cabonne Council colour 200 wide

 

 

 

 

 

 

15 February 2011

 

 

NOTICE OF ORDINARY COUNCIL MEETING

 

Your attendance is respectfully requested at the Ordinary Meeting of Cabonne Council convened for Monday 21 February, 2011 commencing at 9.30am, at the Cabonne Shire Office, Bank Street, Molong to consider the undermentioned business.

 

Yours faithfully,

 

 

a GM signature

GLP Fleming

GENERAL MANAGER

 

ORDER OF BUSINESS

 

1)       Open Ordinary Meeting

2)       Consideration of Mayoral Minute

3)       Consideration of General Manager’s Report

4)       Matters of Urgency

5)       Resolve into Committee of the Whole

a)    Consideration of Closed Items

6)       Adoption of Closed Committee of the Whole Report

 

 

 

 


 

ATTENDEES – FEBRUARY 2011 COUNCIL MEETING

 

 

10.20am   

Melanie Townsend – Volunteer of the Month

Jasper Ford – Youth of the Month

10.30am

Roger Dunn – Presentation of Outstanding Service Award

10.45am

2011 Daroo Award Launch

12.30pm

Rhonda Watt – Cumnock Progress Association regarding solar power project

12.45pm

Eileen Ford – Representation regarding Molong Cemetery

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

 

http://cc2k/intranet/images/cabonne%20Council%20colour.JPG

 

 

 

 

COUNCIL’S MISSION

“To be a progressive and innovative Council which maintains relevance through local governance to its community and diverse rural area by facilitating the provision of services to satisfy identified current and future needs.”

 

 
 

 

 


         

 

 

 

 

 

 

 

 

 

COUNCIL’S VISION

Cabonne Council is committed to providing sustainable local government to our rural communities through consultation and sound financial management which will ensure equitable resource allocation.

 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 


GENERAL MANAGER’S REPORT ON MATTERS FOR DETERMINATION SUBMITTED TO THE Ordinary Council Meeting TO BE HELD ON Monday 21 February, 2011

Page 1

TABLE OF CONTENTS

 

 

 

ITEM 1      APPLICATIONS FOR LEAVE OF ABSENCE.................................. 5

ITEM 2      DECLARATIONS OF INTEREST....................................................... 5

ITEM 3      DECLARATIONS OF POLITICAL DONATIONS ............................ 6

ITEM 4      MAYORAL MINUTE - APPOINTMENTS........................................... 6

ITEM 5      CONFIRMATION OF THE MINUTES................................................. 7

ITEM 6      BUSINESS PAPER ITEMS FOR NOTING........................................ 7

ITEM 7      Questions For Next Meeting................................................... 8

ITEM 8      2011 NATIONAL GENERAL ASSEMBLY........................................ 9

ITEM 9      RURAL FIRE SERVICES NSW - LOCAL GOVERNMENT ALLOCATIONS 2010/2011.............................................................................................. 10

ITEM 10    REGIONAL TOWNS WATER QUALITY AND SECURITY REVIEW   12

ITEM 11    EMERGENCY SERVICES COMMITTEE........................................ 14

ITEM 12    Recording of Council Meetings........................................ 15

ITEM 13    2010/2011 Management Plan - Second Quarterly Review to 31 December.......................................................................................... 17

ITEM 14    POLICY DATABASE - PROCUREMENT (Including Local Preference) POLICY.................................................................................................. 18

ITEM 15    Policy database - Cabonne Libraries Internet Usage Policy    19

ITEM 16    Code of Meeting Practice Policy..................................... 20

ITEM 17    Request for Assistance with Legal Costs - Ballina Shire Council................................................................................................................. 21

ITEM 18    ANZAC Day......................................................................................... 23

ITEM 19    ECONOMIC DEVELOPMENT & TOURISM COMMITTEE MEETING 24

ITEM 20    COMMUNITY SERVICES COMMITTEE MEETING...................... 25

ITEM 21    Cumnock Progress Association request for Guarantor for Solar Panel Project................................................................ 25

ITEM 22    Quarterly Budget Report for the period 01/10/2010 to 31/12/2010................................................................................................................. 28

ITEM 23    Molong Flood Study................................................................. 32

ITEM 24    Orange Drought Relief Connection - investigation report January 2011................................................................................... 34

ITEM 25    Village Green, Community Survey................................... 36

ITEM 26    WORKS COMMITTEE MEETING MINUTES.................................. 38

ITEM 27    Camping at Memorial Park, Eugowra............................ 38

ITEM 28    Bank Street streetscaping in Molong......................... 39

ITEM 29    REQUEST FOR WAIVER OF FEES................................................ 41

ITEM 30    MODIFICATION OF DEVELOPMENT APPLICATION 2008/163
THIRTEEN LOT SUBDIVISION OF LOT 29 DP 1112219 TILGA STREET, CANOWINDRA....................................................................................
42

ITEM 31    REQUEST UNDER S82A OF THE ENVIRONMENTAL PLANNING AND ASSESMENT ACT TO REVIEW THE DETERMINATION FOR DA 2010/177
PROPOSED ANIMAL BOARDING AND TRAINING ESTABLISHMENT AND ANCILLARY DWELLING – LOT 100 DP 1145134, FOUR MILE CREEK ROAD, CADIA....................................................................................................
43

ITEM 32    DEVELOPMENT CONTROL PLAN 16 – INTERIM GUIDELINES FOR THE DEVELOPMENT OF FLOOD PRONE LAND IN EUGOWRA..... 45

ITEM 33    GOLD AND COPPER RESOURCES - PROPOSED LARGE SCALE GEOPHYSICAL SURVEY.................................................................. 47

ITEM 34    ENVIRONMENTAL SERVICES AND SUSTAINABILITY COMMITTEE MEETING................................................................................................................. 48

Confidential Items

 

Clause 240(4) of the Local Government (General) Regulation 2005 requires Council to refer any business to be considered when the meeting is closed to the public in the Ordinary Business Paper prepared for the same meeting.  Council will discuss the following items under the terms of the Local Government Act 1993 Section 10A(2), as follows:

 

ITEM 1      CARRYING OF COUNCIL INTO CLOSED COMMITTEE OF THE WHOLE MEETING

Procedural

ITEM 2      ENDORSEMENT OF PROCEEDINGS OF CONFIDENTIAL MATTERS CONSIDERED AT COMMITTEE OF THE WHOLE MEETING

Procedural

ITEM 3      MAYORAL MINUTE - GENERAL MANAGER'S PERFORMANCE REVIEW AND CONTRACT MATTERS

(a) personnel matters concerning particular individuals (other than councillors)

ITEM 4      Manildra Library

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business

ITEM 5      DEBT RECOVERY OF OUTSTANDING RATES - ASSESSMENTS 4646.00000.2 AND 3895.42000.2

(b) matters in relation to the personal hardship of a resident or ratepayer

ITEM 6      Long Point Road - Orange City Council Pipeline

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business (Land acquisition )

ITEM 7      AFTER HOURS CALL OUT PROCEDURES

(a) personnel matters concerning particular individuals (other than councillors)

ITEM 8      Eugowra voluntary purchase of flood affected houses

(a) personnel matters concerning particular individuals (other than councillors)

ITEM 9      Quote to manage the Canowindra Caravan Park

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business   

 

ANNEXURE ITEMS

 

ANNEXURE 5.1    January 17th 2011 Extraordinary Minutes.pdf    49

ANNEXURE 5.2    December 20th 2010 Ordinary Council Minutes.pdf    53

ANNEXURE 9.1    Council 2011-01-17 [217712].doc................................ 79

ANNEXURE 10.1  regional towns water review.pdf.................... 83

ANNEXURE 11.1  ES Committee - terms of reference.doc........ 91

ANNEXURE 13.1  10 - 11 Strategic Plan Review................................. 92

ANNEXURE 14.1  DRAFT Procurement (including local preference) Policy                                                                                                 119

ANNEXURE 16.1  Request to call an Extraordinary meeting of Council Form..................................................................................... 126

ANNEXURE 19.1  EDT February Minutes.pdf..................................... 127

ANNEXURE 20.1  CS Feb Minutes.pdf..................................................... 132

ANNEXURE 22.1  Reserves Master List December 2010 qbr.pdf 135

ANNEXURE 22.2  December 2010 QBR Annexure.pdf..................... 141

ANNEXURE 23.1  Council 2010-09-20 [197946].doc............................. 142

ANNEXURE 23.2  Molong Flood Study - Fee Variation _Letter (270910).pdf 144

ANNEXURE 24.1  orange city council report.DOC..................... 147

ANNEXURE 25.1  village green survey results.doc................ 161

ANNEXURE 26.1  Works Minutes Feb.pdf............................................ 163

ANNEXURE 29.1  Request for Council to Waive Fees for Removal of Rubbish ............................................................................. 168

ANNEXURE 30.1  Environmental Services Committee Report 169

ANNEXURE 31.1  Objection letter 1..................................................... 176

ANNEXURE 31.2  Objection letter 2..................................................... 184

ANNEXURE 31.3  Objection letter 3..................................................... 186

ANNEXURE 31.4  Bore licence.................................................................. 189

ANNEXURE 31.5  Bore licence capacity letter from NSW Water 190

ANNEXURE 31.6  Planning Report - Peter Basha......................... 191

ANNEXURE 31.7  Formal Notice of Approval................................. 228

ANNEXURE 33.1  GCR map............................................................................. 240

ANNEXURE 34.1  Minutes of the Environmental Services Committee held on 7 February 2011............................................................. 241 

 


 

 

ITEM 1 - APPLICATIONS FOR LEAVE OF ABSENCE

REPORT IN BRIEF

 

Reason For Report

To allow tendering of apologies for Councillors not present.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

GOVERNANCE - Procedural

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217871

 

General Manager's REPORT

 

A call for apologies is to be made.

 

 

Recommendation

 

THAT any apologies tendered be accepted and the necessary leave of absence be granted.

 

 

ITEM 2 - DECLARATIONS OF INTEREST

REPORT IN BRIEF

 

Reason For Report

To allow an opportunity for Councillors to declare an interest in any items to be determined at this meeting.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

GOVERNANCE - Procedural

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217922

 

General Manager's REPORT

 

A call for declarations of interest.

 

 

Recommendation

 

THAT the Declarations of Interest be noted.

 

 

 

 

ITEM 3 - DECLARATIONS OF POLITICAL DONATIONS

REPORT IN BRIEF

 

Reason For Report

To allow an opportunity for Councillors to declare any political donations received.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

GOVERNANCE - Procedural

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217933

 

General Manager's REPORT

 

A call for Political Donations.

 

 

Recommendation

 

THAT any Political Donations be noted.

 

ITEM 4 - MAYORAL MINUTE - APPOINTMENTS

REPORT IN BRIEF

 

Reason For Report

To allow noting of the Mayoral appointments plus other Councillors' activities Reports.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Governance

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217951

 

General Manager's REPORT

 

A call for the Mayoral appointments and attendances as well as other Councillors’ activities reports to be tabled/read out.

 

 

Recommendation

 

THAT the information contained in the Mayoral Minute be noted.

 

 

 

ITEM 5 - CONFIRMATION OF THE MINUTES

REPORT IN BRIEF

 

Reason For Report

Adoption of Minutes

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

GOVERNANCE - Procedural

Annexures

1.  January 17th 2011 Extraordinary Minutes.pdf

2.  December 20th 2010 Ordinary Council Minutes.pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217962

 

General Manager's REPORT

 

The following minutes are attached for endorsement.

1.   Minutes of the Ordinary Council meeting held on 20 December 2010

2.   Minutes of the Extraordinary meeting held on 17 January 2011

 

Recommendation

 

THAT the minutes of the Ordinary Meeting held on 20 December 2010 and the Extraordinary Meeting held on 17 January 2011 be adopted.

 

 

 

ITEM 6 - BUSINESS PAPER ITEMS FOR NOTING

REPORT IN BRIEF

 

File Number

217986

Reason For Report

Provides an opportunity for Councillors to call items for noting for discussion and recommends remainder to be noted.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Administration

Annexures

Nil   

 


General Manager's REPORT

 

In the second part of Council’s Business Paper are items included for Council’s information.

 

In accordance with Council’s format for its Business Paper, Councillors wishing to discuss any item are requested to call that item.

 

 

Recommendation

 

THAT:

1.         Councillors call any items they wish to further consider.

2.         The balance of the items be noted.

 

 

 

ITEM 7 - Questions For Next Meeting

REPORT IN BRIEF

 

Reason For Report

To provide Councillors with an opportunity to ask questions/raise matters which can be provided/addressed at the next Council Meeting.

Policy Implications

Consistent with Council's Meetings Practice Policy

Budget Implications

Nil

Area of Responsibility

Council Meetings

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217974

 

Administration Manager's REPORT

 

A call for questions for which an answer is to be provided if possible or a report submitted to the next Council meeting.

 

 

Recommendation

 

THAT Council receive a report at the next Council meeting in relation to questions asked / matters raised, where necessary.

 

 


 

ITEM 8 - 2011 NATIONAL GENERAL ASSEMBLY

REPORT IN BRIEF

 

Reason For Report

Advising of call for Motions for the 2011 NGA

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Government Relations

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2010 - 217887

 

General Manager's REPORT

 

The Australian Local Government Association (ALGA) have made a call for motions for this year’s National General Assembly to be held in Canberra from 19- 22 June.

 

The ALGA is calling for motions under this year’s theme “Growing with our Community – Partnership, Place and Position”.

 

To be eligible for inclusion motions must follow the principles:

 

·    Fall under one of the themes – partnership, place and position;

·    Be relevant to the work of local government nationally, and

·   Complement or build on the policy objectives of state or territory association

 

To assist councils in the preparation of motions a discussion paper has been made available which can be accessed through the National General Assembly website at www.nga.alga.asn.au or alternatively a copy can be provided by contacting Council’s Director of Finance and Corporate Services.

 

The themes are described in the discussion paper as follows:

 

Place

·    Recognising that individuals and households live and work in suburbs, neighbourhoods, farms, cities, towns and local communities.

 

Position

·    Referring to the need for local government to be seen and treated as an integral part of the Australia federal system.

 

Partnership

·    Recognises that government service provision, including regulation, is a shared responsibility.

 

Motions must be submitted by Friday 22 April to be considered for inclusion at the 2011 National General Assembly.

 

 

 

Recommendation

 

THAT Council consider any matters for motions which reside within one of the three themes to be submitted for consideration at the 2011 National General Assembly.

 

 

 

 

ITEM 9 - RURAL FIRE SERVICES NSW - LOCAL GOVERNMENT ALLOCATIONS 2010/2011

REPORT IN BRIEF

 

Reason For Report

To update Council in relation to ongoing discussions concerning the significant increase in RFS contributions backdated for 2010/2011 and implications for 2011/2012

Policy Implications

Yes - depending upon RFS response in future years

Budget Implications

Yes - exceeds Council 2010/2011 budget allocation.

Area of Responsibility

Emergency Services

Annexures

1.  Council 2011-01-17 [217712].doc    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222676

 

General Manager's REPORT

 

Council at the Extraordinary meeting held on 17 January 2011, considered a Mayoral Minute, one of the topics of which was the Rural Fire Service (RFS) Allocations for 2010/2011 and subsequent years.

 

The Mayoral Minute indicated an increase in contributions of 49.2% or $74,570.  A full copy of the Mayoral Minute is attached for Council’s information.

 

Council, as a result of the consideration of the Mayoral Minute, resolved as follows:

 

“Based on the information currently before Council, that Council withhold any additional Rural Fire Service contributions above the 2010/2011 budget allocations as previously approved by Council.

That a further report on the Rural Fire Service contributions be presented to Council’s February Meeting.”

 

Since that time there have been ongoing discussions and meetings with the RFS and an amended contribution has now been provided which indicates the contribution is $184,901, an increase in the contribution of $32,870 or 21.6% over Council’s 2010/2011 adopted budget of $152,031.

 

The amended allocation follows reconsideration of the matter by the Minister for Emergency Services and the RFS, however the allocation is still in excess of Council’s 2010/2011 budget allocation.

 

Council will note that the main reason for the increase in allocation is in relation to Program Charges which have increased quite significantly by $746,758.

 

Concern has been expressed by the four Councils of the Canobolas Zone and by Councils across NSW, that the details of the increase in Program Charges has not been provided to Councils and that the methodology for the calculation of the contribution has not been provided either.

 

Council subsequently submitted a late Motion to the E Division Conference on Friday 11 February, as follows:

 

THAT:

 

1.       In view of the excessive increases in Program Charges from the Rural Fire Service, that they be requested to provide more extensive break-up of Program Charges which have been thrust upon Councils.

 

2.       The Rural Fire Service also provide details concerning the methodology for the calculation of contributions by local government Councils.

 

This Motion was carried unanimously at the E Division Conference.

 

A review of the requested contribution has been undertaken with a view to ensuring that the contribution by Council is in line with its adopted budget allocation which it advised to the RFS in August last year.  It appears that by delaying the construction of a fire shed until 2011/2012 Council’s budget allocation will be sufficient to cover the new contribution.  In the interim, Council can then obtain further information from the RFS to determine its position for 2011/2012 and future budgets.

 

There is wide spread concern in local government that Program Charges are funding head office and other administrative and corporate support activities, which impact on the ability of funds to be provided for bushfire tankers, equipment and on-ground services to volunteers.  This is a matter that will receive considerable attention from individual councils and the LGSA in the coming months and it is hoped that a clearer picture will emerge.

 

In the interim it is suggested that Council defer the contribution to the construction of one bushfire shed to the 2011/2012 year which will enable:

 

a)   Council to meet its adopted budget projections for 2010/2011; and

b)   Enable ongoing discussions for the future evaluation of Program and other charges with the RFS.

 

 

Recommendation

 

THAT:

 

1.   The Rural Fire Service be advised that Council’s contribution for 2010/2011 is $152,031 as previously advised.

 

2.   Council defer the contribution to construction of one bushfire shed until the 2011/2012 financial year.

 

3.   A further report be presented to Council on the matter of RFS contributions when additional information is to hand.

 

 

 

 

ITEM 10 - REGIONAL TOWNS WATER QUALITY AND SECURITY REVIEW

REPORT IN BRIEF

 

Reason For Report

Advising Council of the release of the Regional Towns Water Quality and Security Review and requesting consideration of a further report to Council.

Policy Implications

Against previous Council resolutions concerning the ownership and control of water asssets at the local level

Budget Implications

Potentially very dramatic

Area of Responsibility

Water Supply

Annexures

1.  regional towns water review.pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222580

 

General Manager's REPORT

 

On 31st January 2011, Infrastructure Australia released a report entitled “Regional Towns Water Quality and Security Review”.  This Review has the potential for dramatic impact on Cabonne ratepayers.

 

A copy of the media release and executive summary of the Review are attached for Council’s information.

 

Council will note that the key recommendations from the report, which mainly affect NSW and Queensland, can be summarised as follows:

 

1.   Mandate compliance with Australian Drinking Water guidelines through legislation or regulation.

 

2.   To implement a nationally consistent best practice management framework for all water utilities.

 

3.   Improve water pricing.

 

4.   Develop a more highly skilled workforce to operate and maintain water systems in regional water utilities by developing a nationally consistent trade qualification.

 

5.   Reform the government structure of regional water utilities in regional NSW and Queensland.

 

Concern has been expressed by the LGSA and Councils already regarding some aspects of the report, particularly; the data on which the report was based, a generalisation about water supply utilities, the lack of consideration of the changes that have taken place in NSW local government through Best Practice and the lack of consultation with local government water utilities, county councils and indeed the NSW Office of Water.

 

Infrastructure Australia have invited feedback on the findings and recommendations in the report by 25 March 2011.

 

The report has been referred to Council’s Director of Engineering & Technical Services and Director of Finance & Corporate Services for more thorough evaluation and it is proposed to present a full report to Council’s March meeting, with appropriate recommendations, to enable a submission to be made by the due date.

 

At this early stage, whilst there are some positive aspects of the report (eg recommendations 1 to 4), there has certainly been concern expressed by local government as to the implications for ratepayers.  One of the concerns is the formation of government owned instrumentalities which takes consumers down the path that electricity authorities have followed over the last 20 years.  These authorities were originally accountable to Councils and ratepayers, however were taken over by State Government and are now privatised and sold off with huge increases in electricity costs, dividends to State Government and, ultimately, significant disadvantages to consumers.

 

As more information becomes available from the LGSA and the ALGA, this will be forwarded to Councillors.

 

 

Recommendation

 

THAT:

 

1.   Council receive a further report on the Regional Towns Water Quality and Security Review at its March meeting.

 

2.   Council participate in any forums coordinated by local government to discuss the issue.

 

 

 

 

ITEM 11 - EMERGENCY SERVICES COMMITTEE

REPORT IN BRIEF

 

Reason For Report

To outline the role of the Emergency Services Committee.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Governance

Annexures

1.  ES Committee - terms of reference.doc    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 220853

 

Director of Finance and Corporate Services' REPORT

 

Council at its Extraordinary meeting held on 17 January 2011, resolved:

 

“THAT Council receive a report to its February Council Meeting in relation to the role of the Emergency Services Committee (listed as being a Panel A Committee)”.

 

The Emergency Services Committee was established quite a number of years ago when Council was directly responsible for fire control matters and employed its own Fire Control Officer and support staff.  A copy of the Committee’s objectives, responsibilities and terms of reference are attached.

 

On 1st July 2001, the Rural Fire Service took over responsibility for employment of the Fire Control Officer and support staff and at the same time Council entered into a Service Level Agreement with the Rural Fire Service to provide the Rural Fire Service activities, previously the responsibility of Council.

 

At approximately the same time, Council entered into a Zone Agreement with Orange and Blayney Councils, to enable the Rural Fire Service to have sufficient staff thresholds to meet their occupational health and safety requirements, with Cowra Council joining the zone at a later date.  As part of the oversight requirements of the Zone, a Canobolas Zone Liaison Committee was formed to administer the Canobolas Zone Service Level Agreement.  Council’s current representatives to the Canobolas Zone Liaison Committee are Clr I Gosper and the Director of Engineering & Technical Services, with Clr L MacSmith as alternate delegate.

 

A second committee, established under the Rural Fires Act 1997, has also been established, being the Canobolas Bush Fire Management Committee.  This committee is a statutory committee whose main objective is to ensure that Land Management Agencies comply with their hazard reduction requirements.

 

Council’s representative to the Canobolas Bush Fire Management Committee is Clr L MacSmith with Clr I Gosper as alternate delegate and Council’s Director of Environmental Services as an observer.

 

 

 

In addition to Rural Fire Service matters, the State Emergency and Rescue Management Act 1989, has established a hierarchy for the management of emergencies during their various stages and at levels covering local, district and state emergencies.

 

Management Plans have been developed for each level of emergency and these outline the roles of the different combat and support agencies.  The plans do not include a separate role for a committee such as the Emergency Services Committee as it appears to have been gradually superseded over time.

 

 

 

Recommendation

 

THAT Council no longer maintain an Emergency Services Committee.

 

 

 

 


ITEM 12 - Recording of Council Meetings

REPORT IN BRIEF

 

Reason For Report

To report on recording of Council Meetings

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Governance

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222672

 

Director of Finance and Corporate Services' REPORT

 

At the September Council Meeting, Council resolved;

 

“THAT Council staff investigate other Councils currently recording their meetings and submit a further report to Council”

 

In researching to comply with the resolution, Council received the results of a survey conducted in February 2010 by Wagga Council which resulted in 44 replies. Of these 64% indicated that they do record Council meetings and 36% indicated they did not.

 

Legislation that was also researched in relation to this report was as follows:-

 

·    Government Information (Public Access) Act 2009

·    Surveillance Devices Act 2007

·    Local Government Act 1993

·    Local Government (General) Regulation 2005

·    Privacy and Personal Information Protection Act 1998

·    State Records Act 1998

 

Under clause 273 of the Local Government (General) Regulation 2005, “a person may use a tape recorder to record the proceedings of a meeting of a Council or a Committee of a Council only with the authority of the Council or Committee”. The clause then goes on to provide sanctions should a person record a meeting without such a resolution having been passed.

 

To comply with the Surveillance Devices Act 2007, and the Privacy and Personal Information Protection Act 1998, Council would need to provide advice to members of the public attending meetings that an audio recording of the meeting will be made. In addition, notices should be displayed in the public gallery and included on the Council Meeting notice for each meeting. The wording of the advice would be, “this meeting is being audio recorded for minute taking purposes as authorised by the Local Government Act 1993”.

 

Under the State Records Act 1998, any recordings would need to be maintained for a period of three months after their creation and would be subject to access by complying with court orders, warrants, subpoenas or legislation such as the Government Information (Public Access) Act 2009.

 

A user manual has been provided by Privacy NSW titled “Tape recording of Council Meetings”. Under the heading Is collection of the information “reasonably necessary”? the Privacy NSW states:

 

“ Minutes only need to record the decisions made by the Council and any other matters that are relevant. Collecting personal information by taping of conversations may aid this purpose by enabling the Council to check the accuracy of the minutes.

 

However, the collection by tape recording potentially gathers far more information than is necessary to achieve the purpose. If some or many Councils don’t tape record their meetings, it could be argued that if they don’t find this practice necessary to achieve accurate minutes, why should other Councils? On this basis, the collection of personal information by tape recording meetings could potentially breach section 8(1)(b) of the Personal Information and Privacy Act”.

 

Further research has also indicated that should Council pass a resolution under clause 273 of the Regulations, then it would not be possible for an individual Councillor to decline to be recorded due to the meeting then being classified as a public meeting within the meaning of the Surveillance Devices Act.

 

Recommendation

 

THAT Council determine whether it wishes to record Council and/or Committee Meetings.

 

 

 

ITEM 13 - 2010/2011 Management Plan - Second Quarterly Review to 31 December

REPORT IN BRIEF

 

Reason For Report

Providing the second quarterly progress report on Council's 2010/2011 Management Plan

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Corporate Management/Planning

Annexures

1.  10 - 11 Strategic Plan Review    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222838

 

Director of Finance and Corporate Services' REPORT

 

The Local Government Act requires Council to consider a quarterly report on the review of its annual Management Plan.

 

The purpose of this report is to allow Council to assess its performance against its agreed objectives, actions and strategies.

 

The second Quarterly Management Plan review for 2010/2011 is provided with the business papers which shows the culmination of the actions and strategies undertaken in the preceding quarter.

 

For this, the second quarterly review, the following items are noteworthy:

 

·    Transport Consultation meeting held 6 July 2010

·    Access ramps constructed for disabled access

·    Manildra Sewerage Treatment Plant progressing

·    Strategic Review of Waste Management Services Commenced

·    Preliminary investigations commenced for S94 development plans.

 

 

Recommendation

 

THAT subject to any alterations that the Council deems necessary at the February meeting, the update of the Management Plan to 31 December 2010, as presented be adopted.

 

 

 

 

ITEM 14 - POLICY DATABASE - PROCUREMENT (Including Local Preference) POLICY

REPORT IN BRIEF

 

Reason For Report

For Council to consider adoption of the annexed Draft Procurement (Including Local Preference) Policy

Policy Implications

Yes - will become Council's Policy

Budget Implications

Nil

Area of Responsibility

Policy

Annexures

1.  DRAFT Procurement (including local preference) Policy    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 218957

 


Administration Manager's REPORT

 

Council received a report to its November Council meeting which made recommendations as to inclusions into a Draft Procurement (including local preference) Policy.

 

Council resolved, inter alia, THAT Council:

 

2.    Receive a further report for adoption of the Procurement (including Local Preference) Policy once finalised.

3.    Prepare a policy including a “commonsense approach” allowing for inclusion of a buffer (a percentage) at a later stage with a view to supporting local industry.

 

In the closed session that followed Council also received a report which provided detail relating to Council’s local purchase of goods.

 

A draft policy was prepared and submitted to the December 2010 Council meeting at which time Council resolved to defer this item to the February 2011 meeting.  A copy of the draft policy is annexed for Council’s consideration and adoption.

 

Councillors should be mindful that a policy provides high level direction and establish key principles; guidelines further expand on the policy and provide clarity where needed whilst procedures provide more specific detail for the application of the policy.  These supplementary documents can be prepared once the policy is adopted.

 

 

Recommendation

 

THAT Council adopt the annexed draft Procurement (including local preference) Policy.

 

ITEM 15 - Policy database - Cabonne Libraries Internet Usage Policy

REPORT IN BRIEF

 

Reason For Report

Additions to the policy to accommodate the increasing use of library computers for 'interactive' activities

Policy Implications

Yes - consistent with Central West Libraries Internet Public Use Policy previously adopted by Council

Budget Implications

Yes - minimal increase in revenue

Area of Responsibility

Libraries

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 219259

 

Administration Manager's REPORT

 

Council currently advertises its Library charges in the Fees and Charges and includes a fee for emailing and printing.  The fee is set by matching Orange City Council’s rates as previously resolved by Council: the email rate for 2010/11 is $2 per 20 minutes.  Use of the computers for general research, browsing etc is free.

 

During the recent annual Libraries Tour it was noted that there is an increasing trend for the computers provided by Council for use by Library patrons to be used for ‘interactive’ activities.

 

Interactive use includes email (which is charged for) and accessing social networking sites such as facebook, twitter etc; and activities auction and purchasing transactions such as eBay and internet banking transactions, etc.

 

As these activities are not consistent with traditional library services and in fact can utilise limited computer time at the expense of library patrons; and additionally has the potential to inadvertently provide a free service which takes away business from an existing or potential local Internet Café.

 

With a view to discouraging this type of use of library resources it is recommended that a fee be introduced for ‘interactive’ use as described above at a rate equal to or higher than that being provided by local businesses, where provided.  In the absence of competition the rate should be equal to the fee for email usage.

 

 

Recommendation

 

THAT Council adopt a policy including prescribing a fee for ‘interactive’ use of library computers with said fee to be equivalent to the use of email or equal to that charged by a local Internet Café business, if applicable.

 

 

ITEM 16 - Code of Meeting Practice Policy

REPORT IN BRIEF

 

Reason For Report

Advising of minor update for endorsement

Policy Implications

Yes - will update Council's current Code of Meeting Practice policy

Budget Implications

Nil

Area of Responsibility

Policy

Annexures

1.  Request to call an Extraordinary meeting of Council Form    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217734

 

Administration Manager's REPORT

 

Councillors may recall that at the 20 September 2010 Council meeting it was noted that the previous practice of delegating authority to the Mayor (or Deputy Mayor in the Mayor’s absence) to call an extraordinary meeting was not technically compliant with the Local Government Act or Regulation.

 

It was further noted that a written request by 2 Councillors is to be submitted to the Mayor who will then ‘call’ a meeting.

 

A Form, sample annexed, has been developed for this purpose and councillors are to use same when submitting a request to the Mayor to call an extraordinary meeting.

 

It is proposed to update the Code of Meeting Practice Policy to make reference to the prescribed Form.

 

 

Recommendation

 

THAT the Code of Meeting Practice Policy be updated with a reference to the prescribed Form to be used to request the calling of an Extraordinary meeting.

 

 

 

 

ITEM 17 - Request for Assistance with Legal Costs - Ballina Shire Council

REPORT IN BRIEF

 

Reason For Report

To consider a request to assist Ballina Shire Council with legal costs incurred

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Local & Regional Liasion

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217606

 

Administration Officer's REPORT

 

Council will be aware of Local Government & Shires Association’s Legal Assistance Policy which allows for a council to seek the support of the Associations in seeking contributions from all councils with legal costs in a matter that involves a major local government principle, even where the council involved is not so seriously affected by the outcome of the case, that the legal costs associated with pursuing the principle outweigh any other consequence.

 

The Local Government & Shires Association has approved an application by Ballina Shire Council (“Council”) for assistance under the Legal Assistance Policy.

 

Facts of the matter:-

Ballina Shire Council has recently been the respondent in a Class 4 matter in the Land and Environment Court.  “Class 4” of the Land and Environment Court deals with environmental planning and protection matters (civil enforcement and judicial review).  The question that the Court was required to answer was whether the development proposed is designated development within the meaning of the Environmental Planning and Assessment Act 1979.

 

Council argued that the development was designated development, being an extractive industry, and therefore an environmental impact statement was required and as such would not determine the development application.  The applicant contended that the development was not an extractive industry and therefore was not designated development.  The site in question was a residue allotment following compulsory acquisition of land by the RTA for construction of the Ballina Bypass.

 

There were 2 engineering constraints on the site.  Firstly, that the road was being built on land which is subject to flood inundation and secondly the road was being constructed on land that was described as soft soil.  In the road construction process excess road material from soft soil road compaction needs to be disposed of so that the construction process can proceed.  The applicant lodged a development application with council being for the temporary stockpile of 100,000m3 of soil and rock on the residue lot.

 

Council received advice from their solicitors that the proposal came within the definition of extractive industry and therefore was designated development.  The applicant did not enter into discussions with council over this matter but rather made an application to the Court to decide the issue.  Council argued that it was necessary to defend the matter as it was unclear whether the development application was for designated development and therefore council was not in a position to approve the application.

 

Council claims that as a result of these proceedings there is now a definitive interpretation of "extractive industry" and "industry" for the purposes of Clause 19 of Schedule 3 of the Environmental Planning and Assessment Regulation 2000.  Clause 19 of Schedule 3 of the EP & A Regulations requires that an extractive industry as designated development needed to be an industry that obtains extractive materials by methods including excavating, dredging, tunnelling or quarrying and that the industry is one that stores, stockpiles or processes extractive materials by methods that include washing, crushing, sawing or separating those materials.

 

The Court held that while the method requirements of Clause 19 appeared to be fulfilled, the activity must be an "industry" and have an industrial connotation. The word industry should therefore be taken to identify "commercial activities carried on through industrial process".  The Court held that it did not consider the preparatory works and the maintenance of static stockpiles as an industrial process and that the stockpiling on the site of preloaded soil and rock is not being undertaken in the course of a particular branch of trade or manufacture nor is it being undertaken as part of a large-scale business activity.

 

Although this matter was in a Court of initial jurisdiction, Council’s application for legal assistance was based on the legal assistance policy requirement that this was a test case as to the definition interpretation of designated development in an industrial context and will have significant implications for all councils.  They also point to the fact that they were respondent in this matter and that the applicant would not enter into dialogue with the council before instigating legal proceedings.

 

Council also contends that as a result of this decision, all councils can now confidently consider development applications of this nature without requiring the submission of an Environmental Impact Statement and it has the potential to significantly reduce the environmental impacts associated with the use of approved disposal areas such as landfill sites for the inappropriate disposal of clean extractive materials.

 

Ballina Shire Councils costs in this matter were $90,000 of which the first $20,000 must be borne by it.  Cabonne Council's contribution in this matter is $434.03 although under the terms of the Associations Legal Assistance Policy and Guidelines there is no obligation on any council to contribute.

 

 

Recommendation

 

THAT Council contribute $434.03 towards assistance with legal costs incurred in relation to Ballina Shire Council.

 

 

ITEM 18 - ANZAC Day

REPORT IN BRIEF

 

Reason For Report

ANZAC Day Ceremonies will be conducted throughout the Cabonne Area.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Civic Ceremonies

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222295

 

Administration Officer's REPORT

 

Councillors would be aware that there are a number of towns and villages throughout the Shire area that conduct marches to commemorate ANZAC Day.

 

It is customary for Council to grant approval to the various towns and villages for such marches, subject to the organisers of the march complying with the requirements of the local police concerning traffic barricades and police participation, if necessary.

 

As is tradition, a request for Cabonne Council representation from the ANZAC Day Committee at the Civic Commemoration Service in Orange has been received.  The ceremony will be at the Cenotaph in Robertson Park commencing at 11.00 am.   Council’s representative will be among those in the wreath laying ceremony and invited as guests for the official ANZAC luncheon in the Ex-Services’ club at 12.30pm. The Chairman of the ANZAC Day committee has requested Clr Culverson be Cabonne’s representative at the Service in Orange and if she is unavailable Clr Wilcox is invited to attend as the alternate delegate.

 

 

Recommendation

 

THAT:

1.         Advise all police officers in the towns and villages which are to conduct ANZAC Day marches that Council offers no objection to the temporary closure of the streets involved, subject to compliance with local police regulations.

 

2.         Appoint Clr Janelle Culverson to attend the civic commemoration service in Orange on ANZAC Day 2011 if she is unavailable Clr Wilcox is invited to attend as the alternate delegate.

 

 

 

ITEM 19 - ECONOMIC DEVELOPMENT & TOURISM COMMITTEE MEETING

REPORT IN BRIEF

 

Reason For Report

Adoption of Economic Development & Tourism Committee Recommendations

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Economic Development

Annexures

1.  EDT February Minutes.pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222774

 

Economic Development Manager's REPORT

 

Attached is the report of the Economic Development and Tourism Committee Meeting of Cabonne Council held on 7 February 2011 for Council’s adoption.

 

 

Recommendation

 

THAT the report and recommendations of the Economic Development and Tourism Committee Meeting of Cabonne Council held on 7 February 2011 be adopted.

 

 

 

ITEM 20 - COMMUNITY SERVICES COMMITTEE MEETING

REPORT IN BRIEF

 

File Number

222779

Reason For Report

Adoption of Community Services Committee Recommendations

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Community Services

Annexures

1.  CS Feb Minutes.pdf    

 

Community Services Manager's REPORT

 

Attached is the report of the Community Services Committee Meeting of Cabonne Council held on 7 February 2011 for Council’s adoption.

 

 

Recommendation

 

THAT the report and recommendations of the Community Services Committee Meeting of Cabonne Council held on 7 February 2011 be adopted.

 

 

 

ITEM 21 - Cumnock Progress Association request for Guarantor for Solar Panel Project

REPORT IN BRIEF

 

Reason For Report

Cumnock Progress Association are installing solar panels on the Cumnock Crossroads building and require a guarantor for a loan with Commonwealth Bank to access funds.

Policy Implications

Nil

Budget Implications

Nil upfront costs, possible implications as guarantor

Area of Responsibility

Economic Development

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 220469

 

Economic Development Manager's REPORT

What is the project?

The Cumnock Progress Association (Cumnock PA) has approached Council with a proposal to install solar panels on the Cumnock Crossroads Building in early 2011.

What is being requested from Council?

Cumnock PA is seeking a $30,000 loan through the Commonwealth Bank to complete the project. Council is being requested to be guarantor for this loan. Cumnock are unable to access this funding without a guarantor.

Cumnock Crossroads Building and land is owned by Council (assessment 1075.00000.8, Lot 1 DP 1078268).  Council is being requested to put forward the Certificate of Title allowing the building to be used as collateral against the loan. This will enable the Cumnock PA to access a lower interest rate.

There is no requirement for Council to provide direct financial assistance for this project.

Project details

Cumnock PA signed a contract with GreenSolar on 27 October 2010 and were approved a grid connection through Country Energy on 2 December 2010.  This arrangement has secured Cumnock PA a $0.60 feedback tariff for solar energy being fed back into the grid between 2010 - 2017.

This tariff is only secured if their project is completed before the total number of allocated grids is taken up. At present there are approximately half of the allocated grids that have already been taken. If Cumnock’s project is completed AFTER the total number of allocated grids is taken up, the feedback tariff falls back to $0.20 which makes this project unviable. In order to secure the higher feedback tariff and ensure that the maximum amount is secured for as long as possible to 2017, it is requested that Council make a decision on this project as soon as possible.

Contract details

Cumnock are seeking a loan for $30,000 from the Commonwealth Bank. It is expected that the loan period would preferably set at 10-15 years to allow the Cumnock PA access to a lower repayment amount. However, given that the Cumnock PA has had a stable financial situation for a number of years (currently $74,000 savings/grant funding combined), ongoing income from booking fees for hire of the hall, general fund raising ($5,000 -$10,000 p/year), and the substantial projected annual income from the $0.60 solar tariff, the Cumnock PA are willing to guarantee Council that the loan will be completely paid in a 5-7 year period. Cumnock PA can also assure Council that any fees for paying the loan off early will be completely covered by the Cumnock PA. Repayments will be made on a monthly basis.

The $20,000 deposit for the loan will be sourced from Cumnock PA’s current savings balance.

How will the loan be repaid?

The $0.60 feedback tariff secures the Cumnock PA a projected annual income of $8950 p/year with a 10 Kilowatt system, which is the contracted size.  The Cumnock PA will receive a regular bill from Country Energy stating their energy usage, their output (feedback to the grid), and the excess money left over (if any) in the form of a grid credit.

The Cumnock PA have been assured by Country Energy that they have the option to access to this excess money (grid credit) in the form of a cheque to feed back into their loan, rather than leaving it in their Country Energy account (this is to be subject to written confirmation by Country Energy). Moreover, the booking fees for hire of the hall (approximately $500 p/year) covers up to 50% of the overall annual energy bill (max. $1000 - $1200 p/year).

Fundraising events will bring in further revenue to put towards the loan. For example, in 2011 Cumnock PA are hosting the 150 Antique Cars Display in May ($1,800) the Zoo-2-Zoo bike ride catering ($1,100), and the Molong Players ($2,500 p/year). Opera in the Woolshed in 2012 will bring in a further $7,000. These are the activities that are currently planned. Other activities will arise throughout the year that will inevitably bring in more funding.

Cumnock Progress Association

Finances

Expenses

 

Loan

$30,000

Deposit

$20,000

Monthly Repayments

$395 (10yr repayment period)

 

 

Other Expenses

 

Energy Bill

$1,200

 

 

Income

 

Savings/Funding

$74,000

Projected Annual Income (grid)

$8,950

Hall Hire

$500

Fundraising Events (average p/year)

$8,000

 

 

Recommendation

 

THAT Council considers being guarantor on a $30,000 loan for Cumnock Progress Association and that they be advised of the outcome as soon as possible.

 

 

ITEM 22 - Quarterly Budget Report for the period 01/10/2010 to 31/12/2010

REPORT IN BRIEF

 

Reason For Report

To report Budget variances to Council

Policy Implications

Yes- In accordance with Council Policy

Budget Implications

Yes

Area of Responsibility

Finance

Annexures

1.  Reserves Master List December 2010 qbr.pdf

2.  December 2010 QBR Annexure.pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 218998

 

Senior Accounting Officer's REPORT

 

The December Quarterly Budget review covers the period from the 1st of October to the 31st of December 2010.

The revised budget indicates the following results and significant variances are noted in the précis.

 

In line with the changes to the requirements of the Financial Statements, as at the end of June 2010, a new Department, that of Environment, has been created and  functions  such as Insect, Vermin control, Noxious Plants, Waste Management, Street Cleaning, Urban Storm Water and Drainage and Environmental Protection   are now encompassed within that Department.

These functions were previously covered under the Health and Housing & Community Services sections.

 

 

Department

Original
Estimate

Sub
Vote

Total
Vote

YTD
Actual

Revised
Estimate

Variation

Grand Total

7

-9,554

-9,547

439,605

14,273

23,820

020. GOVERNANCE

267,189

8,710

275,899

193,459

307,998

32,099

040. ADMINISTRATION

1,359,845

-195,565

1,164,280

927,712

683,698

-480,582

060. PUBLIC ORDER & SAFETY

387,947

0

387,947

135,896

383,742

-4,205

080. HEALTH

158,050

80,000

238,050

2,960

226,967

-11,083

090. ENVIRONMENT

514,559

0

514,559

-13,611

201,960

-312,599

100. COMMUNITY SERVICES & EDUCATION

77,062

0

77,062

573,696

75,257

-1,805

120. HOUSING & COMMUNITY AMENITIES

785,498

35,000

820,498

186,353

826,747

6,249

140. WATER SUPPLIES

0

0

0

628,338

0

0

160. SEWERAGE SERVICES

1

0

1

2,331,155

1

0

180. RECREATION & CULTURE

1,419,827

130,703

1,550,530

991,746

1,586,430

35,900

220. MINING MANUFACTURING & CONST

28,901

0

28,901

684,069

51,429

22,528

240. TRANSPORT & COMMUNICATION

5,448,936

233,142

5,682,078

3,819,718

6,638,450

956,372

270. ECONOMIC AFFAIRS

2,526,635

49,105

2,575,740

403,415

2,623,884

48,144

290. GENERAL PURPOSE REVENUES

-12,974,443

-350,649

-13,325,092

-10,425,501

-13,592,290

-267,198

 

Summary of major changes.

 

 

Governance

 

No major changes in this area, however an increase of $4,538 is noted in the annual subscription to the Shires Association.

 

 

Administration

 

Council will receive funding amounting to 75% of the total expense to Council in the area of  Enterprise Based Productivity Training. An  expense amount of $30,000 has been noted in this review offset by Grant Income of $22,500 and the balance to come from the  training budget. This  action results in no  impact on the budget. This training is required by those  employees who must have  additional qualifications to fulfil the requirements of their position.

 

The increase is salaries  from the 01/11/2010 was originally estimated at  3.25%, in the initial budget calculation. However, the increase due on this date was actually 2.6%. The savings of .65% has been placed in the Award Restructuring Provision account  and will be used  as further increases apply. An increase of 3.2% is to apply from the 1st of July 2011. The savings in this area is $25,633.

 

An adjustment has been made against the Plant Hire income, a decrease   of $1M, and this has been reflected in the transfer to the reserve. This matter will again be reviewed in the March Quarterly Budget Review.

 

Expected income from additional On costs and Overheads estimated to be obtained from further  works in the Transport and Communication area, created by the Natural Disaster Declaration in December 2010 have been calculated and placed to reserves. The additional amount in on costs is expected to   be $561,420  and  in Overheads the amount will be $768,978. Again, it must be stressed, that in order for the estimated on costs and overheads to be achieved, all of the work identified in the budget must be completed. This matter will again be reviewed in  the March QBR.

 

The reserve and provision account  activity is noted in this section with an overall  decrease in reserve totals of $438,438. This is mainly due to the significant withdrawal from reserves of the amount identified to repair damage$750,000, after the  recent rain events.

 

 

Public Order & Safety

 

Council has been advised by the Rural Fire Service of an increase in the  contributions by Councils for Rural Fire Service costs, generally Statewide. Cabonne’s increase would be in the vicinity of $68,000, but at this time the budget has not been  revised. Council is awaiting further discussions with the  Minister,  the Rural Fire Service and the LGSA.

 

In a separate matter an increase in the amount of the Contribution to the Board of Fire Commissioners in Molong  of $2,795 has been noted in this review.

 

Health

 

Savings in the salaries brought about by the .65% reduction in  the expected increase due in November 2010, has been placed in a Provision account, as in other areas.

 

Environment

 

 There  has been some expenditure in the area of locust destruction  and $10,000 has been allocated here with no corresponding funding source.

 

Additional income  of $75,000 in the form of User Charges at Council’s  landfill sites have been noted and  placed into  reserve.

 

The expenditure for Street Cleaning has been reduced by $30,000 and this amount has been reallocated to Mowing and  hazard reduction costs.

 

Additional funding of $7,000 has been advised by the Rural Fire Service for the reduction of  fire hazard material and this money is to be spent  strictly  in accordance with the requirements of the  Service.

 

Community Services and Education

 

No major variances in this section.

 

Housing and Community Amenities

 

An increase in the budget allocation  of the Cemetery Beautification, $3,330  costs has been noted  and has been funded from reserve.

 

Water Supplies

 

No major changes in  this section has been identified  to date, and the first accounts for the current year’s water charges have been issued with a payment date of the 28th of February, 2011.

 


Sewerage Services

 

Similarly the first accounts have been issued for the Sewer charges and the  payment date is  the 28th of February 2011.

 

To the 31/12/2010 a total of $1,369,882 has been spent on the Manildra Small Town Sewerage scheme with a total of $151,219 and $111,714 on the Cumnock and Yeoval Schemes,  respectively.

 

 

Recreation and Culture

 

The increase in the costs of the leases for the Canowindra and Molong Pools and, as well, the increase to the Contributions to Council’s smaller pools  have been noted in this review. The total cost  is  expected  to be $39,000. This has been funded from reserve.

 

Mining Manufacturing and Construction

 

A decrease in the expected income from Building construction fees is noted in this review, the amount is $6,000.

Other minor changes to income and expenditure are noted in this Department.

 

Transport and Communication

 

Natural Disaster funding of a $6M  has been identified in this review for the repair of road infrastructure damaged in the Natural Disaster event of December 2010. This amount is subject to negotiation and confirmation from the Department.

 

Council has allocated $750,000 from its reserves for the repair and maintenance of damage sustained  by Council’s roads in the significant rain events of late 2010.

 

The RTA has allocated an additional $170,000 to Routine Maintenance bringing the total expected in this area to $671,472. Also additional Ordered work has been allocated in the amount of $749,000, the total of ordered work is now expected to be $1,804,000.

 

$1,000,000 has been allocated  by the RTA for the Cargo guardrails and this has been included in his review.

 

Additional funding of $135,000 from the Mining  Reserve, unspent  in the  previous year’s allocation from that reserve, has been  directed to the Edinboro Lane, while the upgrade of the Bloomfield Road has been deferred from the current year’s program of works.

 


Economic Affairs

 

The major  variance in this area is a decrease in the income expected in Private Works  with a corresponding variance in the expense.

Again this has been a direct consequence of the weather and  this section will again be reviewed in March when it is expected that private work may increase.

 

General Purpose Income

 

No variation to the income expected to be received  in interest has been made in this review.  The average interest rate received to date on Council’s investments has been 5.38%. This has been rising gradually each month and is expected to achieve the original estimate of 5.5% by the end of March.

 

Additional funds from previous years’ allocation of FAG have been noted in this review,  $140,000 for additional  work on White Rocks Road   and $126,000   in the area of Obley Road shoulder widening.

 

 

Recommendation

 

THAT the variances noted in this review be endorsed by Council and that Council’s 2010/2011 Budget be amended to reflect the changes.

 

 

 

ITEM 23 - Molong Flood Study

REPORT IN BRIEF

 

Reason For Report

Seek Council approval to carryout additional work to complete the overland flow modelling.

Policy Implications

NIL

Budget Implications

Estimated additional cost of $30,000. Portion of this may be met by DECCW.

Area of Responsibility

Flood Mitigation

Annexures

1.  Council 2010-09-20 [197946].doc

2.  Molong Flood Study - Fee Variation _Letter (270910).pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 218330

 

Director of Engineering and Technical Services' REPORT

 

Council considered a report to the September 2010 meeting (for notation) advising of additional works required to complete the Molong Floodplain review. The report noted that to address the project brief for the overland flow flood levels and damages, additional survey and modelling had to be performed. A copy of this report is included in the annexure to the report.

 

The Director of Engineering and Technical Services met with the Consultants (URS) in early January 2011 to discuss the progress of the project and additional work requirements. It was noted that progress payments to date amounted to 90% of the original upper limit ($119,284 inc GST) and that under the conditions of the agreement the remaining 10% may be retained until the project has been completed to the satisfaction of Council and the Department of Environment Climate Change and Water (DECCW). URS (the consultant) confirmed that the remaining activities to be undertaken including community consultation and documentation will be completed within the original upper limit. The balance (10%) will be retained until satisfactory completion of the study and documentation.

 

In the process of providing additional level information on the existing stormwater infrastructure, an anomaly in the levels originally provided was found. Council provided a base map with contours in the initial stages of the investigation, this map contained contours and levels and was a direct copy of the DPW (town sewerage) map. Subsequent data forwarded to the consultant found a variation in the levels and contours of between 300 and 500 mm in places. This error was brought to Council’s attention and required confirmation and direction for the study to proceed. By not correcting the data and adopting the modelling already completed, a greater tolerance for flood levels would have to be adopted. This would extend the flood area and increase number of properties affected.

 

The tolerance is considered to be unacceptable and the consultant requested to provide an estimate to model the overland flow and damages report using the new data.

 

This has now been provided and is included in the annexure to this report including detail and background to the nature of work required. The estimate is $29,995 exc GST).

 

The Contract brief includes a clause stating “If, during the course of the study, it becomes necessary to acquire additional data, including survey, and it can be shown that the need could not have been reasonably anticipated prior to close of tenders, the Consultant can submit to Council a brief outlining details of data required, together with a firm quotation for the cost and timing of the work”.

 

This matter has been discussed with DECCW (the funding administrator), DECCW have indicated consideration will be given to the funding the variation, however given the additional cost was caused by “poor” data provided by Council, will not guarantee the level of assistance.

 

Council has in the current budget $15,000 for the Molong Floodplain Management and sufficient additional funds in the Flood mitigation reserve. 

 

 

Recommendation

 

THAT Council approve the additional work to complete the overland flow modelling of Molong to be funded, initially by $15,000 from Molong Floodplain Mitigation budget item and balance $ 14,995 from the Floodplain Mitigation reserve.

 

 

 

ITEM 24 - Orange Drought Relief Connection - investigation report January 2011.

REPORT IN BRIEF

 

Reason For Report

Provide Council with an overview of the investigation and outcome of an alterante water supply from the Macquarie River.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Water supply

Annexures

1.  orange city council report.DOC    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 220141

 

Director of Engineering and Technical Services' REPORT

 

Council would be aware Orange City Council plans to augment the City’s water supply by extraction from the Macquarie River. The Mayor, General Manager and Directors met with OCC Mayor, General Manager and Director of Engineering and Technical Services at which time the OCC General Manager gave an outline of the proposed pipeline from the Macquarie River. At that meeting OCC advised a study was being undertaken and would be available for review early in the new year.

 

That study, “Orange Drought Relief Connection Concept Investigation Report” January 2011 has been completed and available on the net for viewing. This report provides an overview of the study and outcomes.

 

Orange City Council commissioned MWH to undertake an investigation into the augmentation of Orange water supply realising new water sources were needed to meet emergency drought and long term needs.

 

PREFERRED WATER RESOURCE

 

The report states two possible supply sources;


1.   Lake Rowlands

 

The study mentions the CENTROC Regional Water Security Study and the preferred option for Orange long term needs being met by pipeline to the CTW system. However as the timeframe for this is 7-9 years the study states that a detailed hydrological assessment determined that prior to augmentation of Lake Rowlands, water supply to the City of Orange from CTW would be expected to impact on the towns presently serviced by this scheme and was discounted from further consideration.

 

2.   Macquarie River

 

The preferred extraction to be down stream of the confluence with the Turon River with a maximum of 1800Ml/a being approximately 1.3% of the flow in the river on average.

 

PREFERRED PIPELINE CORRIDOR

 

In determining the preferred corridor the following factors were considered;

 

Ø Environmental and cultural heritage constraints

Ø Ability of the off-take to provide a sustainable water supply over time

Ø Ability to connect potential pump sites to the power grid

Ø The ability to construct the pipeline within a reasonable budget.

 

Two pipeline corridors were considered;

 

1.   Extending from the Macquarie River, through private property to Long Point Road reserve, Oakey Lane, Ophir Road and onto Suma Park Dam.

2.   Take-off below Turon River, overland through private property to Root Hog fire trail, Gowen Road, Lewis Ponds Road and on to Orange.

 

Both options utilise road reserves for the majority of their length. The length of both options and variations to option 2 ranges between 36.5kms and 44kms.

 

The pipeline corridors were assessed against 9 criteria;

 

1.   Capital and operating costs

2.   Constructability

3.   Environmental and heritage impact

4.   Carbon footprint

5.   Landholder issues

6.   Sustainability of off-take point

7.   Accessibility of off-take point

8.   Geotechnical issues

9.   Power availability

 

Assessment of the two options against the criteria resulted in a weighted score of: 2100 for option 1 and 1000 for option 2, with the higher score being the better option.

 

PROJECT COSTS

 

The total estimated cost for option 1(MR4) is $46.68M and $48.9M for option 2 (MR5a)

 

PROJECT TIMELINE

 

Project planning, investigations and approvals – September 2011

Project completion and commissioning – April 2013.

 

COMMENT

 

Cabonne Council’s Director of Engineering and Technical Services met with OCC staff to discuss a range of operational issues relating to locating and construction of the proposed pipeline on Council’s road reserves.

 

OCC has indicated a willingness to present the study outcomes and discuss any issues with Council at an appropriate time and venue. A copy of the Water Strategy Up-Date (Dec. 2010) report to Orange City Council is included in the annexure to this report for Councillor’s information.

 

 

Recommendation

 

THAT Council notes the report on the Orange Drought Relief Connection Concept Investigation Report and invites Orange City Council to present the report and findings to Council.

 

 

 

ITEM 25 - Village Green, Community Survey

REPORT IN BRIEF

 

Reason For Report

Provide Council with the results of the Village Green Community survey and outcome of the Stakeholder meeing held on 7 February 2011

Policy Implications

nil

Budget Implications

nil

Area of Responsibility

Council Property

Annexures

1.  village green survey results.doc    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222515

 


Director of Engineering and Technical Services' REPORT

 

In 2010 a prefabricated steel frame gazebo was erected in the Village Green for the purpose of providing a place for people to sit under shade. The structure was funded from the RLCIP and LAIP programs at a cost of $14,135.43. The construction and placement was in accordance with council’s DA consent, however it is noted that the location is slightly (approximately 10 meters) to the west of the nominated site. The location determined by existing underground power and water services.

 

Members of the Yarn Market and Coach House made presentation to council voicing concern on a number of matters, they included;

1.   Placing a structure (such as the gazebo) on the green is not consistent with the “character” of the green which is to promote an open space for passive recreation.

2.   The location of the gazebo on the green partly blocked the view of the Coach House and

3.   The design and materials used is not in keeping with the existing heritage buildings in the area.

 

Coincidently council had also approved the erection of a war memorial on the Village Green that also received criticism from certain sections of the community.

 

The Mayor, Cr Robert Dowling arranged a meeting of “friends” of the green in late December 2010 to find a way to alleviate the community’s concerns. The outcome of that meeting was to conduct a community survey. The results of that survey are included in the annexure to this report.

 

The survey asked the following questions:

1.   What do you think is the purpose of Molong’s Village Green?

2.   Do you want to see any changes made to the Village green?

3.   Do you want the new shade structure to remain in its present position?

4.   Would you prefer to see the shade structure moved to another part of the Village green?

5.   Would you prefer the shade structure to be moved elsewhere in Molong?

6.   Do you think the Village Green is the best site to locate a War memorial?

7.   Should a management plan be developed for the Village Green?

 

On Monday 7 February members of the Coach House, Yarn Market, Media and Councillors attended a meeting to discuss the results of the survey and work towards a collaborative and agreeable way forward for the future management and ambiance of the Village Green.

 

The outcome of this meeting included the following action:

1.   Relocate the shade structure to the south/western corner of the Village Green. This will require an amended DA and suggest seeking Council’s heritage advisor to provide comment.

2.   Prepare a management plan. The plan to be developed in consultation with members of the Yarn Market and Coach House and Council’s heritage advisor.

3.   Seek confirmation from Council that the War Monument under construction is in accordance with the DA conditions.

 

 

Recommendation

 

THAT Council give in-principle approval to the relocation of the shade structure and development of a management plan for the Village Green.

 

 

 

 

ITEM 26 - WORKS COMMITTEE MEETING MINUTES

REPORT IN BRIEF

 

Reason For Report

Adoption of the Works Committee Meeting Recommendations

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Governance

Annexures

1.  Works Minutes Feb.pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222781

 

Director of Engineering and Technical Services' REPORT

Attached herein is the report and recommendations of the Works Committee meeting of Cabonne Council held on Monday 7th February, 2011.

 

Recommendation

 

THAT the report and recommendations of the Works Committee held on Monday 7th February 2011 of Cabonne Council be adopted.

 

 

 

 


ITEM 27 - Camping at Memorial Park, Eugowra

REPORT IN BRIEF

 

Reason For Report

Seeking Council approval for campervans to gather at Memorial Park, Eugowra, in April,

Policy Implications

No policy implications

Budget Implications

No budget implications

Area of Responsibility

Urban Assets Coordinator

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 219065

 

Urban Assets Coordinator's REPORT

 

Council has received a request from the Golden West Wanderers caravan and campervan club to hold a gathering of the club at Memorial Park, Eugowra, on the 1st to 4th April 2011. There will be approximately 15 to 20 motor homes. Generally, each van contributes a donation of $8 per night.

 

This would be the 2nd visit of the club to Eugowra. A similar gathering in August last year was also given Council approval.

 

The club members patronise local businesses during their stay and may also utilise the waste dump point recently installed in Eugowra. The Memorial Park site has the benefit of toilets and is close to the local bowling club.

 

The previous visit was quite successful and without problems and Council approval is now sought for the club’s 2nd gathering.   

 

 

Recommendation

 

THAT Council approval is given for a gathering of the Golden West Wanderers club at Memorial Park in Eugowra for the 1st to the 4th of April 2011.

 

 

 

 

ITEM 28 - Bank Street streetscaping in Molong

REPORT IN BRIEF

 

Reason For Report

Notifying Council of conflicting community views regarding the streetscape.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Roads and Bridges

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2010 - 207538

 

Urban Assets Coordinator's REPORT

Council has received several letters from the Molong community regarding the issue of the Bank Street streetscape.

There would appear to be conflicting views regarding the retention or removal of the planter boxes, and of the Liquid ambar trees that have been growing in the main street for around twenty years.

In regard to the trees there are several issues to be considered if they are to be retained.

This species produces numerous round woody seed capsules about 25mm in diameter that detach from the tree. These capsules do not readily disintegrate and can cause slips or falls as a result of someone walking on them. They thus pose a safety hazard to pedestrians and this has been confirmed by Council’s Risk Manager. There are approximately fifteen of these trees in Bank Street. They are yet to attain their mature size.

The other main issue is associated with their size and vigour. As they grow larger Council can expect a degree of heaving of the road surface around their base and around major roots penetrating beneath the road surface. This may pose additional trip hazards to pedestrians.

However, in their favour the trees have been established for several decades and are now a part of the Molong streetscape. The Molong Beautification Committee originally planted and cared for the trees which have survived drought, flood and vandal attack with herbicide. The trees provide shade in summer, allow sun through in winter and provide autumn colour.

It would be difficult to physically remove the trees and transplant in another location. If the trees were to be replaced at all it would be better to cut them down and leave the roots in ground to minimise disturbance to below ground services.

Any attempt to remove the trees without appropriate consultation would be likely to cause great concern to the community. If Council were to consult the community in regard to retaining or replacing the trees the issue of the retention or removal of the planter boxes could also be incorporated.

 

There is also an historical community association with the trees to be considered as there are a number of memorial plaques associated with the trees.

The issue of Bank Street landscaping is therefore a sensitive one and should be carefully treated.

 Neither the trees nor the planter boxes should be considered in isolation but considered as part of the overall Bank Street landscape. As Council has carried out a survey of the community in regard to the Village Green it is suggested that a similar survey could be carried out in regard to the street scaping issues outlined above. This should be done prior to any further Bank Street work such as resealing.

Recommendation

 

THAT Council conduct a survey of the Molong community in regard to the retention or removal of the planter boxes and the street trees before making any further decisions on these matters.

 

 

 

 

ITEM 29 - REQUEST FOR WAIVER OF FEES

REPORT IN BRIEF

 

Reason For Report

To determine if a waiver of fees for the removal of rubbish should be approved.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Environmental Services

Annexures

1.  Request for Council to Waive Fees for Removal of Rubbish     

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 215100

 

Director of Environmental Services' REPORT

 

Council is in receipt of a letter from the Canowindra P. A & H. Association requesting a waiver of fees for the removal of rubbish from the showground after the Canowindra show was held last year.

 

The fees total $600 and the invoices provide for cost recovery by Council of works carried out.

 

 

Recommendation

 

THAT Council not support the request and that the invoices relating to removal of rubbish from the Canowindra Showground remain.

 

 

 

 

ITEM 30 - MODIFICATION OF DEVELOPMENT APPLICATION 2008/163
THIRTEEN LOT SUBDIVISION OF LOT 29 DP 1112219 TILGA STREET, CANOWINDRA

REPORT IN BRIEF

 

Reason For Report

For the consideration of council

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Development Applications

Annexures

1.  Environmental Services Committee Report     

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222552

 

Director of Environmental Services' REPORT

 

The attached report was presented to the Environmental Services and Sustainability Committee at its meeting of the 7 February 2010. The report recommendation and an amendment seeking to delete condition 6 of the development consent were not adopted by the committee.

 

The committee resolved that a further report be provided to the February Council meeting.

 

The proponent is seeking modification to conditions of consent applying to the approval of a 13 lot residential subdivision at Canowindra. As detailed in the attached report the proponent seeks to alter the lot design, vary the staging of the development, remove the requirement for provision of kerb and guttering in McDonald Lane, and remove the requirement for landscaping. The planning report supports the request with the exception of the removal of the landscaping requirement as this condition was imposed by Council after conducting a site investigation and holding discussions with adjacent land owners who were concerned that the development would have a detrimental impact upon their ability to continue operating their industrial based businesses within close proximity to the subdivision.

 

The modification application was neighbourhood notified, and while the original application attracted strong neighbourhood objection – no submissions were received in relation to the modification proposal. The committee at its meeting of 7 February 2011 was advised by Cr Durkin that the adjacent landowner no longer had concerns over the potential impact of the residential subdivision on his industrial land use. The committee noted that no formal correspondence had been received by Council from the landowner in response to the modification application.  

 

Subsequent to the committee meeting the Director Environmental Services held discussions with the proponent’s planning consultant who indicated that further minor modification to the consent may be sought and that additional information would be provided to Council by 11 February. It was also indicated that the adjacent land owner had been approached by the developer regarding the landscaping requirements for the development and that the business owner was prepared to provide written support for the variation to the landscaping considerations.

 

At the time of writing this report neither item of correspondence has been received by Council. The committee planning report is provided to Council for its consideration.

 

The Council may consider the report as is, or seek to defer the matter pending provision of additional information from the applicant and the previous objectors.

 

 

 

Recommendation

 

THAT a further report be provided to Council upon receipt of additional information to be supplied by the proponent.

 

 

 

ITEM 31 - REQUEST UNDER S82A OF THE ENVIRONMENTAL PLANNING AND ASSESMENT ACT TO REVIEW THE DETERMINATION FOR DA 2010/177
PROPOSED ANIMAL BOARDING AND TRAINING ESTABLISHMENT AND ANCILLARY DWELLING – LOT 100 DP 1145134, FOUR MILE CREEK ROAD, CADIA

REPORT IN BRIEF

 

Reason For Report

For Coucil's determination

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Development Applications

Annexures

1.  Objection letter 1

2.  Objection letter 2

3.  Objection letter 3

4.  Bore licence

5.  Bore licence capacity letter from NSW Water

6.  Planning Report - Peter Basha

7.  Formal Notice of Approval    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222555

 

Director of Environmental Services' REPORT

 

The Council at its meeting of 20 September 2010 gave consideration to a development application submitted by applicant / landowner Mr Nickolas Mastrangeli who is seeking approval for the establishment of an animal boarding and breeding establishment (and ancillary dwelling) upon a 9.8ha agricultural allotment located at Cadia. The Council resolved to approve the development as a deferred commencement, subject to a range of conditions of consent. A copy of the planning report and the formal Notice of Approval is attached.

 

The development consent granted approval for the staged construction of the animal boarding and breeding establishment. Approval was not extended to encompass the proposed ancillary dwelling. Consistent with Council’s determination of other rural enterprise development types, it was indicated that an application for a dwelling would be considered on its merits once the business component of the proposal had been established.

 

The applicant has requested Council to review the determination under s82A of the Environmental Planning and Assessment Act. In lodging the request the applicant has also submitted amended plans and additional information in support of his development proposal (copies attached). The proponent has also indicated his desire for a site visit by the Council prior to consideration of the review.

 

The applicant seeks Council review of its previous determination with a view to amending the approval to permit an ancillary dwelling based on the following staging:

  

Stage 1 – construction of part of the stables complex containing 2 completed stalls, office/kitchen/toilet, tack and feed areas, construction of round yard, arena and horse wash down bay, establish 6 agistment / exercise yards and horse shelters (where required), establish watering system and other support infrastructure, construct internal driveway

 

          Stage 2 – ancillary dwelling

 

Stage 3 – Complete stables building and additional exercise yards and horse shelters as required.

 

Amended plans provide for a reduction in the length and width of the stables, while the exercise yards have been altered to increase the area provided.

 

Review process

Section 82A of the act enables a proponent to request a review by council of the determination of a development application, such request must be made within 12 months of the issue of a determination. The proponent is also permitted to submit amendments to the development proposal.

 

Council may review the determination if it has notified the request for the review in the same manner as it notified the initial application, and has given consideration to any submissions. In this instance the development application was neighbourhood notified and objections had been received by Council. The request to review the determination was likewise neighbourhood notified and three objections were received.

 

Council may consider the request to review the determination (however under current wording of the Act Council is not obligated to carry out a review), subject to Council in accepting the amended plans and support documentation are of the opinion that the development is substantially the same as that described in the original application.

 

As a consequence of its review council may confirm or change the determination. It should be noted that a review decision cannot be subject to a further review.

 

The proponents request for review of a determination and support documentation is attached. Should Council support the request to include approval for an ancillary dwelling as part of the development consent conditions of consent should be incorporated into the amended approval to address building set back from boundaries and on-site waste disposal systems.

 

The matter is referred to Council for review.

 

 

Recommendation

 

THAT Council consider the request to review the determination of DA 2010/ 177, taking into account the amended plans and additional support documentation submitted by the applicant.

 

 

 

ITEM 32 - DEVELOPMENT CONTROL PLAN 16 – INTERIM GUIDELINES FOR THE DEVELOPMENT OF FLOOD PRONE LAND IN EUGOWRA

REPORT IN BRIEF

 

Reason For Report

For the information of the Council

Policy Implications

Amedment proposed to DCP 16 to extend its operation

Budget Implications

Nil

Area of Responsibility

Environmental Services

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222549

 

Director of Environmental Services' REPORT

 

Development Control Plan 16 was implemented by Council in January 2010 to provide interim development standards to assist council in merit based assessment of minor development within certain flood prone land at Eugowra.  The DCP was to remain in force until the introduction of comprehensive planning controls generated by the review of the 1999 Eugowra Flood Study, or until 30 March 2011. The latter mentioned date was in accordance with planning legislation whereby a comprehensive (single) DCP was to be implemented for each LGA thereby removing existing single issue DCPs.  

 

DCP 16 has proved an effective tool to enable determination of a range of minor development proposed within the Eugowra flood plain. Such development included carports and swimming pools, through to extensions and alterations to dwellings.

 

The DCP is to cease operation on 30 March 2011. It is noted that the flood study review is yet to be finalised. It is also noted that changes to the NSW planning legislation passed in December 2010 enable councils to retain existing DCPs with the requirement for the comprehensive (single) DCP now required as part of the Standard Instrument LEP process.

 

To enable council to continue its merits based assessment of minor development within the village of Eugowra it is suggested that DCP 16 be retained, with the interim operational date extended until the commencement of  the Standard Instrument LEP and support DCP.

 

Council is required to resolve to amend the DCP and to place it on public exhibition in accordance with the provisions of the Environmental Planning & Assessment Act and Regulations.

 

 

 

 

Recommendation

 

THAT Council:

 

1.   amend Development Control Plan 16 – Interim guidelines for the development of flood prone land in Eugowra, to facilitate the continuation of that plan,

2.     prepare the amended Development Control Plan in accordance with s74 of the Environmental Planning and Assessment Act 1979, and

 

3.     publicly exhibit the amended plan in accordance with the relevant legislation.

 

 

 

 

ITEM 33 - GOLD AND COPPER RESOURCES - PROPOSED LARGE SCALE GEOPHYSICAL SURVEY

REPORT IN BRIEF

 

Reason For Report

FOR DETERMINATION

Policy Implications

NIL

Budget Implications

NIL

Area of Responsibility

 

Annexures

1.  GCR map    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 216788

 

Development Engineer's REPORT

 

Council has recently received an application from Gold and Copper Resources Pty Ltd (G&C) to access Council’s road reserves in order to conduct a large scale geophysical survey described as an Induced Polarisation Survey using the “Zeus System” within their exploration tenements surrounding the city of Orange. G & C are required to forward Council’s agreement to the Minister for Mineral Resources for his consent pursuant to Sec. 30 of the Mining Act (1992).

An Induced Polarisation Survey measures a residual electric field within the earth to a depth of up to 3.5 kilometres in order to establish zones of mineralisation. To generate the primary electric field G & C proposes to input electrodes 12 kilometres apart and suspend an electric cable (similar to that of a standard transmission wire) between the two electrodes. The construction of the cable is temporary and will be removed shortly after the survey and erected at a new location. The survey cable will relocated 6 times and each survey takes approximately one week. A map showing the location of each survey is attached (Doc ID 216789).

Council’s Development Engineer has referred the application along with G & C’s Safety Management Plan (SMP) and review of Environmental Factors (REF) to Council’s Asset Manager and Risk Management Officer for comment and they have recommended Council sign the Land access agreement subject to the REF and SMP being implemented and conditional that poles in the road reserve are,

1.   6 metres clear of the road formation.

2.   Delineated at night.

3.   Not to inhibit surface drainage.

4.   Allow the wire to be a minimum of 5 metres above the road.

5.   Removed after the survey and the site is cleaned up.

6.   Noxious weeds are not transported to another site location.

7.   Services are located prior to erection.

The above conditions have been sent to G & C and accordingly agreed to.

 

 

 

Recommendation

 

THAT Council delegate authority to the General Manager to sign the Land access agreement subject to the above conditions.

 

 

 

 

ITEM 34 - ENVIRONMENTAL SERVICES AND SUSTAINABILITY COMMITTEE MEETING

REPORT IN BRIEF

 

Reason For Report

Adoption of Environmental Services Committee recommendations and noting of motions carried

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Environmental Services

Annexure

1.  Minutes of the Environmental Services Committee held on 7 February 2011    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222847

 

 Director of Environmental Services' REPORT

 

Attached is the report of the Environmental Services and Sustainability Committee Meeting of Cabonne Council held on 7 February 2011.

 

 

Recommendation

 

THAT the report and recommendations of the Environmental Services and Sustainability Committee Meeting of Cabonne Council held on 7 February 2011 be adopted and carried Motions be noted.

 

 

   


Item 5 Ordinary Meeting 21 February 2011

Item 5 - Annexure 1

 

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Item 5 Ordinary Meeting 21 February 2011

Item 5 - Annexure 2

 

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Item 9 Ordinary Meeting 21 February 2011

Item 9 - Annexure 1

 

ITEM 4 - MAYORAL MINUTE

REPORT IN BRIEF

 

Reason For Report

Mayoral Minute regarding the Queensland Floods and increase in Rural Fire Service Contributions for Council's consideration

Policy Implications

Nil

Budget Implications

Yes - potential major impact on budget due to increase in RFS contributions

Area of Responsibility

Governance

Annexures

1.  RFS Contribution Increases.pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217712

 


Item 9 Ordinary Meeting 21 February 2011

Item 9 - Annexure 1

 

General Manager's REPORT

 

The Mayor has provided the following report for Council’s consideration.

 

MAYORAL MINUTE

 

Councillors, I wish to submit the following Mayoral Minute in relation to two matters being:

 

1.         Queensland floods

2.         Rural Fire Service extraordinary increase in contributions

 

Queensland Floods

 

Councillors would be acutely aware of the disastrous floods that have swept through Queensland during December and January and, more particularly, the unfortunate loss of lives.  The situation in Queensland certainly puts into perspective the damage and inconvenience that we have suffered right across the Cabonne area.

 

When we experienced the impact of major flooding in Molong and Eugowra in 2005, the then Mayor, John Farr, launched The Mayor’s Flood Appeal which saw some $211,969.35 donated, which included some $59,000 from Council’s throughout NSW.  This amount includes a donation of $928.42 received late 2006 which has been held in trust and is available for distribution.

 

In Queensland’s time of need I believe it appropriate for Cabonne Council to consider a donation to the Flood Appeal and believe that an amount of $2,000, which would include the late donation unallocated in Trust, would be appropriate.  It would also seem appropriate to invite other Councils to consider a similar donation.

 

Council staff in the Molong and Cudal offices are also making donations through their monthly Muffy Day charity event and staff BBQ.

 

The Local Government Association of Queensland (LGAQ), through the LGSA  has advised that the best way for individuals, families and businesses to help affected communities is by making a financial donation to the Premiers Flood Appeal.

 

 

Rural Fire Service – Extraordinary Increase in Contributions

 

Council has received preliminary advice from the Rural Fire Service of an extraordinary increase in the contributions for:

 

a)   2010/2011 (retrospective increase)

b)   2011/2012

 

For Council’s information the allocation in the 2010/2011 budget for contributions for the Rural Fire Service amounted to $152,031 and was advised to the RFS in August 2010.  Consideration of the estimates resulted in the RFS advising Council that the allocation had increased to $156,432.

 

Council subsequently received telephone advice on 5 January that the allocation for 2010/2011 would be in the order of $220,000.  At a meeting attended by the General Manager on 12/1/11 the amount was estimated to be increased to $226,601 which represents a 49.2% increase on Council’s budget allocation or some $74,570 extra.  This increase would account for an approximate 1% rate increase across the board in Cabonne.  When it is considered that the allowable increase for 2011/2012 is 2.8% this obviously presents some difficulty for Council.

 

The bulk of the increase in Council’s contributions appear to cover ‘Program Charges’ which relate to Head Office and Statewide expenses which, on current advice, now amount to $2,204,227 for the Canobolas Zone (Blayney, Cabonne, Cowra and Orange).

 

The increase in RFS contributions has occurred generally across NSW, although inexplicably a small number of Councils have received a reduction.

 

My concerns with the situation are that:

 

1.         There has been no prior consultation by the RFS of this significant increase.

 

2.         The retrospectivity of the payment for 2010/2011.

 

 

3.         There has been no consideration of the ability of Councils to pay the increase.

 

4.         The impact on reduction of other bush fire expenses such as tankers, equipment and maintenance expenses etc.

 

5.         The impact on not only the current year’s budget 2010/2011 but also the 2011/2012 and future budgets.

 

6.         This is a further example of major cost shifting onto local Councils and ratepayers.

 

This issue is also being considered by the LGSA who have issued an urgent circular to all Councils.  A copy of the correspondence is attached for Council’s information.  Council should note the issues raised by the Association and the actions they have taken.

 

 

 


Item 9 Ordinary Meeting 21 February 2011

Item 9 - Annexure 1

 

 

Recommendation

 

THAT:

 

1.  Council observe a minutes silence for the victims and their families of the Queensland flooding.

2.  Council donate an amount of $2,000 to the Queensland Flood Relief Appeal.

3.  Based on the information currently before Council, that Council withhold any additional Rural Fire Service contributions above the 2010/2011 budget allocations as previously approved by Council.

4.  That a further report on the Rural Fire Service contributions be presented to Council’s February Meeting.

 

 


Item 10 Ordinary Meeting 21 February 2011

Item 10 - Annexure 1

 

 

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Item 11 Ordinary Meeting 21 February 2011

Item 11 - Annexure 1

 

EMERGENCY SERVICES

 

Objectives:               To consider matters referred from time to time by Council or matters considered to be of urgent nature by the Committee, Chairperson, Mayor, General Manager, Director of Finance & Corporate Services, Director of Engineering & Technical Services and Director of Environmental Services.

 

Responsibilities:    To make recommendations to Council on any matters referred to it by Council, matters considered to be of an urgent nature as defined above and relating to the following areas of responsibility:

 

·    Emergency & fire services

·    Input into the Management Plan in relation to the responsibilities listed above.

·    Other matters that may be from time to time referred by Council.

 

Terms of Reference:

 

1.         To consider reports, advice and recommendations of Management, together with relevant information from third parties and to make recommendations to Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the Statutes, Regulations and Council’s own policies.

 

2.         To recommend to Council the need for the formulation of or amendment to policies in relation to matters before the Committee.


Item 13 Ordinary Meeting 21 February 2011

Item 13 - Annexure 1

 

 

 

STRATEGIC PLAN

2010/2011

Review

 

 

 

 

 

 

 

 

 


 

1. Governance

 

Goals:

 

§   To provide efficient, effective and relevant Local Governance for Cabonne through an open and responsive Council and Committee meeting process 

§   To maintain strong relationships and liaise effectively with all relevant Government agencies and other Councils

§   To ensure long term viability of Wellington/Blayney/Cabonne Strategic Alliance

Objectives

Performance Measures

Responsibility

Progress

1.       Provide quality administrative support and governance to Councillors and residents

1.1 Provide and retain skilled and trained staff to deliver Council services

DFCS

Draft Training Plan has been approved & submitted to next consultative meeting

 

1.2 Actioning of Council Motions

ALL

Reported Monthly

2.       Develop and maintain a unified Council that is accountable and transparent

2.1 Provide appropriate mechanisms for democracy and participation for Cabonne residents

DFCS

Meeting schedule kept.

 

2.2 Review effectiveness of community consultation/feedback systems

DFCS

2009 Community Consultation responses finalised.

 

2.3 Review wards as part of Local Government Act requirements

DFCS

Rolls haven’t closed yet

 

2.4 Maintain local governance

DFCS

Date last board meeting - December

3.       Enhance responsiveness to the community current and future needs and objectives

3.1 Develop CCP 2025

DFCS

Preliminary draft CP 2025 prepared and with management

 

3.2 Commenced assessment of appropriate levels of affordable and sustainable service levels for Council services

DFCS

 

4.       Maintain effective links with State and Federal members of Parliament

4.1 Appropriate communications and representations are made on relevant issues

ALL

Candidates to be invited prior to March election

DES – Comments responded to promptly

 

4.2 Invitation of State and Federal members to address Council meetings.

DFCS

Invitation sent to State MP Electorate of Dubbo

5.       Maintain active membership of CENTROC, LGSA and other forums

5.1 Attendance at meetings

ALL

E21+ program installed through CENTROC

 

Attended CENTROC HR Meeting November

 

LGSA Hosted GIPA Forums

 

CENTROC Risk Group finished Climate Change Workshops

 

Meetings attended as required - DES

 

5.2 Matters are brought forward by Cabonne at those forums

ALL

-        TELSTRA issue to continue at Risk Group with StateWide actions

 

5.3 Participation in programs

ALL

Climate Change Risk Assessment completed

Involvement in Netwaste projects - DES

6.       Active commitment to the WBC Alliance

6.1 Attendance and involvement at meetings

ALL

IT system appraisal sessions

 

IT Evaluation Panel Meeting Decision Pending

 

WBC Meetings and forums attended - DES

 

 

6.2 Participation in joint projects

ALL

GIPA – Shared publications guide format with CTW

Climate Change Risk Assessment Completed

 

6.3 Benefits achieved

WBC EM

 

7.       Ensure the ongoing financial sustainability of Cabonne Council

7.1 Ongoing financial sustainability maintained

DFCS

Audit Certificate Received and Statements sent to DLG

 

7.2 Annual financial health check completed

DFCS

To be reported to February Council Meeting

 

7.3 Report on level of recurrent expenditure

DFCS

Due 3rd ¼

 

8.       Provide adequate training & professional development opportunities for Councillors

8.1 Appropriate training for all councillors made available

DFCS

Courses included in GM Precis

9.       Satisfactorally implement State Government Integrated Planning and Reporting requirements

9.1 Implementation schedule adopted

DFCS

 

 

9.2 Work towards meeting deadlines

DFCS

Meeting to be scheduled in 3rd ¼

 

 

 


 

2. Administration

 

Goals:

§   To provide high quality advice and support for Council’s operations and give guidance and leadership on issues

§   To control and manage finances to ensure the future financial sustainability of Council

§   To ensure information systems meet the business needs of Council

§   To improve effectiveness of communication throughout decentralised office

 

Objectives

Performance Measures

Responsibility

Progress

1.       Develop and maintain a strong and skilled workforce

1.1 Provide regular forums for management to meet and discuss contemporary issues

ALL

Finance & Corporate Services Operational Team meeting held 10/2/11

Staff updated following committee, council and directors meetings - DES

 

1.2 Ensure appropriate performance measures and incentives are in place

DFCS

Consultative committee meeting abandoned in December due to lack of quorum, will meet 17 February 2011

 

1.3 Review structure and adequacy of staffing levels and skills requirements of all Directorates

ALL

G.M submitted report to July Council meeting.

 

1.4 Development of targeted training plan

DFCS

Identification of critical positions commenced

2.       Provide a records management system which meets statutory and organisational demands

2.1 Compliance with the State Records Act

DFCS

Ongoing training provided as needed

Fujitsu, Infoexpert and Infocouncil Utilised - DES

 

2.2 User needs met

DFCS

Ongoing support provided.

 

2.3 Appropriate use of relevant software

ALL

IT staff regularly introduce upgrades as provided by InfoXpert.

3.       Provide, maintain and develop financial services and systems to accepted standards – satisfying regulatory and customer requirements

3.1 Statutory reporting completed on time

DFCS

Annual report submitted on due date.

GST Reported Monthly

 

3.2 Financial Health Check

DFCS

To be reported to Februray Council Meeting

 

3.3 Review Investment policy

DFCS

Review completed quarterly

 

3.4 User needs met

DFCS

Finance staff attending Cudal Office

4.       Provide effective communications and information systems for staff and residents

4.1 Implementation and use of InfoCouncil software

DFCS

Minor bug rectified. Testing ongoing re “destination folders’

 

4.2 Enhancement of website

DFCS

Consultants building new Local-E websites have encountered delays and awaiting further advice re migration to new site and estimated date.

 

4.3 Customer service reviewed and implemented

DFCS

Review to be conducted 3rd quarter

 

4.4 Effective use of customer service software

ALL

Data provided to Directors

 

4.5 Level of compliance with Customer Service Policy response periods

ALL

Data provided to Directors

 

4.6 Review and implement communication strategy

ALL

Workshop conducted on 5/10/10 with Councillors & Senior Staff

 

4.7 Improved communications between offices

ALL

System now live speed over. Link has substantially increased. Much improved performance

 

4.8 Implementations of GIS Plans

DETS

 

5.       Ensure Effective Business Systems and continuity

5.1 Commence an Enterprise Risk Management Plan

DFCS

Risk Management Policy approved. Gathering Information Policy approved November Council meeting

 

5.2 Commence development of internal audit requirements

DFCS

 

6.       Improve OH&S and Risk Management Response

6.1 Areas of concern raised in OH&S audit addressed

DETS

 

 

6.2 Areas of concern raised in Public Liability audit addressed

DETS

 

 

6.3 Review OHS strategy

ALL

Rewriting OHSMS in line with AS4801

7.       Ensure adequate accommodation for staff

7.1 Adequate staff accommodation provided at Molong

DFCS

DETS examining ventilation issues in Molong Office

8.       Provide effective information systems for all of council

8.1 Reserve established for Systems upgrade

DFCS

$500k in reserve for new upgrade.

 

8.2 Audit of need analysis commenced in conjunction with WBC

DFCS

Decision pending for new software provider

9.       Monitor impact of Global Financial Crisis

9.1     Report impact on

a)      Council financial position

b)      Industry & employment

c)      Community Services/Social implications

DFCS

Reported to September Council meeting.

 

9.2 Level of access to federal funds

DFCS

 

 

 


 

3. Public Order and Safety

 

Goals:

§   To maintain an effective and efficient local emergency system for the protection of life and property

§   To respond to concerns over domestic and stock animals to ensure public safety

Objectives

Performance Measures

Responsibility

Progress

1.       Identify and provide for any foreseeable emergency in Cabonne

1.1 Review of Local Emergency Management Plan

DETS

Completed

 

1.2 Implementation of the Emergency Risk Management Plan (ERM)

DETS

Implemented

 

1.3 Review and update as required Standard Operating Procedures (SOP’s)

DETS

Included in the DISPLAN

2.       Support the management of the Canobolas Rural Fire Zone

2.1 Attend meetings as required.

DETS

Included in the DISPLAN

3.       Administer statutory requirements (Companion Animals Act & Impounding Act) in accordance with community needs

3.1 Ensure complaints are dealt with promptly

DES

Complaints investigated promptly and action taken re noise, pollution, dumping of waste, cemetery maintenance, development matters.

 

3.2 Review of animal control function

DES

Discussions with Wellington Council re proposed training course for rangers

 

3.3 staff and systems in place to implement the Acts & reports made to Committee

DES

Procedures in place.

 

 


 

4. Health

 

Goals:

§   To protect the health and safety of the community

§   Equitable access to health and medical services for Cabonne residents

§   To ensure the environmental sustainability of Cabonne

§   To facilitate effective control of noxious weeds

Objectives

Performance Measures

Responsibility

Progress

1.       Develop and implement an Environmental Health Program

1.1 Regular inspections of and level of compliance with standards of food and other premises

DES

Inspections carried out.

 

1.2 Ensure complaints are dealt with promptly

DES

Complaints dealt with promptly.

 

1.3 Facilitate community awareness programs including swimming pool safety

DES

Distribution of Pool Safety Brochures

2.       Facilitate the provision of Health & Medical services

2.1 Health services reviewed.

DFCS

 

 

2.2 Advocacy on behalf of health services in Cabonne

DFCS

Councillors and CSM attended Health Forum at Young

 

2.3 Active participation in Cabonne Health Councils

DFCS

 

 

2.4 Active participation on CENTROC Health Task Force Committee

DFCS

Health Forum at Young Chaired by Cr Farr

3.       Manage Council’s appropriate response to climate change at a local government level

3.1 Participate in CENTROC Climate Change and Sustainability programs & meetings

DES

 

 

3.2 Investigate development of Environmental Sustainable Plan in conjunction with WBC

DES

ReSAP draft submitted to Council for adoption

 

3.3 Review purchase of ‘Green Energy’ electricity used by Council buildings

DETS

 

 

3.4 Review effectiveness of Star Rating policy for fleet vehicles

 

DETS

Star rating used in assessment for purchase of Council fleet including leaseback vehicles,

 

3.5Level of Grid connect/solar electricity generated by Council

DETS

 

4.       Increase the level of sustainable purchasing

4.1 Level of implementation of ‘Sustainable Choices’ initiatives within Council

DES/DETS

Monitor and Review.

5.       Promote health & wellbeing of Cabonne residents

5.1 Liaison with government departments/community groups re promotion of healthier lifestyle

DFCS

Liaison with Cancer Council on possible projects for Cabonne

 

5.2 Encourage benefits of HealthOne project across Cabonne

DFCS

HealthOne services promoted through Familylinks

6.       Maintain an effective campaign of noxious weed control by gaining landowner cooperation

6.1 Issue information to the community on priorities

DETS

Reports to Committee.  Attend workshops and field days

 

6.2 Participate in regional Advisory Committees

DETS

Chief weeds officer attends regional advisory meeting

 

6.3 Spraying activities advertised in accordance with Noxious Weeds Act

DETS

Spraying of weeds undertaken in accordance with the Noxious Weeds Act

 

6.4 Number of Inspections vs s18 and s20 notices issued

DETS

Notices are reported to Works Committee Monthly.

In the last 3 months there has been

Section 18s - 1

Section 20s - none

 

 


 

5. Community Services and Education

 

Goals:

§   To facilitate childcare services to meet the needs of the community

§   To facilitate a flexible and responsive service to Cabonne residents requiring Home and Community Care

§   To facilitate adequate facilities for the aged to meet the needs of the community

Objectives

Performance Measures

Responsibility

Progress

1.       Facilitate the provision of quality childcare services that are affordable

1.1 Service reviewed and reported on half yearly

DFCS

Review of FDC service to September and December Community Services Committee. Review of Family Links to December Community Services Committee

 

1.2 Carers are recruited, trained and monitored as required

DFCS

Further recruitment to be conducted in 3rd ¼

 

1.3 Level of usage of childcare facilities

DFCS

Reported to December Community Services Committee

 

1.4 Family Day Care promoted

DFCS

Several media releases distributed and advertisements in place in December and January

 

1.5 In Home & After School care opportunities reviewed

DFCS

After School Care promoted. Additional information to be placed on Council’s website

 

1.6 Review financial sustainability of Family Day Care and In Home and After School Care

DFCS

Finances reviewed and strategies developed

2.       Provide affordable and reliable medical and HACC transport services to Cabonne residents

2.1 Level of usage of service

DFCS

Transport activities reported to December Community Services Committee

 

2.2 Services are provided where most needed

DFCS

Transport consultation held 6 July 2010

 

2.3 Level of grants applied for and obtained

DFCS

Applications successful

3.       Enhance delivery and management of community services

3.1 Communication and referral numbers with other agencies

DFCS

Interagency meeting attended.

Waluwin Committee

Childrens Services Committee

HACC Regional meeting

 

3.2 Services promoted within Cabonne

DFCS

Publicity for Community Transport, After School Care and FDC. Seniors Internet Services in Canowindra

 

3.3 Feedback from users

DFCS

 

4.       Facilitate retirement and aged care projects

4.1 The level at which need in the community is met

DFCS

Additional loan allocated to Canowindra Retirement Village

5.       Monitor the impact of changing demographic due to ageing population

5.1 Impact of ageing population on Cabonne reported

DFCS

 

6.       Improve access and equity throughout the Cabonne area

6.1 Implement Pedestrian Access & Mobility Plan

DETS

 

 

6.2 Implement Cabonne Cycle Plan (incorporating walking tracks)

DETS

 

7.       Promote & create opportunities for Youth

7.1 Youth address Council meetings

DFCS

 

 

7.2 Youth of the Month awarded

DFCS

Youth of the Month Awards presented

 

7.3 Grant opportunities pursued

DFCS

Arts Out West Youth Grants Publicised

 

7.4 Youth Week activities held

DFCS

Youth Week Funding Applied for

 

7.5 Support services promoted

DFCS

Liaison with Schools re services available

 

7.6 Youth Ambassador of the Year awarded

DFCS

Council appointed Youth Ambassador at December Meeting

 

 


 

6. Housing and Community Amenities

 

Goals:

§   To maintain and manage public cemeteries

§   To provide and maintain systems for waste collection, recycling and disposal

§   To develop integrated land use plans to ensure the physical development of Cabonne commensurate with sustainable development principles

§   To enhance the amenity of towns and villages in Cabonne

§   To provide high quality and environmentally sensitive drainage systems

Objectives

Performance Measures

Responsibility

Progress

1.       Develop and implement improvements for Cabonne cemeteries

1.1 Management Plan for Cabonne Cemeteries developed

DES

Works program monitored.

 

1.2 Communication between Council and Cemetery Improvement groups/Progress Associations

DES

No further action due to reduced staffing levels

2.       Provide an effective and reliable waste and recycling service to the community

2.1 Overall waste disposal strategy developed

DES

Review Undertaken

 

2.2 Monitoring of waste collection and disposal contracts undertaken

DES

Contracts monitored, Netwaste contracts reported to Council

 

2.3 Ensure management of former and current landfill sites

DES

Closure plans being developed for Yeoval, Cargo tips

 

2.4 Report on options for improvement of waste disposal/collection for rural landholders

DES

Quadro P/L report to address options.

 

2.5 Evaluation of expansion of services to other localities

DES

Quadro report to investigate opportunities for development of transfer stations.

 

2.6 Community programs encouraging recycling/composting activities developed and facilitated

DETS/DES

Netwaste composting program implemented.

3.       Progress effective waste management disposal facilities for Cabonne

3.1 Develop long term strategies for the strategic development, operation and closure of sites

DES

Strategy established.

 

3.2 Develop operational plans, landfill environmental plans, staffing and recruitment plans and capital and operating budgets

DES

Operational Plans, LEMPs, procedures and budgeting to be developed in association with Quadro P/L program.

 

3.3 Review and audit Council’s waste management unit’s operations against the developed strategies and operational plans

DES

Monitor and Review.

4.       New Local Environment Plan (LEP) & associated documents

4.1 Draft LEP prepared

DES

Village settlement strategy remains priority.

Consultation with DoP and state agencies is ongoing

Heritage Study - Statements of sign prepared

S94 Development Contributions Plans – Preliminary investigations commenced

Draft standard instrument prepared

 

4.2 Review existing Development Control Plans

DES

Legislative changes need to review

 

4.3 Draft comprehensive Development Control Plan prepared

DES

Commenced

 

4.4 Maintain working relationship with WBC Partners in development of coordinated planning practices

DES

Regular meetings with Strategic Planning and WBC Planning Directors. Attendance at WBC Professional Team meetings.

 

4.5 Timetable for completion of review adopted

DES

Regularly monitored and adjusted by agreement of Directors

5.       Provide efficient and effective development assessment

5.1 Approval procedures and systems are documented and followed

DES

Report to Council – monitor and review based on legislation

 

5.2 Median number of days to provide services

 

Monthly report to Council.

6.       Provision of a Heritage Program

6.1 Facilitate annual heritage assistance program

DES

Monitor

 

6.2 Facilitate Heritage Advisory Service

DES

Heritage Advisory Service maintained.

 

6.3 Facilitate community heritage advisory committee

DES

Heritage Committee meetings held bi-monthly

Invite additional members

 

6.4 Review 2003 community based heritage study for inclusion in LEP

DES

Barbara Hicks contracted to update study and prepare statements

Engage Residents

7.       Enhance village presentation focussing on entrances and main streets

7.1 Progressive implementation of Village Enhancement Program

DETS

 

 

7.2 Other village Improvements completed

DETS

RLCIP and DEEWR projects

8.       Manage and reduce risk of damage by flooding to urban areas

8.1 Compliance with Floodplain Management guidelines

DETS

Adopted flood management plans considered in assessing new works and development

 

8.2 Plans developed and adopted for Eugowra and Molong

DETS

Draft Plans for Molong and Eugowra still in development.  Liaising with the Community still underway

 

8.3 Implementation of mitigation works for Canowindra from prepared plans

DETS

No further action

 

8.4 Annual stream clearance program completed

DETS

Completed

9.       Provide systems for stormwater and pollution control in accordance with EPA requirements

9.1 Standards adopted

DETS

Current standards and controls for sediment adopted

 

9.2 Development and upgrading of existing drainage

DETS

Drainage improvements included in the 5yr works plan

 

9.3 Ongoing works undertaken with Stormwater levy program

DETS

 

 

9.4 Review of Stormwater Management Plan

DETS

 

 

9.5 Regional Soil and Erosion Control Plan developed through Central Western Catchment Management Authority (CWCMA)

 

 

 

 


 

7. Water Supplies

 

Goals:

§   To provide an affordable, adequate and secure water supply to defined areas

§   Potable water supply for all Villages

Objectives

Performance Measures

Responsibility

Progress

1.       Manage water supply schemes

1.1 Report on demand and supply

DETS

Monthly report

 

1.2 Implementation of Capital Works plans for schemes

DETS

Continuous – slow progress as back log building up

 

1.3 Second independent review of Molong Water scheme operations conducted by Department of Commerce

DETS

 

 

1.4 Implement Best Practice for Water Supply

DETS

Complete

 

1.5 Options for means of supplying potable water to Cumnock and Yeoval identified

DETS

No progress

 

1.6 Review and consider implementation of Integrated Water Cycle Management Plan

DETS

Continuous

2.       Provide water to standards adopted by Council for all schemes

2.1 Regular testing meets required standards

DETS

Continuous – monthly testing

3.       Meet requirements of Water Management Act

3.1 Level at which requirements are met

DETS

Testing and Operations undertaken in accordance with the Departments guidelines

4.       Actively participate in Water Reform Process

4.1 Attendance/Participation at meetings

DETS

Attend meeting and report to Council as required

 

4.2 Regular reporting to Council

DETS

Attend meeting and report to Council as required

 

 

4.3 Report on implementation of State Government Water Reform proposals

DETS

Attend meeting and report to Council as required

5.       Promote effective water resource management

5.1 Participation in CENTROC regional water study

DETS

Attend meeting and report to Council as required

 

5.2 Lobbying undertaken to DECCW to undertake water study plans for catchments in the region

DETS

 

 

5.3 Participation in CMA programs

DETS

Attend meeting and report to Council as required

 

 


 

8. Sewerage Services

 

Goals:

 

§   To provide and maintain environmentally sustainable, high quality sewerage facilities

§   To establish one Cabonne sewer fund

 

Objectives

Performance Measures

Responsibility

Progress

1.       Manage sewerage schemes

1.1 Operation of Sewerage Treatment Plants (STP) in accordance with Department of Environment & Climate Change Licence

DETS

Report to Department

Completed annually

 

1.2 Implementation of Capital Works plan for schemes

DETS

Continuous

 

1.3 Report on review of future upgrade needs for Molong sewer

DETS

Case by case

Eg: Copper Hill / Rural Subdivision

 

1.4 Implement Best Practice for Sewerage Services

DETS

Complete

2.       Construct sewerage schemes in Manildra, Cudal, Cumnock and Yeoval

2.1 Section 60 approval received for Manildra, Yeoval and Cumnock

DETS

Manildra STP completed by end of June 2011

Yeoval and Cumnock in progress

3.      

2.2 Tender awarded for Manildra

DETS

Been awarded to A+ plumbing

4.      

2.3 Land purchased for STP sites

DETS

 

5.      

2.4 Compliance with Implementation time frame including Construction Schedule

DETS

 

 

 

 


 

9. Recreation and Culture

 

Goals:

§   To provide library services to Cabonne residents through participation in Central West Libraries

§   To provide public hall facilities relevant to the needs of residents

§   To provide high quality sporting, recreational and cultural facilities

§   To maintain and manage parks and gardens in Cabonne

§   To maintain and manage Council owned buildings, facilities and land in Cabonne

Objectives

Performance Measures

Responsibility

Progress

1.       Increase awareness and availability of library services in Cabonne

1.1 Participate in decision making processes and initiatives of Central West Libraries

DFCS

Councillor delegate attended November Meeting

 

1.2 Level of usage of library

DFCS

Report to February 2011 Council Meeting

 

1.3 Annual libraries tour conducted

DFCS

Deferred to 3rd qtr due to floods

2.       Efficient operation and maintenance of halls and facilities

2.1 Develop and implement asset management plan

DETS

Annual Review

 

2.2 Appropriate levels of fees and charges for facilities

DFCS

Attend Molong Museum Opening

 

2.3 Usage rates and demand

DFCS

OCC provided progress report to Cabonne plus request for further funding DES Now Managing

 

2.4 Participation by community groups  in Community Halls Grant process

DETS

Annual budget preparation contact

3.       Maintain and provide safe and usable parks, sporting fields and equipment

3.1 Maintenance carried out in accordance with sporting code and community needs and risk management principles

DETS

User input

Level of resources does not provide regular formal condition inspection

 

3.2 Review compliance of playground equipment with relevant Australian Standards

DETS

User input

Level of resources does not provide regular formal condition inspection

 

3.3 Level of community involvement in provision of maintenance for sporting facilities

DETS

Improvement demand by Community input

4.       Maintain Council pools to acceptable standards

4.1 Develop and implement upgrading and management plan for pools

DETS

Regular sample testing

 

4.2 Develop and implement Operational Plans including Risk Management Plans

DETS

Specification of OHS needs

 

4.3 Level of Community involvement in the operation and management of pools

DETS

Community committees

5.       Provide appropriate support to Museums in Cabonne

5.1 Level of support given by Council reviewed

DFCS

Council has received letter requesting new funding and support

 

5.2 Evaluation of progress of Stage 2 Regional Collections Survey Project

DFCS

OCC provided progress report to Cabonne

6.      

5.3 Level of support given by community committees monitored

DFCS

Ongoing support given to community committees

 

 


 

 

10. Mining Manufacturing and Construction

 

Goals:

§   To provide an efficient and effective building assessment and advisory service

§   To provide a financial return to ratepayers for Council’s Limestone Quarry operation

§   Operation of gravel pits to meet Council’s construction and maintenance requirements

Objectives

Performance Measures

Responsibility

Progress

1.       Ensure buildings are constructed in accordance with the Building Code of Australia

1.1 Inspection of buildings under construction when Council is Principal Certifying Authority

DES

Inspections promptly undertaken

 

1.2 Issues of Construction / Compliance Certificates and Occupation Certificates

DES

Health and Building Services accredited under BPB regulations

 

1.3 Level of knowledge and training of staff

DES

Attend relevant seminars

2.       Maximise return on Council’s Lime Quarry Asset

2.1 Financial return

DETS

Bi-monthly Quarry review Committee meeting held

 

2.2 Report on alternative products & production measures

DETS

Bi-monthly reports to Council providing production and financial statements.

 

2.3 Decision made on future operations & ownership

DETS

DETS in progress of developing business plan

 

2.4 Business plan developed

DETS

DETS in progress of developing business plan

3.       Operate gravel pits in an environmental responsible and financially sustainable manner

3.1 Ensure guidelines, approval conditions and lease agreements complied with

DETS

 

 

3.2 Pitts operated in a financially sustainable manner

DETS

 

 

 

 


 

11. Transport and Communication

 

Goals:

§   To provide a safe and quality urban and rural transport systems for vehicles and pedestrians

§   To provide services to RTA for Regional and State road network

§   To increase the level of RTA pre-qualification from R1

§   To provide and maintain bridge structures throughout Cabonne

§   To maximise safety for road users and pedestrians

§   To manage assets in a sustainable manner

§   To ensure accessibility for all members of the community

Objectives

Performance Measures

Responsibility

Progress

1.       Provide safe and well signposted roads in accordance with recognised technical standards

1.1 Inspection of roads undertaken in accordance with Asset Management Plan

DETS

Annual budget inspection

 

1.2 Investigation of Memorandum of Understanding (MOU) with Police regarding accident reporting

DETS

 

2.       Ensure that the maintenance and repair of existing road surfaces and failed pavements is carried out in a strategic risk management approach

2.1 Adopt, implement and promote Asset Management Plan for Roads in conjunction with WBC

DETS

 

 

2.2 Cost effectiveness of repairs in accordance with Asset Management Plan

DETS

Activities in accordance with RAMP

 

2.3 Maintenance conducted in accordance Asset Management Plan

DETS

RAMP recommendations to be considered when undertaking maintenance activities

3.       Remain a core service provider to the RTA

3.1 Meet RTA specification and tender requirements

DETS

Work undertaken in accordance with RMCC

 

3.2 Design and construct to RTA standards

DETS

Work undertaken in accordance with RMCC

 

3.3 Financial return on service provision

DETS

All variations with RTA finalised

 

3.4 State Road Contracts awarded

DETS

Nil Contracts awarded

 

3.5 Maintain R1 accreditation

DETS

R1 Accreditation maintained

4.       Replace or upgrade bridges

4.1 Bridges replaced or upgraded in accordance with plan

DETS

Continuous

5.       Initiate and implement Road Safety Programs

5.1 Programs implemented and results measured

DETS

Determined by RSO/RTA and joint Range Cabonne Committee

 

5.2 Communication and co-operation with local Police command

DETS

Determined by RSO/RTA and joint Range Cabonne Committee

 

5.3 Annual report to Council by Road Safety Officer

DETS

Determined by RSO/RTA and joint Range Cabonne Committee

 

5.4 Pursue funding opportunities to improve road safety

DETS

Determined by RSO/RTA and joint Range Cabonne Committee

6.       To ensure access and mobility for all sections of the community

6.1 Construction complies with Disability Discrimination Act

DETS

New and modifications to access ramps constructed in accordance with current standards for disabled access.

7.       To ensure Council building and Land assets are managed in accord with property management standards

7.1 Review of property management systems

DETS

 

 

 


 

12. Economic Affairs

 

Goals:

§   To encourage, facilitate and support the economic viability of Cabonne

§   To promote Cabonne Country – Australia’s Food Basket as a destination to visit

§   To facilitate land development opportunities in Cabonne

 

Objectives

Performance Measures

Responsibility

Progress

1.       Create economic development opportunities within Cabonne

1.1 Councillor Economic Development Workshop outcomes implemented

DFCS

Workshop held with Councillors to develop Business Development Assistance Program

 

1.2 Participation in regional development activities

DFCS

Events – ANFD, Evocities Regional Achievement and Community Awards, EDM Forum, Daroo Business Awards

 

 

1.3 Economic Development Strategy reviewed

DFCS

Work commenced on New ED Strategy

 

1.4 Land Development Strategy reviewed

DFCS

 

 

1.5 Review caravan park operations

DETS

 

2.       Actively promote and support tourism development in Cabonne

2.1 2006/2009 Economic Development Strategy – Tourism Plan Reviewed

DFCS

CCTAC Established Tourism Plan 2006/09 reviewed

New Tourism Plan being written

 

2.2 Implement strategies and report to council quarterly

DFCS

Reported to Council for second quarter

 


 

13. General Purpose Revenue

 

Goals:

§   To maximise revenue to Council through fair and sustainable means

Objectives

Performance Measures

Responsibility

Progress

1.       Implement ‘user pays’ principle for fees and charges where appropriate

1.1 Appropriate opportunities for ‘user pays’ identified and implementation plan prepared in conjunction with WBC

DES

Outstanding review of budget

 

1.2 Report on a level of income from landfill user pays

DES

 

2.       Maintain a high level of rate collection

2.1 Level of rate collection

DFCS

Monthly reporting to Council

3.       Ensure fees and charges are commercially fair and reasonable

3.1 Review of fees and charges undertaken annually in conjunction with WBC

DETS

 

4.       Identify alternate (non traditional) revenue sources

4.1 Report on potential sources

DFCS

 

 

 


Item 14 Ordinary Meeting 21 February 2011

Item 14 - Annexure 1

 

Draft Procurement

(including local preference) Policy

1 Document Information

Version Date
(Draft or Council Meeting date)

[December 2010]

Author

Administration Manager

Owner

(Relevant director)

Director of Finance & Corporate Services

Status –

Draft, Approved,  Adopted by Council, Superseded or Withdrawn

DRAFT

Next Review Date

Within 12 months of Council being elected

Minute number
(once adopted by Council)

tba

2 Summary

This policy aims to provide an effective and transparent control over the purchasing process using public funds and to manage the purchasing process in such a way that Council will benefit economically and attain its environmental and social objects including local benefit.

Approvals

Title

Date Approved

Signature

General Manager

 

 

3 History

Minute No.

Summary of Changes

New Version Date

 

Petty cash limit amended to $30

12 February 2008

10/02/17

Readopted by Council

15 February 2010

Draft

Incorporated previous Tendering Policy relating to requirement that all tenders be by an open tender unless an alternative report has been prepared on the benefits of an alternative tendering method.

 

Amended to incorporate recommendations made by the DLG in the Tendering Guidelines issued October 2009; Council resolution to include GIPA Act clauses as appropriate; and request by Council to include local preference in procurement. 

December 2010

 


Reason

This policy documents clear guiding principles in Council’s procurement of goods and services.

4 Scope

The policy relates to all purchases by Council. 

The purchase cost determines the procurement method to be used. 

Budgetary and delegation limits are applicable and must be adhered to.  Please refer to Procurement Delegations Section. 

Local Preference applies in varied ways subject to the purchase value/method of procurement.

Code of conduct responsibilities relating to conflict of interest and transparency apply to councillors, staff and contractors.

5 Associated Legislation

Local Government Act 1993 (NSW)

Local Government (General) Regulations 2005

Government Information (Public Access) Act 2009

6 Definitions

Act                                     Local Government Act 1993

Council                             Cabonne Council

DLG                                   Division of Local Government

EOI                                    Expression of Interest       - an EOI may be called for a project of any value to attract submissions/ determine interest to a broad specification.  It is usually followed by a request for quotation/tender process depending on value.

GIPA Act                           Government Information (Public Access) Act 2009

Local                                 Within the Cabonne Council Local Government Area

Local Benefit                    Having the ability to positively impact upon the local economy by Council purchasing locally within policy provisions.

Open tendering                Also referred to as “public bidding” - consists of:

(i)    a public invitation directed to all those with a possible interest in presenting offers; followed by

(ii)   an evaluation stage to select the offer most advantageous to Council; and finally

(iii)  the award of the corresponding contract.

Regulations                      The Local Government (General) Regulations 2005 (NSW)  

RFQ                                   Request for Tender - a process and documentation used to advertise for goods and services estimated to be between $20,000 and $150,000 (GST inc)

Selective tendering         A method similar to open/public tendering, except that the invitations to bid are not issued to the public in general but only to firms selected by the procuring agency or Council.   NOTE: Council requires that all tenders be by an open tender unless an alternative report has been prepared on the benefits of an alternative tendering method and approved by Council prior to tendering. 

7 Responsibilities

7.1 GM

The General Manager is responsible for the overall control and implementation of the policy.

7.2 Directors and Managers

Directors and Managers are responsible for the control of the policy and procedures within their area of responsibility.

7.3 Delegated Officers

Incumbents of positions with delegation to sign purchase orders in writing for the supply of services, goods and materials in accordance with Clause 211 of the Local Government (General) Regulation 2005 are limited to issue purchase orders only in accordance with approved budgets, approved votes, relevant statutory requirements and within Council’s policies.

7.4 Contractors

Contractors are required complete a conflicts of interest declaration as a Mandatory criteria in RFQ documents and Tenders.

8 Related Documents

Document Name

Document Location

DLG Circular to Councils No 06/07 – Procurement in NSW Local Councils

DLG website

DLG Circular to Councils No 09/39 – Tendering Guidelines in NSW Local Government

DLG website

DLG Tendering Guidelines for NSW Local Government (October 2009)

DLG website

Cabonne Council Code of Conduct

Council’s policy database

Cabonne Council Delegations Index

Council’s Intranet

WBC Strategic Alliance Procurement Guidelines

Draft

ICAC Purchase and Sale of Local Government Vehicles publication

http://www.icac.nsw.gov.au/dmdocuments/pub2_9cp.htm

 

9 Policy Statement

Council is committed to having an effective and transparent control over the purchasing process using public funds and to manage the purchasing process in such a way that Council will benefit economically and attain its environmental and social objects.

Council will also aim to encourage the development and promotion of business and industry within the local economy and in so doing will assist in creating the growth of such business or industry.  In addition, Council supports a preference to purchasing Australian made goods.

Purchasing by way of quotes, tendering, etc must be in accord with the DLG and WBC Tendering Guidelines.

9.1 Local Benefit

Council is committed to supporting the local economy and enhancing the capabilities of local business and industry by including local benefit in its policy.  This objective of this policy provision is to create a framework that ensures Council gives due consideration to the actual and potential benefits to the local economy of sourcing goods and services locally where possible, whilst maintaining a value for money approach at all times.

Locally sourced goods and services will be used where price, performance, quality, suitability and other evaluation criteria are comparable with non-locally sourced goods and services.

By making a provision for including “Local Benefit” as a factor in determining its procurement Council is actively encouraging and promoting business and industry within the Cabonne Council LGA without conferring an improper advantage or breaching the Trade Practices Act.

To assist local industry and local economic development, Council will:

a.    Encourage a ‘buy local’ culture within the Council;

b.    Disseminate contract and tender information to local industry, in a manner deemed appropriate;

c.    Ensure that buying practices, procedures and specifications do not disadvantage local suppliers and ensure transparency in quotation, tendering and contract management practices; and

d.    Encourage local businesses to promote their goods and services to Council.

 

ICAC

It is noted that the ICAC has previously published its findings into research it undertook into Local Preference practices/policies by Local Government.  This policy acknowledges the findings and requires that Council be precise about the local preference rule and includes it in tender documentation.  It will also monitor the cost of the policy, including adverse impact on competitiveness as recommended in the ICAC report.  After review Council may include in its policy a buffer (a percentage) with a view to supporting local industry.

9.1.1 Application

A ‘common sense’ approach will prevail in that when assessing the offer by a local’ provider if it is found to be within a reasonable tolerance of the guidelines such assessment will be in the favour of the local whenever possible.

Tenders and Requests for Quotations (RFQ)

Local preference will be applicable to Tenders and RFQs in that when 2 suppliers provide a product or service of equal quality, etc and at the same price then the local supplier will be awarded the tender.

Purchases up to $20,000

Local preference is applicable to purchases less then $20,000 in that local suppliers are to be used in circumstances when the product/service may be available outside the LGA but the local is the same cost (or cheaper) when the cost of travel (whether charged by the supplier or incurred by the staff member having to travel to collect a product for example) is factored in.

Additionally, for purchases under $20,000 at least 1 quote must be from a local supplier (where available).

Local preference applies to purchases less then $1,000 (a level at which only one verbal quote is required) in that in such cases the local supplier is to be used (where available and provision of the service or product is timely).

9.2 Procurement System

The procurement of goods and services by Council must have regard to the following principles:

9.2.1 Value for Money

Value for public money to achieve positive outcomes for the community is the core principle underpinning Council’s procurement system.  This will involve a comparative analysis of all relevant costs and benefits of each proposal throughout the whole procurement cycle.  To carry out the comparative analysis, Council will use appropriate evaluation criteria with a weighting applied to each evaluation criterion.  Evaluation criteria and weighting will be set by the responsible officer.  Evaluation criteria will include the following considerations:

9.2.2 Standards of Behaviour and Ethics

(1)        Honesty and Fairness

Council will conduct all tendering, procurement and business relationships with honesty, fairness and probity at all levels.  Council must not disclose confidential or proprietary information.

(2)        Accountability and Transparency

Council must ensure that the process for awarding contracts is open, clear, fully documented and defensible.

(3)        Consistency

Council must ensure consistency in all stages of the procurement process.  For example, conditions of tendering must be the same for each tenderer on any particular tender; all requirements must be clearly specified in the tender documents and criteria for evaluation must be clearly indicated; all potential tenderers should be given the same information; and the evaluation of tenders must be based on the conditions of tendering and selection criteria as defined in the tender documents.  In saying this, advice given to potential tenderers clarifying aspects of the tender need not be circulated to all tenderers.

(4)        No Conflicts of Interest

A council official with an actual or potential conflict of interest must address that interest without delay in accordance with Council’s Code of Conduct.

(5)        Rule of Law

The procurement of goods and services by Council must be in accordance with the legislative framework prescribed by the Act and the Regulations.

(6)        No anti-competitive practices

Council must not engage in practices that are anti-competitive or engage in any form of collusive practice.

(7)        No Improper Advantage

Council must not engage in practices that aim to give a potential tenderer an advantage over others, unless such advantage stems from an adopted Council procurement policy such as a local preference policy.

(8)        Intention to Proceed

Council must not invite or submit tenders without a firm intention and capacity to proceed with a contract, including having funds available.

(9)        Co-operation

Council must encourage business relationships based on open and effective communication, respect and trust, and adopt a non-adversarial approach to dispute resolution.

9.3 Procurement Delegations

9.3.1 Use of existing contracts

Whenever an existing State Government, Local Government Procurement, CENTROC or WBC Alliance contract is in place it shall be used in the first instance unless approval is given by Council to go to Tender.  This provision removes duplication of effort and research; and saves Council’s resources in not having to go through the Tender/procurement process unnecessarily.

9.3.2 Tendering

The adopted DLG Tendering Guidelines must be adhered to.  Council will seek tenders where required by the Act and at other times when deemed appropriate by the General Manager.  Tendering selection criteria, other than the local benefit provisions of this policy, may be modified with the approval of the General Manager.

NOTE: Council requires that all tenders be by an open tender unless an alternative report to council has been prepared on the benefits of an alternative tendering method and the Recommendation to utilise an alternative procurement method is approved. 

9.3.3 Acquisition of services, goods or materials

Purchases for less than $150,001.00 (inclusive of GST) will be authorised by appropriate council officers who have been delegated to give orders in writing for the supply of services, goods and materials in accordance with Clause 211 of the Local Government (General) Regulation 2005.  Levels of delegation are set out in Council’s Delegation Register.

Orders can only be given in accordance with approved budgets, approved votes, relevant statutory requirements and within Council’s policies through the appropriate process required as shown below.

Value of Goods and Services (GST Incl)

Quotation(s) / process required

Up to $30

Petty cash

Up to $1,000

1 verbal quote

$1,001 to $5,000

3 verbal quotes

$5,001 to $20,000

3 written quotes

$20,001 to $150,000

Request For Quotation (RFQ) advertisement in paper required – treat similar to Tender

$150,001 and above

Full Tender process to be followed

 

It is recognised that a number of purchases could relate to the same location or be components of an overall project.  Under these circumstances separate tenders or quotations will be called for when each purchase or component is discrete enough to result in different suppliers (providing different services) responding to tenders or quotations.  However, if it is intended for components or purchases to be managed by the one contractor then all components and purchases will be treated as one project and the total project estimated cost will be treated in accordance with this policy (i.e. if the total is greater or equal to $150,001.00 then a tender will be called for the total project).

In the application of this policy it is important that individual purchases are discrete in nature from other purchases and it is not the intention to bundle purchases to circumvent these provisions.  Similarly, purchases shall not be split to circumvent the $30 petty cash limit.

9.4 Sustainability considerations.

The Act contains specific requirements and direction for Councils in relation to sustainability.  Council is committed to sustainable procurement.  Refer to the WBC procurement guidelines for more detail.

9.5 Government Information (Public Access) Act 2009 (GIPA Act)

With the commencement of the GIPA Act Council was required to ensure that when it enters into a contract with a private-sector entity (contractor) to provide services to the public on its behalf, that Council must have a contractual right to immediately access certain information in the contractor’s records.  Council resolved to include appropriate clauses in relevant contracts.


Item 16 Ordinary Meeting 21 February 2011

Item 16 - Annexure 1

 

 

REQUEST TO THE MAYOR TO HOLD AN EXTRAORDINARY MEETING
OF CABONNE COUNCIL

We the undersigned, being at least two (2) councillors*, hereby make a written request to the mayor to hold an extraordinary council meeting**.  The meeting is required to deal with business relating to^:

 

 

 

 

 

 

 

……………………………………………… ………………………………………………….

                        (signed)                                                          (signed)

 

Notes:

* - The mayor can be one of the two councillors, but the mayor cannot call extraordinary meetings by him or herself without having a written request with another councillor’s signature. 

** - The mayor must then ‘call’ the meeting, which is to be held as soon as practical but within fourteen (14) days after the request is made (s.366 of the Act).

^ - Extraordinary meetings are not only held in ‘extraordinary’ circumstances.  These meetings are usually held to deal with special business or where there is so much business to be dealt with that an additional meeting is required (cl.242 of the Regulation).

 

To the General Manager

I hereby authorise the calling of an Extraordinary meeting to be held on

 

_______________________________.

                   (insert day and date)

 

 

_______________________________.

                                Mayor


Item 19 Ordinary Meeting 21 February 2011

Item 19 - Annexure 1

 

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Item 20 Ordinary Meeting 21 February 2011

Item 20 - Annexure 1

 

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Item 22 Ordinary Meeting 21 February 2011

Item 22 - Annexure 1

 

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Item 22 Ordinary Meeting 21 February 2011

Item 22 - Annexure 2

 

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Item 23 Ordinary Meeting 21 February 2011

Item 23 - Annexure 1

 

ITEM 13 - Molong Flood Risk Management Study Review

REPORT IN BRIEF

 

Reason For Report

Advising council of variation to scope of works and fee for the Molong Floodplain (overland flow) review.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Urban Asset Coordinator

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2010 - 197946

 


Item 23 Ordinary Meeting 21 February 2011

Item 23 - Annexure 1

 

Urban Assets Coordinator's REPORT

 

Consultants undertaking the Review of the Molong floodplain risk management study have requested variation to the scope of works and upper limiting fee. The variations relate to additional information and survey data required to complete the overland flow modelling and damages report.

 

As Council would be aware the floodplain study is jointly funded between Council, State and Federal Governments contributing 1/3 towards the cost. The Department of Environment Climate Change and Water have indicated consideration to the variation would be considered, however approval would be subject to the Consultant providing detail of the additional works outside the original scope of works, costing and timeframe for completion of the draft.

 

The variations includes additional surveys of the main overland flow catchment area are required, particularly pertaining to the effects of overland flow on lower Bank Street. Additional computer modelling required to model flooding under a variety of events, for example overland flow as a result of a storm event and the combined effects of overland flow and riverine flooding in various combined events.

 

Since the original study by Bewsher (1999) additional drainage work has been carried out in lower Bank Street and the new study needs to incorporate this work into the complex calculations and modelling.

 

Additional spot surveys across the flood zone are also required to verify levels.

 

The survey data previously supplied to the consultant was derived from sewer plans and is now regarded as being too coarse in topographic detail to accurately model the complex permutations in various flood events due to the very gentle topography of lower Bank Street.

 

The approved upper limiting fee for the Molong Flood Study review is $108,531. The revised (estimated) upper limit is $138,531; however this is subject to a detailed submission being provided by the consultant. Council’s contribution would be $10,000 if the total variation is approved. The 2010/11 budget has provision for the variation if approved.

 

To date council has received and paid invoices totalling $103,502.

 

A further report will be submitted to council seeking approval to the variation when details of the scope of works and costs have been received and considered by DECCW.

 

 

Recommendation

 

That the information be noted.

 

 


Item 23 Ordinary Meeting 21 February 2011

Item 23 - Annexure 2

 

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Item 24 Ordinary Meeting 21 February 2011

Item 24 - Annexure 1

 

2010/1233

REPORT TO      GENERAL MANAGER

COUNCIL MEETING – 2 DECEMBER 2010

 

FROM                 DIRECTOR TECHNICAL SERVICES

 

DATE                  30 NOVEMBER 2010

 

ON                       WATER STRATEGY UPDATE REPORT – DECEMBER 2010

106/441/600/1

 

 

Background

Council adopted a comprehensive Strategic Water Supply Strategy at its meeting of
19 November 2009. This report provides an update on the delivery of a number of the infrastructure initiatives identified in the November 2009 report.

 

A key element of the Strategy involved the development of a range of water supply infrastructure options for the city. The previous reliance on a single point of supply, via natural inflows from the catchment of the city’s two water supply dams, has been shown to be unable to meet the demands of the existing population, let alone provide for growth in the city.

 

The Strategy adopted by Council is now regarded by many water utilities as the most appropriate response to the future variability of weather, and is similar to that being adopted by many other water supply authorities, including most major metropolitan water authorities such as Sydney Water. It involves the development of a diverse portfolio of water supply options to provide Council with a range of alternative supply points to meet the city’s ongoing demands. This is an appropriate risk based approach to water supply security, enabling the entire system to continue to operate effectively even when components of the system may not be performing well. A detailed first tier set of operating rules will be developed to optimise how the supply of water is managed from the various points of supply, with a second tier of operating rules also being required for each individual component of the system. These rules will take into consideration key factors such as water availability, water quality, environmental impacts and the cost of supply. Such operating rules already exist for the two stormwater harvesting projects.

 

The key infrastructure elements identified in the water supply strategy included:

·      Development of the Ploughmans Creek Stormwater Harvesting Scheme,

·      Commissioning bores across Orange City Council,

·      Undertaking safety upgrading works at Suma Park Dam,

·      Investigation into a pipeline connection from the Macquarie River or, as a secondary option, from Lake Rowlands, subject to the availability of sufficient volumes of water and agreements on suitable business arrangements with Central Tablelands Water,

·      Supporting the expansion of Lake Rowlands and associated pipelines in principle as identified in the CENTROC Water Security Study, and

·      Investigation into the development of a Managed Aquifer Recharge scheme.

 

At the current time the development of the Ploughmans Creek Stormwater Harvesting Scheme is progressing well, with completion of this project scheduled for the first quarter of 2011. As with the commissioning of new bores, Council is working with NSW Office of Water (NOW) to finalise volumetric licensing issues associated with the Ploughmans Creek Scheme prior to its commissioning.

 

Council has invited tenders for the investigation and design work associated with the safety upgrading of Suma Park Dam. It is expected that tenders will be let before the end of the year, with work to commence in early 2011 with a view to construction works commencing in late 2011.

 

Council has undertaken an analysis which identifies that a pipeline connection from the Macquarie River is not only viable as an additional source of water for Orange but also capable of being constructed in the short term. Further investigation is underway, as resolved in November 2009, to confirm this concept and identify the preferred corridor for the pipeline, as well as to commence the necessary statutory approvals process to prepare the project for detailed design and construction in the near term. This project has been supported by both the State and Federal Governments.

 

Council staff continue to play a key role as part of the CENTROC Infrastructure Group in developing the necessary project planning activities needed to deliver key recommendations of the CENTROC Water Security Study, including the expansion of Lake Rowlands and its associated regional pipe network, within a realistic timeframe.

 

Council has received funding of up to $150,000 to undertake a detailed investigation into the development of a Managed Aquifer Recharge (MAR) scheme for Orange. Tenders have been called for this investigation which will be completed by April 2011. MAR is becoming increasingly utilised by water authorities as a cost effective means of storing and treating various forms of water.

 

 

Water Security

The November 2009 report focussed on developing a long term water security strategy for the city, with a planning horizon of 50+ years. At the time the issue of water security was in stark focus with dam levels below 25%, level 5A water restrictions having been in place for two years and an urgent need existing to develop alternative water supply sources to enable the city to survive the drought.

 

At this time Council’s clear focus was to learn from this experience and take a much more strategic approach to water resource planning to avoid having to experience a repeat of this situation in the future.

 

Despite the recent good rainfall and overflowing water storages it is vital that Council, and the community generally, do not get lulled back into a false sense of security and forget about the need to maintain a vigilant focus on effective water management, both from a usage as well as a water supply viewpoint.

 

The long term security level of this city’s water supply has not changed because the dams are full. Below is the extract from the November 2009 report on how water supply security is determined. This is based on long periods of historical and projected data during which there will be some years of above average rainfall, as is currently being experienced, as well as periods of well below average rainfall, as occurred over recent years. The challenge for Council is to develop a sufficiently diverse and robust water supply system to ride out these highs and lows and for the community to know that it’s needs can be sustained throughout the longer term without having to resort to crippling water restrictions or implementation of expensive emergency responses.

 


 

“How is Water Supply Security Determined?

 

Historically, the secure yield of a water supply has been determined using the “5,10, 20 rule”.  This rule is an accepted guideline, not a standard.  This rule states that the secure yield is the annual demand that can be supplied:

 

·      Without restrictions of any kind applied for more than 5% of the time (the “5” element);

 

·      Where restrictions are applied, they should not be imposed more than one year in ten on average (the “10” element); and

 

·      The system should be able to supply 80% of normal demand (ie 20% reduction in consumption) through a repeat of the worst drought on record (the “20” element).

 

It is important to note that, even with this rule, there are financial (affordability), social and environmental reasons why this level of service may not be provided in all areas.

 

Secure yield determination is based on historical events.  This approach is considered to be “static” and “deterministic” modelling as it considers non-varying future annual demand and one possible “reality” ie the past.

 

Yield is not static.  It changes depending on inflows, infrastructure and operating rules and therefore needs to be reviewed frequently.  Demand is not static as it changes in response to climate variation, dryer years have higher demands and vice versa, wetter years have lower demands.

 

In recent years, with improvements in computational modelling, a more dynamic approach to water supply security assessment has been adopted.  This approach is “stochastic”.  This approach allows for estimating the probability of supply coming under threat (ie moving into restrictions and failure) under potential future conditions.  These models allow for the possibility of a series of potential outcomes, each with a different probability of occurring.  The process is based on replicating the random fluctuations observed in historical data.

 

This modelling approach does not use the “5, 10, 20 rule”.  Instead, this process considers the probability of certain outcomes.  In this type of analysis, there are two key concepts:  security and reliability.  The security of a supply is the probability that a system will run out of water.  The reliability of a supply is the likelihood that restriction on demand will be required.

 

Determining the security and reliability of a water supply system also needs to take into account design criteria.  For instance, whilst it is not acceptable to run out of water, the reasonable restriction of water demand during droughts is acceptable.  Similarly, the assessment should also consider expected reductions in demand as a result of water conservation activities.  The key objectives of this study are:

 

Based on a reliability criteria of 90% (as adopted by major cities in Australia for stochastic modelling)

 

·      Security: that water supply storages do not empty more often than 0.1% of the time.

 

·      Reliability: that restrictions (of any duration) do not occur more in greater than 10% of years (ie that restrictions are not too frequent – the same as the “10” element in the old rule).

 

Initially the reliability and security of an existing water supply system is assessed and then if the objectives are not satisfied the required changes to infrastructure and/or demand management are determined.  Relaxing these objectives would reduce the reliability and/or security of supply, while reducing the required expenditure and vice versa, tightening these criteria increase the level of expenditure on new infrastructure for water supply, potentially to levels that are not affordable.

 

 

The Centroc study utilised the stochastic model.  The analysis in this report is based on the safe yield method.

 

A recent assessment by the NSW Office of Water (NOW), taking into account the need to allow for environmental flows in water supply dams, has identified that the secure yield from the city’s natural water supply catchments is now around 3,600 ML/a, down from the previous 4,000ML/a as reported last November, whilst the long term unrestricted demand is projected at 5,800ML/a or if permanent low level restrictions are introduced 5,400ML/a.

 

The city therefore faces an immediate annual deficit of 1,800ML – 2,200ML which needs to be made up from alternative water sources.

 

Works undertaken recently or currently under construction, such as the stormwater harvesting schemes, will help overcome this deficit, but Council must maintain its focus on developing additional water infrastructure works to fully close this gap and provide capacity to meet future demand as the city grows. With the development of a new LEP, the focus Orange is receiving through Evocities and the ongoing housing demand in the city the need for ongoing development of critical infrastructure has never been greater.

 

The full dams have taken away some of the urgency associated with delivering these works but has in no way diminished the critical need for the works. In some ways this has created a distraction, as a full dam gives an impression of a secure water supply. What needs to be understood is that, as was the case over the last five years, the dams can go from full to critically low in a short period of time. Predictions of future weather patterns indicate more severe periods of low runoff interspersed by short periods of more intense rainfall. The solution to managing this increased variability is increased diversity and improved management of the entire water supply system.

 

The response by residents following the easing of level 5A water restrictions demonstrates that, as a community, they understand the need to continue to be mindful of using water wisely. Water usage levels per person have virtually remained unchanged since level 5A restrictions were relaxed. The fact that there was public opposition to full relaxation of water restrictions again highlights the level of concern in the community about possibly returning to the water shortage situation Council was in less than six months ago.  

 

The community continues to play its part in managing the demand aspects of Council’s water strategy. Council must therefore also maintain its commitment to addressing the water supply aspect of the strategy.

 

The table below, and attached chart, provide an update of how Council’s water infrastructure needs to be progressively developed over time to meet current and future water demands.

 

 

 

These tables and charts are based on unrestricted demand of 5,400ML/a. It is stressed that depending on permanent low level restrictions the unrestricted demand is 5,400ML/a to 5,800ML/a.

 

Option

Secure

Yield (ML/a)

0.6% Growth

Horizon

Available Capacity (Years)

1% Growth

Horizon

Available Capacity (Years)

Base situation

3,600

 

 

 

 

+ Blackmans Stage 1

4,600

 

 

 

 

+ Current Local Projects

+ bores

4,850

 

 

 

 

+ Ploughmans Creek harvesting

5,150

 

 

 

 

Regional Proposal

+ Macquarie River connection based on 5ML/day)

7,250

2058

48*

2038

28*

Ultimate Proposal

+ Expanded Lake Rowlands

9,450

2060++

50++

2060

50+

 

*Given experiences with the recent drought, growth and the timing of augmentations to supply, a buffer on the provision of the augmentation of supply of 10 years is necessary. This effectively reduces the available capacity of the system with the inclusion of the Macquarie pipe line to 38 years at 0.6% growth and 18 years at 1% growth. It is noted that the Orange growth rate is often above 1%. A suitable buffer can both soak up increased growth or otherwise provide a contingency for delays in the delivery of additional supply (as is sometimes the case in major projects).

 

Development of a diverse water supply system

In developing and operating a diverse water supply system made up of a number of supply points, there will be periods when some parts of the system are not in use and other times when most parts of the system are in full use.

 

This is not unlike how other key infrastructure elements of Council’s water supply system are currently operated. For example major pump stations always have spare back-up pumps available if another pump fails. The Icely Road water treatment plant is designed with sufficient capacity to process water to meet peak summer day demands, which occur only a few times a year. However the plant is generally operated at well below maximum capacity for the majority of the year as average demands are often less than half of the peak demands. This in-built spare capacity provides the security and reliability demanded by the community of such a vital service. In an environment where weather patterns are becoming increasingly more unpredictable there is a similar need for the development of a range of water supply options to create a diverse water supply system, with this approach now regarded by forward thinking water utilities as essential. 

 

Council’s approach in the development of this diverse portfolio of supply options has been to firstly examine all viable options within the city area to limit the potential impact on other water utilities. This has been successfully achieved through the development of the stormwater harvesting schemes which will soon cover the entire urban footprint of Orange, as well as the development of a number of groundwater options plus the examination of a Managed Aquifer Recharge system. However, given the limited size of the Orange LGA and therefore limited capacity to generate runoff, total reliance on this area alone to satisfy the city’s water needs is unsustainable and highly risky.

 

The CENTROC Water Security Study identified the need to take a regional approach to addressing future water supply needs given the current state of many of the region’s water supply systems. This study has provided a much better understanding of how different water utilities can and do interact and has provided a strategic blueprint for regional management of water resources into the future.

 

In adopting a regional approach it is important that a water supply solution developed for one water utility does not adversely impact on another utility to either make their situation worse or take away a potential solution which they may need to develop in the future.

 

 

Regional Pipeline

One of the key infrastructure resolutions from the November 2009 water strategy report was to investigate the option of constructing a regional pipeline to Orange from either the Macquarie River or Lake Rowlands.

 

An analysis was undertaken which looked at nine possible pipeline options - two from Lake Rowlands, four from the Macquarie River east of Orange and three from the Macquarie River downstream of the confluence with the Turon River.

 

The analysis recommended that, based on:

·      the most reliable and secure water source,

·      the need for timely completion of the works of pipelines from each source, and

·      minimising impacts on stakeholders,

 

the preferred route was from the Macquarie River below the confluence with the Turon.


 

The proposed off-take below the Turon confluence, while involving a longer pipeline route between Orange and the Macquarie River of around 45 kms, provides around 2.8 times more available water than the closer option (32kms) east of Orange, and 8.4 times more water than Lake Rowlands. Lake Rowlands also involves the greatest pipeline length of around 54kms and potentially impacts on the greatest number of landowners. The report concluded that “…the existing Lake Rowlands is unable to supply Orange without impacting on the security of this system..”. The report further identified three possible routes from the Macquarie River downstream of the Turon, and recommended further investigation be undertaken to determine which of these should be adopted as the preferred route through a concept design process. The report identified an estimated capital cost of $47M and an initial annual operating cost of $1.5M, based on an average extraction from the river of 1800ML/a. This concept design work is currently underway and will be completed in mid December.

 

(The issue of Orange augmenting its water supply from Lake Rowlands in the short term is discussed in further detail later in this report.)

 

The concept study will identify the preferred route for the pipeline, with this route to be contained within a corridor, possibly between 10 - 200m wide. This is necessary to reduce the potential footprint of the eventual pipeline as much as possible, whilst still leaving scope for refinement of the route during the detailed design phase. For example, the detailed design may identify localised areas of high environmental sensitivity which the pipeline needs to avoid.  The final pipeline route will be contained within an easement in those sections where it runs though private property. It is also proposed, where possible and appropriate, to locate significant sections of the pipeline within road reserves to limit impacts on private landholders and facilitate access during both construction and operation.

 

The Concept Study involves a comprehensive assessment of the key elements associated with the construction and operation of the pipeline, including

·      Environmental Impacts

o Flora and fauna

o Hydrological impacts

o Heritage impacts

o Aquatic ecology

·      Social/stakeholder Impacts

·      Sustainability criteria

o Energy usage

·      Technical consideration and constructability

o Geological conditions

o Property access issues

o Provision of power

·      Cost

o Capital costs

o Lifecycle costs

 

The project methodology also involves a sensitivity analysis of key impacts to test the robustness of any recommendation.

 

The preferred route will also be subjected to a detailed risk assessment to identify how easy or difficult the preferred option will be to implement.  These risks include:

·      Regulatory risks, gaining the necessary licensing and statutory approvals required,

·      Implementation risks during actual delivery of the project, covering areas such as safety, operability and specific environmental and social constraints,

·      Business risks to Council’s water supply system, and

·      Political risks, from either stakeholders or broader community resistance to the project.

 

The concept design will identify key elements including:

·      Pumping station designs, including location, pump type and capacity, mechanical and electrical works,

·      Power supply, including mains supply from Country Energy as well as possible alternative sources or offsets,

·      Pipeline and ancillaries, including pipe size and material type, pipeline corridor, valve arrangements, connection details into Orange water supply system, and

·      Cost estimate, based on industry accepted cost rates for this type of work, with the aim of achieving and estimate within a +/- 10% range.

·      An outline of the timeline needed to deliver this project including identification of the key tasks involved.

 

Upon completion of this concept design Council will have a clear understanding of the scale of this project and what will be required to deliver it successfully. This information will also be required in the development of the project information package for the State and Federal Governments.

 

State and Federal Government Funding

Council has received written confirmation of the funding being provided for this project from the State and Federal Governments. (See attached copy of letter from Minister Costa attaching letter from Minister Burke) The original funding model proposed was based on a $47M cost estimate on a 2:2:1 funding arrangement between the Federal Government, State Government and Council, resulting is relative costs of $18.8M, $18.8M and $9.4M.

 

The Federal Government has committed $20M to the project, and the NSW State Government $18.2M leaving Council to provide $8.8M.

 

The funding arrangements involve the Federal Government entering into an agreement with the NSW Government for the provision of their $20M. This is based on the outcomes of a broader Memorandum of Understanding entered into for the cooperative investigation and subsequent implementation of key water reform initiatives in NSW. Within the overall funding specified in the MOU the Australian Government has committed to providing funding of $20M towards Council’s water security pipeline.

 

As part of the arrangements a business case will be prepared along with the concept study.

 

Upon successful completion of this State and Federal agreement, which is currently being finalised and should hopefully be concluded before the end of the year, it is anticipated that the NSW State Government will provide Council with a Conditions of Funding offer for the provision of $38.2M for the project made up of the Federal and State components. Ongoing management of this project will be between Council and the NSW Office of Water (NOW), under similar arrangements which have existed throughout the delivery of the stormwater harvesting projects. Once this agreement is signed by Council, with the completion of the concept design, work can proceed immediately on the detailed design phase of the project. This is likely to take at least six months, following which the project can move into the construction phase.

 

The contracts to undertake construction will involve significant expenditure and will be reported to Council for approval prior to being determined, as a catch point.

 

Statutory Approvals

Due to the scale of this project, its significance as critical infrastructure to a regional centre such as Orange and the fact that it runs through at least two LGA’s, approval through part 3A of the NSW EP&A Act is proposed. It is possible that the project could be considered by Council alternatively under part 5, however at this stage part 3A is considered to be the appropriate pathway. Initial discussions with staff from the Department of Planning have indicated that this is an appropriate route for Council to pursue, with a formal request for the project to be considered under part 3A to be prepared in December subject to Council’s concurrence. It is not yet known whether the project will require approval under the Commonwealth EPBC Act.

 

Funding Sources

The November 2009 Water Strategy report adopted by Council indicated that Council could afford to spend up to $10M as its share of a regional pipeline project. Council further resolved to continue seeking reform with the Division of Local Government (DLG) for the aggregation of Water and Sewer Funds to better align with the principles of Integrated Water Cycle Management.

 

Council has had some recent success in this regard, with approval granted recently by the Division of Local Government for Council to allow an internal, low interest loan to be made from capital reserves in Sewer Fund to Water Fund to assist in the delivery of major infrastructure projects, with the loan to be forgiven upon the combination of the water and sewer funds. The process by which the proposed combination of water and sewer funds can occur is the management plan process and subject to the concurrence of Council it is planned to consider the aggregation through the 2011/12 management plan.

 

At the current time there is more than $13.5M held in unrestricted funds in the Sewer Fund, with no immediate major projects proposed which would utilise these funds. In fact, with the significantly reduced water usage over the past two to three years this has resulted in a commensurate reduction in the volume of sewage produced in the city. As a consequence there is now substantial spare capacity within sewer mains, pumping stations and the wastewater treatment plant. This has enabled planned system upgrading to be deferred for many years, to the extent where there is no major work of this nature envisaged for at least the next 10 plus years. As well as the unrestricted funds, Council holds reserve funds of $6.5M in sewer fund.

 

In contrast the Water Fund is facing a number of major capital projects over the next two to three years, including the safety upgrading of Suma Park Dam and the regional pipeline project. Both of these projects follow on from significant capital investment in the water fund in recent years through the $5m expended on stormwater harvesting and other emergency water supply projects, as well as the $6.5M upgrading of Spring Creek Dam completed in the last four years.

 

The opportunity for Water Fund to utilise a low-interest, at 2%, loan of up to $12M to contribute to the proposed regional pipeline presents Council with a clear alternative to having to fund this project at commercial interest rates.

 

These funds are currently held in the Sewer Fund, and while this fund will forego some investment income due to the low interest rates, from a corporate viewpoint Council will achieve overall savings by not having to pay full commercial rates for these funds. In addition, this proposal provides Council with the opportunity to utilise this money, which is not identified for any purpose, for a critical infrastructure project which will deliver an essential service to the community.

 

Within seven years around $7M in loans will be retired in water fund providing increased flexibility. Further, with construction of the pipeline, increased water security and the relaxation of restrictions and ongoing growth in the city, the total volume of water utilised will increase. This will generate additional income into the Water Fund to meet the costs of the expanded water supply system.

 

The current proposal requires a contribution of $8.8M from Council in a total project estimated to cost $47M. Utilisation of this interim low interest loan from sewer fund and ultimate potential forgiveness of the loan upon the formation of a single fund will ensure this project can be delivered within the financial capacity of the fund.

 

 

Pipeline connection to Lake Rowlands

The Lake Rowlands supply, as identified in a report prepared by Central Tablelands Water in March 2006, is currently unable to meet the unrestricted demands of its consumers. The report indicates that the secure yield of this storage is 1900ML/a while the demand is approximately 2000ML/a.

 

The recently completed Centroc Water Security Study and the analysis undertaken to assess the alternative pipeline routes also identified the unrestricted demand for Lake Rowlands as being above the secure yield, at up to 2148ML/a.

 

This analysis also concluded that, if Lake Rowlands was used to augment Orange’s water supply, the security of the Central Tablelands Water (CTW) supply would drop from <0.1% probability of failure, or one failure every 1000 years, to an unacceptable 0.3% probability of failure, or the supply failing once every 333 years. This would move the CTW system from a secure to an insecure water supply system and would result in a greater need to impose water restrictions on CTW customers.

 

In addition, since this assessment was undertaken Cowra Council has completed the construction of a pipeline link into the CTW system. Therefore while Lake Rowlands is already performing an important function in assisting to improve the security of Cowra’s water supply, this further limits the opportunity for this supply to also assist Orange in its current form. 

 

Other centres downstream of Lake Rowlands such as Forbes, Parkes and Condobolin, all have water supply systems which require augmentation to improve their long term security. Therefore, should Council seek to take water from Lake Rowlands at its current size it would be reducing the opportunity for these centres to access this water. Such a move by a large water utility could be viewed with significant concern by these communities, particularly when Orange has no licensed entitlement to this water which sits within the Lachlan catchment, and as such would involve an inter-catchment transfer. By contrast, Council has a 7800 ML entitlement within the Macquarie River catchment.

 

The recent release of proposed revised extraction levels from catchments within the Murray Darling Basin has further heightened community concerns about reduced water availability in downstream sections of the sub-catchments in the MDB.

 

 

Augmentation of Lake Rowlands

Orange City Council has resolved to support in principle the augmentation of Lake Rowlands as recommended in the Centroc Water Security Study. As outlined above, Lake Rowlands forms a key element of Council’s strategic water security strategy, providing capacity for the city to grow with a secure water supply.

 

To achieve the regional outcomes identified in the Centroc Study, the augmentation of Lake Rowlands must also include the network of new and upgraded pipes and pumping stations needed to deliver water to centres identified in the study with “at risk” water supplies. While these pipelines can be constructed in a staged manner, in the interests of ensuring real regional benefits, commitment to delivering the entire network of pipelines as a package, in conjunction with the dam augmentation, should be the goal of all Centroc Councils involved in the Lake Rowlands project.

 

The augmentation of Lake Rowlands has been under consideration since 1977. The recent focus on Lake Rowlands in the Centroc Water Security Study confirms its potential regional significance. The strategic level cost estimate for this work, as outlined in the study is around $270M, comprising $150M for the dam plus around $120M in pipeline construction. However it needs to be recognised that this is a very high level cost estimate which could vary considerably once feasibility, concept and detailed designs are undertaken.

 

The Lake Rowlands project is considered a medium term solution, which realistically could take up to 15 years to deliver. The Lake Rowlands project could involve an approval, design and delivery timetable of between 7 - 10 years, in addition to the time needed to develop and implement management arrangements for the dam and its customers. This mustering of the project includes feasibility, financial modelling, establishment of the capacity of the various stakeholders to deliver the project and, arising from this, consideration of issues such as options for joint venture, project partners, the extent of water sales and any gap requiring funding from other levels of government. Of course on top of this it will also take time for the dam to fill up before water can be supplied. 

 

Centroc recently resolved to support the seeking of a feasibility study to assess the full scope of this project, following which a clearer idea of the scale and breadth of the project will be established. This will allow a realistic timetable to be developed to deliver this project and establish more accurate cost estimates and financial models.

 

In addition, one of the first delivery phases of the Centroc Water Security Study, which has been underway for some months, involves improving demand management and water conservation activities in all Centroc water utilities. As has been the case in Orange, this approach is a very cost-effective means of demonstrating how communities can use water more appropriately, driving down usage and thus extending the life of existing supply options. As well as demonstrating to higher levels of government a commitment to being water efficient and thus improving the possibility of securing funding for major capital works, this also has the benefit of providing the necessary time needed to develop and implement major infrastructure projects in a cost-effective manner.

 

Given the need for Council to develop additional water supplies in the short term, the option of constructing a pipeline to Lake Rowlands presents too many uncertainties for Council at this time. In fact, from a regional perspective, if Council were to pursue this option at this time it could be viewed with significant concern by other communities. In this circumstance Council should continue to pursue its water augmentation strategy within the Macquarie catchment, where it can supplement the city’s supplies within the existing 7800ML/a entitlement from a source which has the greatest volume of available water from all options open to it.

 

 

Recommendation

That Council:

1     Affirms its general commitment to the Water Supply Strategy adopted in November 2009, in particular the continued development of a diverse portfolio of water supply options to ensure the long term security of the city’s water supplies.

2     Enter into a funding agreement with the NSW State Government, through the NSW Office of Water, for the provision of $38.2M in funding for the delivery of a water supply pipeline from the Macquarie River to Orange, subject to:

a)   the conclusion of a funding agreement between the Australian and NSW Governments for $20M of funding for this project from the Australian Government,

b)   the agreement containing key hold points where the further approval of Council is required prior to the letting of a tender for detailed design work and a tender for construction of the pipeline.

3     Receive a briefing on the concept plan once completed, with the concept plan to be subsequently released.

4     Apply to NSW Minister for Planning for this project to be assessed under part 3A of the NSW EP&A Act.

5     Delegate to the General Manager the finalisation of the funding agreement and affixing of the Council’s seal.

6     a) Provide funds of up to $12M for this project, through the provision of an internal loan to the water fund, at an interest rate of 2%, from Council’s sewer fund reserves as approved by the Division of Local Government, with a target contribution of $8.8M as provided in the current cost estimate, and

b)  Proceed to consider the aggregation of water and sewer fund in the 2011/2012 management plan and the forgiveness of the internal low interest loan from sewer fund to water fund as provided for in the State Government approval of the loan, subject to Council’s resolution of the management plan. 

 

 

Chris Devitt

DIRECTOR TECHNICAL SERVICES



Item 25 Ordinary Meeting 21 February 2011

Item 25 - Annexure 1

 

 

MOLONG VILLAGE GREEN

COMMUNITY SURVEY

 

Structure 47, More Seating 5, More Community Use 3, Move War Memorial 3, More Picnic Tables 3, All Structures Removed 2, Paint Shade Structure Roof Same As Coach House 2, Remove Small Stones With Plaques 2, Tidy Gravel Areas 1, Complete War Memorial 1, More Shade Areas 1, ‘Dress Up’ Old Stables 1, Erect More Traditional Shade Structure 1, Move Shade Structure Closer to Bank Street 1, Landscaping 1.

Question 3:

Do you want the new shade structure to remain in its present position?       YES/NO

YES: 24 – 18.9%       NO: 103 – 81.1%

Question 4:

Would you prefer to see the shade structure moved to another part of the Village Green                                                                                                    YES/NO

YES: 14 – 10.9%       NO: 115 – 89.1%

If YES where?

Closer to Bank Street 2, Closer to Flag Pole 1, Corner of Bank and Gidley Streets 1, Away From Coach House 1, Closer to Yarn Market 1, Near Side of Yarn Market 1, Top Corner Near Yarn Market 1, Where It Doesn’t Block View of Historic Buildings 1, Don’t Know 1.

Question 5:

Would you prefer the shade structure to be moved elsewhere in Molong?   YES/NO

YES: 92 – 74.8%       NO: 31 – 25.2%

If YES where?

Recreation Ground 33, Cycleway 17, Anywhere 11, Playground at Recreation Ground 7, Railway Station 5, Hunter Caldwell Park 3, Another Park 3, Rotary Park 2, Cemetery 1, Scout Hall 1, Gasworks Lane 1, Skate Park 1, Adam’s Corner 1, Rest Area near Highway 1, Hockey Fields 1.

Not all respondents offered an alternative site.

Question 6:

Do you think the Village Green is the best site to locate a War Memorial?   YES/NO

YES: 59 – 48% NO: 64 – 52%

If YES, where on the Village Green would be most suitable location for the War Memorial?

Present Location 10, Near Stone Wall 5, Closer to Flag Pole 4, Near Corner of Bank and Gidley Streets 4, On One Side of Green 2, Closer to Shade Structure 1, Closer to Gidley Street 1, Closer to Coach House 1.

Alternative sites suggested: RSL Club 10, Railway Station 5, Cooee Gates 2, Town Hall 1.

Question 7:

Should a Management Plan be developed for the Village Green          YES/NO

YES: 71 – 57.7%       NO: 52 – 42.3%130 surveys returned. Not all respondents answered every question.

Question 1:

What do you think is the purpose of Molong’s Village Green?

Open Space 51, Meeting Place 26, Community Recreation 20, Public Area 10, Tourist Rest Area 5, Area to Relax 4.

Question 2:

Do you want to see any changes made to the Village Green?              YES/NO

YES: 77 – 61.6%       NO: 48 – 38.4%

If YES what kind of changes?

Remove Shade

 

 

 

 


Item 26 Ordinary Meeting 21 February 2011

Item 26 - Annexure 1

 

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Item 29 Ordinary Meeting 21 February 2011

Item 29 - Annexure 1

 

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Item 30 Ordinary Meeting 21 February 2011

Item 30 - Annexure 1

 

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Item 31 Ordinary Meeting 21 February 2011

Item 31 - Annexure 1

 

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Item 31 Ordinary Meeting 21 February 2011

Item 31 - Annexure 2

 

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Item 31 Ordinary Meeting 21 February 2011

Item 31 - Annexure 4

 

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Item 31 Ordinary Meeting 21 February 2011

Item 31 - Annexure 5

 

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Item 31 Ordinary Meeting 21 February 2011

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Item 31 Ordinary Meeting 21 February 2011

Item 31 - Annexure 7

 

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Item 33 Ordinary Meeting 21 February 2011

Item 33 - Annexure 1

 

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Item 34 Ordinary Meeting 21 February 2011

Item 34 - Annexure 1

 

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GENERAL MANAGER’S REPORT ON MATTERS FOR NOTATION SUBMITTED TO THE Ordinary Council Meeting TO BE HELD ON Monday 21 February, 2011

Page 1

TABLE OF CONTENTS

 

 

 

ITEM 1      WBC ACTIVITIES UPDATE REPORT............................................... 1

ITEM 2      WBC IT TENDER................................................................................... 1

ITEM 3      INVESTMENTS & RATES SUMMARIES.......................................... 2

ITEM 4      December Quarterly Budget Review............................... 3

ITEM 5      Intergovernment Agreement Between NSW State Government and Local Government.............................................................. 3

ITEM 6      Annual Financial Health Check........................................... 4

ITEM 7      RESOLUTIONS REGISTER - INFOCOUNCIL - Outstanding Actions       5

ITEM 8      2011 STATE GOVERNMENT ELECTION - INVITATION TO CANDIDATES       6

ITEM 9      Australia Day 2011 Wrap Up.................................................... 7

ITEM 10    Launch of Information and Privacy Commission (IPC)    8

ITEM 11    Off Street truck parking - Kiewa Street Manildra 8

ITEM 12    Orange and Canowindra Works Depots........................ 9

ITEM 13    CARAVAN PARK COMMITTEE MINUTES.................................... 10

ITEM 14    DEVELOPMENT APPLICATIONS APPROVED DURING THE PRECEDING MONTH.................................................................................................. 11

ITEM 15    DEVELOPMENT APPLICATIONS APPROVED DURING THE PRECEDING MONTH.................................................................................................. 12

ITEM 16    DEVELOPMENT APPLICATIONS RECEIVED DURING THE PRECEDING MONTH................................................................................................................. 13

ITEM 17    DEVELOPMENT APPLICATIONS RECEIVED DURING THE PRECEDING MONTH................................................................................................................. 14

ITEM 18    MEDIAN PROCESSING TIMES........................................................ 15

ITEM 19    MEDIAN PROCESSING TIMES........................................................ 16

ITEM 20    HERITAGE ADVISOR'S REPORT FEBRUARY 2011.................. 17

ITEM 21    MANILDRA FLOUR MILL - TRAFFIC IMPACT............................. 17  

 

ANNEXURE ITEMS

 

ANNEXURE 1.1    wbcreport-feb2011.pdf............................................. 19

ANNEXURE 3.1    Rates graph December 2010.pdf.......................... 21

ANNEXURE 3.2    Rates graph January 2011.pdf.............................. 22

ANNEXURE 3.3    Investment Summary December 2010.xls........ 23

ANNEXURE 3.4    Investment Summary January 2011.xls............ 24

ANNEXURE 5.1    LGSA InterGovernmental Agreement.............. 25

ANNEXURE 6.1    Financial Health Check 2010.................................. 31

ANNEXURE 7.1    Council Resolutions Register............................. 40

ANNEXURE 7.2    Community Services Resolutions Register. 78

ANNEXURE 7.3    Economic Development and Tourism Resolutions Register                                                                                                    82

ANNEXURE 7.4    Environmental Services Resolutions Register 90

ANNEXURE 7.5    Land Development Sub Committee Resolutions Register                                                                                                    96

ANNEXURE 7.6    Quarry Review Resolutions Register............. 97

ANNEXURE 7.7    Works Resolutions Register................................ 98

ANNEXURE 11.1  Response from RTA reTruck Parking Bay, Kiewa St Manildra.pdf.................................................................. 108

ANNEXURE 13.1  Caravan Park Minutes - 2010 12 07..................... 109

ANNEXURE 14.1  Development Applications approved - December 2010      112

ANNEXURE 15.1  Development Applications approved - January 2011 129

ANNEXURE 16.1  Development Applications received - December 2010        135

ANNEXURE 17.1  Development Applications received - January 2011  138

ANNEXURE 20.1  Heritage Advisors Report - February 2011 140 

 


 

 

ITEM 1 - WBC ACTIVITIES UPDATE REPORT

REPORT IN BRIEF

 

Reason For Report

To provide Council with an update on WBC activities for the preceding month.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

WBC Strategic Alliance

Annexures

1.  wbcreport-feb2011.pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 220513

 

General Manager's REPORT

 

An update report on activities undertaken by the WBC Project Officer has been provided as an annexure for Councillors’ information.

 

Following is a list of current activities included in the report. For a comprehensive progress report on activities please refer to the annexure.

 

·    IT Corporate Systems Project

·    Funding opportunities

·    Modernising Local Government Forum events

·    Climate Change Risk Analysis Workshop

·    Upcoming events

 

 

 

 

ITEM 2 - WBC IT TENDER

REPORT IN BRIEF

 

Reason For Report

Update Council on progress on the tenders in relation to the corporate IT system on behalf of the WBC Alliance.

Policy Implications

In accordance with Council's policy in relation to resource sharing and collaboration.

Budget Implications

Within Council's allocated budget.

Area of Responsibility

WBC Alliance

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222744

 

General Manager's REPORT

 

Council has previously been advised of the calling of tenders for a corporate IT system for the WBC Alliance Councils.  The tender process has continued and the IT panel is now at the final evaluation stage.

 

The comprehensive tender and evaluation process has seen onsite demonstrations by three of the short listed companies and this has been followed up by onsite visits to Councils with the corporate IT systems as well as interviews and surveys.