectiveness: Monitor maintenance and Capital Works Programs completed 100% 80% - appropriate within budget constraints reports & transfers completed within timeframe
Efficiency: Monitor maintenance and capital works completed within 100% 80% - appropriate scheduled program reports & transfers completed within timeframe
Service: Complaints registered within Customers in Context (CIC) <5 2 relating to capital works delays
COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 61
COMMUNITY SERVICES & EDUCATION
. Administration . Aged & Disabled – Independent Living Units . Aged Care – Merriwa Hostel . Child Care – Early Learning Centre . Child Care – Family Day Care . Child Care – Out of School Hours . Other Families & Children . Youth Services
Upper Hunter Shire Council Annual Report 2010/11 | 62
Administration COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Form partnerships and participate in networks which address the needs & interest of disadvantaged groups in our community Advocate for, support & provide services & facilities for families, children & young people Facilitate partnerships which create and support a caring community To encourage an open & participatory Council, with emphasis on community engagement, action and response To participate in and encourage regional and local alliances with other Councils, Government and non-government partners MAJOR ACTIVITIES OUTCOMES Provide community information, options and referrals or Achieved education to raise awareness of issues, services, activities. Advocate on community issues and related social justice Achieved initiatives affecting local communities. Administration of grant funding including monitoring All grants administered as per conditions and acquittals and assessment. completed Resource and support relevant Council Section 355 Various committees supported Committees. Support other community committees. Various committees supported Promote community capacity building by encouraging Both events carried out in various locations within shire. community members/groups to plan and participate in Clean Up Australia Day and Tidy Towns activities. PERFORMANCE INDICATORS Target Actual
No of times information provided to community 150 145 members/groups, awareness/education programs held or referrals made.
No of media releases, flyers, adverts, posters 50 77 developed for community information
No of Clean Up Australia Day sites organized 4 5
No of community groups resourced and 12 34 supported
No of Network/Regional meetings attended 4 27
No of public meetings/consultations attended or 10 12 held
Effectiveness Indicator: Report on achievements submitted and signed off Achieved Achieved
No of community groups who organise/supervise 4 10 a Clean Up Australia Day site
No of community members in attendance at 100 203 community consultations
Community directory, profile, plan and New Achieved Achieved Residents Kit updated annually
Efficiency Indicator: Achievement of the major activities (detailed 100% 100% above) within budget. No of complaints received by community Service Indicator: members 0 3 COMMENTS: Community Service staff supported local groups and Networks, and regional meetings at a high level, providing a wide range of community information and promotion of events throughout the Shire.
Upper Hunter Shire Council Annual Report 2010/11 | 63
Aged & Disabled – Independent Living Units COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Advocate for, develop & implement programs, services & facilities for our ageing community. Form partnerships and participate in networks which address the needs & interest of disadvantaged groups in our community. Facilitate partnerships which create and support a caring community. OBJECTIVES To provide safe, comfortable and affordable living to residents aged 55 years and over, in the Merriwa & Murrurundi areas through independent living units. To provide accessible services for people with disabilities living in the Shire including affordable accommodation where possible (ILU’s in Merriwa & Murrurundi). MAJOR ACTIVITIES OUTCOMES Oversee maintenance and upkeep of 16 units and one Regular lawn mowing, pest control carried out, air cottage (8 units – Merriwa; 8 units & one house – conditioning units maintained, construction of one 3 bay Murrurundi). carport, fire protection inspections carried out, plumbing and electrical maintenance carried out Hold residents meetings. 4 Resident's Meetings held in Murrurundi; discussions had with all Merriwa residents throughout the year. Operate in accordance with Residential Tenancies Act. Achieved Assist residents to access the required services. Achieved, service providers invited to present at Resident's Meetings Annual Inspections to be carried out to determine any works Annual inspection of all units carried out and maintenance that need to be completed. and improvements identified. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Rents reviewed annually. April February/March
Number of maintenance requests from tenants. 30 40
No of residents meetings held (Quarterly in Mdi, with each tenant annually Mwa) 12pa 12
Annual inspections to be held determining works 17 17 required.
Effectiveness Indicator: Percentage of year that units are tenanted. 95% Above 95%
Efficiency Indicator: Achievement of the major activities (detailed 100% 100% above) within budget.
Service Indicator: Positive condition reports received with no major 17 9 maintenance works required.
No of complaints received, including breach of 0 0 Disability Discrimination Act.
COMMENTS: The independent living units were well managed and occupancy maximised, providing pleasant, safe and well maintained accommodation for tenants.
Upper Hunter Shire Council Annual Report 2010/11 | 64
Aged Care – Merriwa Hostel COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Advocate for, develop & implement programs, services & facilities for our ageing community. Form partnerships & participate in networks which address the needs & interest of disadvantaged groups within the community. OBJECTIVES To promote accessible services and facilities in Upper Hunter Shire. To provide residential aged care accommodation to 16 frail aged people living at Gummun Place Hostel in Merriwa. MAJOR ACTIVITIES OUTCOMES Operate an accredited Aged Hostel in accordance with Achieved Commonwealth guidelines. Maintain policies, procedures and standards to ensure Aged Achieved Care Accreditation is achieved at each 3-year review. Operate within approved Food Standards and Food Achieved Accreditation is met. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Provide aged care (hostel) services to residents in accordance with the Aged Care Act and the Aged Care standards. 100% 100%
Percentage of year that rooms are occupied. 98% 96%
Number of accreditation visits per year. 4 2
Effectiveness Indicator: Hostel Compliance with Accreditation standards, 100% 100% food standards and Building Certification.
Efficiency Indicator: Achievement of the major activities within budget. 100% 100%
Service Indicator: Satisfaction of residents at Hostel as measured by 96% 92% Residents survey held annually.
Satisfaction with food as measured in annual food 97% 85% survey.
COMMENTS: Service provided for 16 beds as per accreditation, staffing levels consistent with previous years. Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 65
Child Care - Family Day Care COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Form partnerships and participate in networks which address the needs & interest of disadvantaged groups in our community. Advocate for, support & provide services & facilities for families, children & young people. Facilitate partnerships which create and support a caring community. OBJECTIVE To provide home-based child care which reflects a high quality standard of children’s service which is able to meet the diverse child care needs of families within the Muswellbrook and Upper Hunter Shires. MAJOR ACTIVITIES OUTCOMES
Operation of the Upper Hunter Family Day Care (UHFDC) Reports and funding agreements were processed and scheme in accordance with: received with review of procedures to occur in requirements of the Commonwealth Department of 2011/2012 to become more efficient. Education, Employment and Workplace Relations Monitoring of Educators environments and programs (DEEWR) ensured that any issued were dealt with immediately requirements of the Children’s Services Regulation 2004 Assessment by NCAC saw a 98% high quality rating the requirements of the National Childcare Accreditation A number of families within the scheme benefited from Council’s Quality Assurance system service policies this program which was beneficial to the Unit, Educators and families Management of UHFDC ensuring the scheme functions in Scheme documents were branded , reviewed and the best interests of the children in care, their families, care streamlined making the overhaul image of the unit more providers and the sponsoring body, Upper Hunter Shire professional lifting the morale of the scheme in total Council. Provision of pre-registration training for prospective care Prospective educator training package was reviewed and providers and in-service training for existing care providers reorganised to provide a simpler more efficient registration and staff members. process Regular field visits to monitor compliance with regulations Field visits processes were reviewed to assist Educators in and safety standards. meeting the NCAC standards for the validation visit in March 2011 Processing of child care benefit payments to Educators , as All reports and submissions to FaHCSIA were processed in a agent for FaHCSIA. timely fashion ensuring prompt payment to Educators PERFORMANCE INDICATORS Target Actual
Number of field (Educator visits: 300 199 Number of payments processed: 6,400 8,847 Workload Indicator: Number of placements: 170 98 Number of Registered Educators Available 28 16.5 (present19)
Effectiveness Indicator: Average Equivalent Full Time (EFT) utilised 140 67.25 Number of children enrolled 400 167 Number of children on waiting list 120 113 (present 95) Number of vacant child care positions (per week) 5 14
Service Indicator: Number of complaints 10 0
COMMENTS: Due to an unexpected number of staff changes, the Unit and Educators were unsettled but with a review of all policies and procedures, branding of the services documents and streamlining educator visits, the scheme was able to achieve 98% high quality rating by the National Childcare Accreditation Council Unit and educators are working as a scheme to further increase the quality of our programs and service.
Upper Hunter Shire Council Annual Report 2010/11 | 66
Child Care - Out Of School Hours COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Form partnerships and participate in networks which address the needs & interests of disadvantaged groups in our community. Advocate for, support & provide services & facilities for families, children & young people. Facilitate partnerships which create and support a caring community.
OBJECTIVES To provide high quality services for children aged 5 – 12 years in a fun, safe and caring environment that will meet the child care needs of families within the Scone district and foster the growth and development of each child.
MAJOR ACTIVITIES OUTCOMES
Provision of After School Care during school terms for up to 2010/2011 saw the introduction of the Before School Care 41 weeks. service. The community was canvassed with a need indicated. While numbers are initially low it is growing slowly with positive feedback from users. Provision of Vacation Care during school term holidays for Vacation care numbers were consistently high. A reduced up to 9 weeks. number of excursions was indicated to reduce budget costs but this did not have an effect on the numbers of places filled which indicates a very high quality program is being offered Operation of the service in accordance with: Additional sustainability funding was granted for both requirements of the Commonwealth Department of Vacation care and the new Before School Care Program. Education, Employment and Workplace Relations As the NCAC will no longer be the assessing body for (DEEWR) Children’s services nationally after 2012 the self study report that was due in September is no longer required. Assessment requirements of the National Childcare Accreditation will now be under the National Quality framework in 2012. Council’s Quality Assurance process Service policies are undergoing review. service policies St Mary’s received funding for improvements to the school National Standards for Out Of School Care Services and as a result toilet facilities and playground supervision brings us into line with National Standards for Out of School Hours Care. Maintenance of a supportive and collaborative partnership Review of Agreement between Council and St Mary’s with the venue providers, St Mary’s Primary School, Scone occurred and has been signed for a further five years. and Upper Hunter Shire Council. PERFORMANCE INDICATORS Target Actual Workload Indicator: Vacation Care: Number of days of service 43 48 Average number of children per day 30 22
After School Care: Number of days of service 205 191 Average number of children per day 22 19
Effectiveness Indicator: Survey of parents indicates that OOSH Service has 3.5 4 better than satisfactory performance. (3 = “satisfactory”, 4 = “good”)
Efficiency Indicator: Vacation Care: Total expenses in period. $46,239 $50,196
Cost per child per day (based on expense divided by $35.84 $47.53 average number of children divided by number of days of service pa)
After School Care: $68,656 $53,595 Total expenses in period.
Cost per child per afternoon (based on expense divided $15.22 $14.76 by average number of children divided by number of days of service pa)
COMMENTS: Target generally met – vacation care numbers slightly down.
Upper Hunter Shire Council Annual Report 2010/11 | 67
Child Care – Early Learning Centre COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Form partnerships and participate in networks which address the needs & interest of disadvantaged groups in our community. Advocate for, support & provide services & facilities for families, children & young people. Facilitate partnerships which create and support a caring community. OBJECTIVES To provide high quality long day care services through Upper Hunter Early Learning Centre for children from 6 weeks to 5 years in a fun, safe and caring environment that will meet the child care needs of families within the Scone district and foster the growth and development of each child. MAJOR ACTIVITIES OUTCOMES Provision of Long Day Care for up to 51 weeks. Open 51 weeks
Operation of the service in accordance with: requirements of the Commonwealth Department of DEEWR requirements met through reporting Education, Employment and Workplace Relations (DEEWR) the licensing requirements of the NSW Department of The service remained Licensed throughout the year Community Services (DoCS) the requirements of the National Childcare Accreditation The service was accredited with High Quality rating in all Council’s Quality Assurance system service policies areas in early 2011 PERFORMANCE INDICATORS Target Actual
Number of days of service Average number of children under 2 per day 5 6.5 Workload Indicator: Average number of children 2 - under 3 per day 8 12 Average number of children 3 - under 6 per day 16 19
Effectiveness Indicator: Survey of parents indicates that LDC Service has better 3.5 QA Survey than satisfactory performance. Provided high (3 = “satisfactory”, 4 = “good”) quality ratings in all areas
Efficiency Indicator: Number of children enrolled 50 93 Number of children on waiting list 10 34 Number of vacant child care positions (per week) 20 6
COMMENTS: Better than original targets. High quality accreditation for the first time under Council Management was a highlight of the year and a credit to the work of the staff.
Upper Hunter Shire Council Annual Report 2010/11 | 68
Other Families & Children COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Form partnerships and participate in networks which address the needs & interest of disadvantaged groups in our community. Advocate for, support & provide services & facilities for families, children & young people. Facilitate partnerships which create and support a caring community. Facilitate healthy lifestyles through participation by & in partnership with the community in sports & cultural activities. OBJECTIVES To advocate for and promote access to services & facilities available within the Upper Hunter Shire community for special target groups, as identified in the Social/Community Plan. To work with local organizations and community groups to provide a safe community, encouraging a healthy lifestyle through education and promotion to residents of Upper Hunter Shire. MAJOR ACTIVITIES OUTCOMES
To facilitate the implementation of the Disability Access Plan reviewed by staff. Prioritised improvements included Action (DDA) Plan for Council. in Council's DPOP. Relocation of Scone library has improved access for PWaD. Prioritising disability access needs of the community, and to Access issues were identified by the Community Services coordinate DDA compliance in all aspects of Council. Committee . These will be included in the revised Disability Access Action plan. Administer a Disability Access Committee (sub-committee of Sub committee not formed as yet. the Community Services Committee) to develop, coordinate, implement and review the Disability Access Action Plan. To ensure senior residents are aware of services & facilities available to them and their input and achievements are Saturday Shuttlebus grant administered. recognised and promoted in the community:- to address any issues that may arise in the community in Seniors Week Grant applied for and financial support given relation to seniors. to groups to assist with co-ordinated program of activities. apply for Seniors Week Grant on behalf of Upper Hunter Shire communities and co-sponsor Seniors Week Seniors groups consulted on programme for Seniors Week. activities. Council continues to encourage active participation and Support & maintenance provided to Seniors Centre coordination by seniors in senior’s related activities. Building. Council in partnership with Strathearn Village and Upper Hunter Community Care host Seniors Expo every Seniors Week Expo held at Murrurundi this year. two years. Council co-ordinate education programs as appropriate Scooter safety programme held in Murrurundi. eg. Scooter safety. To ensure Council’s child protection policy is compliant with regulations and implemented into Council’s operations Child Protection Policies for FDC & UHELC were updated where required:- and reviewed. promote initiatives for the safety and protection of Working with Children's Checks were completed through children and young people utilizing council services and FDC & HR for relevant staff facilities. child protection policy is reviewed & updated. screen staff & volunteers who are employed in positions where there is direct access or supervision of children and/or young people. Implement Council’s Volunteer Administrative Principle. Murrurundi Historical Society and VIC volunteers have signed the agreement. Develop of a Crime Prevention Plan:- Crime Prevention Plan was developed and approved by work with Upper Hunter NSW Police Service Local Area the Attorney General's Department. Command (LAC) and licensed premises to develop and Bi-monthly Crime Safety Precinct meetings held with LAC implement a local liquor accord. Attendance at Liquor Accord Meetings Raise awareness of transport options to the community Community Transport timetable advertised in the including the provision of the Merriwa district community Murrurundi Community Newsletter each month. bus. Merriwa Community bus promoted in local paper. Bus is used by various community groups throughout the year. Saturday Shuttlebus service advertised - flyers & paper Participate in Transport Working Group to develop strategies Quarterly meetings were attended by Staff. and ideas and investigate opportunities to address issues Saturday Shuttlebus grant was administered. raised in the community, including enhancing train and air services to Scone to provide better linkages to urban areas. Long term parking near Railway was investigated
Upper Hunter Shire Council Annual Report 2010/11 | 69 Other Families & Children To ensure health facilities in Upper Hunter Shire provide Extension to Murrurundi Medical Centre completed. appropriate and essential health services to the community. Podiatrist available on a monthly basis. Participation in Murrurundi LHAC. Available services promoted in Community Newsletter. The library and CTC have information on a screensaver on computer screens. Scone Medical Centre Upgrade opened 25 September 2010. Implement and encourage healthy lifestyle opportunities in Cancer Council activities were supported including Upper Hunter Shire, e.g. Cancer Council Partnership. attendance at meetings, contributions to Directory Cancer, "Eat it to Beat it" information Sessions, initial planning for a Merriwa Relay for Life event in 2011/12. SBS Radio transmission commenced in Murrurundi November 2010. PERFORMANCE INDICATORS Target Actual
No of Seniors Week activities planned 4 3 Council represented on Upper Hunter Transport Achieved Achieved Workload Indicator: Working Party No of sports development and participation programs 6 8 held annually Organise an event for International Women’s Day Achieved Achieved Assist with Cancer Council related activities & Achieved Achieved development
Effectiveness Indicator: Attendance at Seniors Week activities 400 100 No of organisations participating in Seniors Expo 30 15 No of community members attended Seniors Expo 200 50
Efficiency Indicator: Achievement of the major activities within budget. 100% 100%
Service Indicator: No of complaints received by community members 0 0
COMMENTS: New staff reduced the scope of events during the year, however a wide range of issues, celebrations, planning and support activities were achieved at good levels
Upper Hunter Shire Council Annual Report 2010/11 | 70
Youth Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Advocate for, support & provide services & facilities for families, children & young people. Facilitate partnerships which create and support a caring community. Support existing education facilities & enhance learning opportunities. Facilitate healthy lifestyles through participation by and in partnership with the community in sports & cultural activities. OBJECTIVES To support young people and their families so that they can enhance their independence, safety, self esteem and/or quality of life within the community. To provide effective youth services that meet the needs of young people and comply with Department of Community Services CSGP funding and relevant legislation. To liaise with schools in the area to encourage partnerships to promote the planning and development of a range of community services which respond to the needs of young people in the Shire. To support new youth initiatives and encourage self-driven activities for young people. To provide opportunities for young people to be involved in the organisation of their own activities. To provide young people with new and unique experiences aimed at enhancing leadership and team work skills To create community connections with young people. MAJOR ACTIVITIES OUTCOMES Support and act as mentors to youth community groups Support of Aberdeen Skatepark Committee such as Boomerang Youth Express (BYE), Merriwa Making a Difference Despite Adversity (MADDA). Provide a voice for young people of the Shire through the Groups currently not active. Boomerang Youth Express and MADDA groups. Develop Youth Week events each year in conjunction with Youth Week event organised for Shire at Merriwa, representatives of other youth focused groups in the Applications for Youth Week and Transport grants success community. Showcase the skills, talents and abilities of young people in Cultural and Achievement Awards Organised our communities. Young Citizen and Sportstar Awards presented. Resource and support Youth Services including; Merriwa Youth Centres staffed and supported with wide range of Youth Centre, Merriwa Youth Activities Project, Murrurundi activities and excursions. Youth Centre, Murrurundi Homework Project, Scone Youth Scone Youth Centre upgraded with grants of $79,500 and Club. Council allocations Plan, promote and implement a range of social, educational Wide range of programmes provided in 3 Youth Centres and recreational programs in consultation with young including skill development, social opportunities, support to people in Upper Hunter Shire. disadvantaged young people, and referrals. Include young people in decision making. Involved in Working Party to Survey Youth Needs 2011 Feedback regularly sought for programming. Work towards development of partnership with schools to Involved in combined schools Mindmatters Working Party promote opportunities for skills development of staff and Successful grant application-Better futures for joint linkages with youth centres. TAFE/Youth Centre skills development project Source external funding for youth related projects Better Futures, Saturday Shuttlebus, Youth Week, Scone Youth Centre, SPACE Gather sponsorship and provide 4 community sponsored Co-ordinated sponsorship drive berths on the Young Endeavour in December/January. Organised Presentation Dinner Function 6 young People given berths on Young Endeavour Liaise with the Community Development Committee to Re develop Youth Services Committee oversee the Young Endeavour Scheme. PERFORMANCE INDICATORS Target Actual Workload Indicator: Merriwa Youth Centre No of hours Merriwa Youth Centre opens per week 10hrs pw 10 hrs/week No of monthly youth program calendars developed p a 12 12 Murrurundi Youth Centre No of hours Murrurundi Youth Centre opens per week 8 8 hrs/week No of monthly youth program calendars developed p a 12 8 Scone Youth Club No of hours Scone Youth Club opens per week 20 10 hrs/week No of monthly youth program calendars developed p a 12 12 Youth Week activities held in each service centre annually 2 No of berths offered on the Young Endeavour Scheme 4 6 annually Effectiveness Average number of attendees at the Merriwa Youth Centre 127 165 Indicator: per month.
Upper Hunter Shire Council Annual Report 2010/11 | 71 Youth Services Average number of attendees at the Murrurundi Youth Centre 84 36 per month. Average number of attendees at the Scone Youth Club per 253 211 month. Number of different services involved in programs offered to 6 6 young people in Upper Hunter Shire. No of participants in Youth Week events 100 160 Number of nominees for the Young Endeavour Scheme 20 31 Efficiency Indicator: Achievement of the major activities within budget 90% 90% Service Indicator: Satisfaction of stakeholders, as measured by the outcome of a 3.5 3.5 survey. (2 = poor, 3 = satisfactory, 4 = good) COMMENTS: Scone Youth Centre activities have been maintained at alternate premises during demolition and reconstruction of new Centre. Staffing has been stabilized at all Centres, with Murrurundi Centre set to grow. Preparations for changes in funding focus requirements under EIPP are occurring with target of disadvantaged youth needing extra support.
Upper Hunter Shire Council Annual Report 2010/11 | 72
ECONOMIC AFFAIRS
. Camping Areas & Caravan Parks . Community Technology Centres . Economic Promotion . Private Works . Real Estate . Saleyards . Tourism & Area Promotion
Upper Hunter Shire Council Annual Report 2010/11 | 73
Camping Areas & Caravan Parks COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide for replacement and improvement of community infrastructure through best practice and risk management. OBJECTIVES To provide camping areas which provide a basic level of services to users of the facility. To provide a Caravan Park in Merriwa which provides a basic level of service to users of the facility. MAJOR ACTIVITIES OUTCOMES Undertake routine maintenance of the amenities building Ongoing and associated park infrastructure. Undertake routine maintenance of the amenities building Ongoing and associated park infrastructure. PERFORMANCE INDICATORS Target Actual Camping Areas Workload: Numbers of camping sites utilised during the year 500 519
Effectiveness Number of campers who utilise the camping grounds Moonan 300 Moonan 343 Flat: Flat: Stewarts 200 Stewarts 176 Brook Brook Efficiency Major activities managed within budget allocation. Achieved Achieved Service: Number of complaints 0 0
Caravan Parks Workload: Numbers of caravan sites utilised during the year 1,000 1,323 Effectiveness Number of caravans which utilised the Caravan Park 1,000 1,277 Efficiency Major activities managed within budget allocation. Achieved Achieved Service: Number of complaints 0 0 COMMENTS: All targets equal or better than anticipated.
Upper Hunter Shire Council Annual Report 2010/11 | 74
Community Technology Centres COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Advocate for, support & provide services & facilities for families, children and young people. Facilitate partnerships which create and support a caring community. Support existing education facilities & enhance learning opportunities. Facilitate healthy lifestyles through participation by and in partnership with the community in sports & culture. OBJECTIVES To promote and encourage access and use of information technology to the community. To encourage and offer training opportunities and skills development in information technology to the community. Provision of other Government services to the community. MAJOR ACTIVITIES OUTCOMES To provide affordable high-speed access to internet, access to Ongoing computers and software. To provide access to a range of new technologies and services Ongoing Eg: TAFE Outreach Courses that would otherwise not be available in the community. To provide training facilities to meet the needs of the Ongoing community. To provide services (eg: Links, training) that assist with Merriwa – Weekly collation of Council Comments for ‘The maintaining the financial sustainability of the CTC’s. Ringer’, School Holiday Games initiative successful. Murrurundi – Collation of production of the ‘The Links’, pleasing training records for the year. PERFORMANCE INDICATORS Target Actual Workload Indicator: No of hours per week allocated to achieving the Merriwa 7 days Achieved major activities per week
Murrurundi 20 hrs/week Achieved Effectiveness Indicator: Number of occasions of access and use of the 7,500 5,622 Centres. Efficiency Indicator: Achievement of the major activities within budget. 95% 90% Service Indicator: Number of complaints received Nil Nil Number of training participants 150 243 Number of Centrelink customers 2,000 1,644 Internet usage 1,700 1,916
COMMENTS: Usage and numbers slightly down from target. New services introduced at Merriwa.
Upper Hunter Shire Council Annual Report 2010/11 | 75
Economic Promotion COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Achieve recognised and successful local area branding. Support and develop a thriving, safe and growing business community with increased employment. Establish the Shire as a preferred destination for visitors. Facilitate and provide for a growing and healthy resident population. OBJECTIVES To deliver outcomes as identified in the Economic Development and Tourism Strategic Plan 2010. To provide a reasonable level of support for the economic promotion of the Shire. To support the Crops for Hunter cooperative venture between Upper Hunter, Muswellbrook and Singleton Councils. MAJOR ACTIVITIES OUTCOMES Encourage sustainable development in the Upper Hunter Ongoing Shire. Assist committees of Council, Progress/Development Chambers of Commerce and business representative groups Associations and Chambers of Commerce with economic assisted throughout the year with secretarial and development activities associated with their communities. administrative assistance where needed. Financial support for other organisations involved in the Contributions made economic promotion of the Shire. Development and maintenance of an Upper Hunter Shire Economic Development & Tourism Strategic Plan adopted by Economic Development Plan that is consistent with Council’s Council in 2011. Project implementation commenced. Community and Tourism Plans. Supervise and support the positions of Merriwa Growth Supervision provided. Merriwa Coordinator project funding Strategy Coordinator and Community Grants Officer. finalised in 2011. New temporary position of Economic Development Project Coordinator established and supervised. Grants Officer position supervised. To support the activities of the Crops for Hunter Program. PERFORMANCE INDICATORS Target Actual Business Development Workload: Number of enquiries 50 60 Number of enquiries leading to a face to face meeting 40 41 Number of Progress/Development meetings attended 16 14 Efficiency: Major activities managed within budget allocation Achieved Achieved Effectiveness: Council land developments achieved within timeframe Achieved Delays with Aberdeen Heights Staged release Service: Council reports prepared in a timely manner Achieved Achieved Merriwa Small Towns Growth Strategy Workload: Growth strategy – 2 projects planned & completed Achieved Achieved Development of Business Directory Achieved Achieved Number of successful funding applications 2 3 Number of business breakfasts held in Merriwa 4 6 Efficiency: Major activities managed within budget allocation. Achieved Achieved Effectiveness: No of persons attending business breakfasts 60 76 Service: Council reports prepared in a timely manner Achieved Achieved Community Grants Officer Workload: Number of community organisations worked with and 100 177 assisted with grant applications Number of workshops conducted 6 4 Number of applications lodged or assisted with 50 23 Value of applications – Community 150,000 $201,000 500,000 $1,421,000 Value of applications - Council Efficiency: Major activities managed within budget allocation Achieved Achieved Effectiveness: Number of attendees at workshops 100 32 Crops for Hunter Workload: Number of committee meetings per annum 4 3 New Farm Diversification Grant Program developed Achieved Achieved Effectiveness: Achievement of the business plan N/A N/A Efficiency: Grant administered effectively Achieved Achieved Service: Successful operation of annual grant program Achieved Achieved
COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 76
Private Works COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Support and develop a thriving and growing business with increase employment. To effectively and efficiently manage the business of Council within its charter. OBJECTIVES To provide all residents access to services at commercial rates. To generate additional revenue for Council by undertaking appropriate work for profit. To increase the utilization of Council’s plant and equipment. To provide a high level of competence for all works undertaken. To undertake all works in accordance with the relevant standards and legislative requirements. MAJOR ACTIVITIES OUTCOMES Infrastructure design and construction for developers, Works undertaken throughout year. business, individuals and other government departments. Road/driveway maintenance and construction activities. Works undertaken throughout year Concrete works. Works undertaken throughout year PERFORMANCE INDICATORS Target Actual Workload Indicator: Number of private works invoices issued 200 248 Total revenue $300,000 $382,000
Effectiveness Indicator: Works carried out meets industry standards and 100% 99% customer expectations
Efficiency Indicator: Level of profit achieved 20% 32% Service Indicator: Number of unresolved complaints from clients 0 3 COMMENTS: Increased number of private works above target resulting in higher profit levels.
Upper Hunter Shire Council Annual Report 2010/11 | 77
Real Estate COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Support and develop a thriving, safe and growing business community with increased employment. Facilitate and provide fro a growing and healthy resident population. OBJECTIVES To effectively manage and monitor the portfolio of Residential Land, Commercial Property and Residential Property owned by Council throughout the shire. To ensure, where possible, that the community needs in these three areas are met at no cost to general rate payers.
MAJOR ACTIVITIES OUTCOMES Cost effective development and sale of residential land in Minimal land sales in Merriwa and Murrurundi. Aberdeen towns that Council has a land bank and there is a market Heights Development to commence in 2012. 2 lots need. developed on Graeme St Aberdeen, one sold. The purchase and maintenance of commercial properties as All commercial properties tenanted. Upgrades to Murrurundi required. CTC for Surgery The purchase and maintenance of residential properties as Residential properties tenanted and maintained. required. PERFORMANCE INDICATORS Target Actual Land Development
Workload: Number of Land Development meetings in relation to the 4 2 development, marketing and sale of the residential land. Number of lots developed. 20 2 Number of lots sold 15 2
Effectiveness: Residential land is developed in accordance with Council’s Achieved Achieved policies. Efficiency: Residential land is developed within budget Achieved Achieved Service: Residential land is available for sale in the three towns at all Achieved Achieved times. Residential Property
Workload Number of hours allocated 1 hour pw 1 hour per week Indicator: Number of houses maintained 6 6
Effectiveness Major activities managed within budget Achieved Achieved Indicator: Efficiency Number of houses fully occupied 6 6 Indicator: Service Number of complaints received 0 0 Indicator: Commercial Property Workload Number of hours allocated 1 hour pw 1 hour per week Indicator: Number of premises maintained 6 6 Effectiveness Major activities managed within budget Achieved Achieved Indicator: Efficiency Number of premises fully occupied 6 6 Indicator: Service Number of complaints received 0 0 Indicator:
COMMENTS: Sale of lots less than target due to land not yet available in Aberdeen.
Upper Hunter Shire Council Annual Report 2010/11 | 78
Saleyards COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Support and develop a thriving and growing business community with increased employment. Provide for replacement and improvement of community infrastructure through best practice Develop intergenerational plans for future infrastructure needs. Encourage and build local community capacity, within the context of the Upper Hunter Shire i.e., Horse Capital, local festivals, local Progress Associations / Chamber of Commerce. OBJECTIVES To operate a quality livestock selling facility that observes all regulations, legislation, codes of practice governing the handling, movement, welfare, disposal and sale of livestock which operates at no cost to ratepayers and generates income to undertake improvements. MAJOR ACTIVITIES OUTCOMES Operate the Scone and Upper Hunter Regional Saleyards Achieved. and promote the market to the livestock industry. Maintain EU accreditation for the saleyards. EU accreditation met for 2010/11 Provision of NLIS and scanning services. Service provided at all sales and for special weighs Undertake asset management in accordance with Council’s Asset management program undertaken Strategic Works Program. Implementation and management of OHS system. Ongoing implementation. Review commenced of manual. Maintain status within top 10 of the major livestock selling Ranked No. 8 in 2010/11 facility in NSW. Maintain membership of the Saleyard Operators Association Inaugural member of the newly formed Australian Livestock and encourage Association management to actively promote Markets Association, incorporating NSW Saleyard Operators the benefits of the Saleyard System of selling. Association Review the effectiveness of electronic scanning equipment Review completed – no new equipment required installed at the Scone Selling Complex as part of the National Livestock Identification Scheme. Capital improvement works to assets. Capital improvements completed included yards extensions, commencement of b double loading ramp, rubber matting, raised laneway Maintain computer hardware, peripherals and software to New computers installed in addition to new TV display maintain level of service. screens PERFORMANCE INDICATORS Target Actual
Workload Indicator: Cattle throughput 65,000 76,402
No. of sale days 54 69
Effectiveness Indicator: Average ranking in NSW saleyards 7 8
Efficiency Indicator: Average cost per head to operate saleyards $3.50 $4.42
Service Indicator: % of agents/vendors/buyers/ who rate facilities and 98 Achieved operations as satisfactory
COMMENTS: Increased throughput and additional sale days. Average cost higher due to additional capital works.
Upper Hunter Shire Council Annual Report 2010/11 | 79
Tourism & Area Promotion COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Achieve recognised and successful local area branding. Support & develop a thriving and growing business community with increased employment. Facilitate & provide for a growing and healthy resident population. OBJECTIVES To deliver outcomes identified in the Economic Development & Tourism Strategic Plan 2010 To provide a visitor information service through the Merriwa (Level 2 accreditation), Murrurundi (Level 3 accreditation) and the Scone Visitor Information Centres (Level 1 accreditation), as an important component of the economic growth of the Upper Hunter Shire. To deliver this service through impartial representation of all Shire operators to the Hunter, intra-state, interstate and international visitors and the community. MAJOR ACTIVITIES OUTCOMES
Manage the: - Merriwa VIC – 7 days per week; staffing includes Achieved volunteers, Tourist Officer and Casuals. - Murrurundi VIC – 7 days per week; staffing includes Achieved a number of dedicated volunteers
- Scone VIC – 7 days per week, staffing includes a Achieved Manager Tourism, a trainee Tourist Officer and a small number of Ambassadors. Promote the Upper Hunter Shire and tourism within and Tourism NSW, Tourism Hunter & UH Council ‘s promotional outside the Shire partnerships advertising events through Escapes Maximise revenue opportunities. All revenue opportunities investigated.
Foster partnerships between the Economic Development Partnership formed with Scone Race Club for ’Meet & Greet’ and Tourism Committee, town-based progress/development Ambassadors, information e-mails provided to UHS associations and chambers of commerce, and tourism Operators. Chambers provide membership to ED&T organisations that operate in the Upper Hunter. Committee, Upper Hunter Country Tourism represented on ED&T Committee Increase visitation and bookings through the Ongoing www.upperhuntertourism.com.au online booking system. Develop partnerships with community event organizers in Assistance given to various committees. the Upper Hunter, and co-ordinate tourism events. Promote the Merriwa Volunteers Programme, Murrurundi Ongoing Volunteer Programme and the Scone Ambassador Programme to the community. Improve the attractiveness of all Upper Hunter Shire VIC’s to Ongoing blend with township culture/heritage. To undertake activities identified in the Economic Ongoing Development & Tourism Strategic Plan 2010. Social/Community Plan 2006 – 2009 “Rural Communities” p Ongoing 79, “Aberdeen” p 89 – 90, “Murrurundi” pp 139 - 141, “Scone” p 161 – continue to work through Plan. PERFORMANCE INDICATORS Target Actual Workload Indicator: Visitors through the Visitor Information Centres 22,000 17,395 Effectiveness Indicator: Promotions of Upper Hunter Shire through newspaper articles/advertisements, tourism meetings and events. 220 267 Efficiency Indicator: Operating expense per visitor through the Visitor $16.00 $21.33 Information Centres Service Indicator: Number of positive comments in Visitors Books 400 292 Enquiries:- Website 500 916 Fax 900 935 Telephone 2,500 4,635 Referrals to Accommodation 2,000 3,114 Ambassador/Volunteer Hours 650 2,981
COMMENTS: Visitor numbers were lower than anticipated, other enquiries higher than anticipated.
Upper Hunter Shire Council Annual Report 2010/11 | 80
GOVERNANCE
. Council Services
Upper Hunter Shire Council Annual Report 2010/11 | 81
Council Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) To effectively & efficiently manage the business of the Council within its charter. To encourage an open & participatory Council, with emphasis on community engagement, action & response. To participate in & encourage regional & local alliances with other Councils, Government or non- government partners. Encourage & build local community capacity within the context of the Shire. Advocate to State & Federal Government for a fair & equitable share of fiscal resources & provision of government services for the community. OBJECTIVES To effectively and efficiently manage a Shire with an area of approximately 8,100 sq kms and a population of approximately 13,600 according to the needs of the community. MAJOR ACTIVITIES OUTCOMES Review Community Strategic Plan Achieved and endorsed by Council Review Delivery & Operation Plan Achieved and adopted by Council Review Policies and Codes Ongoing Review Organisation Structure Achieved and ongoing Implement Structural Reform Ongoing MAJOR ACTIVITIES FOR 2009/10 TO 2010/11 Land Use Planning – draft consolidated LEP Land Use Strategy approved Progress Water Augmentation Projects Funding approved – project implementation commenced Advocate for New England Highway rail overpass Feasibility Study approved - commenced PERFORMANCE INDICATORS Target Actual
Workload Indicator: Number of Council and Committee meetings Council - Ordinary: 12 12 - Extraordinary: 2 2 Finance 12 12 Works & Technical Services: 11 11 Development & Environmental Services 11 10
Effectiveness Indicator: Achievement of the Delivery Program & Operational 100% 100% Plan
Efficiency Indicator: Delivery Program & Operational Plan outcomes 100% 100% achieved within budget
Service Indicator: Number of written compliments and complaints about 0 complaints 0 complaints the achievement of the Delivery Program & Operational Plan outcomes.
COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 82
HEALTH
. Health Services
Upper Hunter Shire Council Annual Report 2010/11 | 83
Health Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide efficient and effective advisory, assessment and regulatory services focused on being customer “friendly” and responsive. Undertake regular review and updating of the State of the Environment Report as a measure of environmental sustainability. OBJECTIVES To administer applicable acts, regulations and Council policies so as to achieve the highest level of welfare and well- being of the whole community. To provide cost effective management of resources in addressing the priorities of Council. MAJOR ACTIVITIES OUTCOMES Public health education, complaints investigation, inspections Ongoing of regulated premises and related services. Ongoing implementation of requirements of on-site waste Ongoing disposal legislation and on-site wastewater management guidelines. Continue with the inspection program of all on-site waste Ongoing management systems within the Shire to ascertain their impact on the environment. PERFORMANCE INDICATORS Target Actual Health Inspections
Workload Indicator: Number of premises to be inspected 140 120
Effectiveness Indicator: Number of inspections during period 140 120
Efficiency Indicator: Average time taken to respond to complaints (days) 2 2
Service Indicator: No of health complaints received during period 36 17 No of odour complaints from industry (tannery, 10 10 abattoir)
On Site Waste Management Systems
Workload Indicator: Estimated that there are 2,500 on-site systems in the Shire Inspection of high risk systems to be completed 100 inspections 50 Inspection of medium and low risk to be commenced 50 inspections 10
Service Indicator: No of complaints received during period <5 <5
COMMENTS: Limited resources during 2010/11 resulted in less than anticipated inspections of OSSMS and premises. Program to be implemented during 2011/12 to increase number of actual inspections. Staff commitments to processing increased numbers of development and construction certificate applications is expected to continue to impact on number of OSSMS inspections carried out.
Upper Hunter Shire Council Annual Report 2010/11 | 84
HOUSING & COMMUNITY AMENITIES
. Housing – Low Income . Public Cemeteries . Public Conveniences/Street Cleaning . Town Planning . Urban Stormwater Drainage . Waste
Upper Hunter Shire Council Annual Report 2010/11 | 85
Housing - Low Income COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Form partnerships & participate in networks which address the needs & interests of disadvantaged groups in our community Facilitate partnerships which create & support a caring community OBJECTIVES To provide safe and comfortable accommodation for people of low income who cannot access the private rental market. MAJOR ACTIVITIES OUTCOMES To provide low income housing units in compliance with the Achieved NSW Office of Community Housing registration guidelines in the township of Merriwa. To maintain the units to a safe and comfortable standard. Achieved To maintain efficiency at periods of changeover to keep the Achieved units fully tenanted. Annual inspections carried out to determine any works that Achieved need to be completed. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Review rents completed annually. April Completed
Maintenance performed as required. Maintenance <10 days achieved within 10 working days of request received
Annual inspections to be held determining works 2 2 required.
Effectiveness Indicator: Percentage of time tenanted. 98% 100%
Efficiency Indicator: Achievement of the major activities (detailed above) 100% 100% within budget.
Service Indicator: Number of complaints received. 2 0
Positive condition reports received. 2 0
COMMENTS: Low Income Units provided at a satisfactory level of service.
Upper Hunter Shire Council Annual Report 2010/11 | 86
Public Cemeteries COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Facilitate partnerships which create and support a caring community. Identify and preserve heritage items through appropriate planning instruments. Provide for replacement and improvement of community infrastructure through best practice and risk management.
OBJECTIVES To provide a cost effective and sympathetic cemetery service and facility to the community. To provide, improve and maintain public cemeteries of a high standard commensurate with allocated resources. MAJOR ACTIVITIES OUTCOMES Council's cemetery facilities are available when required for All cemeteries maintained as per Management Plans interments and maintained at a reasonable standard. Appropriate areas for interments available Development of a comprehensive cemetery record database. Civica Authority utilized. Ongoing GIS mapping being undertaken Provide information for historic cemetery enquiries. Achieved. Internet based enquiry system under development Complete regular audits of cemeteries. Completed Improve aesthetic impact of cemeteries and facilities. Tree planting and improvements implemented Continue long term upgrading and maintenance program. Scone & Aberdeen Lawn extensions Fencing No examples of complaints received in regard to interment Programs developed to ensure no complaints or issues arise and maintenance programs. regarding interments Monitor the security of Council’s Cemeteries and report to Instances of vandalism minimal Council as necessary on Cemetery security and vandalism issues. Undertake consultation with of residents and local funeral Regular meeting with Funeral Directors directors to gauge satisfaction level of cemetery services and Use of Customer Request System for community concerns seek advice on improvement to service provision. and requests Prepare (and review) a Management Plan for the Upper Ongoing Hunter Shire Council cemeteries. Encourage community groups to contribute towards Achieved improvement of cemeteries. Provision of facilities as identified and finances available. Capital works implemented as per DPOP No examples of complaints received in regard to interment Programs developed to ensure no complaints or issues arise and maintenance programs. regarding interments PERFORMANCE INDICATORS Target Actual
Workload Indicator: Number of cemeteries serviced (including non Council 17 17 controlled cemeteries)
Effectiveness Indicator: Number of funerals delayed due to lack of maintenance <2 0
Efficiency Indicator: Major activities managed within budget allocation. Achieved Achieved
Service Indicator: Number of action requests <10 6
COMMENTS: Dedicated field officer with responsibility for maintenance has seen an increase in positive comments received Historical record upgrade in consultation with the local Historical Society Ever increasing number of genealogical enquiries
Upper Hunter Shire Council Annual Report 2010/11 | 87
Public Conveniences / Street Cleaning COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide for replacement and improvement of community infrastructure through best practice and risk management. OBJECTIVES To provide and maintain public conveniences for the local community and travelling public to a satisfactory and acceptable standard. To provide and maintain street cleaning for the CBD area to a satisfactory and acceptable standard. Improve the appearance and presentation of public conveniences and streets with the main CBD area. MAJOR ACTIVITIES OUTCOMES Provide cleaning services to public facilities to achieve a high Cleaning undertaken. standard of service. Provide street cleaning services within the CBD areas to a Cleaning undertaken high standard of service. Continued upgrade to street furniture. Upgrade continued Minimise Council’s liability through the introduction of risk Risk management works continued. management. Social/Community Plan 2006 – 2009 “Rural Communities” pp 80. PERFORMANCE INDICATORS Target Actual
Workload Indicator: No of public conveniences maintained during any 14 15 given period
Effectiveness Indicator: % of public conveniences rated as satisfactory at any 90% >90% given period
Efficiency Indicator: Major activities managed within budget allocation. Within budget Within budget allocation allocation
Service Indicator: Number of complaints of unsatisfactory cleanliness <4 3 made to Council in any given period. COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 88
Town Planning COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Implement and regularly review Comprehensive Local Environmental Planning Instruments which reflect the needs and expectations of the broad community. Provide efficient and effective advisory, assessment and regulatory services focused on being customer “friendly” and responsive. Identify and preserve heritage items through appropriate planning instruments. Provide incentives and preserve heritage items by provision of adequate information and funding opportunities. OBJECTIVES To provide efficient and effective statutory planning activity which processes and assesses development applications in a timely and appropriate manner and to comply with all relevant State and local planning legislation. To demonstrate to the community that Council can provide such services in a competitive manner as compared with other bodies capable of such functions. To provide an ongoing review to the local planning instruments to ensure that they are appropriate for current local and regional circumstances. MAJOR ACTIVITIES OUTCOMES Advisory service to the community for appropriate Ongoing development, in accordance with relevant planning instruments. Implementation of planning legislation. Ongoing Development control. Ongoing Issue of Land-use Planning Certificates. Ongoing Oversee the preparation of Shire Wide Strategy and new Ongoing Upper Hunter Shire LEP including consideration of issues raised through public consultation including Social/ Community Plan. To continue with the Aberdeen Flood Study. Ongoing PERFORMANCE INDICATORS Target Actual Development Applications
Workload Indicator: Number of development applications lodged in the 350 372 period
Effectiveness Indicator: Average time taken to determine applications < 40 days <40
Efficiency Indicator: % approved in 40 day statutory period 80% 90%
Service Indicator: Number of justified complaints received per 10 <1 <1 applications 149 Certificates
Workload: Number of certificates lodged in the period 420 545
Effectiveness: Average time taken to issue certificates <5 <5
Service: Number of justified complaints received per 100 <1 <1 applications
COMMENTS: Improvement in systems and procedures has resulted in efficiencies culminating in improved approval times
Upper Hunter Shire Council Annual Report 2010/11 | 89
Urban Stormwater Drainage COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide for replacement and improvement of community infrastructure through best practice and risk management. Develop intergrational plans for future infrastructure needs. OBJECTIVES To provide stormwater drainage systems to manage flows. To provide kerb and gutter networks as an adjunct to the drainage network. To maintain flow conditions in main creeks. To implement the Stormwater Management Plan. MAJOR ACTIVITIES OUTCOMES Repair damaged and deteriorated drainage structures. Works undertaken Remove debris to ensure drains are clear. Works undertaken Bitumen seal gravel shoulders to reduce gravel ingress into Works undertaken stormwater system. Monitor the condition of kerb and guttering and undertake Works undertaken repairs as programmed. Assess need for creek clearing works and arrange suitable Works undertaken clearing treatment. Support community groups in maintaining and enhancing Works undertaken creeks. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Percentage of drainage network rated as in satisfactory 90% >90% condition at end of any period
Effectiveness Indicator: Complaints received due to drainage overflows <60pa <60pa
Efficiency Indicator: Major activities managed within budget allocation. Achieved Achieved
Service Indicator: Time taken to respond to drainage request. <5 days 2 days
COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 90
Waste COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide efficient and effective advisory, assessment and regulatory services focused on being customer “friendly” and responsive. Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. Develop intergenerational plans for future infrastructure needs. To participate in and encourage regional and local alliances with other Councils, Government or non-government partners. OBJECTIVES To achieve and maintain environmentally sound waste management practices to meet community and statutory expectations. MAJOR ACTIVITIES OUTCOMES The provision and maintenance of a waste pick up and disposal Achieved service to domestic and commercial premises in the designated collection areas. The provision of an alternative service in the form of strategically located three cubic metre bins or convenient access to a solid waste landfill site. The provision of a solid waste disposal and a limited recycling Achieved service to the residents of the Shire within the statutory guidelines set by the Environmental Protection Authority (EPA). Promotion of waste reduction, reuse and recycling, including Ongoing resource recovery. Education of the community on alternative methods of waste Ongoing minimisation and disposal. Move towards achieving the State Government’s target of a 60% Ongoing reduction in waste going to landfill. Minimisation of pollution of the environment due to waste Achieved disposal. Progressive rehabilitation of landfill sites. Achieved – capping of site progressively occurring Develop Management Plans for all landfill sites. Ongoing Continue rehabilitation works on Council’s landfills. Ongoing Develop Integrated Waste Management Strategy. Draft report received Support DrumMuster Program. Achieved Ongoing recycling projects. Ongoing PERFORMANCE INDICATORS Target Actual Workload Indicator: Number of residential properties serviced Merriwa 512 513 Murrurundi 503 504 Scone 3,324 3,373 Effectiveness Indicator: Provision of services within agreed levels - All garbage bins collected on due day 98% Achieved - Access to tips - Aberdeen 5 days/week 5 days/week - - Cassilis 1 day/week 1 day/week - Murrurundi 4 days/week 4 days/week - Scone 7 days/week 7 days/week - Merriwa 4 days/week 4 days/week Efficiency Indicator: Cost to ratepayers, per garbage bin per annum Merriwa $288 $230 Murrurundi $232 $266 Scone $232 $266 Recycling (all collection areas) $78 $79 Service Indicator: Number of complaints per year Contracted domestic waste collection <20pa 26 Contracted recycling collection <10pa 10 COMMENTS: Tipsite system operational within waste disposal area All waste returns lodged within timeframes as required Bulk waste cleanup conducted
Upper Hunter Shire Council Annual Report 2010/11 | 91
MINING, BUILDING & CONSTRUCTION
. Building Control . Quarries
Upper Hunter Shire Council Annual Report 2010/11 | 92
Building Control COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide efficient and effective advisory, assessment and regulatory services focused on being customer “friendly” and responsive. OBJECTIVES To provide advice and direction to Council on building aspects of physical development in the Shire. To administer applicable acts, regulations and Council policies so as to facilitate, maintain, protect and promote development which is compatible with the area’s natural environment and which will enhance the area as a place to live and work. To provide cost effective management of resources in addressing the priorities of Council. To provide a high level of excellence and professionalism having regard to the fiscal, physical and technological resources available. MAJOR ACTIVITIES OUTCOMES Provision of building assessment, control, inspectorial and Ongoing advisory services throughout the Upper Hunter Shire area. Implement legislative changes eg: BASIX as required. Ongoing PERFORMANCE INDICATORS Target Actual
Workload Indicator: Number of construction certificates lodged in period 252 298
Effectiveness Indicator: Average time taken to process construction certificates <40 <40 (days)
Efficiency Indicator: Number of inspections undertaken during period. 1,020 975
Service Indicator: Building inspections undertaken within 24 hours of 100% 100% request
COMMENTS: Improvement in systems and procedures has resulted in efficiencies culminating in improved approval times and increased numbers of construction certificates being lodged with Council.
Upper Hunter Shire Council Annual Report 2010/11 | 93
Quarries COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide for replacement and improvement of community infrastructure through best practice and risk management. OBJECTIVES To effectively and responsibly manage, maintain and develop Council’s quarry operations. To win, produce and supply quality road making materials for internal and external works at a competitive cost. Safe operation of Council’s quarries to meet legislative requirements. MAJOR ACTIVITIES OUTCOMES Operate the quarries in accordance with relevant regulations Quarries operated and license agreements. Compliance with operation schedules. Production undertaken to match work schedule Review operating procedures at quarries. Review of some issues complete. Review Council’s gravel production to improve final product. Production issues reviewed Continued review of mine safety management plan. Some elements of MSMP reviewed Training for Council personnel in safe operation of Council Training course undertaken for some employees. quarry operations . PERFORMANCE INDICATORS Actual Target
Workload Indicator: Compliance with operations schedule 100% 100%
Effectiveness Indicator: No. of quarries maintained 18 18
Efficiency Indicator: Target annual production – tonnes 90,000 90,619
Service Indicator: No. of complaints regarding quarry operations <2 Nil
COMMENTS: Quarry rehabilitation undertaken Mine Safety Management Plans implemented including training of staff and contractors
Upper Hunter Shire Council Annual Report 2010/11 | 94
PUBLIC ORDER & SAFETY
. Emergency Services . Regulatory Services . Rural Fire Services
Upper Hunter Shire Council Annual Report 2010/11 | 95
Emergency Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Facilitate partnerships which create and support a caring community. Facilitate and provide for a growing population. Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. Provide for replacement and improvement of community infrastructure through best practice and risk management OBJECTIVES To maintain an efficient and effective local emergency system for the protection of life and property. To protect life, property and the environment from the effects of natural and man made disasters. Ensure appropriate integration of emergency services activities in accordance with the State Emergency Management and Rescue Act. Provide adequate assistance to SES and VRA. Provide appropriate emergency management facilities. MAJOR ACTIVITIES OUTCOMES Disasters and emergencies, such as floods, fires and major Achieved. accidents, can have a profound impact on a close-knit Major flood event on 14 June – LEOC operational and community. Emergencies, while not everyday occurrences, Disaster Recovery undertaken can and do occur. Acknowledging this, Council will work together with other government groups and the community to: To protect the individual and minimise damage to property Achieved under threat from natural disasters Implement, on an ongoing basis, management plans in the Plans implemented – ongoing review as result of events areas of fire management, fuel management and disaster management (including biological, technical and natural); Review all these emergency management plans regularly; Ongoing Convene meetings of the Upper Hunter Emergency 4 meetings held plus special meetings as required Management Committee at 4 monthly intervals Participate in required disaster planning, risk management Airport disaster exercise conducted – Exercise Avion based and training exercises; around incident at Scone Airport Liaison with combat agencies and all those involved in emergency services; Ongoing Review Council Department responsibilities in relation to Ongoing Emergency Services Support Murrurundi VRA operations in joint consultation Achieved – new MOU developed with Liverpool Plains Shire and Scone SES Murrurundi VRA incorporated into Quirindi VRA as sub branch PERFORMANCE INDICATORS Target Actual
Workload Indicator: Ensure the successful operations of the SES/VRA Attendance at Achieved organisation under the State Emergency Management LEMC meetings and Rescue Act. by Agencies
Effectiveness Indicator: Maintain effective structure of emergency services and control centres. SES Units 4 4 VRA units 1 1 Murrurundi VRA as part 1 1 of Quirindi VRA
Efficiency Indicator: Response time in attending control centre in <5 minutes Achieved emergencies
Service Indicator: Number of complaints received concerning delays in 0 0 attending emergencies
COMMENTS: Emergency preparedness tested during flood event in June. Local Emergency Operations centre activated to deal with immediate emergency ie trapped persons, access, welfare. A Disaster Recovery Committee was formed to deal with ‘after incident’ recovery of the community. Operational for 4 weeks Ongoing liaison with all emergency services in all areas ensures open communication and good working relationship
Upper Hunter Shire Council Annual Report 2010/11 | 96
Regulatory Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide efficient and effective advisory, assessment and regulatory services focused on being customer “friendly” and responsive. OBJECTIVES Monitor and enforce NSW Acts and Regulations and Council’s policies in the areas of animal and stock control, impounding, nuisances, private swimming pool safety fences, alcohol free zones, etc. MAJOR ACTIVITIES OUTCOMES Administer the Companion Animals Act. Ongoing Maintain an efficient and effective complaint investigation Ongoing system relating to companion animals and stock. Provide an emergency-only after-hours animal control Ongoing service. Maintain an efficient and effective complaint investigation Ongoing system relating to abandoned vehicles and articles, overgrown properties/other nuisance complaints, inspection of private swimming pool fencing. PERFORMANCE INDICATORS Target Actual Animal Control
Workload Indicator: Number of companion animals impounded. 180 130 Number of companion animal complaints 248 314 reported/investigated. Number of other complaints reported/investigated 100 including straying stock. 22
Effectiveness Indicator: Number of reasonable significant, formal external and <5 <5 internal complaints from Council and/or customers concerning the service levels provided or action taken
Efficiency Indicator: Average time taken to respond to more serious and/or 0.5hr 1hr urgent complaints.
Service Indicator: Response to all customer complaints/inquiries within 24 95% 95% hours. Regulatory Services Workload Indicator: Number of on-site sewage management systems 300 263 inspected and re-inspected. Number of swimming pool inspections carried out. 150 88 Number of other complaints reported/investigated 180 205 including nuisance and health. Effectiveness Indicator: Number of reasonable significant, formal external and 0 0 internal complaints from Council and/or customers concerning the service levels provided or action taken Efficiency Indicator: Average time taken to respond to more serious and/or 0.5hr 1hr urgent complaints. Service Indicator: Response to all customer complaints/inquiries within 24 95% 95% hours.
COMMENTS: Complaints regarding companion animals continue to require considerable resources. Staff Commitments in this area is expected to impact on the number of on-site sewage management inspections achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 97
Rural Fire Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Facilitate partnerships which crate and support a caring community. Facilitate and provide for a growing population. Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. Provide for replacement and improvement of community infrastructure through best practice and risk management. OBJECTIVES To protect life, property and the environment from the effects of bushfire disasters within the Upper Hunter Shire area. Maintain local representation and autonomy of volunteer brigades. Ensure Council’s OHS responsibilities are met. Remove Council from obligations and liability for bush fire management. MAJOR ACTIVITIES OUTCOMES Council will continue to liaise with the State Government to Achieved ensure that high level fire services, both volunteer and retained, are provided to ensure the safety, security and well being of residents is enhanced. Continue to support the Rural Fire Service and provide Achieved commitment to the Volunteer Fire Service network. Provide support and assistance to the brigades of the shire, Achieved – plant replacement program implemented including replacement of tankers and other equipment. Active involvement in the implementation of the Liverpool Ongoing –discussions regarding review of Service Level Range Zone Service Level Agreement (SLA) and Service Agreement (SLA) Delivery Model (SDM). Maintain local representation and autonomy of brigades. Achieved Provide input and support to development of bushfire Involvement in risk management process. Ongoing planning and mapping activities within the Shire area development of maps Participate in required disaster planning management and Achieved training exercises. Ongoing consultation with government bodies to change Ongoing the funding basis for RFS. Zone Manager to attend Council on six monthly basis. Liaison with appropriate staff Ongoing liaison with NSWF&R at both local and regional Ongoing liaison level. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Ensure the successful operations of the bush fire Achieved Achieved organisation under the Rural Fires Act (1997) and other relevant legislation.
Effectiveness Indicator: The Rural Fire Service is maintained in a state of Brigades 27 27 preparedness, as indicated by the number of brigades Active Volunteers 850 850 and active volunteers Meet standards of fire cover as determined by the Rural Fire Service. 95% Achieved
Efficiency Indicator: Response time in attending brigade station on report 5 minutes Achieved of a incident.
Service Indicator: Number of complaints received regarding delay in 0 0 attending fire related incident.
COMMENTS: Shed replacements ongoing – issues with land titles and access Plant replacement as per program. New tankers received for all areas of the shire and old plant redistributed Fire trail maintenance completed within the eastern portion of the shire
Upper Hunter Shire Council Annual Report 2010/11 | 98
RECREATION & CULTURE
. Cultural Services . Public Halls & Museums . Public Libraries . Sporting Grounds/Parks & Gardens . Swimming Pools
Upper Hunter Shire Council Annual Report 2010/11 | 99
Cultural Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Advocate for, support and provide services and facilities for families, children and young people. Advocate for, develop and implement programs, services and facilities for our ageing community. Facilitate healthy lifestyles through participation by and in partnership with the community in sports and cultural activities. Support existing education facilities and enhance learning opportunities. Encourage and build local community capacity, within the context of the Upper Hunter Shire, i.e. Horse Capital, local festivals, local Progress Associations / Chambers of Commerce. OBJECTIVES To promote and financially support cultural activities in the Shire and encourage civic pride. To promote citizenship and celebrate Australia Day and other national days as appropriate to Upper Hunter Shire community. MAJOR ACTIVITIES OUTCOMES Assist in the coordination of cultural awareness building and Established the Upper Hunter Museum Network. Developed participation in activities. the Four Bridges Walk in Murrurundi. Cancer Council "Eat it to Beat it" sessions held in Merriwa and Scone. Administer the Cultural Activities Grant program to encourage Cultural Activities grants co-ordinated; 26 Applications; Grants local community groups to hold small cultural activities in the totalling $11,700 awarded. Shire. Encourage participation by providing contributions to Art Supported the Back to Murrurundi art exhibition. Fees waived Prizes in Upper Hunter Shire. for Murrurundi Arts Council use of the Murrurundi RSL Hall for the Norvill Art Prize. Acknowledgment of traditional owners. Consultation with Wanaruah Aboriginal Lands Council about appropriate NAIDOC Week events. Work with target groups in the community to initiate culturally Upper Hunter Museum Network and Workshop supported; appropriate activities. Back to Murrurundi Event Involve schools and broader community in local government Dinner at Scone Bowling Club, week activities. Tree planting at Blandford and Murrurundi Public Schools, Tree planting, BBQ and Mayor for a Day Competition at Merriwa Primary School. Utilise community events to highlight local government Media editorial and coverage of Local Government projects processes and achievements as well as encourage public was utilised throughout year participation. Council coordination of many celebrations eg Australia Day, Tidy Towns, Clean Up Australia Day, Seniors Week Manage the School Achievement and Creative Arts Excellence Awards co-ordinated with schools and presented on Australia Awards in the four local secondary schools. Day Plan, develop and coordinate information sessions and Chairs Network established in Murrurundi to identify the volunteer support. training and skill development needs of community groups. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Upper Hunter Shire School Achievement and Achieved Achieved Creative Arts Excellence Awards presented annually Local Government Week activities held annually Achieved Achieved Cultural Activity Grants Program run annually Achieved Achieved Australia Day Awards and activities held annually Achieved Achieved Cultural Plan developed and updated annually Achieved In progress
Effectiveness Indicator: No of cultural activities supported 2 7 Achievement Awards presented 4 4 Participation in Local Government Week activities 100 120 Applications received for Cultural Activity Grants 10 26 Australia Day celebrated in Aberdeen, Merriwa, Murrurundi and Scone Achieved Achieved Community members and visitors participating in 800 1,870 Australia Day activities
Efficiency Indicator: Achievement of the major activities within budget 100% 100%
Service Indicator: No of complaints received by community members 0 0
COMMENTS: General increase in activities of a cultural nature and it is expected that this trend will continue.
Upper Hunter Shire Council Annual Report 2010/11 | 100
Public Halls / Museums COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Facilitate partnerships which create and support a caring community. Provide incentives and preserve heritage items by provision of adequate information and funding opportunities. Facilitate healthy lifestyles through participation by an in partnership with the community in sports and cultural activities. Provide for replacement and improvement of community infrastructure through best practice and risk management. OBJECTIVES To provide and maintain public halls for the use of the community for social, recreational, educational and cultural activities. To provide and maintain children’s services buildings to facilitate these activities being available in the Shire. To provide and maintain suitable space for the display, preservation and storage of items of historical and cultural importance to the local areas. To provide affordable rental premises for community services to encourage such services to be based locally. To provide a purpose built centre for the use of activities and services for Senior Citizens in the Scone and Upper Hunter communities. To provide and maintain youth facilities in the Upper Hunter Shire in the areas of Merriwa, Murrurundi & Scone. MAJOR ACTIVITIES OUTCOMES Major Public Halls include; Aberdeen Community Hall, Cassilis Ongoing Community Centre, Merriwa School of Arts, Murrurundi RSL Hall, Murrurundi Church Hall, Settlement Hall, Woolooma Recreation Centre. Children’s Services Buildings include; Merriwa Preschool, Ongoing Murrurundi Preschool, Scone Preschool, Scone Out of School Hours Service. Museums include; Merriwa Bottle Museum, Merriwa Historical Ongoing Museum, Murrurundi & District Historical Society (Murrurundi Literary Institute), Scone & Upper Hunter Historical Society (museum, research centre, back storage building & garage), Pioneer Cottage, Murrurundi. Youth Centres include Merriwa Youth Centre, Murrurundi Ongoing Youth Centre, and Scone Youth Club. Senior Citizens Centre, Scone. Ongoing Enhance and maintain current facilities in accordance with Achieved asset maintenance schedule and requests. Provide safe and accessible facilities as a meeting place for the Achieved community. Provide subsidised facilities in accordance with Council policy. Achieved Facilitate the partnerships between organisations co-located Achieved in the building. Maintain buildings in accordance with safety including fire Achieved safety standards. To encourage the community to assist in enhancing facilities Achieved through artworks or work for the dole programs. PERFORMANCE INDICATORS Target Actual
Workload Indicator: Buildings from which Council operates in partnership 12 12 with a community group or Committee Number of bookings made per annum 600 Approx 600
Effectiveness Indicator: Scheduled capital works completed as listed Achieved Achieved
Efficiency Indicator: Annual maintenance inspection carried out for each Achieved Achieved building. Major activities managed within budget allocation. 100% 100%
Service Indicator: Number of complaints received regarding maintenance 0 0 not carried out as programmed.
COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 101
Public Libraries COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Advocate for, support & provide services & facilities for families, children & young people. Facilitate partnerships which create and support a caring community. Support existing education facilities & enhance learning opportunities. Facilitate healthy lifestyles through participation by and in partnership with the community in sports & cultural activities. To participate in & encourage regional and local alliances with other Councils, Government or non-government partners. OBJECTIVES To provide an effective accessible library service for recreational and informational needs of the residents of the Upper. Hunter Shire. MAJOR ACTIVITIES OUTCOMES Increase the use of library services through promotional Scone Branch relocated and State Library grant obtained for activities, new stock and facility enhancements. upgrade All branches held regular displays and involved with community activities/events Management of Aberdeen, Cassilis, Merriwa, Murrurundi and Branches managed with maintenance items addressed Scone branch buildings and maintenance. Management of library contract and agreement between the New Agreement Formulated and Staff of 5 UH Libraries now Upper Hunter Shire Council and Muswellbrook Shire Council. employed by UHSC; Regular Network Meetings held PERFORMANCE INDICATORS Target Actual
Workload Indicator: Number of loans Aberdeen 5,500 5,260 Cassilis 2,200 804 Merriwa 6,500 3,781 Murrurundi 8,500 6,677 31,000 28,178 Scone 53,700 44,700 Total
Number of circulating items 5,200 6,573 Aberdeen 2,200 1,657 Cassilis 8,200 8,643 Merriwa 7,000 8,459 Murrurundi 16,500 19,001 Scone 39,100 44,333* Total *Indicative Only from July 2011
Population (NSW Census 2006) 12,975 12,975
Effectiveness Indicator: Loans per head of population 4.14 3.44
Efficiency Indicator: Delivery Program & Operational Plan: operating $525,104 $522,631 expenses budget:
Gross operating expenses per capita $40.41 $40.22
Service Indicator: Turnover ratio = total loans / total no of circulating 1.37 Not Available items.
COMMENTS: Significant changes in Management responsibilities occurred in September 2010 with UHSC taking responsibility of staff under a new Network Agreement. Some Library functions have remained the responsibility of Muswellbrook Counci l. The adoption process is continuing . There have been significant difficulties in obtaining data throughout the year.
Upper Hunter Shire Council Annual Report 2010/11 | 102
Sporting Grounds / Parks & Gardens COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Facilitate healthy lifestyles through participation by and in partnership with the community in sports and cultural activities. Provide for replacement and improvement of community infrastructure through best practice and risk management. Develop intergenerational plans for future infrastructure needs. Advocate for, support and provide services and facilities for families, children and young people. To increase the number of young people involved in organised sport within the shire Advocate for, develop and implement programs, services and facilities for our ageing community. OBJECTIVES To facilitate the provision of recreation and cultural facilities to meet identified community need providing appropriate user support is available. To provide educational, recreational, sporting and cultural opportunities for residents and visitors. To ensure that Upper Hunter Shire residents and visitors have the opportunity to participate in a diverse range of sporting and passive recreational pursuits and to provide landcare services for the rehabilitation and protection of the urban and rural environment and promote biodiversity in a cost effective and efficient manner. MAJOR ACTIVITIES OUTCOMES To upgrade parks and amenities. Upgrades in accordance with budget. Update and upgrade parks and playground equipment and Upgrades continued per budget schedule. safety standards. Upgrade change rooms and toilets. Upgrade as per budget. Upgrade water/irrigation facilities wherever possible. Ongoing Encourage local community contributions and/or input by Ongoing offering finance from Council to committees as appropriate and as funds are available. Minimise cost recovery ratio for all facilities. Ongoing Social/Community Plan 2006–2009 “Aberdeen” pp 84 – 93, Review of trees done annually. “Merriwa” p 127, “Murrurundi” pp 138 – 143, , “Scone” p 160 PERFORMANCE INDICATORS Target Actual
Workload Indicator: Hectares of active sporting grounds maintained during 119.6ha 119.6ha period
Effectiveness Indicator: % of playing surfaces rated as satisfactory within any >90% >90% period.
Efficiency Indicator: Major activities managed within budget allocation. Achieved Achieved
Service Indicator: Number of complaints of unsatisfactory ground <10 <10 condition made to Council in the period.
COMMENTS: Works completed as per budget.
Upper Hunter Shire Council Annual Report 2010/11 | 103
Swimming Pools COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Facilitate healthy lifestyles through participation by and in partnership with the community in sports and cultural activities. Provide for replacement and improvement of community infrastructure through best practice and risk management. Facilitate and provide for a growing population. Advocate for, develop and implement programs, services and facilities for our ageing community. OBJECTIVES To provide recreational facilities for the Upper Hunter community, which are operated in a safe, efficient and effective manner. MAJOR ACTIVITIES OUTCOMES To undertake routine maintenance to the plant and facilities. Works undertaken To continue with capital improvements. Completed PERFORMANCE INDICATORS Target Actual
Workload Indicator: Number of entries to the pool Scone 40,000 38,546 Murrurundi 6,000 3,834 Merriwa 12,000 10,951
Effectiveness Indicator: Major activities completed within budget 100% 100%
Service Indicator: Number of complaints received during period 3 2
COMMENTS: Major maintenance activities such as painting and trip hazard removal has ensured a high level of service is maintained Council has an excellent range of outdoor swimming pools providing facilities for families with children of all ages A variety of recreation programs at each pool is offered, such as swimming lessons and competitive programs Capital works completed throughout the year included: Scone Automatic chlorinator Pool leak prevention Pump upgrade Merriwa Change room roof replacement Pool leak prevention Pump replacement Murrurundi Automatic chlorinator Painting and tile replacement Seasonal weather had some negative impact on patronage.
Upper Hunter Shire Council Annual Report 2010/11 | 104
TRANSPORT & COMMUNICATION
. Aerodrome Services . Roads & Bridges – Regional . Roads & Bridges – Urban/Local . RTA – State Roads . Transport Ancillaries
Upper Hunter Shire Council Annual Report 2010/11 | 105
Aerodrome Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. Provide for replacement and improvement of community infrastructure through best practice and risk management. Advocate, facilitate and provide traffic management and public transport facilities to meet the needs of the community. To effectively and efficiently manage the business of the Council within its Charter. Support and develop a thriving and growing business community with increased employment. OBJECTIVES To provide an airport; approved by the Civil Aviation Safety Authority that caters for private and commercial aviation operators. An airport facility is provided which operates on a user pays basis and meets the needs of commuters to and from Scone. Improve airport facilities and infrastructure to meet community and user expectations. To reintroduce a regular passenger transport from Scone to Sydney to meet customer demands. Ongoing certification of the airport in accordance with CASA guidelines. To continue development and sale of airport light industrial land and hangar sites. MAJOR ACTIVITIES OUTCOMES Undertake regular building and infrastructure maintenance. Runway rehabilitation and strengthening project commenced. Installation of avgas facility Conduct regular and statutory maintenance and inspections Obstacle Limitation Survey and CASA audit completed with to meet CASA requirements. minimal improvements required Conduct regular mowing and slashing to maintain grounds Field Officer employed at airport to undertake works in a clean and tidy state at all times. Maintain runway in a safe working condition. Runway rehabilitation commenced to meet current and future demands The airport operates in accordance with relevant regulations All legal requirements for inspection and conduct met. and perceived emergency needs can be responded to. Meet with major Airport users on a quarterly basis. Ongoing communications regarding operations and improvements Undertake detailed inspection of airside pavements and Major upgrade commenced update 20 year pavement maintenance program. Undertake Safety/Technical Audit utilising CASA approved Completed by CASA and Airport Survey consultants auditor. Undertake an annual emergency exercise. Exercise Avion undertaken in September with follow up site Familiarisation exercise Market and sell the remaining lots. Ongoing marketing in conjunction with Council’s Economic Development projects. Completion of second hangar block development by private developer Attract additional air industries relocated to Scone Airport. Additional air charter service commenced PERFORMANCE INDICATORS Target Actual
Workload Indicator: Airside and landside areas maintained to CASA and Air Achieved Achieved Services standards
Effectiveness Indicator: Number of inspections that satisfy CASA requirements 4 per week 4 per week
95% - impact % of availability of aerodrome for unrestricted use 100% during runway rehabilitation
Efficiency Indicator: Notams issued within appropriate timeframe 100% 100%
Service Indicator: Number of action requests <2 1
COMMENTS: During the year major runway rehabilitation and strengthening in addition to installation of fuel outlet completed as Stage 1 of the $2million upgrade project in conjunction with NSW Industry and Investment. Stage 2 of the project will see the construction of a 100m Runway End Safety Area (RESA) and additional taxiway works in 2011/12
Upper Hunter Shire Council Annual Report 2010/11 | 106
Roads & Bridges - Regional COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Maintain the road network, with consideration given to additional sealing only on an economically justifiable basis. Provide for replacement and improvement on community infrastructure through best practice and risk management. Develop intergenerational plans for future infrastructure through best practice and risk management. Advocate, facilitate and provide traffic management and public transport facilities to meet the needs of the community. Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. OBJECTIVES To undertake roads and bridge maintenance and construction works to acceptable standards in a cost-effective, cost- efficient and safe manner, so as to minimise future expenses. MAJOR ACTIVITIES OUTCOMES Maintain emphasis on roads and bridges as Council’s priority. Completed – strategic review of road network commenced including regional roads Maintenance tasks which remove a possibly dangerous Completed within timeframes situation (eg pothole and edge patching, urgent repairs to damaged roads). Roads to Recovery construction works. R2R program implemented Reseal program. Programmed and/or completed as per Strategic Plan Shoulder reconstruction program. Programmed and/or completed as per Strategic Plan Determine construction and quality specifications for road Ongoing construction and communicate criteria to staff. PERFORMANCE INDICATORS Target Actual Workload: Sealed (km) 155.08 159.83 Unsealed (km) 19.05 14.30 Bridges & Major Culverts on Regional Roads 38 38 Effectiveness: Percentage of pavement surface rated as in satisfactory 80% 80% condition at end of any period Efficiency: Time taken to carry out essential maintenance in <10 days 7 days accordance with Council’s Best Practice Policies.
Programmed work completed within time and budget constraints. 95% 90% Service Number of complaints received concerning condition <25 15 of network. COMMENTS: Consultation with RTA regarding regional roads ongoing Strategic review of road network throughout the shire commenced including service levels, gravel resources, construction methods
Upper Hunter Shire Council Annual Report 2010/11 | 107
Roads & Bridges – Urban / Local COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Maintain the road network, with consideration given to additional sealing only on an economically justifiable basis. Provide for replacement and improvement of community infrastructure through best practice and risk management. Develop intergenerational plans for future infrastructure needs. Advocate, facilitate and provide traffic management and public transport facilities to meet the needs of the community. Advocate to State and Federal government for a fair and equitable share of fiscal resources and provision of Government services for the community. OBJECTIVES To undertake roads and bridge maintenance and construction works to acceptable standards in a cost-effective, cost- efficient and safe manner, so as to minimise future expenses. MAJOR ACTIVITIES OUTCOMES Maintain emphasis on roads and bridges as Council’s priority. Works undertaken Town street reconstruction program, pothole Works undertaken patching/urgent repair items, drainage maintenance. Increase effectiveness of preventative maintenance work as Works undertaken part of maintenance management works practices. Heavy overlay patching (sealed Shire roads). Works undertaken Determine construction and quality specifications for road Ongoing construction and communicate criteria to staff. Social/Community Plan 2006 – 2009 “Improving Local Ongoing Roads” pp 15 – 17, “Aberdeen” pp 83 – 92, “Merriwa” p 125, “Murrurundi” pp 138 - 143, “Scone” pp 158 – 161. PERFORMANCE INDICATORS Target Actual Local Roads
Workload Indicator: Non-urban sealed (km) 310.76 312.80 Non-urban unsealed (km) 1,159.20 1,157.56 Bridges & Major Culverts on Local Roads 82 87 Effectiveness: Percentage of pavement surface rated as in satisfactory 75% 75% condition at end of any period Efficiency: Time taken to carry out essential maintenance in < 10 days 7 days accordance with Council’s Best Practice Policies.
Programmed work completed within time and budget constraints. 95% 90% Service Number of complaints received concerning condition <315 553 of network. Urban Roads Workload: Sealed (km) 107.22 107.55 Unsealed (km) 12.6 12.6 Bridges and major culverts on Non Regional Urban 5 5 Roads Effectiveness: Percentage of pavement surface rated as in satisfactory 80% 80% condition at end of any period Efficiency: Time taken to carry out essential maintenance in < 10 days 7 days accordance with Council’s Best Practice Policies. Programmed work completed within time and budget 95% 90% constraints.
Service Number of complaints received concerning condition 105 165 of network.
COMMENTS: Strategic review of road network throughout the shire commenced including service levels, gravel resources, construction methods Capital works undertaken on bridges construction. 3 bridge project within the Timor area in addition to emergency works following major flood events impacting the Alec Cone Bridge and Broads Crossing causeway Significant additional complaints in regard to standard of roads
Upper Hunter Shire Council Annual Report 2010/11 | 108
RTA - State Roads COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Maintain the road network, with consideration given to additional sealing only on an economically justifiable basis. Provide for replacement and improvement on community infrastructure through best practice and risk management. Develop intergenerational plans for future infrastructure through best practice and risk management. Advocate, facilitate and provide traffic management and public transport facilities to meet the needs of the community. Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. OBJECTIVES Remain a core service provider to the RTA. MAJOR ACTIVITIES OUTCOMES Undertake maintenance and construction works on State Works undertaken Highway No.27 (Golden Highway) in accordance with the RTA Road Maintenance Council Contract Specifications and Quality Assurance systems. Continued upgrade to Council’s Quality Assurance systems in Works undertaken accordance with the RTA Road Maintenance Council Contract Specifications. Actively pursue work orders to improve the quality of the Works undertaken Golden Highway and maximise the safety of the road users, minimising risk and litigation against Council and the RTA. Actively pursue funding initiatives through consultation with Works undertaken the RTA. PERFORMANCE INDICATORS Target Actual
Workload Indicator: RTA tendering pre-qualification requirements 100% 100% maintained at appropriate level.
Effectiveness Indicator: Compliance with RTA requirements 85% 95%
Efficiency Indicator: No of warranty claims for defects within works <10 17 Average days after end of month claim submitted <7 <7
Service Indicator: Meet RTA prequalification, specification, service level 100% 100% agreements and tender requirements for Road Maintenance Council Contract
COMMENTS: RTA single invitation contract works completed on the Golden Highway Participation in Golden Highway Advisory Committee
Upper Hunter Shire Council Annual Report 2010/11 | 109
Transport Ancillaries COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Maintain the road network, with consideration given to additional sealing only on an economically justifiable basis. Provide for replacement and improvement on community infrastructure through best practice and risk management. Develop intergenerational plans for future infrastructure through best practice and risk management. Advocate, facilitate and provide traffic management and public transport facilities to meet the needs of the community. Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. OBJECTIVES To promote traffic and pedestrian safety by the provision and maintenance of regulatory and advisory signage and pavement markings. To promote safe vehicular and pedestrian passage at night by achieving adequate lighting in residential and arterial roads in accordance with Australian Standards. To maintain high standards of street cleaning and street furniture, repair hazardous paved footpaths and maintain unpaved footpaths, and to maintain and enhance street tree planting. MAJOR ACTIVITIES OUTCOMES To maximise safety for road users. Achieved To minimise road trauma. Achieved Provide secretarial services to the Traffic Committee. Monthly meetings Promote traffic safety by maintaining traffic signs & markings. Ongoing sign program implemented Administer road functions. Achieved Complete the signposting of rural roads. Ongoing Provide name plates to village streets and all un-signposted urban streets. Ongoing Installation of new street lights in the Shire to achieve the minimum Ongoing Australian Standard lighting within urban areas. Monitor daily and weekly schedules to ensure coverage and quality of Achieved – 24/7 service provided service. Continued implementation of best practice standards to maintain quality of Achieved services provided. Ongoing assessment of paved footpaths, street trees and road side furniture Achieved in accordance with Council’s Maintenance and Inspection Policy. Maintain paved and unpaved footpaths to agreed levels in accordance with Inspections conducted and appropriate Councils Intervention and Risk Assessment procedures. actions recommended 7 implemented Social/Community Plan 2006 – 2009 “Aberdeen” pp 84 – 90, “Merriwa” p Achieved 126, “Murrurundi” pp 139, “Scone” p 158 - 161 PERFORMANCE INDICATORS – PUBLIC TRANSPORT Target Actual Workload Indicator: % of network rated as in satisfactory condition on an 90 90 annual basis Effectiveness Time taken to carry out essential maintenance in <10 days 7 days Indicator: accordance with Council's Best Practice Policies Programmed work completed within time and budget 95% 100% constraints. Monitored through maintenance management systems Efficiency Indicator: Major activities managed within budget allocation. Achieved Achieved Service Indicator: Number of complaints received concerning unsafe <10 3 conditions. PERFORMANCE INDICATORS - STREET LIGHTING SERVICES Effectiveness Ensuring progressive yearly installation of new street lights 5 Nil Indicator: to meet Council's standard Efficiency Indicator: Liaise with Electricity Authority to ensure prompt <5 days 1 days maintenance of unserviceable street lights Service Indicator: Number of complaints received on street lighting 5 2 PERFORMANCE INDICATORS - TRAFFIC MANAGEMENT Effectiveness Percentage of traffic signs/markings maintained in good 95% 95% Indicator: condition. Efficiency Indicator: Response time for replacing destroyed/damaged signs. <10 days 7 days Major activities managed within budget allocation. Service Indicator: Number of complaints received regarding missing or 20 6 deteriorated signs. COMMENTS: Targets achieved.
Upper Hunter Shire Council Annual Report 2010/11 | 110
WATER FUNDS
. Merriwa/Cassilis . Murrurundi . Scone/Aberdeen
Upper Hunter Shire Council Annual Report 2010/11 | 111
Water Supply COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide secure potable water supply to meet the demands of future generations to urban areas of the Shire. Provide for replacement and improvement of community infrastructure through best practice. Develop intergenerational plans for future infrastructure needs. Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. To participate in and encourage regional and local alliances with other Councils, Government or non-government partners.
OBJECTIVES To provide an adequate and secure potable water supply to recognised standards in defined areas on a cost effective basis. MAJOR ACTIVITIES OUTCOMES The provision and maintenance of infrastructure for the Achieved supply of potable water to the residents and commercial undertakings. The provision of a water quality monitoring service to Achieved safeguard the public health as per NSW Health requirements. Asset replacement program to minimize mains failures and Strategic Plan implemented ensure adequate supply can be maintained to residents with in the designated area. Continued investigations into requirements to ensure that an Strategic Plan implemented adequate water supply can be maintained into the future. Social/Community Plan 2006–2009 “Appropriate Ongoing Development” pp 36–39, “Aberdeen” p 91, “Scone” p 161-2. PERFORMANCE INDICATORS Target Actual Workload Indicator: Water Connections Scone and Aberdeen 3,373 3,350 Merriwa and Cassilis 662 630 Murrurundi 536 519 Effectiveness Indicator: Water Supply Service Interruptions - Mains Scone and Aberdeen 36 46 Merriwa 24 15 Murrurundi 12 11 Cassilis 12 2 Effectiveness Indicator: Water Supply Service Interruptions – Service Pipes Scone and Aberdeen 120 115 Merriwa 48 46 Murrurundi 12 10 Cassilis 12 8 Service Indicator: Average response time to system failures <2hrs Achieved Water quality meet NHMRC quality guidelines 98% Achieved
COMMENTS: Water supply capital improvements continuing throughout the shire as identified in the DPOP Major capital projects undertaken at Scone Equine/Airpark and the new Scone Industrial area Commencement of the water augmentations scheme involving construction of pipeline and balance tank
Upper Hunter Shire Council Annual Report 2010/11 | 112
SEWERAGE FUNDS
. Merriwa . Murrurundi . Scone/Aberdeen
Upper Hunter Shire Council Annual Report 2010/11 | 113
Sewerage Services COMMUNITY STRATEGIC OBJECTIVES (CSO’S) Provide efficient and effective advisory, assessment and regulatory services focused on being customer “friendly” and responsive. Provide for replacement and improvement of community infrastructure through best practice and risk management. Develop intergenerational plans for future infrastructure needs. Advocate to State and Federal Government for a fair and equitable share of fiscal resources and provision of Government services for the community. To participate in and encourage regional and local alliances with other Councils, Government or non-government partners. OBJECTIVES To maintain a sewerage system for the transportation and treatment of sewage to licence requirements and encourage appropriate further expansion of services. OUTCOMES MAJOR ACTIVITIES Sewer urban communities at a reasonable cost to the people. Draft Liquid Trade Waste Policy exhibited Improve effluent quality for discharge. Ongoing Eliminate discharge of fats and greases into the reticulation system. Ongoing Reduce infiltration and inflow into reticulation system. Ongoing investigation Implement long-term asset replacement strategy. Ongoing Operate sewerage schemes to meet licence requirements Achieved Environmental management plan requirements are met Achieved Social/Community Plan 2006 – 2009 “Appropriate Ongoing Development” pp 36 - 39 Target Actual PERFORMANCE INDICATORS Workload Indicator: Sewer Connections
Merriwa 631 470 Murrurundi 472 476 Scone 3,131 3,153
Effectiveness Indicator: Number of Sewer Complaints – including odour, chokes and overflows
Merriwa 100 96 Murrurundi 100 152 Scone 200 325
Efficiency Indicator: Operating costs including depreciation ($ per connected property) Merriwa $516 $528 Murrurundi $553 $513 Scone $511 $586
Service Indicator: Average response time to system failures <2hrs <2 hours
COMMENTS: Major capital projects undertaken in accordance with DPOP Grant funded works at Scone Equine Complex/Airpark and new Scone Industrial Subdivision commenced during the year
Upper Hunter Shire Council Annual Report 2010/11 | 114
Appendix 1: POLICY FOR PAYMENT OF EXPENSES & PROVISION OF FACILITIES TO COUNCILLORS
Policy
Councillors will receive payment of expenses and will be provided with facilities, in accordance with this policy.
Objective
To ensure that there is accountability and transparency in the reimbursement of expenses incurred or to be incurred by councillors. The policy also ensures that the facilities provided to assist councillors to carry out their civic duties are reasonable.
Objectives and Coverage of the Policy
To comply with the provisions of Section 252 of the Local Government Act, 1993, the Local Government (General) Regulation 2005 and the updated Guidelines released by the Department of Local Government (October 2006) concerning the payment of expenses incurred or to be incurred by, and the provision of facilities to, the Mayor, the Deputy Mayor and Councillors in relation to discharging the functions of Civic Office. Council does not pay a general allowance for expenses or provisions of facilities.
This policy excludes annual fees paid to the Mayor and Councillors under sections 248 - 251 inclusive of the Local Government Act.
1. PAYMENT OF EXPENSES
1.1 Payment of expenses generally
Allowances and expenses:
Expenses and costs incurred by Councillors in discharging the functions of civic office on approved Council business will only be reimbursed in accordance with this policy.
Councillors must make a claim for reimbursement of expenses in accordance with this policy within one month following the incurrence of the expense.
Payment in advance:
Councillors may request payment in advance in anticipation of expenses to be incurred in attending conferences, seminars and training away from home. Councillors may also request an advance payment for the cost of any other service or facility covered by this policy. However, Councillors must fully reconcile all expenses against the cost of the advance as soon as possible following the incurrence of the expense.
Requests for payment in advance should be made to the General Manager.
Reimbursement and reconciliation of expenses:
Where the expenses are not paid for in advance by Council in accordance with this policy, then the Councillor shall: Retain all documentation substantiating the incurring of such expenses. Complete a claim form for all expenses incurred. Attach all relevant documentation. Lodge the claim form for payment with the General Manager within one month after the completion of the specific Council business.
1.2 Establishment of monetary limits and standards
Identifying and publishing monetary limits allows members of the public to know the expected cost of providing services to Councillors and to make comment during the public consultation phase of
Upper Hunter Shire Council Annual Report 2010/11 | 115 making or amending the policy. It also avoids situations where Councillors incur costs that are unforeseen or considered unreasonable by other Councillors and the public. Subsequently, where practical and appropriate, this policy sets out the monetary limits for all the expense provisions available to Councillors, as well as the standards for the provision of equipment and facilities provided to Councillors.
1.3 Approval arrangements
Approval for discretionary trips and attendance at conferences etc should be approved at a Council meeting. If this is not possible, then the approval should be given jointly by the Mayor and the General Manager. If the Mayor requires approval, it should be given jointly by the Deputy Mayor and the General Manager.
1.4 Spouse and partner expenses
Council will, in limited circumstances, reimburse Councillors for expenses incurred by the Councillor for their spouse, partner or accompanying person in the performance of his or her official duties. An accompanying person is considered to be a person who has a close personal relationship with the Councillor and/or provides carer support to the Councillor.
Council will reimburse the reasonable costs of a spouse, partner or an accompanying person for attendance at official Council functions that are of a formal and ceremonial nature, are within the local government area, and where there is a reasonable community expectation that the Councillor’s spouse, partner or accompanying person will attend. Examples could include Australia Day ceremonies, citizenship ceremonies, civic receptions, events formally supported by Council, service club annual changeover functions, awards nights, and debutant balls where generally partners are invited and the Mayor or Councillor attends as a representative of the Council.
Council will also reimburse the reasonable expenses incurred by the spouse, partner or accompanying person of the Mayor, or a Councillor representing the Mayor, when they are called on to attend an official function of Council or carry out an official ceremonial duty while accompanying the Mayor outside of the Council area, but within the State. Examples include charitable functions, award ceremonies and other functions to which the Mayor has been invited and is representing the Council.
Council will not reimburse any expenses incurred by a Councillor’s spouse, partner or accompanying person when they are accompanying a Councillor to a conference, seminar or the like. An exception to this is the Local Government and Shires Association’s (LGSA) annual conference, where Council will reimburse the cost of registration and the official conference dinner incurred by Council’s elected delegates’ spouse, partner or accompanying person when accompanying a Councillor to this conference. Expenses incurred by a Councillor’s spouse, partner or accompanying person, where this Councillor is only attending the LGSA annual conference as an observer will not be reimbursed by Council.
The payment of expenses for a spouse, partner or accompanying person for attending appropriate functions as permitted above is limited specifically to the ticket, meal (up to $150.00) and/or the direct cost of attending the function. Council will not reimburse peripheral expenses incurred by a spouse, partner or accompanying person such as transport, special clothing or grooming.
2. SPECIFIC EXPENSES FOR THE MAYOR AND COUNCILLORS
2.1 Conference, Seminar, Training and Educational Expenses
Councillors wanting to attend a conference/seminar/training/educational activity will make an application on the prescribed form to the General Manager or Mayor for subsequent approval by Council. Attendance at these functions is subject to annual budget limits. Councillors are encouraged to undertake relevant training and skills development to ensure they carry out their functions as effectively as possible.
Council will be responsible for the expenses of the Councillors attending conferences, seminars, training, educational activities, meetings and official engagements and functions, where the Councillor has been duly authorised by the Council or is deputising for the Mayor.
Upper Hunter Shire Council Annual Report 2010/11 | 116
The General Manager’s Personal Assistant may make all necessary arrangements for Councillors in accordance with this part of the policy, if requested.
These expenses include registration fees, accommodation, travel, meals, incidentals and associated tours (meals and incidents up to $150.00 per day) where they are relevant to the business and interest of Council.
a. Accommodation
i. Councillors will be accommodated in the hotel where the conference/seminar/training/educational activity or other Council business is being held or the nearest hotel of a similar standard. ii. Council will provide accommodation for delegates at the rate of a double room.
b. Travel
Councillors attending a conference/seminar/training/educational activity or other Council business will be transported via an economy class air ticket or Council will reimburse the travelling expenses as detailed below: i. Council will reimburse Councillors with travelling expenses incurred in his/her own vehicle, on the basis of the rate per kilometre set down in the Notional Agreement Preserving the Local Government (State) Award. Parking Station fees will also be met but claims for repairs or accidental damage to the Councillor's own car will be covered in the payment per kilometre. ii. A Councillor who travels on Council business shall - Travel with all due expedition and any time incurred in anything other than Council business shall not be included in expenses paid by Council. Travel by the shortest practical route. iii. Council will meet the cost of transferring delegates from their place of abode to the airport and return from the airport to their place of abode. iv. Council will meet the cost of transferring delegates from the airport to the hotel and return at the conclusion of the conference/seminar/training course or other Council business. v. Should a delegate be accommodated in a hotel not being the site of a conference/seminar/training/educational activity or other Council business, and the delegate is travelling in their own vehicle, Council will meet the cost of travelling from the hotel to the site of the conference/seminar/training course and return each day of the conference/seminar/training/educational activity or other Council business. vi. Where as a result of attending a conference/seminar/training/educational activity or other Council business a Councillor visits another council in the course of his/her elected member duties or to further his/her knowledge of Local Government, and the Councillor is travelling in their own vehicle, Council will meet the cost of transfer of the delegate from his/her hotel to the Council visited and return. vii. All other transfers are to be met by the delegate.
c. Meals
Council will meet the cost of breakfast, lunch and dinner (up to $150.00 per day) for Councillors where any of these meals are not provided as part of the conference/seminar/training/educational activity or other Council business. Council will also meet the cost of reasonable drinks accompanying the meal. The payment of meals and drinks for persons who are not Council's authorised representatives will be met by Council where it is reasonably necessary to reciprocate hospitality to other councils' representatives.
d. Incidentals
Telephone
Council will meet the reasonable cost of telephone calls from the Councillor to his/her family and to Council during the period of the conference/seminar/training/educational activity or other Council business (up to $20.00 per day) and other telephone expenses are to be paid for by the Councillor.
Upper Hunter Shire Council Annual Report 2010/11 | 117 Laundry
Council will not meet the cost of laundry or dry cleaning services. Such services are to be met by the Councillor.
Tipping
Council will not meet the cost of any tips provided by the Councillor.
Bar Fridge
Council will meet the cost of reasonable expenses incurred from the use of the bar fridge provided in a hotel room (up to $20.00 per day).
Bar Service
Council will not meet the cost of any expenses incurred at the bar located within the hotel other than where a Councillor is reciprocating hospitality extended to them by other parties.
Car Parking
Council will meet the cost of car parking at the site of the conference/seminar/training/educational activity or hotel each day of the conference/seminar/training course or other Council business.
After returning from the conference/seminar/training course, a Councillor (or a member of staff accompanying the Councillor), should provide a written report to Council on the aspects of the conference relevant to Council business and/or the local community. (No written report is required for the annual conference of the Shires Association)
2.2 Travel Arrangements
General travel arrangements:
All travel by councillors should be undertaken by utilising the most direct route and the most practicable and economical mode of transport, subject to any personal medical considerations.
Interstate and Overseas Travel:
Any travel by Councillors interstate or overseas must be approved on an individual trip basis at an open meeting of Council and is subject to budgetary constraints.
Applications for interstate travel must include full details of the travel, including itinerary, costs and reasons for travel.
Application for overseas travel must include detailed proposals of the nomination of the Councillors undertaking the trip, purpose of the trip and expected benefits. The duration, itinerary and approximate total costs of each overseas trip must also be provided.
For the purpose of this policy the Australian Capital Territory (ACT) is considered to be a part of New South Wales (NSW). Council provided vehicle
Councillors will be entitled to travel to a conference/seminar/training/educational activity and official engagements and functions, where the Councillor has been duly authorised by the Council or is deputising for the Mayor, at the expense of the Council, by Council vehicle, unless specifically authorised otherwise by Council resolution.
When a Council vehicle is allocated to a Councillor for use on Council business, only a Councillor, a staff member or a licensed driver authorised by the Councillor should operate the vehicle.
Where a Council vehicle is provided, Council shall reimburse the Councillor for any incurred fuel, oil, parking fees or similar vehicle costs.
Upper Hunter Shire Council Annual Report 2010/11 | 118
Any traffic or parking fines incurred while travelling in a private or Council vehicle on Council business is the responsibility of the person driving at the time of the offence, Council will not reimburse any of these costs.
Provision of own Motor Vehicle:
Where a Councillor is required to utilise his/her own private vehicle in connection with approved Council business, he/she will be paid a rate per kilometre equivalent to the appropriate engine capacity rate of an employee’s vehicle as contained in the Local Government (State) Award 2007.
Where a Councillor’s private vehicle is provided, Council shall reimburse the Councillor for any incurred parking fees.
Where a Councillor is required to use their own vehicle, they should advise their comprehensive insurance provider that the vehicle will be used on Council business.
Claims For Travelling Expenses
a. Claims for travelling expenses shall be submitted no later than one (1) month after the expenses were incurred. b. Such claims shall state the following:- i. Time and place of departure ii. Time and place of arrival iii. Distance travelled iv. Fares and parking fees paid, attaching receipts where possible v. Number of days and hours occupied in travelling to and from the conference/seminar/training/educational activity and attending Council meetings or on the authorised business of Council vi. Total amount of claim c. Travelling Expenses The rate of calculation of the amount payable for travel in a Councillor's own car shall be the rate payable for claims in the Local Government (State) Award 2007.
2.3 Refreshments at Meetings and Functions
Council may provide suitable refreshments prior to, at or following Council and Committee meetings.
Council may provide food and beverage when hosting meetings, civic receptions, citizenship ceremonies, and other functions.
The standard of the food and beverage provided will be determined by the Mayor in consultation with the General Manager.
2.4 Care and other related Expenses
Council will reimburse Councillors the reasonable cost of carer arrangements, including childcare expenses and the care of elderly, disabled and/or sick immediate family members of Councillors, to allow Councillors to undertake their Council business obligations. The provisions for these expenses are as follows:
a) Childcare expenses for children up to and including the age of 16 years are payable when a Councillor attends: . Council meetings, inspections, formal briefing sessions and civic or ceremonial functions convened by the Mayor or Council; . Committee meetings; . Meetings scheduled by Council or the Mayor; . Meetings arising as a result of a Councillor being appointed by Council to an outside body or committee; or . A meeting or function or other official role as a representative of Council or the Mayor.
b) Expenses are paid to registered carers or approved child care services up to one hour before and one hour after such functions set out above (based on advertised starting time), less any rebate, subsidy or the like that may be applicable.
Upper Hunter Shire Council Annual Report 2010/11 | 119 c) A maximum amount of $200 per month per Councillor will be paid in accordance with this provision.
d) Claims are to be submitted, with necessary documents such as tax invoices or where required doctor’s certificate or the like, to the General Manager within one month after the occurrence of expenses under this provision.
2.5 Reasonable Legal Expenses
Council may disburse money only if the disbursement is authorised by the Local Government Act 1993, either expressly or because it is supplemental or incidental to or consequential upon the exercise of its functions.
Council may reimburse reasonable legal expenses in the following circumstances:
a) A Councillor defending an action arising from the performance in good faith of a function under the local Government Act (section 731 refers); or
b) A Councillor defending an action in defamation provided the statements complained of were in good faith in the course of exercising a function under the Act; or
c) A Councillor for proceedings before the Local Government Pecuniary Interest and Disciplinary Tribunal or an investigative body provided the subject of the proceedings arises from the performance in good faith of a function under the Act and the Tribunal or investigative body makes a finding substantially favourable to the Councillor.
Expenses will not be covered in relation to proceedings arising merely from something that a Councillor has done during his or her term in office. a Councillor seeking advice in respect of the Councillor taking possible defamation action, or in seeking a non-litigious remedy for possible defamation. (DLG Circular 05/08). proceedings if initiated by a Councillor under any circumstance or if the legal outcome is not in favour of the Councillor.
Council may lawfully obtain insurance cover against the risk of having to meet the costs of or to reimburse a Councillor provided that the costs or reimbursements are ones that Council is authorised to meet.
2.6 Insurance
Council will provide all Councillors with personal accident cover, Councillors’ & Officers’ Liability Insurance and other appropriate insurance cover required in the discharge of their official duties.
3. PROVISION OF FACILITIES
3.1 Provision of facilities generally
Council will provide facilities to support the Mayor and the Councillors to undertake their role as elected members of the Council.
3.2 Use of Council resources
Use of Council resources is subject to the provisions of the Code of Conduct and Council’s policies.
Council facilities, equipment and services are not to be used to produce election material or for any other political purpose.
3.3 Return of facilities
At the end of involvement with Council, all property of the Council must be delivered to the General Manager.
Upper Hunter Shire Council Annual Report 2010/11 | 120
Council may provide Councillors with the opportunity to purchase Council equipment previously allocated to them at the cessation of their duties. If Council makes available such an option, the item for sale should be purchased at an agreed fair market price or written down value.
3.4 Private use of equipment and facilities
Councillors should not generally obtain private benefit from the provision of equipment and facilities, nor from travel bonus or any other loyalty schemes. However, Council acknowledges that incidental use of Council equipment and facilities may occur from time to time. Such incidental private use is not subject to a compensatory payment. Where private use occurs, the Councillor will discuss the matter with the General Manager and reimburse the agreed sum.
3.5 Provision of Equipment and Facilities for Councillors
Each Councillor will be provided with the following upon election to office:- a. Access to the Local Government Act 1993, and Regulations. b. A suitable name badge and business cards. c. A fax machine, if required, which remains the property of Council and must be returned to Council upon the Councillor ceasing to hold office. Replacement paper and printer cartridges will be provided for Council purposes. d. An interest free loan up to a maximum amount of $3000 for the purchase of information technology equipment (computer and peripherals), which is to be repaid by a deduction from fees over a maximum period of 3 years and with a minimum payment of $90 per month. Any balance outstanding is to be paid on cessation of office with Council. e. Access to and use of Council photocopiers, telephones, facsimile or computers at Council offices for official Council use. f. Stationery in the form of a diary, writing pads, pens, facsimile or printer paper for official Council use. g. Sufficient personalised Councillor letterhead for use by Councillors for official correspondence. Council letterheads may be used by Councillors only for the purpose of communicating with constituents on matters of general Council concern; Copies of all correspondence written to and from Councillors including letters and emails regarding Council business are to be provided to Council’s Records Department for registration into its Electronic Document Management System (TRIM). The letterhead cover must NOT be used for promoting the political interests of Councillors or of any State or Federal Political Party or representative; Council’s letterhead should not be used to express opinions or beliefs which are in contradiction to a decision which has been made, or policy adopted, by Council; Council will not be held responsible for the content of correspondence distributed under the hand of an individual Councillor and reserves the right to withdraw the supply of the letterhead from individual Councillors at any time should this policy be contravened; Councillor letterhead/facsimile cover page shall include the contact details of the Councillor (and a photo if requested). Groups and affiliations are not to be displayed on Council supplied letterhead; Council stationery is not to be converted or modified in any way; and The Councillor letterhead supplied to Councillors may carry the following disclaimer: "The statements made in this correspondence are the view of the individual Councillor and do not necessarily reflect the views or the position of the Council or Management of Upper Hunter Shire Council”. h. Provision of corporate ties or scarves. i. Any facility made available to the Mayor, as deemed appropriate by the Mayor.
3.6 Provision of Additional Equipment and Facilities for the Mayor
The Mayor will be provided, at the Mayor’s discretion, with the following:- a. An office suitably furnished. b. An allotted parking space adjacent to the Council Chambers. c. A suitable name badge for the Mayor and Mayoress and business cards. d. A beverage fridge located in the Mayoral office which will be maintained and stocked by Council subject to an annual limit of $500. e. Council will provide tea, coffee and refreshments to the Mayor when fulfilling the Mayoral duties as required. f. Sufficient Mayoral letterhead for use by the Mayor for official correspondence.
Upper Hunter Shire Council Annual Report 2010/11 | 121 g. A mobile phone will be provided for official Council use including cost of telephone calls for official duties. h. A Corporate Credit Card may be provided for expenses incurred in official duties in accordance with this policy. i. Secretarial support by the General Manager’s Personal Assistant. j. Access key to Council’s administrative offices and chambers in Scone. k. Council may provide a fully maintained motor vehicle for official duties for the Mayor and private use in accordance with Council’s policy for motor vehicles for staff. This vehicle will be available to other Councillors and staff representing Council at functions when the Mayor is not attending.
Where provided, the vehicle shall always remain the property of the Council.
The Mayor will be entitled to use the motor vehicle for purposes other than the discharge of functions of the civic office and the performance of Council business. Fees payable to the Mayor will not be reduced for any private benefit gained from the private use of the vehicle.
The Mayor is entitled to authorise any licensed driver to drive the Mayoral vehicle (where provided).
Communication facilities will be included with the vehicle for use on Council business and will remain the property of the Council. The Council will pay associated costs/rentals.
The vehicle may be fitted with a dedicated E-tag for tollways within the State, at the discretion of the Mayor. Council will be responsible for the associated costs and any accumulated fares accrued by utilising the E-tag.
3.7 Provision of Additional Equipment and Facilities for the Deputy Mayor
The Deputy Mayor, at the sole discretion of the Mayor, may have the use of the facilities provided to the Mayor and when the Deputy Mayor is acting in the position of Mayor due to the absence of the Mayor, the Deputy Mayor will have use of the following facilities:- a. Mayoral Office. b. Council will provide tea, coffee and refreshments to the Deputy Mayor when fulfilling the Mayoral duties as required. c. A suitable name badge. d. Use of the Mayoral motor vehicle (where provided) when representing Council at functions when the Mayor is not attending. e. In the absence of the Mayor, Secretarial support by the General Manager’s Personal Assistant. Any aforementioned equipment provided to the Mayor, Deputy Mayor and Councillors remains the property of the Council and is to be returned immediately the Mayor, Deputy Mayor or Councillor ceases to hold office.
4. OTHER MATTERS
4.1 Reporting Requirements
Sections 428 (2) (f) and (r) of the Local Government Act 1993 requires a Council to include in its Annual Report:
a) Total amount of money expended during the year on Mayoral and Councillor fees; b) Council’s policy on the provision of facilities for, and the payment of expenses to Councillors; c) Total amount of money expended during the year on providing those facilities and paying those expenses. d) Such other information the Local Government (General) Regulations 2005 may require. e) Section 217 of the Local Government (General) Regulations 2005 requires Council to include in its annual report details (including the purpose) of overseas visits undertaken during the year by Councillors, staff, or other persons representing the Council (including visits sponsored by other organisations); the total cost of expenses and the provision of facilities for the Mayor and all Councillors; the cost of phone calls including mobiles, home located landlines, facsimile and internet services spouse/partner/ accompanying person expenses
Upper Hunter Shire Council Annual Report 2010/11 | 122
conference and seminar expenses training and skill development expenses interstate travel expenses overseas travel expenses care and other related expenses the cost of the provision, including rental, of dedicated office equipment allocated to Councillors on a personal basis such as laptop computers, mobile phones, telephones and facsimile machines and internet installed in the Councillors’ homes. This item does not include the costs of using this equipment, such as calls.
In addition to the statutory reporting requirements, Councils should report other costs where these are significant. For example, Councils should report the cost of the provision of facilities and equipment where such provision is above what would normally be required for the day-to-day running of the Council.
4.2 Disputes
Any disputes should be referred to the General Manager for resolution.
References
1. Legislative Provisions Local Government Act 1993 – Sections 23A, 252-254 and 428 Local Government (General) Regulations 2005 – Sections 217 and 403
2. Other Government Policy Provisions Department of Local Government “Guidelines for payment of expenses and provision of facilities“. Code of Conduct Department of Local Government Circulars to Councils ICAC publications 3. Council Policies This policy was adopted by Council at its meeting on 22 October 2007 and came into effect from that date. It replaces 13.06.01.01 GOVERNANCE – COUNCILLORS – Benefits. GOVERNANCE – POLICY – COUNCILLORS – Code of Conduct
4. Policy reviewed by Department of Local Government as “adequately meeting the legislation and guidelines” in January 2008. Recommended improvements incorporated in revised document adopted by Council on 31 March 2008. Adopted unchanged at its meeting on 26 October 2009.
5. This policy was adopted by Council at its meeting on 2 May 2011.
Review Date
September each year, by the General Manager and Mayor.
Authorised by: 2 May 2011 Daryl Dutton, General Manager
Upper Hunter Shire Council Annual Report 2010/11 | 123 UPPER HUNTER SHIRE COUNCIL
Councillor Application for a Conference/Seminar/Training/Educational Activity
Surname First Name
Position Councillor
Complete the following, and attach course details brochure
Course provider:
Course name:
Course location:
Date & duration:
Purpose of course:
How many hours of your time will be involved with this Activity (including travel to and from the Activity). Own time: ………………………….…hrs
Expenses Other details (optional)
Registration fees $
Accommodation
Travel/motor vehicle costs $
Meals/ $
Carer arrangements
Incidentals and other costs $
Charge to job number: 11222676 $
Councillor signature: Date Approval for discretionary trips and attendance at conferences etc should be approved at a Council meeting. If this is not possible, then the approval should be given jointly by the Mayor and the General Manager. If the Mayor requires approval, it should be given jointly by the Deputy Mayor and the General Manager. Approved by Council meeting Date:
Approved by Mayor & GM Date:
Approved by Deputy Mayor & GM Date:
Upper Hunter Shire Council Annual Report 2010/11 | 124
UPPER HUNTER SHIRE COUNCIL
Councillor Computer Purchase Agreement form
Councillor Name ………………………………………………………………….
Council will make available funds to enable the purchase of personal computers and peripherals by Councillors. The funds will represent an interest free loan and are subject to the following conditions:-
1. Maximum amount to be lent per Councillor is $3,000. 2. Maximum period for repayment 3 years with minimum payment of $90 per month. 3. Any balance outstanding is to be paid on cessation of office with Council. 4. Purchase and maintenance of the personal computer and peripherals is the responsibility of the Councillor.
The purchase price includes goods and services tax.
By signing this form, the Councillor acknowledges that the loan is to facilitate the development of personal computer skills and agrees to the conditions contained herein.
Please complete the following section and return it to the Mayor, with a copy of the supplier’s invoice.
Total cost of the personal computer, peripherals and software purchased $…………….
Repayment to be over ……………………… months.
Amount of repayments $………………….. per month.
I authorise the amount of $………………… to be deducted from my fees each month.
………………………………. ………………………………….. Councillor (signature) Date
……………………………… …………………………………… Mayor Date
Upper Hunter Shire Council Annual Report 2010/11 | 125 INVOICE OFFICE USE ONLY On account of ……………………………………………… (Councillor)
To UPPER HUNTER SHIRE COUNCIL
(A) Travel Kilometres for Date Purpose Place of Place of Place of Km Rate * Departure Arrival Return Under 2.5 litre 2.5 litres & over $0.64 per km $0.73 per km
Council Meeting Home Council Home
Finance Committee Meeting Home Council Home Development & Environmental Services Home Council Home Committee Meeting Home Council Home Works & Technical Services Committee Meeting
(B) Other (attach receipts) Date Purpose $
Signature: Date:
Approved: Date: Account 3020.330.619 * The Local Government (State) Award 2007, Part B, Monetary Rates, Table 2, Allowances: Clause 13(viii)
Upper Hunter Shire Council Annual Report 2010/11 | 126
Appendix 2: FINANCIAL REPORT
Upper Hunter Shire Council Annual Report 2010/11 | 127 Upper Hunter Shire Council
A Quality Rural Lifestyle in a Caring and Thriving Community