Late Items Agenda of Ordinary Meeting

ITEM 36 - Notice of Motion - Mayoral Minute

REPORT IN BRIEF

Reason For Report	Notice of Motion - Mayoral Minute
Policy Implications	Consistent with Council's Code of Meeting Practice policy and Local Government (General) Regulation 2005
Budget Implications	Nil
Area of Responsibility	Governance
Annexures	Nil
File Number	\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2010 - 178600

Administration Officer's REPORT

A Notice of Motion has been received, duly signed by Clrs Dowling, Durkin and Wilcox.

The Motion reads:

“THAT in future all Mayoral Minutes be tabled at the meeting and distributed to all councillors prior to further consideration.

……………………… ……………………… ………………………

Clr Dowling Clr Durkin Clr Wilcox”

In order for Council to consider the Motion on the day it will have to be moved and seconded.

Recommendation

THAT the Motion be received.

ITEM 37 - Rescission Motion - DA 2007/138 for Seven Lot Rural Subdivision, Kangaroobie Lane

REPORT IN BRIEF

Reason For Report	Rescission Motion
Policy Implications	Consistent with Council's Code of Meeting Practice policy and Local Government (General) Regulation 2005
Budget Implications	Nil
Area of Responsibility	Governance
Annexures	Nil
File Number	\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2010 - 181011

Director of Finance and Corporate Services' REPORT

A Rescission Motion has been received, duly signed by Clrs Duffy, Bleakley, Gosper, Farr, Walker, Dean and Hyde.

The Motion to be rescinded:

Motion (Durkin/MacSmith)

“ THAT

1. Development Application 2007/0138 for a 7 Lot Rural Subdivision of Lot 245 DP 756890 and Lot 1 DP 591097 Kangaroobie Road be approved, subject to the attached draft conditions, and that

2. Access to proposed Lot 5 of the subdivision be via Mulyan Road and the Crown road that extends along the southern boundary of Lot 221 subject to a dust seal and landscaping of 30 metres along the crown road in the vicinity of the existing dwelling and that the road be constructed as far south as possible in the road reserve as proposed by the developer in correspondence dated 1 April 2010.”

Foreshadowed Motion:

1. The Environmental Services and Sustainability Committee support Development application 2007/0138 Subdivision of lot 245 DP756890 AND Lot 1 DP591097 Kangaroobie Road, Subject to the attached Draft Conditions, and that

2. Access to proposed Lot 5 of the subdivision be via Mulyan Road then traversing Smith Road, on the eastern side of Lots 220 and 221 DP756890, and then the Crown Road reserve on the northern side of Lot 220 DP 756890, subject to the draft conditions of development consent that extends along the southern boundary of Lot 221 DP756890.”

Kevin Duffy Noel Bleakley Ian Gosper

John Farr Kevin Walker Geoff Dean

David Hyde

In order for Council to consider the Rescission Motion on the day it will have to be moved and seconded.

Recommendation

THAT the Rescission Motion be received.

ITEM 38 - Snowy Works and Services Workshop

REPORT IN BRIEF

Reason For Report	Report outcomes of the workshop and action plan
Policy Implications	nil
Budget Implications	will require allocation of resources not in budget
Area of Responsibility	governance
Annexures	1. SWS WORKSHOP
File Number	\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2010 - 181714

Director of Engineering and Technical Services' REPORT

The workshop conducted on Monday 12 April considered information obtained by the delegation to Tumut Shire with specific reference to Snowy Works and Services and power point presentation by the Director Engineering and Technical Services.

The general consensus of the workshop was that there are aspects of the SWS structure business model that could be adopted by Cabonne Council to:

· Improve work ethic and culture within the organisation

· Improve productivity

· Promote responsibility and accountability within the work place

· Improve transfer of information and vertical integration of project management processes.

To go forward with the review of councils operations it was generally agreed that another workshop is required and that the DETS is to provide a paper to describe the functions of the ETS Department including areas of responsibility of works and services.

The purpose of the workshop will be to examine the possible establishment of “global budgets” and define levels of service for the various functions of the department with priority given to reviewing the Contestable Works, Urban Services and quarry activities.

Examples of how this may work;

· Establish level of service agreement between the service provider and Council

· Budget responsibly and accountability and

· Responsibility for service delivery

Recent issues relating to the preparation of sporting fields has provided good examples of the need to establish what services are provided and by whom with councils involvement varying throughout the shire.

The workshop will also examine the implementation of project management processes and how these may be improved by the SWS experience exampling the process recently implemented by the Director.

Recommendation

THAT: A further workshop is conducted to closely examine options for the provision of works and services and further that the DETS prepare a paper examining the existing functions of the department with levels of responsibilities and accountability.

ITEM 39 - Kleem Report Workshop

REPORT IN BRIEF

Reason For Report	Report minutes and Councillors comment on the workshop conducted on 12 April 2010
Policy Implications	Nil
Budget Implications	Nil
Area of Responsibility	Governance
Annexures	Nil
File Number	\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2010 - 179226

Director of Engineering and Technical Services' REPORT

The Kleem Report workshop held on Monday 12 April considered the recommendation form the interim Kleem report on Corporate, Engineering and Technical Services and Environmental Services.

The following table contains comment from the workshop.

Kleem Recommendation GM Director Comment Comment from Workshop

1	That the programme of actions out of the Communications Review be continued inclusive of the appointment of a Community Officer.	Media liaison officer appointed Still waiting for upgrade of data communicate speed of link (Telstra link). Policy requires to be responded to within 10 working days.	Cr Culverson - Concern that allocation of numbers for Customer Service Requests not given over the phone (Cudal) What is the timeframe for responding to CSR? Clr Hyde - fills out CSR on behalf f the constituent
2	That the consultative initiatives in 2009 be maintained in any new or planned strategies in 2010.	Community consultation meetings appropriate forum for community to make “contact” with senior staff and Councillors. Requires further refinement to focus on strategic/broad based issues not “pot Hole” issues.
3	That a more formal approach be taken to succession planning in meeting Human Resources shortages across the organisation.	Targeting key positions Difficult to implement succession planning when people not in organisation WBC received a grant for targeted positions Formal strategy to be developed with WBC.	What action taken 2007 – DLG Reform Program? Actions taken to address RH issues?
4	That the progress on LAIP and CIP be monitored.	Council resolved to take firm position for these projects giving cut off time for completion. DESTS to appoint staff to be responsible for the program and to ensure projects completed.	How will project status be monitored? DETS to follow up LAIP and CIP projects to ensure projects are being done
5	That the local purchasing policy be promoted and enforced at every opportunity.	DETS to ensure procedures for purchasing locally is adhered to. PO is required to obtain price (quotes) from local supplier.	Clr Dean – continually asking for quotes from business is time wasting List of consumables monthly to local business (DETS to monitor)
6	That the WBC Development Application Kit be promoted as a model for New South Wales.		Clr Hyde - Not available from any out-let Run out of first run Staff member not in favour of new DA kit? Not recommended by certain staff members
	Engineering and Technical Services
7	That efforts be undertaken to address the “them and us” syndrome that exists between Cudal and Molong offices, and that further efforts be undertaken regarding geography constraints	DETS to foster communication between Departments. Implement interdepartmental Managers meetings	Support move to hold Managers meetings to follow QBRs
8	That John Kleem Consulting discuss with the General Manager and Director the content of a program targeting practices, communication, procedures and organisation in the Department.	Meeting to be arranged
9	That the location of the Department be confirmed at Cudal at the present time subject to continued monitoring.	Continue to look at ways of overcoming geographical constraints. Improvements to communications (data) lines on going.	Concur
10	That the linkage between budget, design and Works continue to be developed and improved.	ETS structure facilitates this interaction and process for Budget, Design and Construction. Process included in Project Management Guidelines	Clr Duffy - change structure Independent consultant
11	That delegations, responsibilities and authorities of management and staff in the Department be reviewed.	Noted	Cr Bleakley – this requires constant review and should be discussed in the SWS workshop
12	That the lack of regular management meetings be investigated.	Noted. Managers to set dates for meetings and give high priority.	Concur
13	That the training programs now in place for the Department be checked for effectiveness at the supervisory and managerial levels.	Human Resources officer and Department heads review skills matrix after Development Assessment Appraisals.	Cr Dean- Need to consider productivity as well
14	That HR matters canvassed in the Report be detailed and further investigated.	Noted. Ensure matters relating to staff OH&S and employment conditions be included on the agenda of the OH&S and Consultative Committees.	Concur
15	That management through an internal working party examine all potential aspects associated with project management, competition and contracting.	DETS to review project management procedures and develop Project Management Tool Kit. Develop terms of Reference for the Working Party Establish working party and make up.	This matter to be further considered in the SWS workshop
16	That all other matters be a matter for liaison with the Director and an Action Plan be provided to the General Manager	Noted	Matters raised in report be provided to the GM.
	Environmental Services
17	That the current office layout be reviewed urgently with a height reduction in partitions and consideration of other options.	Not considered to be the highest priority issue	General concurrence Cr Hyde – What is the most important issue? DES – the “TEAM”, under resourced and working under great difficulty, therefore the health and wellbeing of staff is paramount.
18	That action be concentrated on the recruitment of appropriate planning staff and that the Director report further on aspects of retention and recruitment.		Concur
19	That the Organisational Structure of the Department be kept under review.		Noted
20	That an internal workshop on Development Assessment be held.
21	That more work be done to achieve the necessary integration of the Department with Engineering and Technical Services.	Inter departmental managers meetings will assist this.	Noted
22	That the potential use of databases, the creation of templates and the compatibility of systems be investigated and implemented in the areas of Planning, Building, Food and Health.	In train.	Noted
23	That the Director determine the functions, authorities and training required for ranger duties in the Department.		Noted
24	That the prospect of improving co-operation with Community Services continue to be monitored.		Noted
25	That the WBC Alliance gives greater emphasis to Strategic Planning.		Noted
26	That policy and legislative change be communicated to Customer Service to assist both the Department and customers.		Noted