Agenda of Open Ordinary Meeting

BUSINESS PAPER

FOR THE COUNCIL MEETING

TO BE HELD ON THURSDAY, 28 JUNE 2018

COMMUNITY CONSULTATION SESSION GUIDELINES

1. A period of 15 minutes before the start of any official Open Council Meeting is available for members of the Public to address the Council Meeting or submit questions either verbally or in writing, on matters INCLUDED in the Business Paper for the particular Meeting, or matters deemed by the Mayor or Chair to be relevant.

2. A member of the public will be permitted a maximum of five (5) minutes to address the Council Meeting. An extension of time may be granted by the Mayor or Chair if deemed necessary.

3. A member of the public seeking to represent or speak on behalf of a third party must satisfy the Council Meeting that he or she has the authority to represent or speak on behalf of the third party.

4. Members of the public wishing to address the Council Meetings are encouraged to contact Council either by telephone (02) 6730 2316 or in person at the Town Hall office prior to 12 noon the day before the Council Meeting and register their intention to address the Council Meeting.

5. The Mayor or Chair will be guided by Section 10A(2)(a) – (i) of the Local Government Act 1993, in not allowing members of the public during community consultation sessions to deal with or discuss or disclose any information with regards to the matters mentioned in this section and subsections of the Act.

Local Government Act 1993 Section 10A(2) (a) – (i)

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

Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018 GLEN INNES SEVERN COUNCIL

Notice is herewith given of an ORDINARY MEETING

That will be held at the Glen Innes Severn Learning Centre, William Gardner Conference Room, Grey Street, Glen Innes on: Thursday, 28 June 2018 at 6.00pm ORDER OF BUSINESS

1 ACKNOWLEDGEMENT TO COUNTRY ...... 5

2 OPENING BY MINISTER FROM THE FRATERNAL ...... 5

3 APOLOGIES ...... 5

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

5 MINUTES OF PREVIOUS ORDINARY MEETING HELD ON 24 MAY 2018 TO BE CONFIRMED...... 5

6 MAYORAL MINUTE ...... 5

7 NOTICE OF MOTIONS ...... 6

7.1 Notice of Motion - Establishment of Youth Centre ...... 6

8 NOTICE OF MOTION OF RESCISSION ...... 11

8.1 Notice of Motion of Rescission of Resolution 15.05/18 and Proposed Further Motion re: Proposal to Join New England Tablelands County Council...... 11

9 REPORTS ...... 18

9.1 Local Government Remuneration Tribunal - Councillor Fees for the 2018/19 Financial Year ...... 18

9.2 LGNSW Water Management Conference 2018 ...... 21

9.3 Council-Managed Facilities and Services: Satisfaction and Priorities Survey ...... 24

9.4 Adoption of the 2018/19 Operational Plan ...... 34

Page 1 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.5 Supplementary Rates Notices - Business (Non Urban) Rating of Wind Turbines and Solar Wind Farms associated with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd ...... 49

9.6 Agency Information Guide ...... 52

9.7 Review of Access to Information Policy ...... 55

9.8 Review of Community Engagement Strategy...... 57

9.9 Review of Donations Policy ...... 60

9.10 Election of New Committee: Aboriginal Consultative Committee 62

9.11 Election of Committee - Emmaville War Memorial Hall Committee ...... 65

9.12 Election of New Committee: Minerama Committee ...... 68

9.13 Dividends from Water and Sewer Funds 2015/16 and 2016/17 ...... 71

9.14 Sign and Seal of Lease Agreement between Arts North West and Glen Innes Severn Council ...... 75

9.15 Finance Report - May 2018...... 78

9.16 Rates and Charges Collections - May 2018 ...... 84

9.17 Review of Aboriginal Employment Strategy...... 87

9.18 Workplace Injury Management Report - May 2018 ...... 90

9.19 Funding Extension for Commonwealth Home Support Programme ...... 93

9.20 Review of Life Choices - Support Services National Police Certificate / Criminal History Check Policy ...... 96

9.21 Library and Learning Centre Report - May 2018 ...... 98

9.22 Department of Corporate and Community Services: Monthly Report - April and May 2018...... 103

9.23 Sporting Facilities Master Plans and Proposed Priority Listing .. 113

9.24 Department of Development, Planning and Regulatory Services: Monthly Report - May 2018 ...... 118

9.25 Recommendations from the Roads Consultative Committee...... 131

9.26 Review of Risk Management - Footpath and Cycleway Policy .... 133

9.27 Infrastructure Services: Capital Works Progress Report - May 2018 ...... 135

Page 2 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.28 Department of Infrastructure Services: Monthly Report - May 2018 ...... 142

10 CORRESPONDENCE, MINUTES, PRESS RELEASES ...... 151

10.1 Correspondence and Press Releases ...... 151

10.2 Minutes of Council Community Committee Meetings for Information ...... 152

10.3 Minutes of Other Organisations for Information ...... 153

11 REPORTS FROM DELEGATES ...... 154

11.1 Reports from Delegates ...... 154

12 MATTERS OF AN URGENT NATURE ...... 157

13 CLOSED COUNCIL REPORTS ...... 158

13.1 Expression of Interest - Town Hall Tea and Coffee Shop ...... 159

13.2 Lease of Crofters Cottage ...... 159

13.3 Expression of Interest - Glen Innes Airport ...... 159

Hein Basson General Manager

Page 3 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

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

Page 4 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

1 ACKNOWLEDGEMENT TO COUNTRY

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

2 OPENING BY MINISTER FROM THE FRATERNAL 3 APOLOGIES 4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

PECUNIARY:

Nature of conflict:

Action to be taken:

NON-PECUNIARY:

a) Significant

Nature of conflict:

Action to be taken:

b) Non-significant

Nature of conflict:

Action to be taken: 5 MINUTES OF PREVIOUS ORDINARY MEETING HELD ON 24 MAY 2018 TO BE CONFIRMED 6 MAYORAL MINUTE

Page 5 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

7 NOTICE OF MOTIONS Clause 17.1 of Council’s Code of Meeting Practice states the following:

A Council must not transact business at a meeting of the council:

Item 7.1 (a) Unless a Councillor has given notice of the business in writing at least eight (8) days prior to the meeting.

7.1 Notice of Motion - Establishment of Youth Centre

Author: Carol Sparks - Deputy Mayor

ANNEXURES Annexure A Signed Notice of Motion

ECM INDEXES Subject Index: YOUTH SERVICES: Youth Project; Youth Network

The following compliant notice of motion has been received on 14 June 2018, pertaining to the establishment of a youth centre in the former Severn Shire Council’s office building in Bourke Street:

“I, Councillor Carol Sparks, give notice that at the next Ordinary Meeting of Council to be held on 28 June 2018, I intend to move the following motion:

That Council supports a youth centre being established in the old Glen Innes Council Chambers – 181 Bourke St Glen Innes and that Council commits to the operational and upkeep of the building.

RATIONALE CS3.3 is within the Glen Innes Delivery Programme 2017-2021 i.e. That we advocate for and continue to develop a network of youth facilities across the community.

I quote from an interview with John Barilaro….Nationals Leader and Deputy Premier, youth suicide is 66 percent higher in regional NSW than cities, ice addiction is at “epidemic levels, with access to rehabilitation centres few and far between” and unemployment forces young people to flee the country, “the net impact on our regional towns is immense” Mr Barilaro believes the biggest challenge facing country NSW was young people.

Some young people also face the high levels of domestic violence in their families, coping with the mental health issues involved with that is extremely difficult for our young people. Most teenagers find it difficult enough dealing with the normal pressures of growing up, school expectations and simply forming relationships.

Establishing a youth centre with Council supporting the process will send a positive message to the community that this Council is taking a step towards supporting the youth in our town and villages, by giving them a safe place to go. That place will not only be THEIR place to go, but it will also offer them choices to be part of programmes especially targeting their education, health and wellbeing and personal interests dreams and aspirations. This place will give them an opportunity to meet together,

Page 6 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018 seek and access advice from services and volunteers within the community who are prepared to give their time to help our young people decide their future.

I commend this Notice of Motion to Council.

Item 7.1 Cr Carol Sparks Councillor Date: 14/6/18

Seconded: Cr Dianne Newman Councillor Date: 14/6/18”

MOTION That Council supports a youth centre being established in the old Glen Innes Council Chambers – 181 Bourke St Glen Innes and that Council commits to the operational and upkeep of the building.

BACKGROUND The following was captured in the draft Minutes of the Ordinary Council Meeting held on 24 May 2018:

Cr C Sparks foreshadowed the following motion:

That the building at 181 Bourke Street Glen Innes be supported by Council to be a Youth Hub for Glen Innes and given time to establish, and for Council to contact the Armidale PCYC to hear if they would like to start a PCYC in that building.

Moved Cr C Price Seconded Cr J Smith

1. That Council calls for expressions of interest for the outright purchase or lease of land and buildings known as 181 Bourke Street Glen Innes. 2. That the Director of Infrastructure Services provides a further report to Council with the recommendations arising from the expressions of interest received.

A division was called for, voting on which was as follows:

For Against

Cr S Toms Cr C Sparks Cr C Price Cr G Frendon Cr J Smith Cr D Newman Cr A Parsons

The division was declared LOST by 4 votes to 3.

The foreshadowed motion was put by the Chairperson for discussion by the Meeting.

Page 7 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Moved Cr C Sparks Seconded Cr D Newman

Item 7.1 Extensive discussion was held in relation to this matter, with the meeting adjourning for a refreshment break at 8.07pm.

The meeting resumed at 8.18pm, whereby Cr C Sparks withdrew her foreshadowed motion, indicating that she will develop a motion for the consideration of Council at its next meeting.

COMMENTARY: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Having a youth centre in Glen Innes would be fantastic! However, the establishment and funding of a youth centre “by Council” is not in the 2017 - 2027 Community Strategic Plan (CSP), nor Council’s 2017-2021 Delivery Program (DP) or the 2018/19 Operational Plan and Budget.

Council is reminded that when doing its extensive community engagement for the preparation of the 10 year CSP in 2016/2017 the “community needs to see leadership from Council, and responsibility in managing its finances and assets” (CSP, page 6).

The community’s vision is that “Glen Innes Severn will have a vibrant, confident and inclusive community supported by a sustainable and prosperous economy underpinned by a well-maintained road network” (CSP, page 11).

“Attracting new business and investment and improving roads were the top mentioned priorities for Council to focus on into the future; and where the community would like to see resources directed” (DP, page 5).

It is imperative that Councillors understand that the success of the integrated planning process relies on the commitment of the Mayor and all councillors. The Office of Local Government website includes the following information: The DP turns the strategic goals found in the CSP into actions. It is the point where a council makes a commitment to the CSP, and act upon those issues that are within its area of responsibility. The DP is the key ‘go to’ document for the councillors. It identifies all of the key activities the council has committed to undertake over its four-year term. All plans, projects, activities and funding allocations of the council must be directly linked to the Delivery Program. Without strong support, commitment and understanding of the suite of plans, the council will find it difficult to effectively achieve community outcomes.

I remind Council that it has not allocated any funds in the 2018/19 Operational Budget, nor in the 10 year Long Term Financial Plan, for the establishment and funding of a youth centre. In its DP, Council has committed to the specific action CS 3.3.2 which is to lobby for and support the establishment of a PCYC in Glen Innes.

Further, I draw Council’s attention to report 9.3 Council-Managed Facilities and Services: Satisfaction and Priorities Survey. This report provides Council with the results of the survey completed in April 2018 to measure satisfaction and priorities with regard to Council-managed facilities and services. Question nine (9) of the survey

Page 8 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018 asked residents to rate how important Council facilities or services are to them and their family.

Item 7.1

As can be seen in the graph above the community considers almost everything to be important, with 25 out of 27 services and facilities sitting between 3.0 and 4.0 inclusive. However, it should be noted that youth facilities and activities rank 21 out of 27, reiterating that the community wants Council’s priority to be focused and resources directed to attracting new business and investment and improving roads.

It is my recommendation that the motion is not supported, as the establishment and funding of a youth centre “by Council” is not a goal within its integrated planning and reporting framework documents. This is further supported by the fact that more than 70% of Council’s other services and facilities rank higher in importance to the community than youth facilities and activities.

COMMENTARY: GENERAL MANAGER The Councillor Training Course presented by the Office of Local Government in Glen Innes on 26 October 2016 to the then newly elected Councillors, amongst other things, contained the following key questions that Councillors should ask as part of considering a motion and as part of the decision-making process:  What is the impact on the community and Council finances?  What are the community interests?  How does it align with the strategic direction?

Page 9 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 What are the demographic, environmental, and social impacts?  Does it provide value for money?  Does it comply with legislative and Council policy?  How will performance be measured?

Item 7.1

It is strongly suggested for Council to consider the received motion against the above- quoted questions.

Page 10 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

8 NOTICE OF MOTION OF RESCISSION Clause 17.1 of Council’s Code of Meeting Practice states the following:

A Council must not transact business at a meeting of the council:

Item 8.1 (a) Unless a Councillor has given notice of the business in writing at least eight (8) days prior to the meeting.

8.1 Notice of Motion of Rescission of Resolution 15.05/18 and Proposed Further Motion re: Proposal to Join New England Tablelands County Council

Author: Andrew Parsons - Councillor

ANNEXURES Annexure A Signed Notice of New Motion Annexure B Business Paper Report 24/5/18 – Proposal to Join New England Tablelands County Council

ECM INDEXES Subject Index: ENVIRONMENTAL MANAGEMENT: Noxious Weeds; Programs

A compliant Notice of Motion of Rescission has been received on 15 June 2018, and pertains to the resolution adopted by Council on 24 May 2018, with the item heading “Proposal to Join New England Tablelands County Council”.

Council’s Code of Meeting Practice makes provision for the following considerations under Clause 32 “Rescinding or Altering Resolutions”:

RESCINDING OR ALTERING RESOLUTIONS

32.1 A resolution passed by the Council may not be altered or rescinded except by a motion to that effect of which notice has been duly given in accordance with Subclauses 18.1, 18.2, 18.3 and 18.4. 32.2 If it is proposed to move a further motion in the event that a rescission motion is carried, the required notice must also be given of the proposed further motion. 32.3 If a notice of motion to rescind or alter a resolution is given:

(a) At the meeting at which the resolution is carried, the resolution must not be carried into effect until the motion of rescission or alteration has been dealt with; or

(b) At any time after the meeting at which the resolution is carried, no further action to carry the resolution into effect may be taken after receipt of the notice of motion until the motion of rescission or alteration has been dealt with.

Page 11 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

32.4 In the case of a motion of alteration, Subclause 31.3 applies only to the extent that the resolution of Council would be affected by the motion of alteration, if it is carried. 32.5 If a motion has been negatived by the Council, a motion having the same effect must not be considered unless notice of it has duly been given in Item 8.1 accordance with Subclauses 18.1, 18.2, 18.3 and 18.4. 32.6 A notice of motion to alter or rescind a resolution, and a notice of motion which has the same effect as a motion which has been negatived by the Council, must be signed by at least three (3) Councillors if less than three (3) months elapsed since the resolution was passed, or the motion was negatived, as the case may be. 32.7 If a motion to alter or rescind a resolution has been negatived, or if a motion which has the same effect as a previously negatived motion, is negatived, no similar motion may be brought forward within three (3) months. This Subclause may not be evaded by substituting a motion differently worded, but in principle the same. 32.8 A motion to which this clause applies may be moved on the report of a committee of the Council and such report must be recorded in the minutes. 32.9 The provisions of this Clause concerning negatived motions do not apply to motions of adjournment.

The Notice of Motion of Rescission received, is shown on the next page.

Page 12 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Item 8.1

Page 13 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Item 8.1

RESCISSION MOTION That Resolution 15.05/18 of the Glen Innes Severn Council – Open Ordinary Meeting - 24 May 2018 - Item 9.14 be rescinded in its entirety.

NOTICE OF PROPOSED FURTHER MOTION The following proposed further motion has also been received:

“I, Councillor Andrew Parsons, give notice that at the next Ordinary Meeting of Council to be held on 28 June 2018, I intend to move the following motion:

That the Glen Innes Severn Council performs the Environmental Management of Noxious Weeds and all subsequent requirements of associated Service Delivery.

That Council instructs the General Manager to create the new position of Weeds Officer with the aim to fill the position in the first quarter of the 2018/2019 financial period and that the General Manager makes available all necessary equipment to the appointee.

Page 14 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

That Council performs all weed spraying works and where necessary may consider outsourcing, utilising local contractors.

RATIONALE For Council to maintain its independent local service provision, to provide local jobs and to train and skill local people. Item 8.1

Council’s local economic stimulus is vital to our economy as is Council’s efficiency of service.

I commend this Notice of Motion to Council.

Cr Andrew Parsons Councillor Date: 15/6/18

Seconded: Cr Carol Sparks Councillor Date: 15/6/18”

MOTION 1. That the Glen Innes Severn Council performs the Environmental Management of Noxious Weeds and all subsequent requirements of associated Service Delivery. 2. That Council instructs the General Manager to create the new position of Weeds Officer with the aim to fill the position in the first quarter of the 2018/2019 financial period and that the General Manager makes available all necessary equipment to the appointee. 3. That Council performs all weed spraying works and where necessary may consider outsourcing, utilising local contractors.

BACKGROUND For ease of reference, the previous report that was included with the May 2018 Ordinary Council Business Paper dealing with this particular subject matter is attached as Annexure B to this item, and it is suggested for Councillors to refresh their memories by reading through this report again before considering the rescission motion.

COMMENTARY: DIRECTOR OF DEVELOPMENT, PLANNING AND REGULATORY SERVICES Agriculture is the most significant and important industry within the Glen Innes Severn Local Government Area. The Australian Government estimate that weeds cost Australian farmers around $1.5 billion a year in weed control activities, and a further $2.5 billion a year in lost agricultural production. In addition, weeds are one of the major threats to the natural environment. They are destroying native habitats, threatening native plants and animals and choking our natural systems including rivers and forests.

In April 2015, Council resolved to enter into a three (3) year Memorandum of Understanding (MOU) with the New England Weeds Authority (NEWA) to

Page 15 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

undertake Council’s weeds function. In this time, New England Weeds Authority Biosecurity Officers have carried out 1,401 private property inspections covering 215,255 hectares. Landowners were contacted where possible, inspections carried out and new and existing weed issues discussed. NEWA also carried out 14 Extension Activities during the three (3) year period. Through the use of NEWA’s 10 spray units,

Item 8.1 roadside weed control programs have been carried out on a yearly basis for the past three (3) years to treat Blackberry, Broome, Chilean Needle Grass and St Johns Wort.

The advantages of joining the New England Tablelands County Council were outlined in the previous report to Council which was initially supported. If Council wishes to pursue undertaking the weeds function, then the following items will need consideration: 1. Employment of a suitably qualified Weeds Officer will be in the vicinity of $112,000 including on-costs. 2. Provision will be required to be made in the budget for the purchase of a suitable vehicle and spray unit, bearing in mind the need for on property inspections plus roadside spraying, estimated to be in the vicinity of $80,000. 3. One (1) person and vehicle will not be able to conduct all property inspections plus undertake all of the roadside spraying. Contractors will need to be employed for effective roadside control. In 2014-15 Council allowed $46,960 for the purchase of chemical and contractors for roadside spraying. Council will need to consider the financial resources to be allocated for the roadside weed control program. 4. There will need to be suitable lead in time for a Council officer to obtain the necessary training to ensure they understand the full requirements of the new Biosecurity Act 2015 which has since repealed the Noxious Weeds Act. 5. Most likely a redundancy would be required for the existing local Weeds Officer currently employed by NEWA.

Whilst some funding comes from the NSW Government to assist in offsetting some of the above costs, this is generally directed through the Northern Tablelands Local Land Services, it is unsure what quantum of funding Council could expect as it varies from year to year. Council has allocated $95,481 in the draft 2018-19 Operational Plan for payment to NEWA to undertake Council’s weeds function under the new Biosecurity Act 2015.

If Council pursues undertaking the weeds function, an additional $150,000 would be required, which includes the purchase of a suitable vehicle and suitable resources to undertake the roadside control program. Some of these costs could be offset by funding, however, Council would be responsible for the full cost of a suitable vehicle.

It is strongly suggested that, if Council adopts the proposed rescission motion, for it to continue with the service level agreement with NEWA for a minimum of six (6) months to allow a suitable transition of the function back to Council, with a preference of 12 months so that the function can be properly budgeted for in the 2019-20 financial year.

COMMENTARY: GENERAL MANAGER It is strongly suggested that Council also consider the following item as part of its deliberations:

Page 16 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

There is no guarantee that Council will be in a position to appoint a “local” person into this position. As an example, if the existing incumbent (employed by the County Council) decides to apply for this newly created position with Council, it needs to be acknowledged that such an application would be a strong one – as the candidate would have been performing the duties associated with the position for a period of time.

Item 8.1 Therefore, this person could potentially be the preferred candidate based on equal employment principles, including the merit principle. It is my information that the current incumbent resides in Guyra. It might thus not be achievable to fulfil the expectations expressed in the “rationale” above.

Council cannot issue a direction that staff members should be employed from the “local” population; it would be contrary to the rights of people to have freedom of choice as to where they reside, as well as to the aforementioned equal employment principles. The merit principle is enshrined within Section 249 of the Local Government Act 1993; clearly stating that “the applicant with the greatest merit is to be selected”. All of these principles need to be adhere to in the recruitment, selection and employment processes of all staff.

Council does experience challenges in filling some of its management and specialised positions. It is, as an example, no secret that two (2) of Council’s directors reside within the Inverell Shire Council’s Local Government Area. It is respectfully suggested that Council should be grateful and appreciative to have access to these senior staff members’ expertise, knowledge and experience to allow for the proper functioning of the organisation.

The Councillor Training Course presented by the Office of Local Government in Glen Innes on 26 October 2016 to the then newly elected Councillors should again be kept in mind. As was referred to in the previous item, this course, amongst other things, contained the following key questions that Councillors should ask as part of considering a motion and as part of the decision-making process:  What is the impact on the community and Council finances?  What are the community interests?  How does it align with the strategic direction?  What are the demographic, environmental, and social impacts?  Does it provide value for money?  Does it comply with legislative and Council policy?  How will performance be measured?

It is again suggested for Council to consider the received motions against the above- quoted questions.

Page 17 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

1 9 REPORTS

9.1 Local Government Remuneration Tribunal - Councillor Fees for the 2018/19 Financial Year Item 9. REPORT FROM: GENERAL MANAGER’S OFFICE Author: Debbie Duffell - Executive Assistant

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: GOVERNANCE: Councillors Customer Index: Councillors Local Government Remuneration Tribunal

PURPOSE The purpose of this report is to provide Council with the determinations of the NSW Local Government Remuneration Tribunal in regard to Councillors fees for 2018/19, in order for Council to adopt the fees for the coming year.

BACKGROUND The NSW Local Government Remuneration Tribunal (the Tribunal) sets the fees for all Councillors and Mayors in NSW on an annual basis. In determining the maximum and minimum fees payable to each of the categories, the Tribunal is required, pursuant to section 242A of the Local Government Act 1993 (LG Act), to give effect to the same policies on increases in remuneration as those that the Industrial Relations Commission is required to give effect to under section 146C of the Industrial Relations Act 1996 (IR Act) – when making or varying awards or orders relating to the conditions of employment of public sector employees.

The current policy on wages, pursuant to section 146(1)(a) of the IR Act, is articulated in the Industrial Relations (Public Sector Conditions of Employment) Regulation 2014. The effect of the Regulation is that public sector wages cannot increase by more than 2.5 percent, and this includes the maximum and minimum fees payable to Councillors and Mayors.

(a) Relevance to Integrated Planning and Reporting Framework This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations When drafting the 2018/19 Operational Plan, Councillor and Mayoral fees were increased by the rate peg amount of 2.5%, which coincides with the advice of the Remuneration Tribunal.

COMMENTARY Under Section 241 of the LG Act, the Tribunal is required to determine the maximum and minimum fees to be paid to Councillors and Mayors during the following year. This determination is to be made no later than 1 May in each year.

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On 27 June 2011, the NSW Parliament amended the LG Act by inserting Section 242A, which binds the Tribunal’s determinations to the NSW Government’s public sector wages cap of 2.5 percent per annum. Amendments have been made to other legislation so that a similar cap applies to Members of Parliament, statutory officers and public sector executives. Item 9.1

The effect of Section 242A of the LG Act is to remove the Tribunal’s discretion to determine any increase in the minimum and maximum fees beyond 2.5 percent per annum. Accordingly, the Tribunal has determined that an increase of 2.5 percent per annum will apply for 2018/19.

The Councillor fees for Rural Category Councils, which includes Glen Innes Severn Council, have been set at $8,970 per annum (minimum) to $11,860 per annum (maximum), with the Mayor to receive an additional fee of $9,540 per annum (minimum) to $25,880 per annum (maximum). The increases are effective on and from 1 July 2018.

In accordance with Council’s resolution dated 20 October 2005, in addition to the standard Councillor fee, the Deputy Mayor is to receive 20 percent of the Mayor’s additional fee, with this amount to be deducted from the additional fee payable to the Mayor.

Last year Council resolved to implement the maximum approved fees to the Mayor and Councillors. Accordingly, the current fees being paid to Councillors are:  Mayor: $11,570 plus $20,200 ($25,250 – 20%) = $31,770 per annum;  Deputy Mayor: $11,570 plus $5,050 (20% of Mayoral Fee) = $16,620 per annum;  Other Councillors: $11,570 each per annum.

(a) Governance/Policy Implications It has been Council’s practice in the past to pay the maximum approved fees to the Mayor and Councillors with the exception of 2014 where Council resolved for the Councillors’ fees to remain at the 2013/14 level and that no increase be implemented.

(b) Legal Implications A Council cannot fix a fee higher than the maximum amount determined by the Tribunal. If a Council does not fix a fee, the Council must pay the minimum fee determined by the Tribunal.

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

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

Page 19 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

1 CONCLUSION It has been Council’s practice in the past to adopt the maximum fees that have been determined by the Local Government Remuneration Tribunal, with the exception of 2014 where Council resolved for the Councillors’ fees to remain at the 2013/14 level

Item 9. and that no increase be implemented. Council is not at liberty to adopt fees in excess of the Tribunal’s determination.

RECOMMENDATION That Council (as a Rural Category Council) implements, on and from 1 July 2018, the following maximum fees which have been determined by the Local Government Remuneration Tribunal for the 2018/19 financial year:  Mayor: $11,860 plus $20,704 ($25,880 – 20%) = $32,564 per annum;  Deputy Mayor: $11,860 plus $5,176 (20% of Mayoral Fee) = $17,036 per annum;  Other Councillors: $11,860 each per annum.

Page 20 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.2 LGNSW Water Management Conference 2018

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Debbie Duffell - Executive Assistant Item 9.2 ANNEXURES Annexure A Registration Brochure - 2018 LGNSW Water Management Conference Annexure B Draft Program 2018 LGNSW Water Management Conference

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

PURPOSE The purpose of this report is for Council to consider nominating delegates to attend the Local Government NSW Water Management Conference in Armidale from 3 to 5 September 2018.

BACKGROUND The annual Local Government NSW (LGNSW) Water Management Conference presents a broad range of information from a Local Government perspective on water management issues associated with water supply and sewerage services provided by water utilities.

The event attracts delegates from NSW and interstate including Councillors and General Managers, Water Managers and professionals, policy makers from Government agencies and key industry stakeholders. Delegates will have the opportunity to find out about the latest water policy initiatives and trends, receive updates on emergent technical issues, benchmark, network and further their professional development and team building capabilities.

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

(b) Financial Considerations Funding is available in the 2018/19 Operational Plan for delegates to attend Conferences.

Registration for attendance at the Conference is now open. The Early Bird Registration is $547.80 per person (payable by 13 July 2018) – this includes all Conference sessions, site visit, morning teas, lunch and afternoon teas, welcome reception and Conference dinner for all full delegates. Alternatively, a Single Day Registration is $286.00 per person – this includes attendance at Conference sessions on Tuesday, 4 September or Wednesday, 5 September including site visits, morning/afternoon tea and lunch. Tickets to social functions may be purchased separately (Welcome Reception - $88.00 per person; Dinner Tickets - $143.00 per person).

Page 21 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Accommodation, travel and other incidental costs will be paid in terms of the Glen Innes Severn Council’s Payment of Expenses and Provision of Facilities to the Mayor and Councillors Policy and Human Resources Policy Statement Register. Adequate funding is available to cover the anticipated cost for two (2) representatives to attend the Conference.

Item 9.2 COMMENTARY This year, the LGNSW Water Management Conference will be held in Armidale from Monday, 3 September to Wednesday, 5 September 2018 at the Armidale Ex Services Memorial Club.

The draft program includes discussion on a range of pertinent issues relating to water management, including addresses from the Minister for Regional Water, the Shadow Minister for Water and the Chairman of the Murray-Darling Basin Authority.

Of particular interest, Mr Jon Frazer, Senior Advisor – Policy & Research, Infrastructure Australia will be giving a presentation on Reforming Urban Water – Infrastructure Australia’s pathway for change. Mr Frazer will also take part in a panel discussion concerning the future direction of urban water management. This session will provide delegates the opportunity to question panel members on their views and reasonings on “….where to from here?”

It is therefore suggested that the Mayor and General Manager be delegated to attend this conference in order to present Council’s position on its water utilities, and ensure that our voice is heard.

(a) Governance/Policy Implications Payment of expenses to Councillors who attend the LGNSW Water Management Conference will be in accordance with Council’s Policy “Payment of Expenses and Provision of Facilities to the Mayor and Councillors”, and payment of expenses to the General Manager will be in accordance with Council’s Human Resources Policy Statement Register.

(b) Legal Implications There are no legal implications arising from this report.

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

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

CONCLUSION It is suggested that Council nominates the Mayor and the General Manager to attend the LGNSW Water Management Conference, which will be held in Armidale from Monday 3 September to Wednesday 5 September 2018.

Page 22 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

RECOMMENDATION That Council nominates the Mayor and the General Manager to attend the LGNSW Water Management Conference, which will be held in Armidale from Monday 3 September to Wednesday 5 September 2018.

Item 9.2

Page 23 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.3 Council-Managed Facilities and Services: Satisfaction and Priorities Survey

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Item 9.3 Author: Anna Watt - Director of Corporate and Community Services

ANNEXURES Annexure A Council-Managed Facilities and Services: Satisfaction and Priorities Survey Report 2018 Annexure B Council-Managed Facilities and Services: Satisfaction and Priorities Survey Report 2016

ECM INDEXES Subject Index: COMMUNITY RELATIONS: Community Engagement

PURPOSE The purpose of this report is to provide Council with the results of a survey completed in April 2018 to measure satisfaction and priorities with regard to Council-managed facilities and services. The report also provides a comparison of the same survey completed in September 2016.

EXECUTIVE SUMMARY In September 2016, Council commissioned Jetty Research to conduct a representative and statistically valid telephone survey of 400 adult residents living within the Local Government Area (LGA). The survey aimed to assess satisfaction with, and priorities towards, different Council-managed facilities and services using a random and statistically valid sample. It was also designed to provide community feedback on a range of other issues including: frontline service levels, perception of Council priorities, and aspects valued most about the region. The 2016 survey was conducted prior to the development of the current 2017 - 2027 Community Strategic Plan and the 2017 - 2021 Delivery Program documents being prepared, and was used as a resource to draft the documents.

In April 2018, Council again commissioned Jetty Research to conduct a repeat of the 2016 survey. The full survey and results for both 2018 and 2016 are attached as Annexures A and B relating to this report. The 2018 major findings, and differences between the two (2) survey results are provided in the commentary section of this report.

James Parker, the Managing Director of Jetty Research will be present at Council’s Ordinary Meeting in June to provide a presentation to Council. This presentation will include the results of the recent survey and its comparison of the earlier survey conducted in 2016.

BACKGROUND In 2016, polling was conducted from 18 to 25 July as a random telephone survey of 405 adult residents living throughout the LGA. No formal quotas were applied, although Jetty Research did attempt to ensure an adequate mix of respondents across age groups and genders.

Page 24 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Based on the number of households within the Glen Innes Severn LGA, a random sample of 405 adult residents implied a margin for error of +/- 4.7% at the 95% confidence level. This essentially meant that if a similar poll was conducted 20 times, results should reflect the views and behaviour of the overall survey population – in this case “all Glen Innes Severn LGA adult residents excluding Council employees and

Councillors” to within a +/- 4.7% margin in 19 of those 20 surveys. Item 9.3

Similarly, for 2018 polling was conducted from 9 to 24 April as a random telephone survey, with a random sample of 400 adult residents which implies the same margins as the previous survey.

For further information on survey methodology, sampling error and sample characteristics, refer to pages 10 and 11 of Annexure A relating to this report and for more detailed information on the demographic breakdown of survey respondents, refer to pages 12 to 14 of Annexure A relating to this report.

(a) Relevance to Integrated Planning and Reporting Framework This report has no direct link to the Integrated Planning and Reporting Framework.

(b) Financial Considerations The survey was completed at a cost to Council of $16,000, which was budgeted for within the 2017/18 Operational Plan.

COMMENTARY The full survey and results for both the 2018 and 2016 surveys are attached as annexures relating to this report. The major findings of the 2018 survey were:

1. Of 27 Council services and facilities measured, 21 (19 in 2016) had a mean satisfaction score of three (3) or above (using a 1-5 satisfaction scale). Top- ranked services were the same as the previous survey results which included libraries, which scored 4.28 (4.21 in 2016) out of a possible five (5), and parks, reserves and playgrounds (at 3.93, versus 3.89 in 2016). Sewage collection and treatment also scored well.

2. Conversely, six (6) (eight (8) in 2016) services had a mean score of below “par”. Roads were again the worst-ranked of the services measured (with unsealed roads scoring a mean of 2.05 (1.98 in 2016) and sealed roads a mean of 2.33 (2.22 in 2016) out of a possible five (5)) followed closely by economic development and new investment (2.31 versus 2.15 in 2016), youth facilities and activities (2.70), (2.80 in 2016) and weed control (2.83 versus 2.78 in 2016).

3. In terms of importance, sealed roads had the highest mean rating at 4.34 (4.11 in 2016) (again using a 1-5 scale). This was followed by waste and recycling (4.22 versus 4.01 in 2016), economic development and attracting new investment (4.13 versus 3.93 in 2016) cleanliness of streets (4.07 versus 3.86 in 2016) and bridges (3.96 versus 3.71 in 2016).

4. A matrix of importance versus satisfaction is show below:

Page 25 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Item 9.3

5. Council is currently exceeding expectations (where performance outweighs importance) at Glen Innes Aggregates (20.5% versus 13.5% in 2016), Life Choices - Support Services (20.1% versus 17.0% in 2016), online services (18.3% versus 31.7%), libraries (17.3% versus 19.6% in 2016), community halls (14.8% versus 14.9% in 2016), saleyards (14.7% versus. 20.7% in 2016), Council pool (11.4% versus 10.6% in 2016) and sewage collection and treatment (10.5% versus 9.4% in 2016).

6. Council is perceived to be underperforming in relation to sealed and unsealed roads, economic development and attracting new investment, weed control, footpaths and cycleways and bridges.

7. Council’s net satisfaction score moved into the positive in 2018 with 12% more residents satisfied (36% ratings satisfaction as either four (4) or five (5) out of five (5)) than dissatisfied (24% rating satisfaction as either one (1) or two (2) out of five (5)) – a statistically significant result. The driver analysis indicated that the strongest drivers of overall satisfaction with Glen Innes Severn Council are: Economic development/attracting new investment, Glen Innes Aggregates and Sealed Roads.

8. Similarly to 2016, improving roads (36% versus 34% in 2016) and attracting new business and investment (12% versus 46% in 2016) were the top mentioned priorities for Council resources.

9. Some 46% (49% in 2016) of respondents had contact with Council’s Administration during the previous 12 months, with approximately half of these (50% versus 48% in 2016) contacting Council three (3) or more times.

a. Positively, the proportion of residents with unresolved enquires declined in 2018 (from 42% in 2016, to 36%). Almost half had their issue resolved within one (1) or two (2) contacts (49%).

Page 26 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

b. Satisfaction ratings with Council handling of their most recent enquiry improved significantly in 2018, with the net satisfaction rating increasing from three percent (3%) to 24% (suggesting that 21% more residents were satisfied than dissatisfied with Council’s handing of their latest enquiry) – an extremely positive result.

Item 9.3 c. Over half of those who contacted Council did so via the telephone (53%) and approximately one third, face-to-face (32% versus 41% in 2016). While email improved marginally (eight percent (8%) versus six percent (6%) in 2016), letter or fax also increased in popularity (five percent (5%) versus two (2%) in 2016). This suggests that email needs additional promotion to lessen the burden created by telephone and face-to-face enquiries.

10. Similarly to 2016, just under a third of respondents had used the website in the past year (30%).

11. “The community” was the most frequently mentioned aspect valued in the Glen Innes Severn Area, mentioned by 33% of residents. This was followed by the climate/weather (27%), the peace and quiet (12%), and “it’s my home/family” (nine percent (9%)).

12. When asked what aspects of other regions residents would like to see replicated in Glen Innes Severn, the most popular response was “nothing” (35%), followed by “attracting more businesses in the region” (13%), and “more retail” (12%).

The survey again commenced with a series of scale-based questions designed to understand the satisfaction and importance attributed by residents to 27 Council- managed facilities and services.

The Graph below denotes the summary of mean satisfaction, using a 1-5 scale (where 1 = very poor, 3 = neutral and 5 = excellent):

Page 27 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Item 9.3

This suggests that 21 (19 in 2016) of the 27 facilities and services scored at or above the 3.0 “neutral” ranking. These were led by libraries, which scored 4.28 out of a possible five (5), and parks, reserves and playgrounds (at 3.93). Sewage collection and treatment also scored well. Stormwater drainage (3.17 versus 2.96 in 2016) and footpaths and cycleways (3.01 versus 2.88 in 2016) were the two (2) services that had improved scores taking them above the “neutral” benchmark.

Among the six (6) facilities and services scoring less than the neutral ranking, roads were the worst-ranked of the services measured (with unsealed roads scoring a mean of 2.05 (1.98 in 2016) and sealed roads a mean of 2.33 (2.22 in 2016) out of a possible five (5)). These were followed closely by economic development and new investment (2.31 versus 2.15 in 2016), youth facilities and activities (2.70 versus 2.80 in 2016) and weed control (2.83 versus 2.78 in 2016).

The following Graph denotes the summary of mean importance, using a 1-5 scale (where 1 = not so important and 5 = very important):

Page 28 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Item 9.3

What is most notable about this graph is that everything is considered important but also that the range of importance ranking was not large, with 25 of the 27 services and facilities sitting between 3.0 and 4.5 (inclusive), and 17 of the 27 having mean importance scores exceeding 3.5 out of 5.

Similarly to satisfaction scores, there were a number of differences in perception of importance by groups of interest.

Page 29 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Item 9.3

Some 21 of the 27 services and facilities measured over time displayed an improvement in mean satisfaction rating. Sixteen of which were statistically significant improvements which suggests a “real” improvement, whereas differences which are not statistically significant can be a result of sampling rather than surveying the full population. The greatest improvements were seen in Glen Innes Aggregates (improving by 14.3% from 3.05 to 3.49), water supply (improving by 12.5% from 3.15 to 3.55), economic development and attracting new investment (improving by 7.7% from 2.15 to 2.31) and stormwater drainage (improving by 7.4% from 2.96 to 3.17).

Only four (4) services or facilities displayed declines in mean satisfaction including development applications (decreasing by 8.3% from 2.97 to 2.73), dog control (decreasing by 4.9% from 3.20 to 3.05), youth facilities and activities (decreasing by 3.5% from 2.80 to 2.70) and saleyards (decreasing by 2.2% from 3.60 to 3.52).

This report is providing the information received directly from the external survey results which is based on the feedback from the community. It is important to note that with regards to some services / facilities community members’ perceptions could potentially be far removed from the actual current situation. As an example, the community’s satisfaction with Council’s Development Applications (DA) services is 3.00 out of a possible 5 in graph 1.4. For the current financial year July 2017 to May 2018 Council has processed 83 DAs and the average determination time (days) is 37. There are no current figures available from NSW Planning & Environment Local

Page 30 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Development Performance Monitoring; however, the average of NSW Councils average determination time (days) for the year ended June 2016 was 70 (data sourced from NSW Planning & Environment Local Development Performance Monitoring). A further example of “community perceptions” being potentially misled may be around youth facilities and services as this topic was in the media during the time of the survey being conducted with the Notice of Motion – Youth Worker Position at Council’s Item 9.3 Ordinary Meeting in April 2018 and with two (2) Councillors being photographed with the current Rural Fire Service’s Fire Control Centre at 181 Bourke Street wanting to turn it into a “youth hub”. It should be noted that in Graph 1.4: Summary of mean importance scores for 27 different Council services and facilities, that youth facilities and services scored 3.21 which is just above the “neutral ranking” of a 3.0 and ranked 21 out of 27 in order of importance of Council services over the past 12 months.

It will be interesting for Council to repeat this survey or one similar during the 2020/21 financial year to again assess satisfaction with, and priorities towards different Council- managed facilities and services and compare the results to the benchmark 2016 survey to gauge where improvements have been made during its four (4) year term. The next survey will be a useful resource to the newly elected Council in 2020, when preparing the 2021 – 2025 Delivery Program.

(a) Governance/Policy Implications There are no governance/policy issues arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

(c) Social Implications This feedback received from the community during the 2016 survey was a good resource for Council when developing the current 2017 - 2027 Community Strategic Plan and the 2017 - 2021 Delivery Program.

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

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

CONCLUSION In July 2016, Council commissioned Jetty Research to conduct a telephone survey of 400 adult residents living within the LGA. The survey aimed to assess satisfaction with, and priorities towards different Council-managed facilities and services using a random and statistically valid sample. It was also designed to provide community feedback on a range of other issues including: frontline service levels, perception of Council priorities, and aspects valued most about the region. This same survey was conducted again during April 2018. Both the 2018 and 2016 reports received from Jetty Research

Page 31 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

are attached as annexures to this report and provide valuable information and statistics.

Some 21 of the 27 services and facilities measured over time displayed an improvement in mean satisfaction rating, 16 of which were statistically significant

Item 9.3 improvements. The greatest improvements were seen in Glen Innes Aggregates, water supply, economic development and attracting new investment and stormwater drainage. Four (4) services or facilities displayed a decline in mean satisfaction, including development applications, dog control, youth facilities and activities, and saleyards.

It is suggested for Council to make provision in the 2020/21 Operational Plan to repeat this survey or one similar to assess satisfaction with, and priorities towards, different Council-managed facilities and services and compare the results to the benchmark 2016 survey to gauge where improvements have been made during its four (4) year term. The next survey will also be a useful resource to the newly elected Council in 2020, when preparing its 2021 - 2025 Delivery Program.

COMMENTARY: GENERAL MANAGER I express my thanks and appreciation to all staff who have worked hard over the past two (2) years in achieving these positive results for Council. We have started to develop a focus on areas where Council’s customer service could be improved, and have already achieved success with the overall improved satisfaction ratings of our customers’ experiences in dealing with Council and using the services and facilities we provide and manage.

Great inroads have been made in Council’s customer service provision relating to our local road network; all customer service requests are diligently captured, followed up on, and feedback provided to the customer – therefore “closing the loop” and ensuring that open lines and flow of communication exist between Council as the service provider and its customers using this infrastructure. This is a particular achievement, considering Council’s scarce human and financial resources, compounded by a road infrastructure backlog of around $13 million (based on the 2016/17 Audited Financial Statements).

An internal customer service improvement committee has been established and is in the process of implementing further initiatives to enhance our customers’ experiences in dealing with Council.

Further, Council’s 2017/18 Operational Plan and associated Budget focus on the two (2) main areas that have been identified by the community as being their priorities, i.e. improving the roads infrastructure and working towards economic development initiatives that would benefit the Local Government Area.

RECOMMENDATION 1. That Council notes the 2018 Jetty Research report titled “A survey to measure satisfaction and priorities with regard to Council-managed facilities and services”, attached as Annexure A relating to this report. 2. That Council requests the Director of Corporate and Community Services to make provision in the 2020/21 Operational Plan to engage a consultant to conduct a further satisfaction and priorities survey on Council-

Page 32 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

managed facilities and services, in order to further build on the existing data and trends of the previous two (2) surveys.

Item 9.3

Page 33 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.4 Adoption of the 2018/19 Operational Plan

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services Item 9.4 ANNEXURES Annexure A Submission 1 Annexure B Submission 2 Annexure C Submission 3 Annexure D Operational Plan 2018/19 (under separate cover)

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Integrated Planning and Reporting FINANCIAL MANAGEMENT: Budgeting; Fees and Charges

PURPOSE The purpose of this report is for Council to adopt the Glen Innes Severn Council 2018/19 Operational Plan and Budget and to make and levy rates and charges, along with other fees and charges for the 2018/19 financial year. The Operational Plan has been provided under separate cover to this report.

EXECUTIVE SUMMARY In accordance with Council resolution 5.04/18, Council’s draft Operational Plan 2018/19 was placed on public exhibition for the required 28 days, from Thursday, 3 May 2018 until close of business on Friday, 8 June 2018. Three (3) submissions were received during this period and they are summarised within the commentary section of this report. There have been some minor changes to the Budget and Fees and Charges schedules as a result of new information coming to light since the adoption of the draft Operational Plan and Budget. These changes and their impact are also discussed in the commentary section of this report.

BACKGROUND In line with the provisions of the Local Government Act 1993 relating to the Integrated Strategic Planning and Reporting Framework, Council is required to develop an annual Operational Plan that is derived from the four (4) year Delivery Program, that in turn is developed from the 10 year Community Strategic Plan. This Operational Plan replaces Council’s current Operational Plan 2017/18.

The Local Government Act 1993 (NSW) states the following in Section 405 with regards to the Operational Plan:

1) A council must have a plan (its "Operational Plan") that is adopted before the beginning of each year and details the activities to be engaged in by the council during the year as part of the delivery program covering that year.

2) An Operational Plan must include a statement of the council’s revenue policy for the year covered by the Operational Plan. The statement of revenue policy must include the statements and particulars required by the regulations.

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3) A council must prepare a draft Operational Plan and give public notice of the draft indicating that submissions may be made to the council at any time during the period (not less than 28 days) that the draft is to be on public exhibition. The council must publicly exhibit the draft Operational Plan in accordance with the notice.

4) During the period of public exhibition, the council must have for inspection at its Item 9.4 office (and at such other places as it may determine) a map that shows those parts of its area to which each category and sub-category of the ordinary rate and each special rate included in the draft Operational Plan applies.

5) In deciding on the final Operational Plan to be adopted, a council must consider any submissions that have been made concerning the draft plan.

6) The council must post a copy of its Operational Plan on the council’s website within 28 days after the plan is adopted.

The Operational Plan forms part of the Integrated Planning and Reporting Framework for Local Government in NSW. This one (1) year Operational Plan is a culmination of the four (4) year Delivery Program and 10 year Community Strategic Plan.

Council’s draft Operational Plan provides a direct link to the four (4) year Delivery Program and in turn the 10 year Community Strategic Plan. The plan is set out in the five (5) key areas of: Community Services, Economic Development, Infrastructure Management, Environment and Heritage, and Council Sustainability, Transparency and Communication.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Operational Plan Objective GCL 3.1 "To be recognised as a well-managed Council and an employer of choice."

The Operational Plan is required as part of the Integrated Planning and Reporting Framework as outlined in 2.1 “The Integrated Planning Framework and Council’s Operational Plan”.

(b) Financial Considerations The Operational Plan has a significant impact on the financial position of Council as it contains the budgeted expenditure (both capital and operational) as well as revenue for the 2018/19 financial year.

COMMENTARY Council’s Budget is made up of the following:

• Operating Revenue $33,924,358; • Operating Expenditure $27,788,494; • Capital Expenditure $11,301,080; • Loan Principal Repayments $1,491,087.

This Budget shows an operating surplus of $6,135,865 million which is due to the extraordinary large amount of grant funding income to be received, which will then be spent on capital projects that are accounted for in the balance sheet.

Page 35 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Council’s capital project expenditure budget of $11,301,080 has been broken down into the following:

Projects (roads and footpaths) funded from the General Fund $817,000 Projects (roads and plant) funded from the Glen Innes Aggregates surplus $510,000

Item 9.4 Projects funded from Roads to Recovery Grants $1,240,468 Projects funded from Regional Roads Grants $490,000 Projects (bridges) funded through the LIRS* loans scheme $320,000 Plant and Equipment funded from the General Fund and restricted Funds $1,131,096 Projects funded from the Stormwater/Drainage restricted Funds $145,000 Projects funded from the Sewer Fund $378,000 Projects funded from the Water Fund $435,000 Projects funded from the Waste restricted Fund $265,000 Projects funded from the General Fund $770,000 Projects funded from other Grants and Contributions $4,799,516 *Local Infrastructure Renewal Scheme

Council has worked hard over the last few years to become a financially sustainable entity. However, the road ahead won’t be an easy one, and will demand for more own source revenue to be acquired.

In accordance with Council resolution 5.04/18, Council’s draft Operational Plan 2018/19 was placed on public exhibition for the required 28 days, from Thursday, 3 May 2018 until close of business on Friday, 8 June 2018. Three (3) submissions were received during this period and they are summarised below.

There have been some minor changes to the Budget and Fees and Charges schedules and Operational Budget as a result of new information coming to light since the adoption of the draft Operational Plan and Budget. These changes and their impact are also discussed below.

Submission 1

A submission was received from Business in Glen (BIG) (please refer to Annexure A relating to this report) with regard to erecting signage on the New England and Gwydir Highway entrances to Glen Innes. Council acknowledges that having such signs that displayed various community events would be a good ‘continuous improvement’ initiative from the current system, where events erect their own banners. The estimated cost to purchase Danthonia signs (to keep consistency with the current ‘Welcome to Glen Innes’ signs) is between $25,000 to $30,000 each and there is not sufficient funding in the 2018/19 budget to fund four (4) of these signs. Therefore, it is proposed that Council staff look into this project further and include it in the draft 2019/2020 capital budget.

Submission 2

A submission was received from a resident (please refer to Annexure B relating to this report) with regard to a range of concerns. The specific concerns and Council’s response are listed below:

 Infrastructure: various statements and personal observations made No specific infrastructure suggestions or recommendations were made for Council to provide a response in this area.

Page 36 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 Fitness equipment for Melling Park should not be budgeted for, instead the budget allocation spent on the existing playground Council has received grant funding for the projects as nominated, and the project is fully funded from that grant funding. The equipment to be supplied is from A Space’s range, which is known as ‘Fit for Parks’ and has become the most popular outdoor

gym range in Australia. The colour scheme of the equipment will be black poles with Item 9.4 grey equipment and a dark green rubber under-surfacing. This project is going to be a part of the wellness trail that links the start of the pathway from Melling Park to King Edward Park, and is fully grant funded. There is also new playground equipment to be installed at the same time in Melling Park as part of this upgrade.

 Council is charging for garbage rates and services that are not being provided to a lot of residents and the complaints are not being addressed by Council Council is charging for garbage rates and services as per the adopted Fees and Charges set within the relevant Operational Plan. All complaints received by Council are managed and dealt with as per Council’s Complaints Policy.

 Roads and trees: various statements and personal observations made Council has a limited budget for tree removal on roads, and allocates resources based on a risk management approach. The works are funded in the roads maintenance budgets.

 The contingency fund camouflages overspends Council annually includes within its budget a contingency fund allowance. General Manager approval is required before these funds can be spent. In the 2018/19 statements an allocation of $200,000.00 has been provided for. It should be noted that this is the same amount as was provided in the 2017/18 budget and it can be very transparently seen within the first two (2) pages of the Operational Budget.

In the current 2017/18 financial year as at 31 May, $51,786.90 has been approved to be spent as follows: o $3,600 for the Mayor to attend the Country Mayors Association Meetings (Resolution 2.08/17); o $40,000 for the new ‘Event Coordinators’ position (Resolution 16.08/17); o $8,186.90 to increase the budget for the Tactile Ground Surface Indicators (Resolution 15.11/17).

Council has, in the past, used contingency funds for items such as the Local Infrastructure Renewal Scheme (LIRS) bridges program. These funds enable urgent safety related projects to be undertaken without having to wait for a Council resolution. They do not mask overspend of budgets, as the expended money is subsequently reported in the following quarterly budget review as adopted by Council, and ultimately the audited financial statements.

 That Council paid the contractors who worked on Cam’s Creek Bridge above the quoted price Council engaged Waeger Constructions following a public tender process for the construction of the bridge. Some minor variations were approved due to unexpected geotechnical issues that were not identified in the independent report provided with the tender documents, and the discovery during the project that Telstra

Page 37 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

infrastructure was not as described in the ‘dial before you dig’ approval. The significant variation came from the construction of the sidetrack and approaches by Council, not the contractors, due to problematic subgrade issues arising during construction. The budget for this project was put together originally for the grant funding application, based on assumptions that ultimately proved incorrect. It is not

Item 9.4 common to invest significant expense on design prior to the lodgment of grant funding applications in the event that the application is unsuccessful.

 Purchase of capital equipment should be evaluated prior to purchase. BH1380 roller was not a good purchase. The low loader was not a suitable purchase This is the writer’s individual commentary on issues that do not pertain to the draft Operational Plan and Budget.

 Why has Council set aside $10,000 to investigate Rail Trail options? The Glen Innes Highlands Rail Trail Working Group recommended that Council work in partnership with Armidale Regional Council and contribute to the feasibility study to include Stage 1 – Ben Lomond to Glen Innes, and Stage 2 – Glen Innes to Deepwater. Council resolved in May 2018 to support the extend legs of the feasibility study and allocate $10,000 in the 2018/19 Operational Budget, as such a report will be highly useful to Council so as to foster a greater understanding of all the implications involved with the development of a rail trail.

Submission 3

A submission was received from the Glen Innes and District Sports Council requesting Council to set aside funds to repair and maintain playing surfaces across sporting facilities, and that Council’s Grants Officer be made available to assist sports clubs in applying for grants (please refer to Annexure C relating to this report).

Part of the recommendations of the Sporting Facilities Review and Master Plans is for Council to accept increased responsibility for maintenance of some of the sporting fields, however, this will not happen until Kerry Mead Park and Wilson Park have been brought up to a reasonable standard and Lynch Oval has been decommissioned. It is therefore anticipated that an increased maintenance provision for sporting fields will be included in the 2019/20 Operational Plan.

The overall budget for sporting grounds expenditure for 2018/19 is set at $145,773. This includes a $70,954 provision for the ongoing upkeep of the sports fields. Council has applied for grants for Wilson Park, Kerry Mead Park and the Deepwater Tennis facilities under the ‘Growing Stronger Country Communities Fund’ which is approximately $900,000 for the upgrade of these facilities and playing surfaces. A provision has also been made for $10,000 for local clubs to apply via the Glen Innes and District Sports Council for Capital works projects to be completed. With regards to the second request, Council’s Grants Officer is available to review and make recommendations to any group within the community regarding their grant applications, and this has been communicated by Council to the community.

Other changes to the 2018/19 draft Operational Plan since it was placed on public exhibition A number of other minor changes have been made to the proposed 2018/19 Operational Plan since it was placed on exhibition. These have been incorporated into

Page 38 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018 the version of the Plan proposed for adoption (please refer to Annexure D relating to this report). The changes are:

Increase to the Mayoral, Deputy Mayor and Councillors’ Allowances The NSW Local Government Remuneration Tribunal (the Tribunal) has set the annual fees for all Councillors and Mayors in NSW. It has been Council’s practice in the past Item 9.4 to adopt the maximum fees that have been determined by the Tribunal. Information regarding this matter has been received by Council and the Mayoral Allowance is to be $32,564 per annum ($319.00 more than was in the draft Operational Budget), the allowance for the Deputy Mayor is to be $17,036 per annum ($166.00 more than was in the draft Operational Budget), and the provision for the allowance for the other Councillors needs to be $59,300 ($571.00 more than was in the draft Operational Budget). This has an overall effect of decreasing the Operating Surplus by a total of $1,056.00.

Companion Animal Registration Charges Advice has been received from the Office of Local Government regarding the fees for Companion Animal Registration. The relevant fees and charges have been updated in the Operational Plan 2018/19 accordingly.

(a) Governance/Policy Implications Once adopted by Council, the Operational Plan 2018/19 will set the overarching policy direction for Council for the next financial year.

(b) Legal Implications Council has to ensure that it adopts its draft budget in accordance with various provisions in the Local Government Act 1993 (the Act) and the Local Government (General) Regulations 2005, e.g. Sections 405, 496, 501, 502 and 552 of the Act.

(c) Social Implications This Operational Plan forms part of the direction that the community communicated to Council through the extensive Community Engagement that took place for the development of the Community Strategic Plan 2017-2027 and Delivery Program 2017-2021. This document forms an integral part in the journey to achieve the outcomes of the aforementioned documents.

(d) Environmental Implications Council’s Operational Plan 2018/19 identifies a number of environmental strategic objectives, strategies and actions.

(e) Economic/Asset Management Implications All Council officials have been mindful of the economic and asset management implications in the preparations of Council’s Operational Plan for 2018/19. Whole of life asset and depreciation cost considerations are important drivers in Council’s future financial direction.

CONCLUSION Council’s Operational Plan 2018/19 provides a direct link to the Long Term Financial Plan 2017-2027, the four (4) year Delivery Program 2017-2021, and in turn the Community Strategic Plan 2017-2027. The Plan is set out in the five (5) key areas of Community Services, Economic Development, Infrastructure Management,

Page 39 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Environment and Heritage, and Council Sustainability, Transparency and Communication; each area with a series of objectives, strategies, actions and targets.

In summary, Council’s Budget for 2018/19 is comprised of:

Item 9.4 • Operating Revenue $33,924,358; • Operating Expenditure $27,788,494; • Capital Expenditure $11,301,080; • Loan Principal Repayments $1,491,087.

This Budget shows an operating surplus of $6,135,865 million which is due to the extraordinary large amount of grant funding income to be received, which will then be spent on Capital projects that are accounted for in the balance sheet.

The draft Operational Plan 2018/19 was placed on public exhibition for the required 28 days, with Council receiving three (3) submissions which have been discussed within the body of the report. Changes arising since the adoption of the draft Operational Plan 2018/19 have also been discussed in the commentary of this report and are reflected in the final Operational Plan 2018/19, which is now presented to Council for adoption.

RECOMMENDATION 1. That the expenditure amounts set out in the 2018/19 draft Operational Plan and Budget as exhibited and amended as per this report and attached to the Business Paper as part of Annexure D relating to this report, be confirmed and voted for the carrying out of the various works and services of the Council for the 2018/19 financial year.

2. That the 2018/19 draft Operational Plan and Budget, as exhibited in accordance with the provisions of Section 405 of the Local Government Act 1993, and amended as per this report and attached to the Business Paper as part of Annexure D relating to this report, be adopted by Council as the 2018/19 Operational Plan.

3. That the Schedule of Fees and Charges exhibited as part of Council’s 2018/19 draft Operational Plan and Budget and amended as part of this report and attached to the Business Paper as part of Annexure D relating to this report, be made, fixed and charged for 2018/19.

4. That, in accordance with the provisions of Section 535 of the Local Government Act 1993, Council makes, fixes and levies the rates for the year ending 30 June 2019 for the following rating categories:

Farmland: A Farmland rate of 0.004060297 cents in the dollar on the current land values of all rateable land in the Local Government Area being farmland, with a base rate of $396.00 per annum (the total revenue collected from this base amount represents 13.47% of the total revenue collected from this category of land);

Page 40 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Residential – Non-Urban: A Residential – Non-Urban rate of 0.008147300 cents in the dollar on the current land values of all rateable land which is not within a Centre of Population in the Local Government Area, with a minimum rate of $526.00 per annum;

Item 9.4 Residential – Deepwater: A Residential – Deepwater rate of 0.010152250 cents in the dollar on the current land values of all rateable land in the village of Deepwater, with a minimum rate of $526.00 per annum; Residential – Dundee: A Residential – Dundee rate of 0.005737402 cents in the dollar on the current land values of all rateable land in the hamlet of Dundee, with a minimum rate of $526.00 per annum; Residential – Emmaville: A Residential – Emmaville rate of 0.007713238 cents in the dollar on the current land values of all rateable land in the village of Emmaville, with a minimum rate of $526.00 per annum; Residential – Glencoe: A Residential – Glencoe rate of 0.005994760 cents in the dollar on the current land values of all rateable land in the village of Glencoe, with a minimum rate of $526.00 per annum; Residential – Red Range: A Residential – Red Range rate of 0.006007977 cents in the dollar on the current land values of all rateable land in the village of Red Range, with a minimum rate of $526.00 per annum; Residential – Wellingrove: A Residential – Wellingrove rate of 0.008730878 cents in the dollar on the current land values of all rateable land in the hamlet of Wellingrove, with a minimum rate of $525.00 per annum; Residential – Glen Innes (including postponed rates): A Residential – Glen Innes rate of 0.017957241 cents in the dollar on the current land values of all rateable land in the town of Glen Innes, with a minimum rate of $526.00 per annum; Business – Non-Urban: A Business – Non-Urban rate of 0.017391239 cents in the dollar on the current land values of all rateable land which is not within a Centre of Population within the Local Government Area, and which cannot be categorised as either Farmland or Residential, with a minimum rate of $526.00 per annum; Business – Deepwater: A Business – Deepwater rate of 0.013618026 cents in the dollar on the current land values of all rateable land in the village of Deepwater, which cannot be categorised as either Farmland or Residential, with a minimum rate of $526.00 per annum;

Page 41 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Business – Dundee: A Business – Dundee rate of 0.012457007 cents in the dollar on the current land values of all rateable land in the hamlet of Dundee, which cannot be categorised as either Farmland or Residential, with a minimum rate of $526.00 per annum;

Item 9.4 Business – Emmaville: A Business – Emmaville rate of 0.014333200 cents in the dollar on the current land values of all rateable land in the village of Emmaville, which cannot be categorised as either Farmland or Residential, with a minimum rate of $526.00 per annum; Business – Glencoe: A Business – Glencoe rate of 0.012184740 cents in the dollar on the current land values of all rateable land in the village of Glencoe, which cannot be categorised as either Farmland or Residential, with a minimum rate of $526.00 per annum; Business – Red Range: A Business – Red Range rate of 0.036894117 cents in the dollar on the current land values of all rateable land in the village of Red Range, which cannot be categorised as either Farmland or Residential, with a minimum rate of $526.00 per annum; Business – Wellingrove: A Business – Wellingrove rate of 0.054224940 cents in the dollar on the current land values of all rateable land in the hamlet of Wellingrove, which cannot be categorised as either Farmland or Residential, with a minimum rate of $526.00 per annum; Business – Glen Innes: A Business – Glen Innes rate of 0.019086828 cents in the dollar on the current land values of all rateable land in the town of Glen Innes, which cannot be categorised as either Farmland or Residential, with a minimum rate of $526.00 per annum; Mining: A Mining rate of 0.006468437 cents in the dollar on the current land values of all rateable land in the Local Government Area where the dominant use is for a coal mine or metalliferous mine, with a minimum rate of $306.32 per annum.

5. That in accordance with the provisions of Section 552 of the Local Government Act 1993, Council makes, fixes and levies a Water Supply Charge on all land rateable to the Water Supply Charge for the year ending June 2019, as follows:

a. Meter connection: Connected - $329.00 per annum; b. Meter connection: Unconnected - $329.00 per annum; c. Meter connection: 20mm - $329.00 per annum;

Page 42 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

d. Meter connection: 25mm - $389.00 per annum; e. Meter connection: 32mm - $454.00 per annum; f. Meter connection: 40mm - $585.00 per annum; g. Meter connection: 50mm - $974.00 per annum;

Item 9.4 h. Meter connection: 80mm - $2,339.00 per annum; i. Meter connection: 100mm - $3,902.00 per annum; j. Meter connection: 150mm - $8,290.00 per annum; k. Meter connection: 200mm - $16,580.00 per annum.

Further, that Council makes, fixes and levies a stepped tariff for the charge for water consumed by residential customers in both Glen Innes and Deepwater (to be by measure of metered water consumption) at the rate of $2.48 per kilolitre for water consumption between nil (0) and 450 kilolitres, and $3.78 per kilolitre for water consumed over 450 kilolitres.

That Council makes, fixes and levies a tariff on the supply of water at Emmaville shall be charged to customers by measure of metered water consumption and shall be charged at the rate of $1.16 per kilolitre. Such rate shall only apply to those customers currently connected to the Emmaville system.

Further, that Council makes, fixes and levies a charge for water consumed by commercial and non-rateable customers by measure of metered water consumption at a rate of $2.48 per kilolitre.

6. That in accordance with the provisions of Section 501(1) of the Local Government Act 1993 that Council makes, fixes and levies a charge of $96.00 on all land assessable to the Drainage Charge in the Emmaville, Deepwater and Glen Innes Basins for the year ending June 2019.

7. That in accordance with the provisions of Sections 501(1) and 552 of the Local Government Act 1993, Council makes, fixes and levies Sewerage Services Charges on all land rateable to the Sewerage Services Charges for the year ending June 2019, as follows:

Residential Sewerage – Glen Innes: Sewerage availability charge of $548.00 per annum per assessment (unconnected $413.00 per annum) – intended to represent a contribution towards the cost of providing and maintaining the infrastructure. Residential properties discharging septic tank effluent into the sewerage system will also be charged an annual sewerage availability charge of $548.00 per connection. Residential Sewerage – Deepwater: Sewerage availability charge of $438.00 per annum per assessment (unconnected $329.00 per annum) – intended to represent a

Page 43 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

contribution towards the cost of providing and maintaining the infrastructure. Residential properties discharging septic tank effluent into the sewerage system will also be charged an annual sewerage availability charge of $438.00 per connection.

Item 9.4 Commercial and Non-Rateable Sewerage – Glen Innes and Deepwater: A Sewerage Access Charge will be incurred proportional to the customer’s water connection diameter plus a nominal charge for sewerage discharge, calculated in accordance with the following connection options and the formula following subparagraph “k” below: a. Meter connection: Connected - $219.00 per annum; b. Meter connection: Unconnected - $219.00 per annum; c. Meter connection: 20mm - $219.00 per annum; d. Meter connection: 25mm - $339.00 per annum; e. Meter connection: 32mm - $560.00 per annum; f. Meter connection: 40mm - $876.00 per annum; g. Meter connection: 50mm - $1,367.00 per annum; h. Meter connection: 80mm - $3,501.00 per annum; i. Meter connection: 100mm - $5,460.00 per annum. j. Meter connection: 150mm - $12,635.00 per annum; k. Meter connection: 200mm - $22,172.00 per annum. Annual Non-Residential Sewerage Bill * = SDF x (AC + C x UC), where: SDF is the Sewer Discharge Factor (dependent on the type of business, assumed to be 0.95 unless stated otherwise within Council’s Trade Waste Policy. This factor may be reduced upon evidence from the customer of reduced discharge to the sewerage system. C is the Customer’s Annual Water Consumption. UC is the Sewer Usage Charge ($1.16/kL). AC is the Access Charge. Commercial and non-rateable customers discharging septic effluent into the sewerage system will also be charged as detailed above. Trade Waste: The Liquid Trade Waste fees and charges are calculated in accordance with the Glen Innes Severn Council Liquid Trade Waste Regulation Policy. The fees and charges for 2018/19 are set out below: Trade Waste Application Fee ($) Category 1 Discharger Nil Category 2 Discharger 116.00 Category 3 Discharger 213.00

Page 44 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Trade Waste Approval Renewal Fee (5 years) ($) Category 1 Discharger Nil Category 2 Discharger 61.00 Category 3 Discharger 105.00

Item 9.4

Change of Ownership (no change to 24.00 conditions of Trade Waste approval) Reinspection Fee 90.00 Non compliance penalty 196.00

Annual Trade Waste Fee ($) Category 1 Discharger 97.00 Category 2 Discharger 193.00 Large Discharger 647.00 Industrial Discharger 647.00 Re-inspection Fee 91.00

Trade Waste Usage Charges ($)

Category 1 Discharger with appropriate equipment# Nil

Category 1 Discharger without appropriate pre-treatment 1.79/kL

Category 2 Discharger with appropriate pre- treatment 1.79/kL

Category 2 Discharger without appropriate pre-treatment 16.53/kL

Food Waste Disposal Charge 29.92 per bed

Non-compliance pH charge(k value) 0.44

Value of coefficient K in equation 3 of Liquid Trade Waste Policy 0.45

Excess Mass Charges – 2018/19 Substance Price/kg ($) Aluminium 0.80 Ammonia* (as N) 3.23 Arsenic 81.15 Barium 40.57 Biochemical oxygen demand* (BOD) 0.80 Boron 0.80 Bromine 16.23 Cadmium 375.57

Page 45 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Chloride No charge Chlorinated hydrocarbons 40.57 Chlorinated phenolics 1,623.04 Chlorine 1.65 Chromium 28.74

Item 9.4 Cobalt 16.53 Copper 16.53 Cyanide 81.15 Fluoride 4.05 Formaldehyde 1.65 Oil and Grease* (Total O&G) 1.47 Herbicides/defoliants 812.17 Iron 1.66 Lead 40.57 Lithium 8.11 Manganese 8.11 Mercaptans 81.15 Mercury 2,705.45 Methylene blue active substances (MBAS) 0.80 Molybdenum 0.80 Nickel 27.05 Nitrogen* (Total Kjeldahl Nitrogen – Ammonia) as N 0.23 Organoarsenic compounds 812.17 Pesticides general (excludes organochlorines and organophosphates) 812.17 Petroleum hydrocarbons (non-flammable) 2.71 Phenolic compounds (non-chlorinated) 8.11 Phosphorous* (Total P) 1.65 Polynuclear aromatic hydrocarbons 16.53 Selenium 57.11 Silver 1.50 Sulphate* (SO4) 0.19 Sulphide 1.65 Sulphite 1.78 Suspended Solids* (SS) 1.02 Thiosulphate 0.30 Tin 7.94 Total dissolved solids* (TDS) 0.07 Uranium 7.94 Zinc 16.18 *These fees and charges will increase annually according to the Consumer Price Index for Sydney for the 12 month period ending in December of the preceding year.

Page 46 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Council has identified its sewerage supply service as a Category Two (2) Business, and operates this in accordance with the Competitive Neutrality Guidelines 1997. Tanked Waste:

Licence to discharge trucked septic waste (via designated manhole Item 9.4 Wilson Park) $30 per month.

8. That Council, in accordance with the provisions of Section 501 of the Local Government Act 1993, makes, fixes and levies a Waste Management Charge of $70.00 on all rateable land for the year ending 30 June 2019, to assist with the recovery of costs associated with the management of Council’s waste facilities and other environmental initiatives.

9. That Council, in accordance with the provisions of Sections 496 and 502 of the Local Government Act 1993, makes, fixes and levies waste collection service charges for the year ending 30 June 2019 as follows (with the understanding that one (1) Waste Collection Service entitles a property owner to a 240 litre fortnightly recycling service and a 140 litre weekly garbage service per assessment – unless otherwise indicated):

a. Domestic: Occupied (140l Waste, 240l Recycling) - $310.00 per annum; b. Domestic: Additional standard waste service per assessment - $155.00 per additional standard waste service c. Domestic: Occupied (240l Waste, 240l Recycling) - $430.00 per annum; d. Domestic: Additional large waste service per assessment - $220.00 per additional large waste service; e. Domestic: Vacant land within scavenging area - $130.00 per annum; f. Business/Commercial: Occupied (140l Waste, 240l Recycling) - $310.00 per annum; g. Business/Commercial: Additional standard waste service per assessment - $155 per additional waste service; h. Business/Commercial: Occupied (240l Waste, 240l Recycling) - $430.00 per annum; i. Business/Commercial: Additional large waste service per assessment - $220 per additional large waste service; j. Business/Commercial: Vacant land within scavenging area - $130.00 per annum; k. Non-rateable: Occupied (140l Waste, 240l Recycling) - $310.00 per annum; l. Non-rateable: Additional standard waste service per assessment - $155.00 per additional standard waste service

Page 47 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

m. Non-rateable: Occupied (240l Waste, 240l Recycling) - $430.00 per annum; n. Non-rateable: Additional large waste service per assessment - $220.00 per additional large waste service;

Item 9.4 o. Non-rateable: Vacant land - $130.00 per annum.

10. That Council, in accordance with the provisions of Section 566(3) of the Local Government Act 1993, determines that the extra interest charges on overdue rates and charges will be levied at the maximum rate allowable and as advised by the Office of Local Government on a daily simple interest basis for the financial year ending 30 June 2019 (This rate will be 7.5% as advised by the Office of Local Government).

11. That Council, in accordance with the provisions of Section 405(6) of the Local Government Act 1993, places a copy of its adopted Operational Plan on its website within 28 days.

12. That Council requests the Director of Corporate and Community Services to write letters of thanks to the residents who have taken the time to put in submissions pertaining to the 2018/19 Operational Plan and Budget, as well as advising them of the outcome after Council had considered these submissions.

Page 48 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.5 Supplementary Rates Notices - Business (Non Urban) Rating of Wind Turbines and Solar Wind Farms associated with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd

Item 9.5 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services

ANNEXURES Annexure A February 2018 Council Report re Supplementary Rates Notices - Business (Non Urban) Rating of Wind Turbines and Solar Farms Annexure B March 2018 Council Report re Supplementary Rates Notices - Business (Non Urban) Rating of Wind Turbines and Solar Farms

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

PURPOSE The purpose of this report is to provide an update to Councillors on the rating of properties that are associated with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd.

BACKGROUND At the February 2018 Ordinary Council meeting, a report was presented (copy attached as Annexure A relating to this report) recommending:

1. That legal advice be sought on the matter of whether Council is bound to rate Wind and Solar Farm parcels of land at the Business (Non-Urban) rate in the 2017-18 financial year, or whether a new sub-category of rate can be introduced part way through the financial year that could be applied to these parcels of land, or whether Council is at liberty not to implement the rating for these mentioned parcels in the current financial year. 2. That no further action be taken on this matter until such times as legal advice has been received.

A further report was presented at the March 2018 Ordinary Council meeting (copy attached as Annexure B relating to this report) recommending:

1. That Council issues Supplementary Rates notices in 2017/18 for land associated with Wind and Solar Farms at the Business (Non-Urban) rate. 2. That Council rates land associated with Wind and Solar Farms as Business (Non- Urban) in future years in line with Council’s existing Rating Policy.

Council then issued supplementary rates notices to all ratepayers as per the information provided from the Valuer General (VG). The VG provided information to Council that affected landowners whom had contracts with the White Rock Wind Farm as well as Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd.

Page 49 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Following this action, Council has received correspondence from a number of ratepayers associated with Glen Innes Windpower Pty Ltd whom have sought a review of Council’s declaration of rating category with respect to their land as no wind towers have been erected on their properties.

Item 9.5 Before responding to these ratepayers, Council sought legal advice on the matter from Marsdens Law Group (Marsdens). Marsdens advised Council that it could not make a decision on this matter currently and that it needed to request further particulars and evidence from the ratepayers seeking a review of their declaration of rating category. With the further information, Council would then be able to undertake the task required as per Section 525 of the Local Government Act 1993 in considering and determining the application by the ratepayers for review.

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

(b) Financial Considerations It is to be noted that an error has been discovered in the calculations previously reported on this matter to Council in February and March 2018. In both of these reports it stated that issuing supplementary rates notices in relation to wind or solar farms for the 2017-18 financial year will result in additional income to Council of approximately $95,301.57, which is incorrect and should have been $146,030.14.

If Council declares that the land that is associated with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd is returned to farmland category for rating purposes as recommended, this will result in the reversal of $32,931.54 of revenue.

COMMENTARY Council has received the further information requested from the ratepayers seeking a review of their declaration of rating category. Council staff have undertaken the task required as per Section 525 of the Local Government Act 1993 in considering and determining the application for review.

As Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd developments have not proceeded, the land in question has no wind towers / solar farms erected at present, and Council staff are satisfied that the land in question is still continuing to be used as farmland. It is therefore recommended that Council declares the land to be returned to the farmland category for rating purposes.

The land that has a lease agreement between property owners and Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd has been separated into different Lot/DPs and each parcel attracts a separate Waste Facility Management charge of $66.00. As the land associated with these bodies is still continuing to be used as farmland, it is recommended that Council reverses the 2017-2018 Waste Facility Management charge for these properties. The exception to this being those parcels of land listing White Rock Wind Farm Pty Ltd, Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd as sole owners. Further, it is recommended that this concession of the Waste Facility Management charge will continue in future year’s levies provided

Page 50 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018 that lease agreements still remain in place and without the project infrastructure having been constructed.

(a) Governance/Policy Implications There are no governance or policy issues arising from this report.

Item 9.5 (b) Legal Implications Property owners will be pleased with the outcome of this report, therefore no further legal implications are anticipated.

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

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

CONCLUSION Council staff have undertaken the task required as per Section 525 of the Local Government Act 1993 in considering and determining the applications for review of rating category received from various ratepayers.

As Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd developments have not proceeded, Council staff are satisfied that the land associated with these bodies is still continuing to be used as farmland. It is therefore recommended that Council declares that land in association with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd be returned to the farmland category for rating purposes.

RECOMMENDATION 1. That Council declares all land that is associated with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd to be of farmland category for rating purposes, and re-issues Supplementary Rates notices accordingly for the 2017/18-financial year. 2. That Council rates land associated with Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd as Farmland in future years, in line with Council’s existing Rating Policy, until such time as the wind towers and solar farm infrastructure have been constructed; after which those affected portions of land be re-categorised as Business (Non Urban) and rated accordingly. 3. That Council reverses the 2017-2018 Waste Facility Management charge of $66.00 on all land that now has a lease agreement between property owners and Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd, with the exception to this being those parcels of land listing White Rock Wind Farm Pty Ltd, Glen Innes Windpower Pty Ltd and SWF Nominees Pty Ltd as sole owners. Further, that this concession of the Waste Facility Management charge be continued in future years’ levies, provided that lease agreements still remain in place and without the project infrastructure having been constructed.

Page 51 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.6 Agency Information Guide

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jacqui Cave - Personal Assistant (DCCS) Item 9.6 ANNEXURES Annexure A Agency Information Guide

ECM INDEXES Subject Index: INFORMATION MANAGEMENT: Government Information (Public Access) Act (GIPA)

PURPOSE The purpose of this report is to present the reviewed Glen Innes Severn Council Agency Information Guide to Council. Please refer to the Annexure relating to this report.

BACKGROUND The Government Information (Public Access) Act 2009 commenced operation on 1 July 2010. Section 21 of this Act requires agencies to develop and adopt an agency information guide as part of their mandatory open access information within six (6) months of the commencement of this section. Agencies must review their Agency Information Guide and adopt a new Agency Information Guide at intervals of not more than 12 months.

An Agency Information Guide is a summary of what an agency does, how it does it, and the type of information it holds and generates through the exercise of its functions, with a particular focus on how those functions affect members of the public.

Section 22 of the Government Information (Public Access) Act 2009 requires agencies to notify the Information and Privacy Commission before adopting or amending an Agency Information Guide and must, if requested to do so by the Information Commissioner, consult with the Information Commissioner on the proposed agency information guide or amendment. Accordingly, the attached Agency Information Guide was forwarded to the Information and Privacy Commission NSW on 18 June 2018.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Operational Plan Objective STC 1.2.1 ‘Provide clear messaging of Council's achievements, strategic objectives and actions.

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY Section 20 of the Government Information (Public Access) Act 2009 refers to the publication of information concerning affairs of agencies. Under this section of the Act, Council is required to have an Agency Information Guide.

Page 52 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

The Agency Information Guide must: 1. Describe the structure and functions of the agency; 2. Describe the way in which the functions (including, in particular, the decision- making functions) of the agency affect members of the public;

3. Specify any arrangements that exist to enable members of the public to Item 9.6 participate in the formulation of the agency’s policy and the exercise of the agency’s functions; 4. Identify the various kinds of government information held by the agency; 5. Identify the kinds of government information held by the agency that that the agency makes (or will make) publicly available; 6. Specify the manner in which the agency makes (or will make) government information publicly available; and 7. Identify the kinds of information that are (or will be) made publicly available free of charge, and those kinds for which a charge is (or will be) imposed.

Council’s revised Agency Information Guide complies with all the items listed above and contains the following amendments to the previous version:  The inclusion of a detailed table outlining Council’s functions under the following six (6) headings: Service, Regulatory, Ancillary, Revenue, Administrative and Enforcement;  Minor changes to the list of Committees to notate a name change from New England Group of Councils to the New England Joint Organisation, the inclusion of the Glen Innes Saleyards Management Committee and the Youth Advisory Committee, and the inclusion of the Dundee Reserve Trust and Glen Innes Highlands Rail Trail Working Group as Community Committees NOT Committees of Council.

(a) Governance/Policy Implications There are no governance/policy implications arising from this report.

(b) Legal Implications The Agency Information Guide verifies Council’s adherence to the responsibilities and requirements of the Government Information (Public Access) Act 2009.

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

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

CONCLUSION Under the Government Information (Public Access) Act 2009, Council is required to update the Agency Information Guide on an annual basis, to aid members of the public in obtaining information that is held by Council and provide advice on Council’s structure, functions and services.

Page 53 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

RECOMMENDATION That Council adopts the reviewed Agency Information Guide for the Glen Innes Severn Council, attached as Annexure A relating to this report.

Item 9.6

Page 54 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.7 Review of Access to Information Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Authors: Jacqui Cave - Personal Assistant (DCCS) Anna Watt - Director of Corporate and Community Services Item 9.7

ANNEXURES Annexure A Access to Information Policy Annexure B Access to Information Guidelines

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE The purpose of this report is to present Council with the reviewed Access to Information Policy and Access to Information Guidelines, for adoption. Please refer to the Annexures relating to this report.

BACKGROUND The Access to Information Policy was last adopted by Council in 2010 and was overdue for review. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations There are no specific financial considerations that need to be highlighted in regard to this report.

COMMENTARY Council has recently reviewed its Access to Information Policy and Access to Information Guidelines in consultation with relevant staff. Relatively few changes were required, however, those made are highlighted in red font in the Annexures relating to this report.

(a) Governance/Policy Implications Once adopted by Council, the revised Access to Information Policy will become policy of Council. This will also include the Access to Information Guidelines.

(b) Legal Implications Council has a legal obligation to comply with the requirements of the Government Information (Public Access) Act 2009 in regard to the access or disclosure of documents held by Council.

(d) Environmental Implications There are no significant environmental implications associated with this matter.

Page 55 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

(e) Economic/Asset Management Implications There are no significant economic / asset management implications associated with this matter.

Item 9.7 CONCLUSION Council’s Access to Information Policy and associated Guidelines have been reviewed to include changes that have occurred since the current Policy was adopted in September 2010. Changes are very minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the Access to Information Policy as attached as Annexure A to this report. 2. That Council notes the information set out in the Access to Information Guidelines as attached as Annexure B to this report.

Page 56 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.8 Review of Community Engagement Strategy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Authors: Jacqui Cave - Personal Assistant (DCCS) Anna Watt - Director of Corporate and Community Services Item 9.8

ANNEXURES Annexure A Community Engagement Strategy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy COMMUNITY RELATIONS: Community Engagement

PURPOSE The purpose of this report is to present Council with the reviewed Community Engagement Strategy, for adoption. Please refer to Annexure A relating to this report.

BACKGROUND The Community Engagement Strategy was last adopted by Council in March 2015 and is due for review every three (3) years. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework Section 402 of the Local Government Act 1993 legislates for the development of an Engagement Strategy:

“(4) The council must establish and implement a strategy (its community engagement strategy), based on social justice principles, for engagement with the local community when developing the community strategic plan”.

Further, according to Section 406 of the Local Government Act 1993, Intergrated planning and reporting guidelines must be followed when preparing the Community Engagement Strategy:

1. The Departmental Chief Executive is to establish integrated planning and reporting guidelines (referred to in this Chapter as the guidelines) for the purposes of this Chapter.

2. The guidelines can impose requirements in connection with the preparation, development and review of, and the contents of, the community strategic plan, resourcing strategy, delivery program, operational plan, community engagement strategy, annual report and state of the environment report of a council.

3. In particular (but without limiting subsection (2)), the guidelines can impose requirements in relation to any of the following: (a) the procedures to be followed in the preparation, development or review of plans, strategies, programs and reports, (b) the matters to be addressed or provided for by plans, strategies, programs and reports, (c) requirements for consultation in connection with the preparation, development or review of plans, strategies and programs,

Page 57 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

(d) the matters to be taken into account or to which regard is to be had in connection with the preparation, development or review of plans, strategies, programs and reports.

4. A council must ensure that the requirements of the guidelines are complied with.”

Item 9.8 5. The guidelines can include other material for the guidance of councils in connection with the plans, strategies, programs and reports to which this section applies.

6. The Departmental Chief Executive may review and amend the guidelines from time to time.

7. The guidelines and any amendment of the guidelines must be posted on the Department's website and notified in writing to each council by the Departmental Chief Executive.

The Integrated Planning and Reporting Guidelines, in relation to the preparation and implementation of the Community Engagement Strategy, state that: 1. The Community Strategic Plan Engagement Strategy must be based on the four (4) social justice principles: equity, access, participation and rights. 2. All relevant stakeholders within the community should be identified and methods of engaging those groups outlined. 3. Council must be satisfied that it has given the community an opportunity to have their say, consult/engage with all representative groups, consider how to hear from the “hard to reach” groups and consider inter-generational forums for discussion. 4. Due consideration must also be given to the expected levels of service expressed by the community when preparing the Community Strategic Plan. 5. The Strategy should allow for public participation at various stages of the planning process.

(b) Financial Considerations There are no specific financial considerations that need to be highlighted in regard to this report.

COMMENTARY The Community Engagement Strategy relates to all areas of Council’s functions where the community is invited to participate in the process of providing feedback and/or assist with advice in relation to decision making. It is therefore a document for guiding community engagement in a range of areas such as for policy development, proposed site modifications/changes, new services and other strategic planning documents.

It is a requirement under the new Planning and Reporting Framework for Local Government in NSW for all Councils to have a Community Engagement Strategy in place. The Strategy must identify relevant stakeholder groups within the community and outline methods of engaging each group.

Further, the Strategy needs to be based on the principles of social justice (equity, access, participation and rights). The revised Community Engagement Strategy is in line with the above requirements. It is also a document for guiding community

Page 58 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018 engagement for policy development, proposed site modifications/changes, new services and other strategic planning documents.

Relatively few changes were required to the Community Engagement Strategy other than rewording the four (4) main Principles. All changes made, have been highlighted in red font in the related annexure. Item 9.8

(a) Governance/Policy Implications Once adopted by Council, the revised Community Engagement Strategy will become policy of Council.

(c) Social Implications It is critical to have a solid community engagement process in place to enable long term planning to be successfully implemented. By involving the community in various ways and using various means of engagement, and through liaison with already established networks, Council will be informed of the interests, needs and aspirations of our community when planning for the future.

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

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

CONCLUSION Council’s Community Engagement Strategy has been reviewed to include changes that have occurred since the current Strategy was adopted in March 2015. Changes are relatively minor and the revised Strategy is now presented to Council for adoption.

RECOMMENDATION That Council adopts the Community Engagement Strategy as attached as Annexure A relating to this report.

Page 59 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.9 Review of Donations Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jacqui Cave - Personal Assistant (DCCS) Item 9.9 ANNEXURES Annexure A Donations Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy; FINANCIAL MANAGEMENT: Donations.

PURPOSE The purpose of this report is to present Council with the reviewed Donations Policy, for adoption. Please refer to the Annexure relating to this report.

BACKGROUND The Donations Policy was last adopted by Council on 22 June 2017 and is due for review annually. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations Council’s Operational Plan 2018/19 includes adequate provisions in accordance with this Policy.

COMMENTARY Council has recently reviewed its Donations Policy in consultation with relevant staff. Relatively few changes were required, however, those made are highlighted in red font in the Annexures relating to this report.

(a) Governance/Policy Implications Once adopted by Council, the revised Donations Policy will become policy of Council.

(b) Legal Implications There are no legal implications arising from this report.

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

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

Page 60 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

CONCLUSION Council’s Donations Policy has been reviewed to include changes that have occurred since the current Policy was adopted in June 2017. Changes are relatively minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION Item 9.9 1. That Council adopts the Donations Policy as attached as an Annexure to this report. 2. That the Director of Corporate and Community Services arranges for the processing and payment of the Pre-approved Donations listed in Section 3(a) of this Policy. 3. That the Director of Corporate and Community Services communicates the information contained within this Policy to Customer Service Officers and organisations / members of the public requesting a donation from Council. 4. That the Director of Corporate and Community Services arranges for advertisements to be placed in the Glen Innes Examiner and information to be placed on Council’s website and Facebook Page, inviting community groups to apply for donations.

Page 61 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.10 Election of New Committee: Aboriginal Consultative Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jacqui Cave - Personal Assistant (DCCS)

Item 9.10

ANNEXURES Annexure A Minutes - Aboriginal Consultative Committee - AGM

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Aboriginal Consultative Committee

PURPOSE The purpose of this report is to seek Council’s approval for the membership of the newly elected Aboriginal Consultative Committee.

BACKGROUND The Annual General Meeting of the Aboriginal Consultative Committee was held on Monday, 26 February 2018. At the meeting, Committee members for the coming year were nominated in accordance with the Committee’s Constitution and are aware of the following conditions, as outlined in the Manual for Community Committees of Council:  A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;  Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;  Members are prepared to actively serve the Committee until the next Annual General Meeting; and  Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.

(a) Relevance to Integrated Planning and Reporting Framework This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY In accordance with the Manual for Community Committees of Council and the Constitution of the Aboriginal Consultative Committee, the following delegates were nominated for membership:

Page 62 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Council Representatives:  Two (2) Councillor representatives;  Two (2) Council staff members:  Director of Corporate and Community Services;

 Life Choices – Support Services Administration and Quality Officer Item 9.10 (Minutes).

In accordance with Council’s resolution 6.09/17 dated 28 September 2017, Council’s representatives on this Committee are the Mayor or Deputy Mayor, Councillor Dianne Newman and the Director of Corporate and Community Services.

Community Representatives:  Two (2) members from the Glen Innes Local Aboriginal Lands Council: Tim Penn and Kerry Faiers;  One (1) member from Cooramah Aboriginal Corporation: Margaret Patterson;  One (1) member from Boorabee Aboriginal Corporation: Margaret Patterson;  Two (2) members from Armajun Health Service: Debbie McCowen and Jenny Ryan;  One (1) Aboriginal Elder: John Kirk;  Two (2) other Aboriginal community members: (2) positions not filled;  Two (2) youth representatives: Lianna Fuller Byrne and Jayden Potter.

Invitations to attend meetings will be extended to the following agencies; however, the representatives from these agencies will not act as formal delegates of the Committee:  Aboriginal Health;  Aboriginal Educational Consultative Group;  Community Corrections;  Family and Community Services;  Glen Innes Family Youth Support Services;  Glen Innes Police;  Hunter New England Health;  Juvenile Justice;  National Disability Insurance Scheme;  Pathfinders.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

Page 63 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

(c) Social Implications The Aboriginal Consultative Committee provides a forum between Council and the Aboriginal community to raise, discuss and share issues. This results in increased awareness across the wider Aboriginal community about current services or activities provided in the Local Government Area.

Item 9.10 (d) Environmental Implications There are no environmental implications arising from this report.

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

CONCLUSION The Aboriginal Consultative Committee has nominated its members for the coming year in accordance with its Constitution and is now seeking Council’s approval of the new memberships.

RECOMMENDATION That Council approves the following eight (8) community representatives as the newly elected Aboriginal Consultative Committee:  John Kirk (Aboriginal Elder);  Jayden Potter (Aboriginal Youth Community);  Lianna Fuller Byrne (Aboriginal Youth Community);  Debbie McCowen (Armajun Health Service);  Jenny Ryan (Armajun Health Service);  Margaret Patterson (Boorabee Aboriginal Corporation) and (Cooramah Aboriginal Corporation);  Tim Penn (Glen Innes Local Aboriginal Lands Council);  Kerry Faiers (Glen Innes Local Aboriginal Lands Council).

Page 64 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.11 Election of Committee - Emmaville War Memorial Hall Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jacqui Cave - Personal Assistant (DCCS)

Item 9.11

ANNEXURES Annexure A AGM Minutes - Emmaville War Memorial Hall Committee

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Emmaville War Memorial Hall Committee

PURPOSE The purpose of this report is to seek Council’s approval for the community membership of the newly elected Emmaville War Memorial Hall Committee.

BACKGROUND The Annual General Meeting of the Emmaville War Memorial Hall Committee was held on Wednesday, 21 February 2018. Ten (10) nominations were received for membership of the Committee. All Community Representatives who nominated for the Emmaville War Memorial Hall Committee are aware of the following conditions as outlined in the Manual for Community Committees of Council:

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

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective CS 5.1.1 'Promote partnerships between the community and Council in achieving this objective.'

(b) Financial Considerations There are no financial implications arising from this report.

COMMENTARY In accordance with the Manual for Community Committees of Council, all Committee member positions were declared vacant. Nominations were called from interested members of the community to fill the Committee positions for the coming year. Although not all nominated candidates attended the AGM of the Emmaville War Memorial Committee, the following ten (10) candidates submitted nominations and are all being recommended for appointment to the Committee:

 

Page 65 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 Tori Parkins;  Amy Say;  Baydon Say;  Clark Say;  Daphne Say;  Gordon Say;

Item 9.11  Shauna Say;  Lyn Schumacher;  Dot Wooder;  Lorraine Wyvill.

The election of Office Bearers was also held, with Clark Say elected as President, Dot Wooder elected as Vice President, Amy Say elected as Secretary, Lyn Schumacher elected as Treasurer and Daphne Say elected as the Booking Officer.

It should be noted that the requirements of section 2.1.3 c) of the Manual for Community Committees of Council (restrictions relating to the election of office bearers), state that a maximum of two (2) relatives of any one family can be office bearers on the same Committee at the same time, and only one (1) of those office bearers is to sign cheques/purchase order requisitions on behalf of the same Committee at the same time. However, it is recommended that Council approves the number of family members involved with this Committee and the positions to which they have been appointed, recognising the significance of this Committee in managing an important community asset and that there have been no alternative nominations for membership received.

In accordance with Council’s resolution 6.09/17 dated 28 September 2017; Council’s representative on this Committee is Councillor Colin Price.

(a) Governance/Policy Implications The Annual General Meeting and election of Office Bearers has been carried out in accordance with the Manual for Community Committees of Council. The Emmaville War Memorial Hall Committee does not have any delegated Council powers or responsibilities. The Committee provides a forum for residents and interest groups to provide input into Council policies and strategies as they are formulated and reviewed.

(b) Legal Implications There are no legal implications arising from this report.

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

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

Page 66 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

CONCLUSION The Emmaville War Memorial Hall Committee has elected ten (10) members for the coming year, who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for the new membership.

RECOMMENDATION Item 9.11 1. That Council endorses the following ten (10) Community Representatives as the newly elected Emmaville War Memorial Hall Committee:  Tori Parkins;  Amy Say;  Baydon Say;  Clark Say;  Daphne Say;  Gordon Say;  Shauna Say;  Lyn Schumacher;  Dot Wooder;  Lorraine Wyvill. 2. That Council endorses the election of Office Bearers within the newly elected Emmaville War Memorial Hall Committee as follows:  Clark Say elected as President;  Dot Wooder elected as Vice President;  Amy Say elected as Secretary;  Lyn Schumacher elected as Treasurer;  Daphne Say elected as Booking Officer. 3. That Council acknowledges the requirements of section 2.1.3 (c) of the Manual for Community Committees of Council (restrictions relating to the election of office bearers), where a maximum of two (2) relatives of any one family can be office bearers on the same Committee at the same time, and only one (1) of those office bearers is to sign cheques/purchase order requisitions on behalf of the same Committee at the same time. However, Council approves the number of family members involved with this Committee and the positions to which they have been appointed; recognising the significance of this committee in managing an important community asset and that there have been no alternative nominations for membership received. 4. That Council requests the Director of Corporate and Community Services to remind the Emmaville War Memorial Hall Committee that the agenda and minute format as illustrated in Section 3.4 of the Manual for Community Committees of Council must be adhered to moving forward.

Page 67 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.12 Election of New Committee: Minerama Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jacqui Cave - Personal Assistant (DCCS)

Item 9.12 ANNEXURES Annexure A Minutes - Minerama Committee - AGM

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Minerama Committee

PURPOSE The purpose of this report is to seek Council’s approval for the membership of the newly elected Minerama Committee.

BACKGROUND The Annual General Meeting of the Minerama Committee was held on Wednesday, 13 June 2018. Seven (7) nominations were received for membership of the Committee. All community representatives who nominated for the Minerama Committee are aware of the following conditions, as outlined in the Manual for Community Committees of Council:

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

(a) Relevance to Integrated Planning and Reporting Framework This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations There are no financial considerations arising from this report.

COMMENTARY In accordance with the Manual for Community Committees of Council, all Committee members and Office Bearer positions were declared vacant. With seven (7) nominations received for 12 positions on the Committee, a ballot was not necessary. Accordingly, the following seven (7) candidates are recommended for appointment to the Committee:

 Brett Brown;  Peter Chaffey;

Page 68 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 Mathew Cubis;  Dennis Griffiths;  Nerolie Kneipp;  Eric Steadman;  Chris Wallbridge.

The election of office bearers was also held, with Peter Chaffey elected as Item 9.12 Chairperson, with Council’s Event Coordinator providing the services of Secretary and Treasurer to the Committee until these positions are filled by a Committee member. Brett Brown and Dennis Griffiths were duly elected to share the position of Vice Chair for the Committee.

In accordance with Council’s resolutions 32.04/18 dated 26 April 2018 and 6.09/17 dated 28 September 2017, Council’s representatives on this Committee are Councillor Sparks and the Events Coordinator respectively.

(a) Governance/Policy Implications All community representatives who nominated for the Minerama Committee are aware of the conditions as outlined in the Community Committees of Council Manual.

(b) Legal Implications The Minerama Committee is a Committee of Council under the provisions of Section 355 of the Local Government Act 1993.

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

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

CONCLUSION The Minerama Committee has elected seven (7) members for the coming year, who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for the new membership.

RECOMMENDATION 1. That Council endorses the following seven (7) community representatives as the newly elected Minerama Committee:  Brett Brown;  Peter Chaffey;  Mathew Cubis;  Dennis Griffiths;  Nerolie Kneipp;

Page 69 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 Eric Steadman;  Chris Wallbridge. 2. That Council endorses the election of Office Bearers within the newly elected Minerama Committee as follows:

Item 9.12  Peter Chaffey elected as Chairperson;  Brett Brown and Dennis Griffiths elected as Vice Chairpersons.

Page 70 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.13 Dividends from Water and Sewer Funds 2015/16 and 2016/17

.13

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

ANNEXURES Item 9 Annexure A Best Practice Management of Water Supply and Sewerage

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Fees and Charges WATER SUPPLY: Reporting SEWERAGE AND DRAINAGE: Reporting

PURPOSE The purpose of this report is to outline the criteria that Council is required to meet under the Department of Water and Energy (DWE) Guidelines for Best Practice Management of Water Supply and Sewerage (a summary of which can be found in Annexure A relating to this report) in order to pay a dividend from the surplus of its Water Supply and Sewerage businesses and to seek Council’s approval to progress payment of dividends from the Fund for the 2015/16 and 2016/17 financial years.

BACKGROUND The DWE Guidelines for Best Practice Management of Water Supply and Sewerage permit the Local Water Utilities (LWU) to pay a dividend from the surplus of Water Supply and Sewerage businesses provided that the LWU has met six (6) best practice criteria:

1. Strategic Business Planning; 2. Pricing (including Developer Charges, Liquid Trade Waste Policy and Approvals); 3. Water Conservation; 4. Drought Management; 5. Performance Reporting; 6. Integrated Water Cycle Management (IWCM).

To be eligible to make a dividend payment from a surplus, the LWU must:

 Demonstrate best practice management compliance though an independent compliance audit report; and

 Obtain an unqualified financial audit report for its Water Supply and Sewerage businesses; and

 Resolve in a Council meeting open to the public that it has achieved “substantial compliance” with each of the criterion in the Best Practice Guidelines.

The independent financial audit report also needs to verify that the overhead reallocation charges to the Sewer and Water businesses are a fair and reasonable cost, and the guidelines recommend that an effective costing methodology, such as activity based costing, should be utilised when calculating the overhead reallocation charge so as to allow recovery on only the LWU’s share of the overhead costs.

Page 71 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

The Guidelines specify that the dividend from surplus must not exceed 50% of the surplus in any one (1) year, with a maximum of $30 per assessment less a mandatory dividend for tax equivalents (currently a maximum of three dollars ($3) per assessment), and that the total dividend from surplus paid in each rolling three (3) year period does not exceed the total relevant surplus in that period. The maximum additional dividend which could be paid is therefore $27 per assessment for each of Item 9.13 the years when these criteria are met.

Prior to payment of a dividend from the surplus, the LWU must forward certain documents to DWE, which will then advise the LWU whether it may pay the proposed dividend.

The Guidelines recommend that Councils facing major capital expenditure for new or replacement infrastructure should defer paying a significant dividend from their surplus as such a payment would directly increase the required typical residential bill. Major capital expenditure is defined as three percent (3%) of the current replacement cost of the LWU’s water or sewerage assets.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Operational Plan Objective STC 2.1.2 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations Dividends from the Water and Sewer Funds are a return on Council’s investment from these businesses.

COMMENTARY The Audited Financial Statements show that the potential dividend available from Council’s Water Supply Activity from 2015/16 was $nil and 2016/17 was $93,879, and from Council’s Sewerage Business Activity was $83,619 and $78,948 respectively.

The number of assessments in 2015/16 for Water Supply was 3,287, and for Sewer Activities were 3,097, and in 2016/17 for Water Supply was 3,477, and for Sewer Activities was 2,924.

Therefore, the dividend per assessment is calculated for 2015/16 to be $nil per water assessment and $27 per sewer assessment, and the dividend per assessment for 2016/17 to be $27.00 per water assessment and $27.00 per sewer assessment.

Council has achieved substantial compliance with each of the criterion in the Best Practice Guidelines and is therefore in a position to seek a Council resolution to that effect.

This will then allow Council to make a formal request to the DWE for approval to allow the payment of the dividends as per the 2015/16 and 2016/17 Financial Statements.

Council has demonstrated best practice management compliance and has obtained an unqualified financial audit report for its Water Supply and Sewerage businesses.

A potential area which may impact on DWE approval to pay a dividend is that Council’s current methodology to allocate its overhead reallocation charge (the contribution from the Sewer and Water Funds to the General Fund) requires review. The Finance

Page 72 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Department has this on the agenda to be undertaken in the near future. There is a risk that DWE may not approve any dividend payments until this review is undertaken. There is also a slight risk that the review may indicate that overhead reallocation .13 charges should be reduced.

(a) Governance/Policy Implications

Council operates the water and wastewater operations as category 2 business Item 9 units with regard to competitive neutrality provisions.

(b) Legal Implications As a pre-requisite to the payment of a dividend from the surplus in accordance with Section 409(5) of the Local Government Act 1993, an LWU must demonstrate achievement of the required outcome for each criterion in accordance with the NSW Best Practice Guidelines.

(c) Social Implications The provision of a safe drinking water supply and appropriate sanitation system is a basic element of developed society. It is imperative that Council operates and retains sufficient funding in the Water and Sewer business units to achieve this purpose prior to the distribution of dividends. The best practice guidelines safeguard that requirement.

(d) Environmental Implications Sufficient funding enables the systems to be operated in an environmentally acceptable manner. The distribution of profit from the business units must not detract from this ability.

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

CONCLUSION Council has achieved substantial compliance with each of the criterion in the Best Practice Guidelines in relation to the issuing of dividends from the Water and Sewer Funds for the 2015/16 and 2016/17 financial years and is therefore in a position to seek a Council resolution to that effect. This will allow Council to make a formal request to the DWE for approval to pay the dividends as per the 2015/16 and 2016/17 Financial Statements.

RECOMMENDATION 1. That Council notes it has achieved the required outcome for each of the six (6) criteria in Table 1 of the Department of Water and Energy Guidelines for Best Practice Management of Water Supply and Sewerage. 2. That Council seeks approval from the Department of Water and Energy to pay dividends as follows:  $27.00 per assessment from the 2015/16 surplus from Council’s Sewerage Business Activity;  A dividend of $27.00 per assessment from the 2016/17 surpluses from Council’s Water Supply Business Activity;

Page 73 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 A dividend of $27.00 per assessment from the 2016/17 surpluses from Council’s Sewerage Business Activity.

Item 9.13

Page 74 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.14 Sign and Seal of Lease Agreement between Arts North West and Glen Innes Severn Council

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sanchia Sherratt - Finance Officer

Item 9.14

ANNEXURES Annexure A Arts North West Lease Agreement

ECM INDEXES Subject Index: COUNCIL PROPERTIES: Leases Customer Index: Arts North West

PURPOSE The purpose of this report is to gain approval to affix Council’s Seal to the Lease Agreement between Glen Innes Severn Council and Arts North West Incorporated for the building in King Edward Park. Please refer to Annexure A related to this report.

BACKGROUND Arts North West Incorporated (ANW), a Regional Arts Development Program, has been leasing premises at Level One (1) of the Visitors Information Centre, 152 Church Street, since its establishment in 1996. With this lease due to expire on 30 June 2018, ANW looked for other options, particularly with regards to more suitable access for people with a disability. At its Ordinary Meeting on 21 December 2017, Council resolved: RESOLUTION 8.12/17 1. That Council requests the Chief Financial Officer to negotiate a lease of the former Baby Health Clinic building in King Edward Park with Arts North West Incorporated for minimal or no rent, for a period of at least three (3) years from 1 July 2018 or an earlier date by agreement. 2. That Council requests the Director of Corporate and Community Services to engage a contractor to oversee the internal and external maintenance and repairs necessary to bring the former Baby Health Clinic building in King Edward Park up to a standard to be leased for office space, if the lease in dot point one (1) above is entered into. 3. That Council requests the Director of Development, Planning & Regulatory Services to externally advertise a lease for the premises at the Glen Innes Visitor Information Centre, Level One (1), 152 Church Street, if the lease in dot point one (1) above is entered into.

The necessary maintenance and repairs have now been completed. A lease has been drawn up and it requires signatures and the Seal of Council. ANW Executive Director, Caroline Downer has already signed on behalf of ANW.

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

Page 75 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

(b) Financial Considerations Building repairs and maintenance have been completed in the preparation for ANW to move in and use the former Baby Health Clinic building in King Edward Park. These works have cost of approximately $33,000. Of this amount, Council has paid $23,000, and ANW has funded the balance.

Item 9.14 The ANW lease of the premises at 152 Church Street will end on 30 June 2018. Until such time as the premises are leased again, Council’s income will reduce by $922.96 per month, exclusive of GST.

COMMENTARY Maintaining the ANW Head Office in Glen Innes continues to provide a positive impact on the Glen Innes community. ANW attracts visitors from other Local Government Areas. Its core business includes a multitude of day to day enquiries, providing immediate and quality advice, information and professional support to artists and organisations, as well as the research, promotion and advocacy it oversees in partnership with various stakeholders. ANW also offers Disability Arts programs and the new offices in Kind Edward Park will be provide more suitable access for artists and visitors with a disability.

Council resolved on 21 December 2017 to negotiate a three (3) year lease with ANW for the former Baby Health Clinic building in King Edward Park. A lease has been drawn up and requires signatures and the Seal of Council. Executive Director, Caroline Downer has already signed on behalf of ANW.

Building repairs and maintenance have been completed in the preparation for ANW to move in and use the former Baby Health Clinic building in King Edward Park. These works have cost of approximately $33,000.00. Of this amount, Council has paid for $23,000, and ANW has funded the balance. In the report presented to Council in December 2017, the maintenance and repairs to get the building up to standard were estimated to be between $20,000 and $23,000, however, ANW wished for some additional work to be completed, and therefore funded the additional work itself, acknowledging that it was not going to be paying rent for the building.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications Clause 400 of the Local Government (General) Regulation 2005 inter alia states the following in Sub clause four (4):

The seal of the council must not be affixed to a document unless the document relates to the business of the council and the council has resolved (by resolution specifically referring to the document) that the seal be so affixed.

(c) Social Implications Glen Innes Severn Council is one (1) of 12 Councils contributing to ANW, and all residents living within our Local Government Area are eligible to receive and use the services provided by ANW. The Head Office of ANW could be located in any of the contributing LGAs, therefore it is an advantage to our community that it chooses to be located in Glen Innes.

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

(e) Economic/Asset Management Implications The former Baby Health Clinic building in King Edward Park has now undergone repair and refurbishment in preparation for the ANW occupancy. Item 9.14

CONCLUSION Council resolved on 21 December 2017 to negotiate a three (3) year lease with ANW for the former Baby Health Clinic building in King Edward Park. A lease has been drawn up and requires signatures and the Seal of Council. On behalf of ANW, Executive Director, Caroline Downer, has already signed the lease agreement.

RECOMMENDATION That Council resolves to approve of the affixing of Council’s Seal to the three (3) year lease agreement between Glen Innes Severn Council and Arts North West Incorporated for the former Baby Health Clinic building in King Edward Park.

Page 77 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.15 Finance Report - May 2018

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sanchia Sherratt - Finance Officer

Item 9.15 ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Financial Reporting

PURPOSE The purpose of this report is to provide Council with a reconciliation of investments and bank loans as at 31 May 2018.

BACKGROUND The Local Government Act 1993 states the following:

Section 621 - When and for what may a Council borrow? A Council may borrow at any time for any purpose allowed under this Act.

Section 622 - What form may a Council borrowing take? A Council may borrow by way of overdraft or loan or by any other means approved by the Minister.

Section 624 - Are there any restrictions on a Council borrowing? The Minister, may from time to time, impose limitations or restrictions on borrowings by a particular Council or Councils generally despite the other provisions of this Part.

Section 625 - How may Councils invest? (1) A Council may invest money that is not, for the time being, required by the Council for any other purpose. (2) Money may be invested only in a form of investment notified by order of the Minister published in the Gazette.

Note: See Gazettes No. 152 of 24.11.2000, p 12041; No. 94 of 29.7.2005, p 3977; No. 97 of 15.8.2008, p 7638; No. 160 of 24.12.2008, p 13140 and No. 14 of 11.02.2011, pp 597 to 598.

(3) An order of the Minister notifying a form of investment for the purposes of this section must not be made without the approval of the Treasurer. (4) The acquisition, in accordance with section 358, of a controlling interest in a corporation or an entity within the meaning of that section is not an investment for the purposes of this section.

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

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Financial Objective nine (9) states the following:

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

How: Council reports to the community on a monthly basis of funds invested and Item 9.15 what institutions are holding these investments. In addition, Council’s Investment Policy is reviewed at least every two (2) years or when required.”

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

Investments are made on terms under 12 months. For this reason, the interest rate will vary in accordance with the prevailing interest rate. This may expose Council to fluctuations in short-term interest rates, but should improve liquidity due to the structured availability of these invested funds.

COMMENTARY MAYORAL DISCRETIONARY FUND: Budget $ 3,000.00 Actual Expenditure as at 1 May 2018 $ 2,450.00 Expenditure for May 2018 $ 0.00 ______Actual Expenditure as at 31 May 2018 $2,450.00

INVESTMENT INTEREST: Interest received for year to 31 May 2018 $ 443,941.22

Cash Book Reconciliation: Balance as per Cash Book as at 1 May 2018 $ 2,097,821.55 Receipts for May $ 5,956,108.70 Payments for May $ -3,953,968.68 Balance as per Cash Book as at 31 May 2018 $ 4,099,961.57 $ General Fund 2,216,889.37 Glen Innes Aggregates $ 956,594.52 Water Supplies Local Fund $ 216,793.02 Sewerage Services Local Fund $ 598,369.83 Section 355 Committees $ 30,925.56 Trust Fund* $ 80,389.27 Balance as per Cash Book as at 31 May 2018 $ 4,099,961.57

*The Trust Fund is where money is held that does not belong to Council and is being held on behalf of other organisations or individuals. The majority of the current balance is for the sale of land for unpaid rates (from October 2012), Council must hold this money for six (6) years and if it is not claimed it is to be transferred to the NSW Office of State Revenue.

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RESTRICTED INVESTMENT DETAILS: The following funds were restricted as at 30 June 2017 as per the Financial Statements:

General Fund – Internal Restricted Funds Item 9.15 Total from 2016-2017 Financial Statements $ 8,641,000 $8,641,000

General Fund – External Restricted Funds

Life Choices - Support Services Consumer $ 1,481,000 funds Library Infrastructure Grant $ 45,000

Water Supplies $ 21,000 Developer Contributions $ 434,000 Unexpended Grant Funds, Contributions and Subsidies $ 1,948,000 Unexpended Specific Purpose Loan Funds $ 2,926,000 $ 6,855,000

Sewerage Services Local Fund – External Restricted Funds

Augmentation and Infrastructure $ 2,967,000 $ 2,967,000

Unrestricted Funds/Funds Not Yet Restricted as at 31 May 2018

Total $ 1,636,961.57 1,636,961.57

TOTAL COUNCIL CASH AND INVESTMENTS $ 20,099,961.57

Page 80 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

FINANCIAL INSTITUTIONS INVESTMENTS:

Rating Mature % Institution Invested $ Return $ (S&P) A2/BBB 1/06/2018 2.55% ME Bank (6) 1,000,000 12,715.07 A2/A- 19/06/2018 2.60% ING BANK (Australia) (7) 1,000,000 23,934.25

Item 9.15 A2/BBB+ 20/06/2018 2.60% ME Bank (8) 1,000,000 12,964.38 A2/A- 27/06/2018 2.55% Bendigo Adelaide Bank (9) 1,000,000 27,846.58 A1+/AA- 4/07/2018 2.45% NAB (10) 1,000,000 12,149.32 A1+/AA- 20/07/2018 2.42% CBA (11) 1,000,000 9,945.21 A1/A+ 23/08/2018 2.60% AMP (12) 1,000,000 13,035.62 Westpac Banking Corporation A1+/AA- 29/08/2018 2.71% 1,000,000 27,100.00 (13) Westpac Banking Corporation A1+/AA- 10/09/2018 2.60% 1,000,000 10,827.40 (14) A1+/AA- 23/09/2018 2.71% Bendigo Bank (15) 1,000,000 27,100.00 A2/BBB+ 25/10/2018 2.65% Defence Bank (16) 1,000,000 26,500.00 A2/BBB+ 30/10/2018 2.80% Rural Bank (3) 1,000,000 14,038.36 A2/BBB 1/11/2018 2.70% AMP (17) 1,000,000 27,000.00 A2/BBB 15/11/2018 2.72% ME Bank (5) 1,000,000 13,711.78 A1/A+ 21/12/2018 2.65% AMP (1) 1,000,000 19,820.55 A1/A+ 7/01/2019 2.65% NAB (2) 1,000,000 19,517.82 Average Return 2.62% Total Investments at 16,000,000.00 298,206.34 Average Return YTD 2.62% Cash on Hand 4,099,961.57

Total Cash and Investments 20,099,961.57

The average return on Council investments for the 2016/17 financial year was 2.81%. This is comparable with a year to date return of 2.93% for the 2015/16 financial year and is reflective of the downward trend in interest rates over the past few years.

The average year to date return is 2.62% (May 2018), with rates showing a slight upward trend. The current average return of 2.62% can be compared with the TCorp Benchmark Term Deposit 90 day rate of 1.95% for May 2018.

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

COUNCIL’S LOAN LIABILITY: In the table below, the interest rate, loan completion date and balance as at 31 May 2018 is shown for each of Council’s loan liabilities.

General Fund Loan Loan Purpose Interest Completion Balance No Rate Date 1 TCORP Quarry and RFS Loan 3.95% 8/12/2036 $ 1,981,078.84 11-01 Business Acquisition: Quarry 7.69% 28/07/36 $ 765,500.00 6 Drainage System: Emmaville 6.59% 29/04/19 $ 29,719.25 3 Learning Centre 7.35% 19/06/25 $ 312,102.05 2 NAB Fixed Interest Loan 6.69% 01/11/27 $ 2,955,865.13

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12 LIRS Loan: Road Renewal 5.32%* 09/12/22 $ 544,479.96 13 LIRS Loan: CBD Revitalisation 5.46%* 27/02/23 $ 981,459.37 14 LIRS Loan: Accelerated Road Renewal 3.82%* 28/05/25 $ 741,302.23 15 LIRS Loan: Accelerated Bridge Program 3.82%* 28/02/25 $ 2,963,994.36 16 Glen Innes and Emmaville Swim Centre: 4.70% 28/02/35 $ 1,354,093.56 Revitalisation Total General Fund Liability $ 12,630,594.75

Item 9.15

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

Water Fund Loan Loan Purpose Interest Completion Balance No Rate Date 11-02 Land Acquisition: Future Storage 7.69% 28/07/36 $ 2,051,300.00 Total Water Supply Fund Liability $ 2,079,400.00

Sewer Fund Loan Loan Purpose Interest Completion Balance No Rate Date 10 Sewer Augmentation Loan 6.51% 11/05/26 $ 1,581,275.20 Total Sewer Fund Liability $ 1,581,275.20

TOTAL LOANS LIABILITY $ 16,191,890.99

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

(a) Governance/Policy Implications Monthly financial reporting ensures transparency of financial reporting to enable the Councillors to make financially sustainable and accountable decisions.

(b) Legal Implications All investments and borrowings are continued to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 13.09/15.

(c) Social Implications Council funds are used to provide services and infrastructure to the Community and, as a result, well managed funds maximise the level of financial resources available to support the Community.

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

(e) Economic/Asset Management Implications Sound economic management includes maximising Council’s return on investment and this is achieved by closely monitoring Council’s investments in line with Council’s Investment Policy.

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CONCLUSION Adequate funds remain available to ensure short-term liquidity. Funds have been restricted to ensure all areas of Council can continue to operate in accordance with both the annual Operational Plan and the Long Term Financial Plan. Further, all investments and borrowings are continued to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 13.09/15. Item 9.15

RECOMMENDATION That Council notes the following information:  The cash book report disclosing a total reconciled cash balance of $4,099,961.57;  The investment report disclosing total invested funds of $16,000,000.00 with total cash and investments of $20,099,961.57 (compared with $18,988,657.28 in May 2017); and  The loan liability report showing a total loan liability of $16,191,890.99 (compared with $17,545,261.55 in May 2017).

Page 83 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.16 Rates and Charges Collections - May 2018

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sanchia Sherratt - Finance Officer

Item 9.16 ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: RATES AND VALUATIONS: Reporting

PURPOSE The purpose of this report is to advise Council of funds collected, amounts for outstanding rates, water and sewer charges, along with water consumption charges for the year to date, as at 31 May 2018.

BACKGROUND

(a) Relevance to Integrated Planning and Reporting Framework The annual rate charges are set out within Council’s Operational Plan.

(b) Financial Considerations Amounts outstanding as at 31 May 2018 compared to 31 May 2017 are:

31 May 2018 31 May 2017

Rates and Charges $1,148,080.49 $1,077,030.09 Water Consumption $108,009.35 $115,196.23 Charges Total $1,256,089.84 $1,192,226.32

COMMENTARY Rates and Charges Outstanding Rates and Charges 31 May 2018

Rates and Charges in arrears as at 30 June 2017 $756,188.31 Rates and Charges levied and adjustments for $11,177,118.07 2017/18 Pension Concession (398,575.70) Amounts collected as at 31 May 2018 (10,386,650.19) Total Outstanding Rates and Charges $1,148,080.49

The amount levied for Rates and Charges 2017/18 includes the current year’s annual Rates and Charges and any interest added since the date the rates notices were issued. The amount received as at 31 May 2018 includes receipts for both arrears and the current year’s amounts outstanding.

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It should be noted that the Rates and Charges 2017/18 levied amount is reduced by the pensioner concession of $398,575.70; reducing the amount of income derived for rates and charges. Of this concession, Council’s contribution is 45%, which represents an amount of $179,359.07. The remaining 55% is reimbursed to Council by the State Government, by way of a rebate.

The outstanding Rates and Charges as at 31 May 2018 represents 9.95% of the total Item 9.16 annual Rates and Charges levied and outstanding (compared with 9.72% in May 2017). This figure includes the fourth instalment that fell due on 31 May 2018.

Water Consumption Charges Outstanding Water Consumption Charges 31 May 2018

Water Consumption Charges and arrears as at 30 June 2017 $260,080.47 Water Consumption charges and adjustments 2017/18 year $1,033,149.74 to date (YTD) Amounts collected as at 31 May 2018 ($1,185,220.86) Outstanding Water Consumption Charges $108,009.35

The outstanding Water Consumption Charges as at 31 May 2018 represents 8.35% of the total Water Consumption Charges outstanding (compared to 9.42% in May 2017). This figure is higher than normal, due to the third quarter water accounts falling due on 31 May 2018.

Agreements to Pay by Arrangement A ratepayer may enter into a written arrangement with Council to repay debt(s) in full, within a reasonable time. A key component of the agreement is that there must be a genuine commitment by the defaulter to extinguish the debt in accordance with the agreement. There are currently 141 ratepayers who have entered into arrangements for the payment of their accounts, totalling $389,426.23. These arrangements for payments are within Council’s Debt Recovery Policy.

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

(a) Governance/Policy Implications The overarching governance issue is in ensuring that Glen Innes Severn Council is a well-managed Council. There are a number of policies applicable to the area of rates, water and sewer charges and water consumption charges, including Council’s Debt Recovery Policy, Rates Pensioner Concession Policy, and Rates Hardship Policy. Council’s adopted Operational Plan sets the annual Rates, Water and Sewer Charges.

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

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(c) Social Implications The collection of rates and water charges does impact on the community. For this reason, Council is always willing to negotiate payment terms with outstanding debtors. Currently there are 141 payment arrangements totalling $389,426.23.

(d) Environmental Implications Item 9.16 There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications Rates are an important source of income to Council and assist in funding the activities of Council.

CONCLUSION All payment arrangements are consistent with Council’s current Debt Recovery Policy. The outstanding Rates and Charges as at 31 May 2018 represents 9.95% of the total annual Rates and Charges levied and outstanding from previous years by Council (compared with 9.72% in May 2017).

The outstanding Water Consumption Charges as at 31 May 2018 represents 8.35% of the total Water Consumption Charges outstanding from previous years (compared to 9.42% in May 2017).

RECOMMENDATION That Council notes the information in this report.

Page 86 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.17 Review of Aboriginal Employment Strategy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers - Manager of Administration and Human Resources Item 9.17 ANNEXURES Annexure A Aboriginal Employment Strategy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy Register

PURPOSE The purpose of this report is to present Council with the reviewed Aboriginal Employment Strategy, for adoption. Please refer to Annexure A relating to this report.

BACKGROUND The Aboriginal Employment Strategy was last adopted by Council on 26 September 2013 and is due for review every three (3) years. The document has recently been reviewed in consultation with the Aboriginal community and relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This report has no specific relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations There are no specific financial considerations associated with this matter.

COMMENTARY Council adopted the current Aboriginal Employment Strategy (AES) in September 2013 and it was due for review in September 2016. The AES was tabled at the Aboriginal Consultative Committee for consultation with the local Aboriginal community and the decision was made to form a small working party to review the document, comprising Council’s Manager of Administration and Human Resources and three (3) members of the local Aboriginal community.

Unfortunately, due to the other commitments of its members, it proved very difficult to hold a meeting of the working party and the consultation process dragged on for much longer than anticipated. Eventually a meeting was held and some recommendations were formulated and sent back to the Aboriginal Consultative Committee for final review and a further recommendation to Council’s Management and Executive Team (Manex). Manex approved most of the recommendations, allowing the draft AES to be finalised.

The recommended changes to the AES, as put forward by the Aboriginal Consultative Committee, included the following:  That all Council job vacancies be notified with the local Aboriginal Land Council, for circulation to interested members of the Aboriginal community;  That all vacancies be advertised with the local job agencies, as they have a large number of Aboriginal clients;

Page 87 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 That Council’s human resources staff provide workshops / training sessions for members of the Aboriginal community, to assist them to complete applications / address selection criteria;  That Council continues to provide culturally appropriate induction training for new Aboriginal employees;

Item 9.17  That Council considers applying to the Anti-Discrimination Board of NSW for a Section 126 Exemption to directly employ more Aboriginal employees within Council’s workforce;  That Council provides greater support for Aboriginal employees via mentoring, training, etc.

Manex approved all of the recommendations except the option to apply for a Section 126 Exemption. This item was considered potentially too contentious and not necessarily in accordance with the principles of Equal Employment Opportunity (EEO) and was therefore not supported.

When Council’s current Aboriginal employment numbers are considered in comparison to the percentage of Aboriginal people eligible to participate in the workforce as a whole, it would appear that existing strategies are working well and that a Section 126 Exemption is not necessary.

Apart from the inclusion of the most of the recommendations made by the Aboriginal Consultative Committee, the AES has also been substantially updated to reflect changes to Aboriginal population and employment statistics from the 2016 Census and to bring other information and wording up to date. The reviewed AES has been recommended by the Aboriginal Consultative Committee and relevant staff and is presented to Council for adoption.

(a) Governance/Policy Implications Once adopted by Council, the revised Aboriginal Employment Strategy will become policy of Council.

(b) Legal Implications Council has a legal obligation in employment to comply with the NSW Local Government Act and NSW Anti-Discrimination Act, and other relevant legislation.

(c) Social Implications Employment of members of the Aboriginal community remains a high social priority and the revised AES will contribute to this objective.

(d) Environmental Implications There are no environmental implications associated with this matter.

(e) Economic/Asset Management Implications There are no significant economic / asset management implications associated with this matter.

CONCLUSION Council’s Aboriginal Employment Strategy has been reviewed to include changes that have occurred since the current Strategy was adopted in September 2013. Changes

Page 88 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018 are significant and the revised Aboriginal Employment Strategy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the Aboriginal Employment Strategy attached as Annexure A relating to this report.

Item 9.17 2. That Council’s Manager of Administration and Human Resources communicates changes to the Aboriginal Employment Strategy to relevant staff.

Page 89 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.18 Workplace Injury Management Report - May 2018

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

Item 9.18 ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: WORK HEALTH AND SAFETY: General

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

BACKGROUND Information on Workers Compensation has been provided for the period 1 July 2014 to the present time.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective STC 2.1.15 ‘Continue to be a financially sustainable and independent Council.’

(b) Financial Considerations Council has allowed $489,192 in its Operational Plan 2017/18 for the current year’s Workers Compensation Insurance premium, which is more than sufficient to cover the cost of the current 2017/18 premium estimate from StateCover of $430,388.32 (excluding GST).

COMMENTARY This report covers Workers Compensation figures from 1 July 2014 to 31 May 2018 as follows: Item 2014/2015 2015/2016 2016/2017 2017/2018

Total Premium $508,390.42 $459,715.46 $460,297.04 $430,388.32 (estimate)

Premium as a % of 4.26% 4.69% Gross Wages (ex 5.16% 4.78% (estimate) GST) YTD New Claims N/A N/A 4 2 (Premium Impacting)

YTD New Claims (Non N/A N/A 3 5 Premium Impacting)

YTD Total New Claims 9 13 7 7

YTD Time Lost Due to 276 288 81 7 Injury (LTI Days) Open Premium Impacting Claims N/A N/A N/A 0 (Previous Years)

Page 90 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Item 2014/2015 2015/2016 2016/2017 2017/2018 Open Non Premium Impacting Claims N/A N/A N/A 3 (Previous Years) Open Premium Impacting Claims N/A N/A N/A 1 (Current Year)

Open Non Premium Item 9.18 Impacting Claims N/A N/A N/A 2 (Current Year) Total Open Claims N/A N/A N/A 6

Closed Claims that are still Impacting on N/A N/A N/A 11 Council’s Premium YTD Actually Paid (excluding estimates) $123,638.17 $85,241.43 N/A N/A Total Cost of All Premium Impacting N/A N/A $89,749.00 $6,807.00 Claims (to date)

Scheme Performance $32,517.35 $32,320.16 $27,724.40 $105,518.92 Rebates Note: The figures reported in this table reflect the old reporting methodology used by StateCover until June 2016 (columns one (1) and two (2)), while columns three (3) and four (4) are based on the new reporting methodology introduced on 1 July 2016.

The month of May was very quiet on the Workers Compensation front, with no new claims and no significant changes to existing claims.

With only a single month remaining in the current financial year, Council’s excellent claims history is keeping it on track for a substantial improvement in Workers Compensation premiums in future years. This has occurred due to a sustained effort from Council to improve its Work Health and Safety systems and its management of injuries and claims.

StateCover has recognised Council’s achievements in this area with a hindsight performance payment, as reported to Council in the April 2018 Business Paper. Council is one (1) of only 30 Councils to receive this payment, out of the 120 Councils that are in the StateCover scheme.

(a) Governance/Policy Implications There are no governance/policy implications arising from this report.

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

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

Page 91 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

(e) Economic/Asset Management Implications Council has allowed $489,189 in its 2017/18 Operational Plan for Workers Compensation insurance. The current 2017/18 premium estimate stands at $430,388.32 (excluding GST).

CONCLUSION Item 9.18 The month of May continues the positive trend in Council’s Workers Compensation performance, with no new claims and no significant changes to old claims. Council continues to work closely with StateCover to manage workers compensation claims and is continuously monitoring and reviewing its WHS and recover at work systems to improve outcomes for injured workers and the organisation as a whole.

RECOMMENDATION That Council notes the information in this report.

Page 92 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.19 Funding Extension for Commonwealth Home Support Programme

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Janine Johnson - Manager of Community Services

Item 9.19

ANNEXURES Annexure A Commonwealth Standard Grant Agreement

ECM INDEXES Subject Index: COMMUNITY SERVICES: Agreements Customer Index: Commonwealth Department of Health

PURPOSE The purpose of this report is to gain approval to affix Council’s Seal to the Commonwealth Standard Grant Agreement between the Commonwealth Department of Health and Glen Innes Severn Council. Please refer to Annexure A relating to this report.

BACKGROUND The Offer of Funding Agreement between Glen Innes Severn Council and the Commonwealth Department of Health, recently received by Council, is to extend the existing Agreement covering the Commonwealth Home Support Programme (CHSP) (for people who are older), which transitioned from the Commonwealth Home and Community Care (HACC) Activities funding on 1 July 2015. This extension will end on 30 June 2020.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective CS 1.3.1 'Ensure there are adequate facilities for the ageing population.'

(b) Financial Considerations This CHSP funding will support $1,575,266.00 of services between 1 July 2018 and 30 June 2020for people who are older.

COMMENTARY The Commonwealth Standard Grant Agreement, accompanying the Offer of Funding, constitutes the entire agreement between the parties. The Agreement commences on 1 July 2018 and will finish on 30 June 2020.

Council will also be required to report annually on the wellness approaches being used. A key objective of the CHSP as an entry-level Home Care Program is to enable eligible consumers to remain living independently at home and in their community for as long as they can and wish to do so. Therefore the approach involves doing with rather than doing for the consumer.

Available evidence suggests that implementing a wellness approach at the earliest opportunity, focussing on maintaining or regaining functional capacity and social connectedness can have significant long term benefits for clients including:  Improved sense of purpose, autonomy and self-worth;

Page 93 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 Improved physical and emotional health and wellbeing;  Reduction in service delivery needs; and  Increased ability to remain living independently and safely in their own homes for longer.

Item 9.19 The following table is an overview of the service types offered under the CHSP Agreement.

Programme Activity Name Grant Amount (excluding GST) Home Support Allied Health and Therapy Services - Community and $13,640.00 Home Support - 4-7WGK5UA Home Support Flexible Respite - Care Relationships and Carer $486,610.00 Support - 4-7WH3JZO Home Support Home Maintenance - Community $24,191.00 and Home Support - 4-7WH3KJK Home Support Domestic Assistance - Community and Home Support - $30,006.00 4-7WGW3WP Home Support Goods, Equipment and Assistive Technology - $34,099.00 Community and Home Support - 4-27WH3KAG Home Support Personal Care - Community and Home Support - 4- $34,099.00 7WGK6FF Home Support Transport - Community and Home Support - 4- $105,142.00 7WGW308 Home Support Meals - Community and Home Support - 4-7WHK7Q9 $151,312.00 Home Support Social Support - Individual - Community and Home $176,711.00 Support - 4-7WJG3KV Home Support Social Support - Group - Community and Home Support $362,698.00 - 4-7WJG3BK Home Support Sector Support and Development - Service System $59,884.00 Development - 4-22DQ5W5 Home Support Centre Based Respite - Care Relationships and Carer $96,874.00 Support - 4-7WGK63B TOTAL $1,575,266.00

(a) Governance/Policy Implications Council will be required to comply with the Agreement and additionally with the newly released CHSP Manual 2018, effective from 1 July 2018.

(b) Legal Implications Clause 400 of the Local Government (General) Regulation 2005 inter alia states the following in Sub clause four (4):

Page 94 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

(c) Social Implications This funding will facilitate services for consumers that have the potential to provide significant social benefits for them.

(d) Environmental Implications There are no environmental implications arising from this report. Item 9.19 (e) Economic/Asset Management Implications There are no economic or assets management implications arising from this report.

CONCLUSION Council has received a Letter of Offer to continue the existing CHSP funding for a further two (2) years by signing and sealing the Commonwealth Standard Grant Agreement between the Commonwealth Department of Health and Glen Innes Severn Council.

This grant will provide a variety of entry level services for people who are older with an added requirement to report on wellness initiatives and to encourage a doing with rather than doing for model of service delivery.

RECOMMENDATION That Council resolves to approve the affixing of Council’s Seal to both copies of the Commonwealth Standard Grant Agreement, accompanying the Letter of Offer under the Commonwealth Home Support Programme, between the Commonwealth Department of Health and Glen Innes Severn Council.

Page 95 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.20 Review of Life Choices - Support Services National Police Certificate / Criminal History Check Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Kim Newberry - Team Leader - Activity and Lifestyle Support

Item 9.20

ANNEXURES Annexure A Life Choices - Support Services National Police Certificate / Criminal History Check Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy

PURPOSE The purpose of this report is to present Council with the reviewed Life Choices – Support Services National Police Certificate / Criminal History Check Policy, for adoption. Please refer to Annexure A relating to this report.

BACKGROUND The National Police Certificate Policy was last adopted by Council on 22 June 2017 and is due for review every three (3) years. However, due to a change in contractor and process for criminal history checks the Policy is being reviewed earlier. The document has recently been reviewed in consultation with relevant staff and the name has been changed to Life Choices – Support Services National Police Certificate / Criminal History Check Policy to better reflect the content.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective CS 1.3.2 'Ensure there are adequate facilities for the ageing population.'

(b) Financial Considerations There are no financial implications arising from this report.

COMMENTARY The National Police Certificate / Criminal History Check Policy for Life Choices – Support Services complies with the Aged Care Act 1997 and National Standards for Disability Services. The Policy has been amended in line with the Australian Criminal Intelligence Commission (ASIC) Guidelines and to name the new contractor, Pharmacy ID. All changes have been noted in red throughout the attached Policy and largely consist of the addition of the words “criminal history” to replace “police” in relation to checks.

The other addition is in relation to where an individual has been a citizen or permanent resident of another country after turning 16 – a statutory declaration must be supplied with a current National Police Certificate on a compliant form as prescribed under the Commonwealth Statutory Declarations Act 1959.

(a) Governance/Policy Implications Once adopted by Council, the revised Life Choices-Support Services National Police Certificate / Criminal History Check Policy will become policy of Council.

Page 96 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

(b) Legal Implications Council is obliged to implement and monitor policy and procedures to comply with requirements of Commonwealth funding. Compliance protects the vulnerable people supported by Life Choices – Support Services.

(c) Social Implications Item 9.20 Adherence to this Policy is relevant to the diverse social interactions between staff and vulnerable consumers with whom they engage on a regular basis.

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

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

CONCLUSION Council’s Life Choices – Support Services National Police Certificate / Criminal History Check Policy has been reviewed to include changes that have occurred since the current Policy (Life Choices – Support Services National Police Certificate Policy) was adopted in June 2016. Changes are relatively minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the reviewed Life Choices – Support Services National Police Certificate / Criminal History Check Policy attached as Annexure A relating to this report. 2. That the Manager of Community Services advises relevant staff of the changes to the Life Choices – Support Services Staff National Police Certificate / Criminal History Check Policy at team meetings.

Page 97 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.21 Library and Learning Centre Report - May 2018

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne - Manager of Library / Learning Centre

Item 9.21 ANNEXURES There are no annexures to this report.

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

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

BACKGROUND The Manager of the Library and Learning Centre has a monthly reporting obligation and requirement to Council and the Library Committee. This report is compiled to fulfil that obligation.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective CS 6.1.1 'Promote community events, including family oriented entertainment, culture and arts.'

(b) Financial Considerations The cost of delivering library services which includes facilities and services associated with the Learning Centre such as the William Gardner Conference Room, Art Gallery, and the University of New England Study Centre is on average $34,800 per month; compared to $41,800 a month during the 2016/17 year.

COMMENTARY

Friends of the Library (FOL) Book Sale The FOL Annual Book Sale was held from 2 to 4 May 2018 and involved the coordination of moving four (4) pallets of boxes of books from the storage area, sorting books into genres, rostering the Friends into shifts over the three (3) days of the sale, and packing and sorting the left-over books for the following year’s sale. The Friends raised $2,748.30 from the sale which will be used to purchase new resources for the Library.

Celtic Festival Performance @ the Library On Friday, 4 May, the Library staff hosted Celtic Performer, Siobhan Owen. Ms Owen is a popular performer at the Celtic Festival and over 150 people attended her performance at the Library.

Glen Innes Severn Learning Centre (GISLC) Strategic Marketing Plan 2018-2021 The GISLC Strategic Marketing Plan 2018-2021 was presented at Council’s Ordinary Council Meeting held on Thursday, 24 May 2018 where it was approved for public exhibition for community feedback for 28 days, until 21 June, 2018.

Page 98 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

The key findings of the Plan are:  The Glen Innes Severn Council surveyed the community to determine its satisfaction level for Council’s services and facilities, and the town and village Libraries ranked at the top with a score of 4.21 out of 5 (Glen Innes Severn Council Customer Satisfaction Survey, Jetty Research, September 2016);

 Internet usage has grown by 58% since 2005 and currently stands at 23,345 Item 9.21 bookings per year (2016-2017);

 The Library has offered 97 more programs and events during 2016-17 compared to the number of programs offered in 2011-12 (statistics are not available before this timeframe), which is an increase of 62%; and

 Membership has increased by eight percent (8%) since 2005, currently standing at 5,545 members (March 2018) which is 63% of the overall population (ABS Census 2016), indicating a well-used community facility.

Glen Innes Severn Learning Centre (GISLC) Survey Feedback The GISLC survey received some excellent suggestions from the community. Some suggestions will be easily met, while others will require budget and staffing considerations. Some of the suggestions that are currently being adopted are:  A Lesbian, Gay, Bisexual, Transgender, Queer/Questioning (LGBTQ) Collection;  A water, drinks and snack vending machine;  More night events;  Seniors Computer / Social Media workshops;  A bench seat located under the porch area for seniors to sit while waiting for rides to pick them up;  More social spaces.

Glen Innes Art Gallery Exhibition The ‘Art Laid Bare’ Exhibition was open until 25 May 2018. This exhibition included a range of art media including photographs, paintings, ceramics, silk and paper cuttings, pencil and chalk drawings. This exhibition displayed examples of the diverse skills and artwork of our local artists.

LEARNING CENTRE’S CONFERENCE AND MEETING ROOM USAGE During May 2018, there were 43 bookings into the Learning Centre:

 Council o Weekly Wrap With Love Knitting Group Meeting: five (5) meetings; o Library Mah-jong Group: five (5) meetings; o Friends of the Library, Classic Movie Night: five (5) meetings; o Library History Group: five (5) meetings; o Ordinary Council Meeting; o Library Committee Meeting; o Friends of the Library, Annual Book Sale; o Arts North West Annual General Meeting; o Saleyard Advisory Committee Meeting: two (2) meetings;

Page 99 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

o Infrastructure Services Meeting; o Governance Effectiveness Training Workshop: two (2) meetings; o Roads Consultative Committee Meeting.

 TAFE o TAFE Video Conferencing Meeting.

Item 9.21

 Art Gallery o Art Gallery General Meeting.

 Community/Commercial Organisations o Glen Innes New Beginnings Service: six (6) meetings; o Defence Force Recruiting; o White Rock Wind Farm Meeting; o North & North West Community Legal Service; o Advance Personnel Management Meeting: two (2) meetings;

LIBRARY MONTHLY STATISTICS The Library’s overall total resource issues for May 2018 had a nil percent (0%) decrease/increase, compared to May 2017. The Public Library issues had a one percent (1%) decrease, and TAFE issues decreased by 15 percent.

The Branch Library’s overall issues decreased by 21 percent compared to May 2017. Individually, Deepwater’s issues decreased by 35 percent, Emmaville’s issues increased by six percent (6%), and Glencoe’s issues decreased by 17 percent, compared to May 2017.

Visitors to the Library for the month were 3,218, or 805 visitors per week.

For more information please see the statistics below:

MONTHLY STATISTICS MONTH: May ISSUES 2018 Year to Date 2017 % + - Glen Innes Public 5,371 53,780 5,427 -1% Branch Library transfers 644 6,645 559 15% TAFE 173 2,196 204 -15% TOTAL 6,188 62,621 6,190 0% Branch Library Issues Deepwater 184 1,866 284 -35% Emmaville 155 1,831 146 6% Glencoe 15 377 18 -17% TOTAL 354 4,074 448 -21% INCOME Internet Printing $ 388.20 $ 3,215.00 $ 338.45 15% Photocopy/Fax $ 96.80 $ 1,160.00 $ 102.10 -5% Coffee Machine $ 319.80 $ 2,640.35 $ 381.50 -16% Conference Room $ Nil $ 7,822.50 $ 2,067.00 -100% Inter Library Loan $ 15.00 $ 229.45 $ 7.50 100%

Page 100 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Other* $ 12.60 $ 930.45 $ 56.60 -78% TOTAL $ 832.40 $15,997.75 $ 2,953.15 -72%

*Other includes Replacement of Books and Donation

Members Item 9.21 GISC 5,354 5,098 5% Others (outside LGA) 169 151 12% TAFE 152 133 14% TOTAL 5,675 5,382 5%

People Counter 3,218 43,466 3,268 -2%

History Group 47 317 28 68%

Internet Usage Deepwater 20 117 20 0% Emmaville 19 151 14 36% Public 1,162 11,402 1,098 6% WIFI 549 7,263 466 18% TAFE 54 14,157 302 -82% TOTAL 1,804 33,090 1,900 -5%

Home Library Service Members Glen Innes 59 50 18% Deepwater 3 3 0% Emmaville 4 3 33% 66 56 18% Issues Glen Innes 390 2,638 386 1% Deepwater 0 20 0 0% Emmaville 44 315 43 2% 434 2,973 429 1%

Art Gallery Visitors 464 1,672 320 45%

UNE/TNE STUDY CENTRE UNE Members 53 46 15% TAFE Members 14 14 0%

Page 101 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Capital Collection Expenditure Description Budget Expenditure Completed Comments to date NTCLS - E-Resources $3,000 $3,000.00 Completed NTCLS - Coop Library Services $6,000 $6,000.00 Completed Item 9.21 Public access Computers @ $1,500 $10,000 $0 Book purchases from donations $4,000 $1,117.67 Local Priority Grant $23,000 $22,893.05 Library Books $30,000 $30,000.00 Completed

(a) Governance/Policy Implications The Library has relevant operational policies in place and this report is produced to inform Council and the community on the monthly activities at the Library and Learning Centre.

(b) Legal Implications There are no legal implications arising from this report.

(c) Social Implications Monthly cultural activities and educational events support and contribute to the cultural well-being, quality of life, literacy and intellectual growth of the Glen Innes Severn community.

(d) Environmental Implications The Library and Learning Centre has 56 solar panels installed on the Learning Centre’s roof to reduce its ecological footprint, to limit its consumption of energy, and to ensure sustainability of services for the future.

(e) Economic/Asset Management Implications The Library and Learning Centre provides services to the Glen Innes Severn community to enrich culture, education, learning, and community well-being which contributes and supports the growth of Glen Innes Severn Council’s economic asset and environment.

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

RECOMMENDATION That Council notes the information in this report.

Page 102 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.22 Department of Corporate and Community Services: Monthly Report - April and May 2018

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services

Item 9.22

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE The purpose of this report is to provide statistical information of activities within Council’s Corporate and Community Services Department for the period April and May 2018.

BACKGROUND The Corporate and Community Services Department of Council is responsible for the following key functions:  Administration and Human Resources;  Children and Family Services;  Finance (refer to separate report);  Library Services (refer to separate report);  Life Choices – Support Services;  Rates (refer to separate report);  Risk and Compliance;  Work Health and Safety (refer to separate report).

(b) Financial Considerations Where there may be a budget related consideration, this will be addressed in a separate report.

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

Page 103 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Item 9.22

Page 104 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

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

April May 18 29

COMMUNICATIONS AND MEDIA Item 9.22 Facebook April May Glen Innes Severn Council Facebook ‘Page Likes’ at the 547 563 end of the month Number of Posts 43 51

The Most Popular Posts for May 2018: Reach Post Likes / Clicks Comments / Shares Anyone want to start up a Deli/Coffee 1,668 665 66 Shop? Getting your Group Right 1,074 45 27 Interested in a job in Local Government? 937 246 20 Pupachinos, Pupcakes & Paws 866 157 75 Click go the Shears 798 111 29

Media activity and interaction for May 2018 (not in consecutive nor priority order):  Advertising in Glen Innes Examiner for Life Choices – Support Services My Aged Care Room and promotion on Facebook and OUR COUNCIL;  Completion of banner plan (photos and text) including concept and design for draft Intranet site. Completion of all requirements for start-up including news and events items with headings, text and photos;  Responding to the Glen Innes Examiner on youth issues – new committee, funding, youth worker role extension, proposed youth hub;  Media alert on community consultation in respect of plans, policies and other documents on public exhibition, as well as on availability of public forums at each Council meeting. Promoting responding by submissions on Operational Plan and Budget, Learning Centre Strategic Marketing Plan and Sporting Facilities Review and Master Plan;  Supplementary Facebook posts and media alerts for tourism/visitor events in May. Pre-event publicity for Celtic Festival – music and programmed events, and this year’s theme. Also post-event publicity including Facebook posts and media alerts on success of this year’s festival for local, regional, state, national and international markets. FB/media alert on street parade issue;  Facebook posts and media alerts: o composting workshops;

Page 105 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

o Out of School Hours (OOSH) services; o cycling event road closures; o Celtic Festival road closures; o proposed Bonnag Bake-Off – Celtic theme event;

Item 9.22 o local sports upgrades/revamps – Sports Plan and grants; o local charity initiatives including Variety Bash and RSPCA Million Paws Walk; o beautiful trees in Glen Innes and district; o shearing workshops; o Glenrac/Landcare fixtures such as committee and group workshops; o Expression of Interest (EOI) for Town Hall Coffee Shop; o Celtic Saints Days at Standing Stones.  Facebook posts (only): o Positions Vacant – to boost response rate; o healthy lifestyle during winter (bushwalking in local national parks); o Winter solstice event; o from media publicity received from Adam Marshall MP’s office, for example on the new Fire Control Centre; o early Quarry closures.

COMPLAINTS – 2017/18 Financial Year Complaints range across all areas of Council.

Month Complaints Received July 3 August 1 September 1 October 0 November 1 December 2 January 2 February 1 March 0 April 1 May 3 TOTAL 15

Page 106 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Fifteen (15) complaints have been received during the 2017/18 financial year. There is one (1) outstanding complaint.

HUMAN RESOURCES Recruitment: April 2017 to May 2018

Month Positions Advertised Filled Item 9.22 June Manager of Infrastructure Delivery (withdrawn) NA Activity Support Facilitator (2 positions) Yes July Personal Assistant Yes Youth Worker Yes Senior Town Planner (withdrawn) NA Customer Service Officer (Maternity Relief) Yes August Nil September Customer Service Officer (Internal) Yes October Debtors Officer (Internal) Yes Lifestyle Support Facilitator NA Direct Support Workers (General) Yes Educator Assistant (OOSH) Yes Manager of Infrastructure Delivery Yes Media and Communications Officer Yes Parks Assistant (Unqualified) Yes Technical Services Engineer Yes Creditors Officer Yes Event Coordinator Yes Landfill Attendant (Red Range) – (withdrawn) NA November Lifestyle Support Facilitator – (withdrawn) NA Technical Support Officer (Assets) Yes HC Truck Driver (Quarry) – (Internal) Yes Early Childhood Support Facilitator (Readvertised)* NA December Customer Service Officer (Maternity) Yes Records Supervisor (Maternity) Yes January Early Childhood Support Facilitator (Readvertised) NA Administration Officer (Human Resources) Yes Manager of Planning & Regulatory Services Yes Lifestyle Support Facilitator (2 positions) Yes Manager of Risk, Audit and Compliance (withdrawn) NA February Nil

Page 107 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

March Trainee Water and Waste Water Plant Operator No Apprentice Mechanic No Landfill Attendant - Red Range (Readvertised) Yes Manager of Economic Development No

Item 9.22 Direct Support Worker (General) - 3 positions No Direct Support Worker (Clinical) - 2 positions Yes Chief Financial Officer No Heavy Plant Operator No Facility Maintenance Officer No April Activity Support Facilitator No Activity Support Facilitator (30.4 hpf) No Lifestyle Support Facilitator No May Direct Support Worker (Domestic) – 2 positions No Debtors Officer No *No suitable applicants

RISK MANAGEMENT

Description Incidents Apr May 2017/18 2016/17 to date total Public Incident Report (slip, trip and falls etc.) 2 1 6 14 Public Property Damage (including roots, 0 0 3 12 trees, sewers, vehicles) Other: 0 0 0 2 Crypto Locker Attacks etc. Council Motor Vehicle / Plant Damage 0 0 6 2 Council Property Damage 0 0 3 1

COMMUNITY SERVICES Community Development Activities

Meetings and Forums April May Community Drug Action Team Meeting Regional Multicultural Interagency Meeting Marketing Meetings with Nucleo Youth Network Meeting

Page 108 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Meeting regarding the Mosman Project Combined Library and Life Choices – Support Services Volunteer Event Glen Innes District Community Centre Service visit with the Department of Management Committee Meeting Family & Community Services (DCCS) Commissioning and Planning staff Youth Event Live @ The Library Marketing Meetings with Nucleo Item 9.22 Seniors Festival Community Drug Action Team (CDAT) Meeting Youth Event at High School National Disability Insurance Scheme (NDIS) Meeting Inverell

Youth Services

Meetings and Forums April May Body Esteem Training Community Drug Action Team (CDAT) Meeting Youth Week events: Interagency Meeting

Live @ the Library attracting approximately 108 attendees;

Fitness Obstacle Course with approximately 85 attendees;

Movie Night attended by approximately 80 to 90 youth. Youth Network Meeting

Life Choices - Support Services Council’s Life Choices – Support Services provide a range of services across the New England North West Region, mainly in the Glen Innes Severn, Inverell and Tenterfield Local Government Areas.

These services are predominantly funded by the Commonwealth Department of Health (DOH) for people who are older.

Some funding is still in place, (but rapidly reducing) from the NSW Department of Family and Community Services, Ageing Disability and Home Care (ADHC) for younger people with a disability who have not yet been transitioned across to the National Disability Insurance Scheme (NDIS).

The heading “Private Funding Source” below, relates to any funding coming from any source other than ADHC or DOH. Examples of this might be another organisation hiring our staff to provide services or an individual paying for a service from their own personal funds.

Page 109 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Under the NDIS and Private Funding, Council does not hold any funding, but rather performs a fee for service.

Council’s Life Choices - Support Services no longer provides any services outside the Local Government Areas of Glen Innes Severn, Tenterfield, Armidale Regional (Tingha only), Gwydir, and Inverell. Therefore, the Local Government Areas of Liverpool Plains, Item 9.22 Narrabri, Moree Plains and Tamworth have been removed from the following table.

Number of Consumers by Local Government Area and Funding Source

Local Government Total NDIS People who Younger Private Area Number of are Older people Funding Consumers (DoH) (ADHC) Source Apr May Apr May Apr May Apr May Apr May Glen Innes Severn 334 342 36 32 283 292 1 0 14 18 Armidale Regional 11 9 0 0 10 8 1 1 0 0 (Tingha residents) Gwydir 6 6 0 0 5 5 1 1 0 0 Inverell Shire 20 21 0 0 18 19 1 1 1 1 Tenterfield 18 20 0 0 18 19 0 0 0 1 Total 389 398 36 32 334 343 4 3 15 20

Children and Family Services - Out of School Care

April May 2017/18 Number of booked Number of booked Budgeted number of children (average) children (average) enrolled children per per day per day day 10 (2 of these days were pupil free days for After School Care local schools, Friday, 15.2 23 13 April for St Joseph’s, Monday, 30 April for Public Schools) Vacation Care 27.5 Nil 23 Vacation Care – Pupil 24 Nil 23 Free Day

Children and Family Services - Early Intervention Services

April May Group/ No. of No. of Program Location Activity Individual Children Children Early Intervention Glen Innes Support / therapy / Individual 9 9 ISP DEC: Severn teaching Early Childhood Early Intervention Glen Innes Individual Planning Sessions 15 22 Transition Severn Provider TOTAL (Early Intervention Programs) 24 31

Page 110 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Children and Family Services – Supported Family Programs (Only 2 weeks of Playgroup in April)

April May April May No. of No. of Program Location No. of Families No. of Children Families Children

My Time (for Glen Innes Item 9.22 14 19 1 0 Carers) Severn Supported Playgroups: Wytaliba 4 4 5 5 Wytaliba Playgroup Aboriginal Glen Innes 2 3 3 3 Playgroup CAFS Pool House 4 9 7 14 Playgroup TOTAL 24 35 16 22

CORPORATE AND COMMUNITY SERVICES CAPITAL PROJECTS PROGRESS REPORT AS OF MAY 2018

Approved Expenditure Description Budget Budget Completed Comments Year to Date Variation Amount to be New Finance System $40,000 $0 No reserved for and Implementation 2018/19. Power over Ethernet (POE) network switches and uprated firewall purchased in readiness for new IP phone system. It IP Telephone System $30,000 $10,228 No is anticipated that (30-40) there will be no further expenditure on this item in the current financial year. The balance is to be reserved for 2018/19.

Wave 1 Data Links – The data links have $22,000 $21,827 Yes Town Hall to Depot been installed.

The defibrillators Automatic external are located at the $5,000 $5,006.18 Yes Defibrillator x 2 Saleyards and Library.

A builder has been engaged and will Shelter at front of LC- $6,000 $0 No complete stage 1 of SS building the shelter prior to 30 June 2018.

Page 111 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Approved Expenditure Description Budget Budget Completed Comments Year to Date Variation The TGSI tiles were completed in the Disability Inclusion Church Street Action Plan (DIAP): refuge but due to

Item 9.22 Tactile Ground $6,700 $8,186.90 $12,874.32 No Roads and Surface Indicators Maritime Services (TGSI) work, the Meade Street refuge was deferred. The shed was Children and Family completed by staff Services (CAFS): $6,000 $3,019.55 Yes and the project New Shed came in well under budget. *Figures on physically completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.

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

(b) Legal Implications There are no legal implications arising from this report.

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

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

(e) Economic/Asset Management Implications The economic implications of Community Services are positive, in that these services provide employment opportunities, as well as a service to community members.

CONCLUSION The statistics provided in this report deliver information to Council on the key activities undertaken in Council’s Corporate and Community Services Directorate for the months of April and May 2018.

RECOMMENDATION That Council notes the information in this report.

Page 112 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.23 Sporting Facilities Master Plans and Proposed Priority Listing

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Archibald - Manager of Recreation and Open Spaces Item 9.23 ANNEXURES Annexure A Sporting Facilities Master Plans (under separate cover)

ECM INDEXES Subject Index: RECREATION AND CULTURAL SERVICES: Planning

PURPOSE The purpose of this report is for Council to consider the formal adoption of the Glen Innes Sporting Facilities Review and Master Plans following public exhibition, and to consider future facility priorities.

EXECUTIVE SUMMARY The draft Glen Innes Sporting Facilities Review and Master Plans was presented to Council at its Ordinary Meeting held on 26 April 2018, where it was resolved to place the document on public exhibition seeking feedback. One (1) submission was received objecting to the proposal to sell off Lynch Oval. No submissions were received from any sporting organisations, possibly a reflection of the amount of input these groups had in the preparation of the document.

The Sporting Facilities Review and Master Plans provide Council with an excellent starting point in developing sporting facilities in our Local Government Area into the future. The document has already assisted in applying for funding of over $1.1 million for upgrades to Wilson Park, Kerry Mead Park and the Deepwater Tennis Courts. An Expression of Interest for funding under the NSW Government’s Regional Sports Fund has also been lodged for a $5.1 million Indoor Netball Multi-Use Centre.

It is recommended that future priorities concentrate on the upgrading of sporting facilities in Emmaville and Deepwater, the upgrade of Wilson and Kerry Mead Parks, and the upgrade of King George Oval facilities – including the demolition of the existing toilets.

BACKGROUND In May 2017, Council resolved to allocate funds for the development of a Master Plan for all of Council’s sporting fields within the Local Government Area (LGA). The purpose of developing a Master Plan was to have a list of suitable projects for potential funding, as well as to ensure that the community has access to sporting facilities of a high standard into the future. The development of a Master Plan was to also take into consideration any unnecessary duplication of facilities and gains in efficiencies that could be made.

The successful contractor was Simon Leisure who undertook the review of existing facilities and developed the Master Plan. The review of existing sporting facilities involved a club survey, several stakeholder meetings and interviews during December 2017 and February 2018. Representatives of many sporting clubs and associations contributed in addition to the involvement of Glen Innes Severn Councillors and staff,

Page 113 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

and other groups and residents that provided input and feedback on preliminary concept plans.

The draft Glen Innes Sporting Facilities Review and Master Plans were presented to the April 2018 Ordinary Council Meeting where Council resolved to place the document on public exhibition. The draft Glen Innes Sporting Facilities Review and Master Plans Item 9.23 were advertised for 28 days and one (1) submission was received. (a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objectives CS 3.4.1 and CS 3.4.2 'Develop Master Plan/s for all sporting grounds.'

(b) Financial Considerations Council reserved $50,000 to develop the Master Plans following a decision not to proceed with the replacement of toilet facilities at King George Oval in 2016-17. The cost for developing the Glen Innes Sporting Facilities Review and Master Plans was $30,910 plus GST. A further $165,090 is reserved for the development of sporting fields.

Funding has been sought under the NSW Government’s Stronger Country Community Funds (SCCF) for the following components of the Master Plan: 1. Wilson Park Upgrade: to include aeration, spreading of topsoil to allow levelling, spreading of fertiliser and seed, upgrade of existing amenities, securing of water supply and installation of two (2) netball courts at an estimated cost of $512,443; 2. Kerry Mead Park: to include installation of two (2) new fields for training and junior league use, installation of new change rooms and amenities, and the installation of irrigation to the number one (1) field at an estimated cost of $471,770; and 3. Upgrade of the Deepwater Tennis Courts: by conversion of two (2) porous tennis courts to synthetic courts at an estimated cost of $138,000.

Provision has been made in the draft 2018-19 Operational Plan for the following projects: 1. Upgrade of the Deepwater Oval which comprises of removal of the old cricket pitch and minor upgrade work to the oval surface, the boxing in of the three (3) jump pits and the replacement of the two (2) shot-put circles. In addition, the planting of trees along Short Street to provide for an enhanced windbreak. A number of other projects in Deepwater have been identified in the town Beautification Plan, such as Deepwater River interpretative signage, addition of a shelter and barbeque, and the installation of a Recreational Vehicle Dump Point. 2. Upgrade of the Emmaville Oval comprising the replacement of the shot-put circle, upgrade to the discus cage and circle, the removal of one (1) cricket practice net and upgrade of one (1) practice net, and the installation of a new long jump pit. The existing cricket pitch will be replaced and the continuation of the trees surrounding the oval will be completed. Not included in 2018-19 Operational Plan, is the removal of the existing pine trees on the northern end of the Oval, heating of the feature pool, and the addition of extra shade coverage at the pool facility.

Page 114 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

COMMENTARY The draft Glen Innes Sporting Facilities Review and Master Plans have been on public exhibition for 28 days. One (1) submission was received, and this was against the selling and development of Lynch Oval. The reason provided was that the grounds were developed by voluntary labour and it would be a shame to lose this facility and the recognition of the volunteer labour. Item 9.23 It would be foreseen that the disposal of Lynch Oval would only be feasible once Kerry Mead and Wilson Parks are brought up to a reasonable standard, which at such time, Lynch Oval would be seen as surplus to local sporting needs. Part of Lynch Oval has therefore been identified as potential land for subdivision, whilst a section adjacent to Potter Parade has been identified as public open space – with the inclusion of the memorial for the Lynch Family. If a portion of Lynch Oval was sold, any funds from the sale could be reserved for sporting field upgrades.

A number of projects have already been identified for funding under the SCCF, as mentioned under the Financial Considerations section of this report. Works on the Deepwater and Emmaville Ovals have also been identified for funding in the 2018-19 Operational Plan. Additionally, an Expression of Interest has been lodged for a new Indoor Netball Multi-Use Centre adjacent to the existing netball facilities, under the NSW Government’s Regional Sports Fund. The estimated cost of this development would be $5,114,000, with Council contributing 25% of this cost if it agrees that the program is worth pursuing. Applying for the Regional Sports Infrastructure Fund is a two-step process. Applicants had to supply high-level technical and administrative information about the project by 4 May 2018. If an Expression of Interest is successful, a detailed application (project plan and budget) or a business case, based on the scope of the project will be required. This will allow Council to develop a business case around the proposed Indoor Centre.

It is suggested that the abovementioned projects will provide a significant boost to the sporting facilities of the Local Government Area (LGA) over the next few years. However, if Council wishes to prioritise other projects for future funding opportunities then it is recommended that the proposed projects be considered: 1. The completion of works identified in the Emmaville and Deepwater sporting facilities. 2. The completion of Wilson Park to include installation of a new synthetic cricket pitch, installation of a further two (2) netball courts, installation of athletics facilities, formal carpark setup, fencing of three (3) sides of the sporting fields (eastern side), provision of seating and shelters, installation/upgrade of flood lighting on at least one (1) field and Rugby Park, as well as two (2) of the netball courts, and general landscaping. 3. Completion of Kerry Mead Park to include installation of flood lighting to field number two (2), development of further carpark areas, upgrade of canteen and social room areas, new two-way media box, upgrade of existing senior change rooms, demolish old toilet block, landscaping, and provision of seating with some covered areas. 4. Construction of toilets at King George Oval under the grandstand, and the removal of the old existing ablution block once finished, upgrade of the grandstand to maintain it as a feature of the reserve, create a feature entry at the commemorative gates, and landscaping including the removal of any unwanted infrastructure.

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The inclusion and reference to projects in the Master Plans does not directly commit Council, facility user groups or any other organisation to a responsibility for their funding or implementation. Any priorities raised within the Plans will have to be considered against other Council priorities.

The Master Plans also identify a number of other worthy projects such as the linking Item 9.23 of the shared pathway system from the parklands, passing the tennis courts to the Wilson Park facilities, the covering of the sand area at Equestrian Park, the expansion of the skate park, resurfacing of two (2) courts at the Glen Innes Tennis precinct and the provision of improved car parking at venues. However, these projects, and many other worthy projects may be beyond Council’s means to deliver; some components would be deemed beautification projects and not necessarily sporting ground projects. The purpose of developing a Master Plan will allow Council to have the necessary planning in place so as to be in a position to implement these projects over the coming years.

(a) Governance/Policy Implications The investigation and recommendations behind the Master Plans were also based on Council’s Community Strategic Plan 2017-27, Council’s Land Use Strategy, and the New England & North West Regional Sport and Active Planning Day Strategy summary.

(b) Legal Implications The only legal implications of the Master Plans would be the rezoning of Lynch Oval to allow for the subdivision of the surplus land and any approvals that may be needed in the construction of any future facilities.

(c) Social Implications A review of the key demographic profile and population projections for the Glen Innes Severn LGA was undertaken to identify important considerations for the planning for current and likely future sporting needs of residents.

Some of the key demographic data considered includes:  The 2016 estimated population for the LGA was 8,836 people, which was an increase of 171 people since 2011;  Almost seven (7) of every 10 LGA residents reside in the Glen Innes township, which also has a lower median age compared to other townships; and  In 2016, 35.8% of the LGA’s population were aged five (5) to 39 years (the ‘active age cohort’) compared to 40.5% for all of Regional NSW, and 36.8% in the LGA in 2011.

(d) Environmental Implications The majority of these projects will be exempt development under the provisions of the State Environmental Planning Policy (Infrastructure) 2007, however, an environmental impact assessment will be required to be carried out under Part 5 of the Environmental Planning and Assessment Act 1979.

(e) Economic/Asset Management Implications Naturally, with any improvements or construction of new facilities, there will be ongoing maintenance costs for Council to consider. This would be done on a

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case by case assessment as resources become available to carry out any of the stages identified within the Master Plans. It would also be recommended that with any future sales of surplus sporting lands, that the monies be reserved for the development/upgrade of other sporting facilities.

CONCLUSION The overall aim of the Glen Innes Sporting Facilities Review and Master Plans study Item 9.23 is to determine the most effective and efficient development of sporting facilities for the LGA into the future. The overall result will be a suite of facilities and spaces that will actively encourage and support increased participation in sport and recreation by residents of the LGA. By approving a priority listing, Council will be able to determine projects into the future as funding opportunities arise.

RECOMMENDATION 1. That Council adopts the Sporting Facilities Review and Master Plans. 2. That Council does not pursue the sale of Lynch Oval until such time as Kerry Mead Park and Wilson Park are upgraded to a suitable standard for the users, as identified in the Sporting Facilities Review and Master Plans, and the facility is no longer used for regular sporting activities. 3. That Council continues to pursue funding opportunities for a new Indoor Netball and Multi-Use Centre adjacent to the existing netball facilities. 4. That the following projects, as identified in the Sporting Facilities Review and Master Plans, be the priority for future funding opportunities:  Completion of the upgrade of sporting facilities in Deepwater and Emmaville;  Completion of the Wilson Park upgrade;  Completion of the Kerry Mead Park upgrade; and  Upgrade of King George Oval facilities.

Page 117 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.24 Department of Development, Planning and Regulatory Services: Monthly Report - May 2018

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Nicole Wilson - Administration Officer

Item 9.24

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE The purpose of this report is to identify statistical information in relation to activities of the Department of Development, Planning and Regulatory Services for the 12 months period from 1 July 2017 to 30 June 2018. This report covers from the period 1 May 2018 to 31 May 2018.

BACKGROUND The Department of Development, Planning and Regulatory Services division of Council is responsible for the following key functions: Regulatory and Planning Services  Development enquiries;  Planning;  Building Services;  Environmental Health;  Regulatory Services;  Food regulation and safety;  Companion animals;  Noxious weeds;  Waste Management;  Grants officer. Tourism and Events  Tourism;  Events. Recreation and Open Spaces  Parks and Sporting Grounds;  Cemeteries;  Swimming Pools;  Cleaners. Saleyards

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(a) Relevance to Integrated Planning and Reporting Framework The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2017-2027, Delivery Program 2017-2021 and Operational Plan 2017/18. Item 9.24 (b) Financial Considerations Provision is made in the 2017/18 Operational Plan to fund the activities and programs as listed in this report.

COMMENTARY REGULATORY AND PLANNING SERVICES Development Application (DA) Data

2016-2017 2017-2018 Year to Date Total Number of DAs Determined 86 91 Average Determination Time (days) - 35.3 37 All Applications Average Determination Time (days) – N/A 34 Minor Development* Average Determination Time (days) – N/A 54 Major Development** Value of DAs $8,270,926 $15,902,941 Number of Single Dwellings 17 17 Urban 8 5 Village/ 1 5 Large Lot Residential Rural 6 7 Number of Multi Unit Dwellings Urban 0 1 Village 0 0 Rural 0 0 Number of Commercial Developments 15 8 Number of Industrial Developments 4 2 Withdrawn 3 2 Refused 2 0 Cancelled 1 0

* Typically residential applications such as dwellings, sheds and alterations and additions that don’t meet the Complying Development Criteria.

** Commercial and industrial applications and applications requiring referral to Government Departments.

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Complying Development Application (CDC) Data

2016-2017 2017-2018 Year to Date Total Number of CDCs 18 17 Value of CDCs $820,005 $1,375,372 Item 9.24 Number of Single Dwellings 3 3 Urban 1 3 Rural 0 0 Village 2 0

DEVELOPMENT APPLICATIONS AND COMPLYING DEVELOPMENT CERTIFICATES: Determinations issued – May 2018 Section 4.59 of the Environmental Planning and Assessment Act 1979, as amended, precludes a challenge to the validity of consent more than three (3) months after the date of public notification of the consent. Consents are available for public inspection, free of charge, during ordinary office hours at Council’s Church Street office. In accordance with Section 4.59 of the Act and Clause 124 of the Environmental Planning and Assessment Regulation 2000, the following determinations are publicly notified:

DA Number Description DA69/17-18 Erect shed 80 Lang Street, Glen Innes DA70/17-18 Erect dwelling 125 Glen Legh Road, Glen Innes DA71/17-18 Erect shed 71 Derby Street, Glen Innes DA72/17-18 Erect shed 161 Macquarie Street, Glen Innes DA73/17-18 Subdivision 29 Macquarie Street, Glen Innes DA21/17-18 Commercial/Retail/Office 189-197 Church Street, Glen Innes Amend Erect shed 61 Tuttles Lane, Glen Innes DA38/17-18 Amend Commercial/Retail/Office 52 Wellingtonvale Road, Deepwater DA29/17-18

CDC Number 14/17-18 Change of use of premises 176 Grey Street, Glen Innes

15/17-18 Erect garage and alterations and additions 27 Macquarie Street, Glen Innes to existing dwelling 17/17-18 Erect new dwelling 74 Wullamulla Street, Glen Innes

18/17-18 Erect garage 385 Grafton Street, Glen Innes

Declaration of Interest by Applicant of a Development Application/Construction Certificate/ Complying Development

Nature of Interest Number Received Number Received Number Received 2016-2017 Year to Date this period Political Gifts and 0 0 0 Donation

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Nature of Interest Number Received Number Received Number Received 2016-2017 Year to Date this period Applicant or owner is an employee of GISC or a 1 4 0 Councillor Applicant with any relationship to staff or 5 2 0

Item 9.24 Councillor

Number of 149 (Zoning) Certificates Issued Section 149 Certificates are issued under the provisions of the Environmental Planning and Assessment Act 1979. It is compulsory for every property sold to be accompanied by a 149 Certificate.

2016-2017 2017-2018 Year to Date

387 313

Penalty Notices Council’s Rangers perform a number of regulatory functions which require, at times, the issuing of Penalty Infringement Notices. The main offences include Companion Animal matters and other matters under the Protection of the Environment Operations Act 1997.

Eight (8) Penalty Infringement Notices were issued for “Failure to Register a Companion Animal” and “Failure to Notify Change of Details/Owner”.

Notices and Orders Issued

Issued this Issued Description Period Year to Date

Intention 0 1 Overgrown Allotment (Order Number 21) Order 0 1 Intention 0 4 Nuisance Dog Order Order 0 2 Intention 2 2 Dangerous Dog (Order Section 34) Order 0 0 Intention 0 0 Demolish Works (EP&A Act) Order 0 1

Animal Registrations

Current Total Description Month Total Value

Number of Animals Registered – May 2018 35 $2,288.50

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Dog Impounding Figures – May 2018

Item 9.24

Cat Impounding Figures - May 2018

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RECREATION AND OPEN SPACES

Cemeteries Funerals are being attended to as required. At the Glen Innes Cemetery, shrubs have been pruned, and gardens have been attended to.

Parks and Sporting Fields Item 9.24 Line marking and setting up for school athletics carnivals have been carried out and the Primary School Area Athletics Carnival will be held in Glen Innes in early August. All winter sports have commenced, as well as organised weekly school sports.

Swim Centres The Swim Centres have closed for the season. Quotes have been received for the upgrade of the canteen and work will commence shortly.

Other Open Spaces Courtyards around Glen Innes are being maintained. The bollards have been installed on two (2) sides of Bicentennial Park at Glencoe, with positive feedback received from the community. Trees have been removed alongside the Racecourse, and in Scott Street and Robinson Avenue as part of the tree planting strategy program. New plantings are planned to be undertaken for these areas in September 2018. Street tree pruning will commence shortly, with priority to be given to trees that are causing a problem for garbage collection and bus services.

Training Courses Staff members have attended courses relating to First Aid and Sharps Handling.

TOURISM AND EVENTS

VISITOR CENTRE ENQUIRIES APRIL MAY TOTAL TOTAL YTD 2018 2018 YTD 2016/17 2017/18 Local Residents 427 485 2,701 NSW 578 659 5,005 ACT 80 24 227 QLD 683 596 5,009 VIC 103 51 646 SA 16 20 218 WA 33 24 236 NT 9 0 39 TAS 6 24 91 Overseas/International 70 32 732 Front Counter Enquiries – 472 1,244 5,861 Unidentified TOTAL COUNTER ENQUIRIES 18,850

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VISITOR CENTRE ENQUIRIES APRIL MAY TOTAL TOTAL YTD 2018 2018 YTD 2016/17 2017/18 Telephone Enquiries 529 368 3,101 3,311 Information Mailed To Visitors 17 384 795 1,298 Bulk Visitor Guides Distributed 0 0 1,900 12,930

Item 9.24 Visiting Coach Tour Groups 6 10 28 29 Passengers 184 410 890 858 New England Coaches 15 13 123 144 Passengers 338 175 1,692 1,606 TrainLink Coaches 24 27 246 278 Passengers 342 339 2,791 3,743

MARKETING UPDATE Social Media

April 2018 May 2018 YTD Same Website and Social Media 2017/18 Period 2016/17

Glen Innes Tourism/Highlands websites users 11,951 11,483 106,906 NA Minerama website users 1,226 1,034 18,095 NA Australian Celtic Festival website users 14,329 10,399 111,691 NA Emmaville Mining Museum website users 262 393 866 NA Glen Innes Highlands Facebook likes 2 30 1,394 1,141 Minerama Facebook likes 7 9 1,156 760 Australian Celtic Festival Facebook likes 294 168 1,156 760 Australian Celtic Festival Instagram followers 102 80 569 NA Emmaville Mining Museum Facebook likes 2 4 10 NA Minerama Instagram followers 11 9 75 NA

SALEYARDS

Description 2017-2018 2016-2017 2015-2016 2014-2015 2013-2014 2012-2013 2011-2012

Fat cattle 6,708 8,321 10,198 12,755 16,611 11,844 13,221

Cattle 7,171 7,764 5,921 1,357 4,199 529 1,378 weighing

Special 10,337 7,116 7,118 7,722 9,789 9,023 11,277 cattle sale

Total cattle 24,216 23,201 23,237 21,834 30,599 21,396 25,876

Cattle gross $8,953,385.46 $17,322,081.79 $16,829,147 $14,749,041 $11,823,054 $11,442,997 $17,522,475 value

Page 124 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Description 2017-2018 2016-2017 2015-2016 2014-2015 2013-2014 2012-2013 2011-2012

Store sheep 0 0 0 0 0 0 2,777

Fat sheep 58,160 65,268 69,312 53,419 87,516 73,218 61,961

Total Item 9.24 58,160 65,268 61,870 53,419 87,516 73,218 64,738 sheep

Sheep gross $5,989,318.30 $6,519,267.80 $5,402,216 $4,538,434 $5,652,522 $4,471,179 $6,161,041 value

WASTE MANAGEMENT

Kerb Side Recycling Collection

Average Recycling % Waste Number of 2017-18 Household Yield (tonnes) stream Services (kg)/week

July 42.58 26 3,741 2.84

August 50.78 27 3,741 2.71

September 43.46 24.5 3,741 2.90

October 52.76 25.7 3,775 3.49

November 50.84 24.51 3,775 2.69 December 46.64 24.60 3,775 3.08 January 53.56 25.67 3,775 3.55

February 41.6 25.4 3,775 2.75 March 47.32 27 3,777 3.13

April 39.83 27.86 3,777 2.64 May 41.42 22.75 3,777 2.74

Kerb Side Waste Collection

Average Waste % Waste Number of 2017-18 Household Yield (tonnes) Stream Services (kg) / week

July 119.86 74 3,773 7.94

August 138.72 73 3,773 7.35

September 133.62 75.5 3,773 8.85

October 152.54 74.3 3,887 9.81

November 156.6 75.49 3,887 8.06

December 142.9 75.40 3,887 9.19

January 155.08 74.33 3,887 9.97

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February 122.3 74.6 3,887 7.86

March 129.88 73 3,889 8.35 April 130.02 72.14 3,889 8.36

May 140.62 77.25 3,891 9.03 Item 9.24

GRANTS

1. Grant Applications Approved Value of Grant Description Grant

NSW Government – Back to Business $5,000

NSW Government – Reconciliation Week $5,000

NSW Heritage Office – Heritage Advisor & Local Heritage Assistance $28,400

Ageing, Disability and Home Care: NDIS Sector Readiness $35,000

Local Government NSW – Council Roadside Reserves Environmental $45,000 Grants 2017

Bridges Renewal Program: upgrade and repair bridges to enhance access for local communities and facilitate higher productivity vehicle access (Polhill $292,000 Road) Community Building Partnerships – ANZAC Park Playground upgrade – 9 $22,584 August 2018 NSW Seniors Festival $5,000 Destination NSW – Flagship Event Fund Expression of Interest (EOI) – $20,000 Minerama Regional Growth Fund – Stronger Country Communities Fund – 13 $516,051 September - Melling Park and Wellness Trail Department of Premier and Cabinet – Growing Local Economies – Business $27,500 Case Development Grant Total Value of Successful Grants 2017-18 $1,001,535

2. Grant Applications Lodged and Pending Decision Value of Grant Description Grant

Department of Environment and Heritage – Community Heritage Projects $50,000 In negotiation as potential Variety NSW: Expression of Interest (EOI) for provision of a Liberty Swing part funder of Liberty Swing Transport for NSW – Country Passenger Transport Infrastructure – Bus $40,000 Shelters – 31 October (Deepwater and Glen Innes)

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Value of Grant Description Grant

Stronger Country Communities Fund Round 2 – A number of various $1,872,413 applications Regional Sports Fund – Regional Netball Facility $3,835,524

Item 9.24 Public Reserve Management Fund – Upgrade of Tregurtha Way $54,737 Expression of Interest – Growing Local Economies – Upgrade sheep selling $1,295,000 facilities Glen Innes saleyards Total Value of Pending Grants $7,147,764

3. Unsuccessful Grant Applications Value of Grant Description Grant

Regional Flagship Events Program Incubator Event Fund: Chill n Glen $20,000 Community Safety Fund: extension of CBD CCTV $114,005 Department of Premier and Cabinet – Regional Growth – Marketing and $50,000 Promotion Fund – Growing Glen Innes Prospectus Building Better Regions Fund (BBRF): Infrastructure Wattle Vale Quarry $325,736 Office of Local Government – Fit for the Future – Innovative Fund Round $150,000 2 – New Finance Package Public Reserve Management Fund (PRMF): Replace Public Toilets at the $155,450 Standing Stones site Department of Industry – Smart Cities and Suburbs – Round 1 – Smart $234,063 Water Meters Project NSW Justice – Community Safety Fund - CCTV $114,500 Total Value of Unsuccessful Grants 2017-18 $1,163,754

4. Grant Applications in Progress but not Lodged Grant Description Value of Grant Nil Nil

A number of smaller grant opportunities have been referred to relevant community organisations including T20 Cricket 2020 Infrastructure (Glen Innes & District Sports Council) and Grandparent Day (Glen Innes and District Community Centre).

5. Community Support The Bid Blast newsletter has been circulated to all Section 355 Committees of Council and to the Interagency through the Glen Innes and District Community Centre in May.

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CAPITAL WORKS PROGRESS REPORT MAY 2018

Approved Section Original Expenditure Description Budget Completed Comments Budget Year to Date Variation

Item 9.24 Lighting provided on Feature the Town Lighting in Hall, Kwong CBD CBD $20,000 $9,091 Yes Sing Building, Mackenzie (2016-17 Building, Project) Common- wealth Bank building. Arts North West has been requested to Public Art $50,000 No prepare a Projects brief for public art in the Church / Meade Street roundabout. The upgrade Sheep and of the sheep Saleyards Cattle yard $50,000 $25,411.58 No holding renewal paddocks has commenced. Works are progressively being carried Highway out as per the Economic Signage $30,000 $2,264 No five (5) year Development Upgrade upgrade program approved by Council in July 2017. Quotes have been Swimming received for Pool the upgrade Parks Upgrade – $40,000 No of the Kiosk and canteen and Entry work will commence soon. Quotes have been obtained and Upgrade funding has Playground been $55,000 No equipment received Anzac Park through the Community Building Partnerships Fund. The

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wheelchair merry-go- round has been ordered and the Liberty Swing is also at the

order stage. Item 9.24 Negotiations are underway with the Variety charity, Touched by Olivia, regarding installation and possible further equipment and funding, which will delay installation until next financial year. Bollards have New Fence – been installed Bi-centennial $8,000 No on two (2) Park sides of the Glencoe Glencoe Park. Preliminary road works have been completed. Future Council has Landfill Landfill $300,000 $26,450 No engaged Development consultants to provide designs to undertake the required works. *Figures on physically completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

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

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

CONCLUSION The statistics in this report deliver information to Council on the key activities Item 9.24 undertaken in Council’s Department of Development, Planning and Regulatory Services for May 2018.

RECOMMENDATION That Council notes the information in this report.

Page 130 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.25 Recommendations from the Roads Consultative Committee

REPORT FROM: INFRASTRUCTURE SERVICES Author: Jai Brummell - Personal Assistant - Infrastructure Services

ANNEXURES Item 9.25 Annexure A Roads Consultative Committee Minutes: 17/5/18 Annexure B Roads Consultative Committee: Revised Terms of Reference

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Roads Consultative Committee

PURPOSE The purpose of this report is for Council to consider endorsing two (2) recommendations made at the Roads Consultative Committee meeting held on 17 May 2018.

The first relates to the endorsement of the revised Terms of Reference for the Roads Consultative Committee. The second relates to representations being made to Commonwealth and State Government Local Members for additional funding to address Council’s ageing sealed road network.

BACKGROUND The Roads Consultative Committee representatives include Councillors, relevant Council staff, residents of various urban and rural localities and one (1) member of the commercial or public transport sector. The Committee is required to consult constructively regarding the management of the road network and make recommendations to Council with regard to road infrastructure matters.

At the Roads Consultative Committee meeting held on 17 May 2018, the revised Terms of Reference of the Roads Consultative Committee was tabled. Please refer to Annexure B relating to this report.

At the same meeting, a report summarising road roughness data for Council’s sealed road network was tabled by the Director of Infrastructure Services. This report is included in the Minutes of the Meeting, which are attached as Annexure A relating to this report.

(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Operational Plan Objective PC 8.1 "Roads and drainage assets are fit for purpose within the financial context."

(b) Financial Considerations The impact of the successful acquisition of this funding could be a potential increase of $2.8 million per year for Council’s road renewal budget.

COMMENTARY At the Roads Consultative Committee meeting held on 17 May 2018, the revised Terms of Reference were tabled, with the Chair asking members for comments – none were

Page 131 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

forthcoming. Subsequently, a motion was passed to request that Council adopt the revised document. It should be noted that the recommended document sets the membership number for Councillors at a maximum of four (4), however, the current number of Councillors elected to the Committee is six (6), therefore the recommendation has been modified accordingly.

Item 9.25 The Director of Infrastructure Services tabled a report which summarised road roughness data for Council’s sealed road network and highlighted a substantial funding deficit for sealed road rehabilitation projects. A consensus was reached that unless additional funding is sourced, Council’s ageing sealed road network will continue to deteriorate and rehabilitation costs into the future will be impossible to meet. It was agreed that an additional $2.8 million per year over five (5) years is needed and the only way to generate noise is to push and lobby hard on all levels of Government. A motion was passed to recommend to Council that representations be made to Local Members in an attempt to secure this funding.

(a) Governance/Policy Implications There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

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

(e) Economic/Asset Management Implications Council continues to suffer from historical lack of funding of the road network. An injection of $2.8M per year for five (5) years would eliminate the roads infrastructure backlog.

CONCLUSION The Roads Consultative Committee duly considered the matters brought before it, and the recommendations arising from the meeting require endorsement from Council. Councillors should note that the draft Terms of Reference for the Roads Consultative Committee calls for a maximum of four (4) Councillors only, however, the present number of Councillors elected to the Committee is six (6).

RECOMMENDATION 1. That Council adopts the revised Terms of Reference of the Roads Consultative Committee attached as Annexure B relating to this report, with the amendment that the membership number of Councillors be increased to six (6). 2. That representations be made to Commonwealth and State Local Members and to the Australian Local Government Association (ALGA) in an attempt to secure extra funding for roads to the total of $14 million, equivalent to $2.8 million per year over five (5) years, to address its infrastructure backlog, using the road roughness data as supporting evidence with figures updated as they are available.

Page 132 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.26 Review of Risk Management - Footpath and Cycleway Policy

REPORT FROM: INFRASTRUCTURE SERVICES Author: Sam Price - Manager of Infrastructure Delivery

ANNEXURES Item 9.26 Annexure A Risk Management - Footpaths and Cycleways Policy Annexure B Best Practice Manual Footpaths V5.1

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy RISK MANAGEMENT: Risk Assessment

PURPOSE The purpose of this report is to present Council with the reviewed Risk Management – Footpath and Cycleway Policy, for adoption. Please refer to Annexure A relating to this report .

BACKGROUND The Risk Management – Footpath and Cycleway Policy was last adopted by Council on 26 October 2006 and is due for review. The document has recently been reviewed in consultation with relevant staff.

(a) Relevance to Integrated Planning and Reporting Framework This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations There are no specific financial considerations that need to be highlighted in regard to this report.

COMMENTARY Council has recently reviewed its Risk Management – Footpath and Cycleway Policy in consultation with staff. In line with other Council policies, an Implementation / Communication section has been included and is highlighted in red font in the policy.

(a) Governance/Policy Implications Once adopted by Council, the revised Risk Management – Footpath and Cycleway Policy will become the revised policy of Council.

(b) Legal Implications Council has a legal obligation to comply with the requirements of the Roads Act 1993 and Civil Liability Act 2002 in regards to the footpaths and cycleways that Council maintains.

(c) Social Implications The provision of a safe network of footpaths and cycleways is a basic component of Local Government service provision and a core function of Council.

Page 133 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

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

(e) Economic/Asset Management Implications There are no significant economic or asset management implications arising from this report. Item 9.26 CONCLUSION Council’s Risk Management – Footpath and Cycleway Policy has been reviewed to include changes that have occurred since the current Policy was adopted in 2006. Changes are relatively minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION 1. That Council adopts the revised Risk Management – Footpath and Cycleway Policy attached as Annexure A relating to this report. 2. That Council notes the information set out in the Statewide Mutual Best Practice Manual for Footpaths attached as Annexure B to this report. 3. That the revised Risk Management – Footpath and Cycleway Policy be communicated to all affected staff by Council’s Manager of Infrastructure Delivery.

Page 134 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.27 Infrastructure Services: Capital Works Progress Report - May 2018

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services

Item 9.27

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Budgeting

PURPOSE The purpose of this report is to review the progress of the Department of Infrastructure Services towards completing the capital works objectives identified in the 2017/18 Glen Innes Severn Council Operational Plan as at 31 May 2018.

BACKGROUND

(a) Relevance to Integrated Planning and Reporting Framework Council’s Operational Plan sets out the capital projects to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary.

COMMENTARY Pedestrian Access and Mobility Plan (PAMP) works have continued along Church Street, at the Meade Street roundabout and the Glasson Street intersection. All construction is complete, existing kerb ramps are to be removed and signage is to be installed.

Works have commenced on the placement of the donated wind turbine blade in Veness Park. The placement of the blade has been able to be delayed due to the extension of the haulage timeframe for Sapphire Wind Farm. That delay in timeframe had not been made known to the public at the time of the previous report, when it was believed that haulage only had a few weeks to go. At the time of writing this report, the fabrication of steelwork and blade repairs are near complete in Jay Weir’s yard, and geotechnical confirmation has been completed in conjunction with the excavation of the first footing. Jay has approached the haulage contractor and is waiting for a haulage date to be provided by them. It is expected that the blade will be installed during July 2018.

Due to the closure of the Ten Mile Road bridge, access to this area is currently via Bezzants Road. This route is compromised by the presence of a low level rail bridge. John Holland Rail has now advised that a contractor will be removing the problematic spans, however, a timeframe still has not been provided. Council has now applied for a NSW Fisheries permit to construct a temporary side track around the Ten Mile Road bridge using an informal track that is being utilised by some residents.

Page 135 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Further gravel re-sheeting of Glen Legh Road (3.2km) has also been completed. Gravel re-sheeting works have also commenced on Strathbogie Road.

As previously reported, coarse material on West Furracabad Road has been a problem following earlier gravel re-sheeting. This has now been addressed. The construction team have now pulled the material back onto the road and incorporated the coarse Item 9.27 stone into some of the finer material in the gutters of the road, with a good result.

The 2017/18 capital works program is on target to be completed as previously reported, utilising any unspent funds on gravel re-sheeting prior to the end of the year. A budget allocation totalling an additional $300,000 was adopted at the May 2018 meeting for that purpose. The current status of each project is indicated below.

Actual + APPROVED PROJECT WORKS COMMENTS Committed BUDGET YTD 17/18 PROJECTS FUNDED FROM Budget : $500,000 THE GENERAL FUND Program not completed due to a delay with the Rural Heavy Patching and Glen Legh project - Local Rural Roads $265,000 $150,337.42 Resealing Program unexpended funds transferred to gravel re- sheeting. Work has commenced, Strathbogie Road - Gravel road was reshaped and $390,000 $100,326 resheet re-sheeting is scheduled to start in early June. A section of Rileys Road has been re-sheeted. Greenhouse Road and parts of Tablelands Road have been patch re- Contingency - Gravel Re- sheeted. 3.2km of Glen $65,000 $66,512 sheeting Legh Road has been re- sheeted, the unexpended budgets from some of the other capital works has covered this. Not started - unexpended Causeway Renewal Program funds to be transferred to $20,000 $0 gravel re-sheeting. Use of a contractor has allowed completion of the re-sheeting of approximately three Re-sheeting Maybole Road kilometres (3kms) of $102,582 (Segments 60, 80 and 100) Maybole Road. This was funded by Goldwind Australia (White Rock Wind Farm). These works are Kerb and Gutter Renewal $40,000 $0 underway in June.

Not started - unexpended funds have been Carpark Renewal $10,000 $0 transferred to gravel re- sheeting.

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Minimal required to date - Major Street Furniture Renewal unexpended funds have $5,000 $208 Program been transferred to gravel re-sheeting. Works associated with Dumaresq Street Extension the Dumaresq Street $5,182 Industrial Development.

Unexpended funds to be Item 9.27 transferred to gravel re- sheeting. A minor piece Footpaths Renewal $25,000 $669 along the New England Highway has been replaced. The construction component of this is now complete, with existing Church Street/Meade kerb ramps in the island Street, Glasson St, Cross having been removed. Active Transport Grant (PAMP) $65,500 $26,338 St, Torrington St Signage is to be installed. Intersections These grant funded works have been completed significantly under budget. PROJECTS FUNDED FROM ROADS TO RECOVERY (RTR) Budget : $982,024 GRANTS Bourke Street Grey East Local Sealed Urban Roads (Grey Street to East Project completed. $200,000 $115,304 Rehabilitation Avenue) Grey Street/Meade Street Project completed. $60,000 $108,914 Roundabout A concept design has been completed. Consultation of adjacent Grey Street (Ferguson businesses has been $25,000 $20,354 Street to Meade Street) conducted with strong support received. Essential Energy has been consulted on site. Bates Avenue Project completed. $50,000 $43,264 This project has commenced and will be Glen Legh Road carried through to $350,000 $14,648 2018/19 as works in progress. Local Sealed Rural Roads Resealing Program Work completed. $111,556 $96,355 Sealing of Taylor Street and Coronation Avenue Local Sealed Urban Roads Resealing Program is complete. Meade $185,468 $150,474 Street has also been sealed. PROJECTS FUNDED FROM Budget : $685,250 REGIONAL ROADS GRANTS

Awaiting warm weather Regional Roads Block Emmaville Road segment for line marking to be $400,000 $283,733 Grant/REPAIR 190 Rehabilitation carried out, all work to date has been invoiced.

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These funds will be reallocated to preliminary Regional road bitumen works on the 2018/19 Regional Roads Block Grant $100,000 $0 resealing program capital program to maximise sealing in warmer weather. Wellington Vale Road Cost carried forward from $50,000 Item 9.27 (segment 80) 16/17 project. PROJECTS FUNDED THROUGH THE BRIDGE RENEWAL PROGRAM Budget : $480,000 GRANT AND SECTION 94 RESERVES Project completed. The over expenditure relates to additional works required to correct Local Bridges - Bridge Renewal the poor alignment and Cam Creek Bridge $480,000 $624,803 Program subgrade of the bridge approaches, unforeseen geotechnical issues and Telstra Optic Fibre having to be relocated. PROJECTS FUNDED THROUGH THE LOCAL INFRASTUCTURE RENEWAL Budget : $825,000 SCHEME (LIRS) LOANS SCHEME Local Bridges – LIRS 5105 Bargens Road, Nobby Project completed. $25,000 $55,061 Accelerated Bridge Program Creek bridge Timber components have been ordered. Significant structural issues 5300 Ten Mile Road, identified during works $80,000 $36,287 Deepwater River bridge have halted the project. A geotechnical investigation is underway. 5305 Ten Mile Road, Project completed. $120,000 $103,808 Deepwater River bridge A grant funding application for this project has been successful. Council has resolved to perform the works in- 5195 Polhill Road house, while engaging a $300,000 $2,451 Wellingrove Creek local contractor to provide pre-cast components according to the NSW Roads and Maritime Services Country Bridge Solutions design. Various minor works LIRS Bridges contingency $300,000 $51,318 completed. PROJECTS FUNDED FROM THE GLEN INNES Budget : $412,000 AGGREGATES SURPLUS Due to issues with the quality of gravel as Re-sheet West Furracabad previously reported, the Re-sheet (8km) $205,000 $262,267 Road first 2.8km has been re- sheeted again with a top layer to assist with the

Page 138 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

coarse material that was used originally. Further works have been completed on the remaining five kilometres (5km) by dragging material from the edges

to incorporate more fines Item 9.27 into the surface. This has been successful. Resheet Haymarket Road Resheet (0.4km) Project completed. $12,000 $9,785 Construct Seal Blue Hills Road New Seal (1.0km) Project completed. $195,000 $87,541 PROJECTS FUNDED THROUGH THE Budget : $145,000 STORMWATER/DRAINAGE RESERVE Interflow has completed a CCTV condition assessment of parts of Renew Drainage – Drainage the stormwater network. Stormwater Renewals $120,000 $63,511 Charge Reserve Awaiting footage and information to schedule the second establishment. The drainage upgrade to Stormwater Renewals - the southern end of $12,500 $12,538 Deepwater Severn Street is complete. Stormwater Renewals – Scheduled for June. $12,500 $0 Emmaville PROJECTS FUNDED FROM Budget : $600,000 THE SEWER FUND Interflow has completed 2017/18 re-lining and CCTV programs. Sewer: Mains Renewal – Sewer Mains Renewal Additional works were $600,000 $788,544 Funds completed using funds carried over from the 2016/17 capital program. PROJECTS FUNDED FROM Budget : $407,000 THE WATER FUND The water mains renewal program is ongoing. Additional works have Mains and Treatment Plant Water: Renewals been completed from $367,000 $379,293 renewal funds carried over from the 2016/17 capital program. Mains and Treatment Plant Installation is 100% New Assets (Baffling of Air complete. $20,000 $24,100 Pump, Mains extensions) Water meters and Water: New Meters and services have been $20,000 $9,509 Services installed as required. PROJECTS FUNDED THROUGH THE GENERAL FUND AND Budget : $607,161 INFRASTRUCTURE RESERVE- Plant and Equipment Acquisition Minor Plant and Equipment Concrete Saw (Works) Completed. $1,800 $1,623

Page 139 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

A Shindaiwa petrol chainsaw and two (2) Miscellaneous whipper snippers have $10,000 $5,681 been purchased, along with a Cox mower. Ride On Mower (LCSS) Completed. $6,200 $5,455 Underground Cable Locator Completed. $3,000 $2,750.00

Item 9.27 This item will potentially be fabricated in-house. A Truck Hoist/Jacking price comparison of in- $10,000 $6,215 Arrangement house fabrication versus outside purchase is currently underway. Heavy Plant Replacement Isuzu 24TG GVM, beaver Completed. $105,090 $105,090 Program tail body 12T Dynapac Smooth Drum Completed. $120,000 $176,570 Roller JCB Backhoe Completed. $49,000 $49,000 Tractor John Deere Completed. $98,181 $98,181 1617 Atlas Copco Completed. compressor 158L/s $23,240 $23,240 (330cfm) Rock Hammer attachment Completed. Quarry Plant and Equipment $33,350 $33,350 for 30T Excavator Bobcat Loader Completed. $14,692 $7,796 Ex-lease Shepherd Dog Completed. $31,800 $31,800 Trailer x 2 Ex-lease FM115 Volvo Completed. $101,980 $101,980 Truck x 2 *Figures on completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.

(a) Governance/Policy Implications Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures.

(b) Legal Implications There are no legal implications arising from this report.

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

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

(e) Economic/Asset Management Implications Works are scheduled to fully utilise all funds allocated to capital projects, so as to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION The progression of the Infrastructure Services’ capital works program for 2017/18 is documented above.

Page 140 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

RECOMMENDATION That Council notes the information in the report.

Item 9.27

Page 141 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

9.28 Department of Infrastructure Services: Monthly Report - May

9.28 2018

REPORT FROM: INFRASTRUCTURE SERVICES Author: Jai Brummell - Personal Assistant - Infrastructure Services

Item 9.28

Item

ANNEXURES Annexure A Grading Accomplishment Report May 2018 Annexure B Maintenance Items Reported in May 2018 Annexure C Drinking Water Monitoring Program Results for May 2018

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting

PURPOSE The purpose of this report is to review the progress of the Department of Infrastructure Services towards completing the works objectives identified in the 2017/18 Glen Innes Severn Council Operational Plan.

BACKGROUND

(a) Relevance to Integrated Planning and Reporting Framework Council’s Operational Plan sets out the capital projects and maintenance works to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary.

COMMENTARY

1. INFRASTRUCTURE DELIVERY

1.1 Regional Roads: Roadside vegetation control and pothole patching were ongoing. Grading work has been completed along the two (2) regional roads within Council’s network, Emmaville Road and Wellington Vale Road. This included removing high shoulders and re-establishing the drainage to assist with water movement along the road.

Extensive work has been carried out on the shoulders of Emmaville Road coming into Emmaville village. The shoulders had eroded due to stormwater washing down the edge of the road. Clean fill has been placed along the shoulder to assist in the stabilisation of the road edges. In addition, it has been overlaid with an emulsion seal to assist with stormwater runoff.

1.2 Local Sealed Roads: Pothole patching and vegetation control has been carried out on various roads throughout the Local Government Area.

Page 142 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Local Unsealed Roads: Roads that have been graded since the previous report include Spicers Road, Strathbogie Road, Rodgers Road, Old Grafton Road, Glen Elgin Road, Leamons Road, Oakey Road, Ten Mile Road and Hamels Lane.

As a result of major mechanical issues with one of the graders throughout most of May, only a single grading team was operational. Item 9.28

Gravel re-sheeting was carried out on Glen Legh Road. A total of 3.2 kilometres of unsealed pavement was re-sheeted using funds allocated from Council’s 2017/18 capital budget.

Please refer to Annexure A relating to this report which shows the grading accomplishment for unsealed roads.

1.4 Bridges and Causeways: Works scheduled to commence on 12 June 2018 to remove railway bridge spans allowing unrestricted access for livestock trucks on Bezzants Road have been postponed. John Holland Rail has advised that due to public feedback, its contractors will not be commencing work until further investigations are undertaken.

The Cam Creek bridge on Rangers Valley Road is now complete and open to traffic. The official opening and media event took place on 12 June 2018 and The Hon. Adam Marshall MP was in attendance, along with Mr Keith Howe representing Rangers Valley feedlot. Developer contributions from the feedlot in the amount of $250,000 contributed towards this important upgrade that will assist with future freight movements for the business.

1.5 Town and Village Works: Ongoing vegetation control, street sweeping and pothole repairs have been completed in various locations.

Extensive drainage work in Emmaville village have been carried out. Works included upgrading sections of drainage along Moore Street, reshaping drainage in front of the Emmaville Hall, as well as tailing out culverts that had accumulated debris around the village.

1.6 Sundry Debtor Works: Minor private works are ongoing.

Current expenditure for the local road and bridges maintenance budget is shown below in Table 1.1.

LOCAL ROAD AND BRIDGE MAINTENANCE EXPENDITURE

Expenditure to the end of Percent Ledger Description Budget May Complete

Sealed Urban Road 5030-2330 $340,000 $367,576.31 108% Maintenance Unsealed Urban Road 5033-2330 $11,000 $54,709.83 497% Maintenance

Page 143 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Sealed Rural Road 5070-2330 $360,000 $250,963.99 70% Maintenance Unsealed Rural Road 9.28 5090-2330 $1,600,000 $1,603,744.46 100% Maintenance Timber Bridge 5150-2330 $10,000 $18,011.16 180% Maintenance

Item 9.28 Item TOTAL $2,324,875 $ 2,294,996.75 98% Table 1.1 - Local road and bridge maintenance expenditure

2.0 MAINTENANCE AND WORKS REQUESTS

2.1 Status Updates on Councillor Works Requests: Current works requests from Councillors are shown below in Table 2.1 below.

Councillor Enquiry Location Status/Response

Frendon Guard rail Glen Elgin Road Awaiting materials.

Frendon Dish drain needs work O’Donnell Street Completed.

Glen Innes Road Frendon Drainage Completed. Emmaville

Trees causing vision Property owner will trim Frendon Glen Legh Road issues trees back.

Frendon Grading Strathbogie Road Re-sheeting underway.

Saplings causing sight Frendon Wellington Vale Road Completed. issues

Frendon Seal gravel section Maybole Road Pending inspection.

Frendon Grading Morven Road Underway.

Meade Street and Sparks Roundabout Completed. Church Street

Pothole repairs are Elizabeth Street and scheduled. Drainage repairs Sparks Drainage Hilton Street are currently being assessed.

Currently investigating Sparks Footbridge repairs King Edward Park options for replacement.

Sparks Kerb and guttering Railway Street Design is underway.

Sparks Road deterioration Wellington Vale Road Resealing to be carried out.

Sparks Drainage Robinson Avenue Completed.

Pinkett Road (west of Awaiting machine to do Smith Heavy patch the Mann River) heavy patching program.

Page 144 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

Councillor Enquiry Location Status/Response

Pending construction. Smith Clay section Kings Plains Road Gravel will be applied when graded.

Overhanging Smith Old Grafton Road Contractor to be engaged. Item 9.28 vegetation

Smith Sight issues Coronation Avenue Completed.

Smith Road condition Strathbogie Road Re-sheeting underway.

Parsons Road surface Red Range Road Capital works.

Toms Vegetation Pinkett Road Pending inspection.

Toms Grading Gulf Road Pending onspection. Table 2.1 - Works Requests Received from Councillors

Please note that all scheduling of maintenance works is subject to weather and varying demands of Council’s resources. Council is regularly inspecting roads at the request of residents.

3.0 MAINTENANCE ENQUIRIES AND RESPONSES

3.1 Maintenance Enquiries Received: Please refer to Annexure B relating to this report which shows all maintenance enquiries received since the last report (Table 3.1).

3.2 Response to Maintenance Enquiries: Total Out of Time In Time Reports Completed Yet to be completed Completed Yet to be completed 79 4 244 79 2016 406 20% 80% 175 31 559 212 2017 977 21% 79% 10 8 179 151 2018 348 5% 95% Table 3.2 - Response to Maintenance Enquiries

The priority ratings, represented by P1, P2 etc. range from urgent priority (P1) to lowest priority (P6). A rating of PX represents enquiries that will not be addressed as maintenance tasks as they either require capital funding or do not fall within Council’s responsibility. Table 3.3 below provides further explanation for each priority rating, as well as the (arbitrarily set) maximum days of response for each rating.

Page 145 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

ADOPTED LEVELS OF SERVICE Max Days Priority of Examples Urban Areas Examples Rural Areas

9.28 Rating Response Deep (>100mm) holes in either footpath or road; trees blocking road; Deep (>300mm) unavoidable holes in road; trees blocking road; P1 1 Very High Footpath Risks; flood waters…… flood waters…… Large nests of unavoidable potholes in road; fallen signage; lose material on roads/footpath; medium to high footpath risks, blocked Large nests of unavoidable potholes in road; severe scour in in roads drains which could lead to flooding of main area; major signage (stop (>50% of width lost); slippery sections of road….

Item 9.28

Item P2 14 signs, culvert guide posts); Potholes in sealed roads; damaged signs etc.; minor signage (street Damaged culverts on class 2-4 roads; 50% of the road surface covered signs, parking signs); scour on sealed roads at kerb edges; any areas with small potholes, scour and corrugations on class 2 -4 roads; major P3 30 of water pooling in main streets of towns. signage (culvert guide posts, stop signs) Damaged culverts on class 5 -7 roads; roadside drainage obstructed/blocked culverts on class 2 -4 roads; 50% of the road Stormwater diverting onto roads due to obstructed path; minor surface covered with small potholes, scour and corrugations on class surface damage (loss of seal, cracking) on sealed roads. 5-7 roads; low lying limbs on class 2-4 roads; minor signage (street P4 180 signs); Damaged culverts on class 8 roads; roadside drainage Potholes in unsealed roads; stormwater “pooling” in table drains of obstructed/blocked culverts on class 5-7 roads; low lying limbs on un-kerbed streets; low footpath risks. P5 720 class 5-7 roads. Any works that will require large amounts of funds and/or detailed Any works that will require large amounts of funds and/or detailed planning; really low priority works that will not have any effect on planning; really low priority works that will not have any effect on P6 1,000 infrastructure if not completed in the next two years. infrastructure if not completed in the next two years. PX N/A No Maintenance Works Required No Maintenance Works Required Table 3.3 – Adopted Levels of Service

2. INTEGRATED WATER AND SUSTAINABILITY SERVICES

2.1 Water Quantity and Quality: The Beardy Weir and Deepwater Weir are 100% full. There are no traces of blue- green algae present in the Eerindi Ponds.

The New South Wales (NSW) Health Drinking Water Monitoring Program Result Summary Report is included as Annexure C relating to this report. This report shows that 100% of the samples provided were within the Australian Drinking Water Guidelines (ADWG) for chemistry and microbiology.

A drinking water quality risk assessment workshop was undertaken as part of a formal review of Council’s Drinking Water Quality Management Plan. This workshop was attended by Council staff, representatives from NSW Health, NSW Department of Primary Industry (DPI) Water and a consulting firm appointed by NSW Health to conduct the review. The review is being funded by NSW Health, and is a very welcome contribution from the State Government in assisting rural Councils to comply with the relevant legislation that ensures a safe and secure drinking water supply system.

2.2 Water Infrastructure: The following works were carried out during May 2018:  Water services were repaired at 84 Cramsie Crescent and 35 Lawrence Street;  Special Water Meter Reads were carried out as required;  Inspections of fire hydrants are being carried out throughout town, which is an ongoing task;  The sand filters at the Water Treatment Plant were pressure cleaned and chlorinated;  Hydrants have been routinely inspected for serviceability and repairs have been undertaken in water mains adjacent to the following addresses:

Page 146 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

- 23 Wentworth Street; - 19 Wentworth Street; - 15 Wentworth Street; - 13 Wentworth Street;

- 7 Wentworth Street; Item 9.28 - 84 Lang Street; - 90 Lang Street; - 98 Lang Street; - 125 Derby Street; - 99 Dumaresq Street; - Corner of Railway Street and Digby Court.  A stop valve was repaired at the intersection of Lang Street and Derby Street;  280 metres of 100mm blue brute water main was installed in Lang Street to service Essential Energy land and renew the existing cast iron water main on the footpath;  Six (6) water connections were renewed in Lang Street from the old water main to the new 100mm blue brute water main;  The 100mm blue brute water main was repaired in Taylor Street (behind the Glen Innes Primary School).

2.3 Sewerage System: The following works were carried out during May 2018:  Photon was relocated from the western sludge lagoon to the eastern sludge lagoon;  Sewer chokes were cleared at the following locations: - 19 Hunter Street; - Glen Innes Saleyards; - 181 Herbert Street; - 23 Grey Street; - 27 Digby Street; - Corner of Coronation Avenue and Grafton Street; - the Glen Innes TAFE on Grey Street; - 187 Hunter Street.  Sewer man holes were raised to road level after being identified at the following locations: - 162 Herbert Street; - 168 Herbert Street; - Corner of Macquarie Street and Herbert Street.

Page 147 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

 The bio solids were removed from the drying beds at the Sewerage Treatment Plant;

9.28  The sewer service at 89 Coronation Avenue was partly renewed in order to remove obstructive tree roots;  A sewer dump point and pressurised pumping station was installed at the

Item 9.28 Item Deepwater sports oval;  Sewer pumping stations were cleaned as and when required;  Aquatec Maxcon completed its quarterly service on the Ultra Violet (UV) Disinfection System at the Sewerage Treatment Plant.

3. GLEN INNES AGGREGATES The total sales for May 2018 were $289,899 (exclusive of GST). The Year to Date (YTD) cash profit result is $954,241, and after stock adjustments is $592,934.

Glen Innes Aggregates (GIA) sales have continued slowly throughout the month due to colder weather. BMR Quarries has been crushing 20mm, 14mm and 10mm aggregate as well as 20mm scalps. A new fence line has been prepared and will be installed once quotations are finalised and approved. This will allow cattle to graze, reducing fire hazards around the quarry site.

The 1,200m of fire damaged fence line on the southern side of the pit at the Wattle Vale site has been cleared in preparation for the installation of new fencing. This fencing will be replaced with a new 1.8m high fence at a cost of approximately $10,000 to be funded from Glen Innes Aggregates’ operating funds. Crosby’s pit produced 3,200 tonne of 40mm unsealed road material for gravel re-sheeting on Glen Legh Road. Two (2) new borrow pits have been identified on Morven Road and Old Grafton Road, both within convenient vicinity to a number of roads scheduled for re-sheeting in 2018/19.

Page 148 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018

4. PLANT AND EQUIPMENT The following works were carried out during May 2018:  Orders have been placed for the new John Deere grader and the new JCB backhoe;  Tenders have been called for the purchase of the new roller;

Item 9.28  Interviews were carried out for the apprentice mechanic position;  Case loader (1212) had work carried out on the fan belt and idle tensioner;  Hino tipper (2130) was sent to Inverell for repairs, including the fitting of a new ECM. Ongoing trouble was experienced upon return with a noticeable lack of power and recurring engine light;  John Deere grader (1206) had a 2,250 hour service carried out;  New Holland skid steer (1217) had a 4,000 hour major service carried out;  Jetpatcher (2158) had a new delivery (metal) hose fitted;  Komatsu loader (5204) had a 27,000 hour major service commence, which has been held up due to the number of parts required;  New Holland tractor (1302) had a new water pump and fan belt fitted;  Volvo grader (2205) had an 8,500 hour service carried out, with bad oil leaks repaired. Two (2) rear engine mounts were fitted due to broken bolts. Blade slide wear plates and shims were fitted to adjusting circle. Pins and bushes were fitted to rams;  Services and registration renewals were carried out on Rural Fire Service (RFS) vehicles;  Services and general maintenance was carried out light vehicles;  Various other small tasks and maintenance works carried out on minor plant.

(a) Governance/Policy Implications Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures, including the adopted Schedule of Unsealed Maintained Roads.

(b) Legal Implications There are no legal implications arising from this report.

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

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(e) Economic/Asset Management Implications Works are scheduled to fully utilise all funds allocated to capital and maintenance projects, so as to maximise the value of Council’s infrastructure assets at year

9.28 end.

CONCLUSION

Item 9.28 Item The current status of Infrastructure Services’ recurrent works is documented above.

RECOMMENDATION 1. That Council notes the information in this report. 2. That the Mayor expresses Council’s gratitude to the Local State Member of Parliament, the Hon. Adam Marshall, for the assistance and internal funding provided by NSW Health and NSW Department of Primary Industry staff in reviewing Council’s Drinking Water Management Systems.

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10 CORRESPONDENCE, MINUTES, PRESS RELEASES 1

10.1 Correspondence and Press Releases

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Acting Records Supervisor Item 10.1 10.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting.

PURPOSE The following reports, publications and press releases have been received and are available on request:

Correspondence  OLG Circulars Press Releases  Member for Northern Tablelands, Minister for Tourism and Major Events and Assistant Minister for Skills, Adam Marshall;  Federal Member for New England, Barnaby Joyce;  Essential Energy;  Australian Local Government Association;  Grafton to Inverell Cycle Classic;  Murray Darling Association;  Regional Achievement & Community – Awards Australia;  Levitt Robinson Solicitors;  Local Government Professionals;  Community Buying Group & Moreland Energy Foundation;  Local Government NSW. Publications  LG Focus – April 2018.

All of the above reports and press releases were sent by email to each Councillor for their information as they were received.

RECOMMENDATION That the information be noted.

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.2 10.2 Minutes of Council Community Committee Meetings for Information

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Acting Records Supervisor

Item 10

ANNEXURES Annexure A Emmaville Mining Museum Committee - 19/4/18 Annexure B Glen Innes and District Sports Council Committee - 9/4/18 Annexure C Library Committee - 12/4/18 Annexure D Australian Standing Stones Management Board - 18/4/18

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council

PURPOSE The minutes listed as annexures above have been received from committees of Council for the information of Council.

RECOMMENDATION That the information be noted.

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10.3 Minutes of Other Organisations for Information 3

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Jeff Carroll - Acting Records Supervisor

ANNEXURES Item 10. Annexure A New England Group of Councils - 28/5/18

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Meetings – Other Organisations

PURPOSE The following minutes have been received from other organisations for the information of Council:

New England Group of Councils 28/05/18 Northern Tablelands Regional Weed Committee 08/05/18

RECOMMENDATION That the information be noted.

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11 REPORTS FROM DELEGATES

11.1 Reports from Delegates

REPORT FROM: GENERAL MANAGER’S OFFICE Item 11.1 Author: Debbie Duffell - Executive Assistant

ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council

PURPOSE The following meetings were held by Section 355 Community Committees of Council during May 2018.

Name of Committee Councillor Delegate(s) Date

Community Access Committee 7/5/18 Minerama Committee 9/5/18 Library Committee 10/5/18 Australian Standing Stones Management Board 16/5/18 Roads Consultative Committee 17/5/18 Glen Innes Severn Cemetery Committee 17/5/18 Glen Innes Saleyards Advisory Committee 30/5/18

The following is a list of meetings and functions attended by Councillors during May 2018:

Date Name of Councillor Name of Meeting / Function attended Cr Toms (Mayor) Local Traffic Committee Meeting 1/5/18 Quota International Changeover Dinner 1/5/18 Hunter New England Health Community 3/5/18 Partnerships Forum Tamworth Celtic Festival: Opening Ceremony, Guardians 4/5/18 Luncheon Celtic Festival: Dawn Flag Raising and Welcome, 5/5/18 Grey Street Parade, Guardians Ceremony, Australian Celtic Awards Night Celtic Festival: Kirking of the Tartan, Closing 6/5/18 Ceremony Councillor Forum with the Local State Member, 8/5/18 the Hon. Adam Marshall MP View Club 50th Birthday Luncheon 10/5/18 Arts North West Annual General Meeting 11/5/18

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Roads Consultative Committee Meeting 17/5/18 Armidale Regional Council participate in the 18/5/18 selection committee cull for the Chief Executive Officer (CEO) position Armidale Regional Council – CEO interviews 24/5/18 Ordinary Council Meeting 24/5/18

Item 11.1 New England Group of Councils Board Meeting 28/5/18 White Rock Wind Farm Community Consultative 31/5/18 Committee Meeting Cr Sparks (Deputy Safe in Our Town Meeting and chalk drawings at 1/5/18 Mayor) the High School to raise awareness of domestic violence New England Multicultural Interagency Meeting 2/5/18 Hunter New England Hospitals Managers and 3/5/18 Hospital Committees Meeting at Tamworth Australian Celtic Awards Night 5/5/18 Councillor Forum with the Local State Member, 8/5/18 the Hon. Adam Marshall MP Minerama Committee Meeting 9/5/18 Interagency Meeting 9/5/18 Business In Glen Meeting 9/5/18 NAIDOC Day Meeting 10/5/18 Student Representative Council (SRC) Meeting at 11/5/18 Glen Innes High School Composting Workshop 11/5/18 Arts North West AGM 11/5/18 Glen Innes Local Health Committee Meeting 14/5/18 Library Committee Meeting 17/5/18 Armidale Library Conference 17/5/18 Roads Consultative Committee Meeting 17/5/18 Opening of the RSPCA Paws fundraiser day 20/5/18 GLENRAC “Getting your Group Right” workshop 23/5/18 Ordinary Council Meeting 24/5/18 Cr Frendon Councillor Forum with the Local State Member, 8/5/18 the Hon. Adam Marshall MP Roads Consultative Committee Meeting 17/5/18 Ordinary Council Meeting 24/5/18 Glen Innes Saleyards Advisory Committee 30/5/18 Meeting Cr Price Australian Celtic Festival events 3/5/18 to 6/5/18 Councillor Forum with the Local State Member, 8/5/18 the Hon. Adam Marshall MP Glen Innes Showground Trust Committee 9/5/18 Meeting Glen Innes Highlands Visitors Association 14/5/18 Meeting Australian Standing Stones Management Board 16/5/18 Festival debrief

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Roads Consultative Committee Meeting 17/5/18 Flag raising ceremony - Brittany 19/5/18 Ordinary Council Meeting 24/5/18 GLENRAC training 25/5/18 Cr Smith Rural Fire Service Bush Fire Management 13/5/18

Item 11.1 Committee Meeting Ordinary Council Meeting 24/5/18

RECOMMENDATION That the information be noted.

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12 MATTERS OF AN URGENT NATURE

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13 CLOSED COUNCIL REPORTS

CLOSED COUNCIL To consider Confidential Reports (Section 10A(2) of The Local Government Act 1993) Where it is proposed to close part of the Meeting, the Chairperson will allow members of the public to make representations to or at the meeting, before any part of the meeting is closed to the public, as to whether or not that part of the meeting should be closed to the public. The Chairperson will check with the General Manager whether any written public submissions or representations have been received as to whether or not that part of the meeting should be closed to the public. The grounds on which part of the Council or Committee meeting may be closed to the public are listed in Section 10A(2) of the Local Government Act 1993 and are as follows: (a) personnel matters concerning particular individuals other than Councillors, (b) the personal hardship of any resident or ratepayer, (c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business, (d) commercial information of a confidential nature that would, if disclosed: (i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the council, or (iii) reveal a trade secret, (e) information that would, if disclosed, prejudice the maintenance of law, (f) matters affecting the security of the council, councillors, council staff or council property, (g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege, (h) during the receipt of information or discussion of information concerning the nature and location of a place or an item of Aboriginal significance on community land, (i) alleged contraventions of any code of conduct requirements applicable under section 440. Section 10A(3) of the Act provides that Council, or a Committee of the Council of which all the members are councillors, may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the public. Section 10B(3) of the Act provides that if a meeting is closed during discussion of a motion to close another part of the meeting to the public (as referred to in section 10A(3) of the Act), the consideration of the motion must not include any consideration of the matter or information to be discussed in that other part of the meeting (other than consideration of whether the matter concerned is a matter referred to in section 10A(2) of the Act). Section 10B(1) of the Act provides that a meeting is not to remain closed to the public during the receipt of information or the discussion of matters referred to in section 10A(2): (a) except for so much of the discussion as is necessary to preserve the relevant confidentiality, privilege or security, and (b) if the matter concerned is a matter other than a personnel matter concerning particular individuals, the personal hardship of a resident or ratepayer or a trade secret - unless the Council or committee concerned is satisfied that discussion of the matter in an open meeting would, on balance, be contrary to the public interest. For the purpose of determining whether the discussion of a matter in an open meeting would be contrary to the public interest section 10B(4) of the Act states it is irrelevant that: (a) a person may interpret or misunderstand the discussion, or (b) the discussion of the matter may: (i) cause embarrassment to the Council or committee concerned, or to councillors or to employees of the council, or (ii) cause a loss of confidence in the Council or committee.

Page 158 Glen Innes Severn Council – Open Ordinary Meeting – 28 June 2018 RECOMMENDATION That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 10A(2) of the Local Government Act 1993: Item Report Reason 13.1 Expression of Interest - (c) information that would, if disclosed, Town Hall Tea and Coffee confer a commercial advantage on a Shop person with whom the Council is conducting (or proposes to conduct) business.

13.2 Lease of Crofters Cottage (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

13.3 Expression of Interest - (d) (i) commercial information of a Glen Innes Airport confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.

The following two recommendations will also be put to the Closed Council:

RECOMMENDATION That Council moves out of Closed Council into Open Council.

RECOMMENDATION That the Confidential Closed Council Resolutions be recommended for adoption to the Ordinary Meeting of the Whole of Council.

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