cabonne Council colour 200 wide

 

 

 

 

 

 

10 May 2011

 

 

NOTICE OF ORDINARY COUNCIL MEETING

 

Your attendance is respectfully requested at the Ordinary Meeting of Cabonne Council convened for Monday 16 May 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 – MAY 2011 COUNCIL MEETING

 

 

10.00

Senior students from Molong Central, Canowindra High & Yeoval Central School to address Council on relevant issues

10.30

Helen Perry (Volunteer of the Month presentation)

10.30

St Josephs Molong Swimming Relay Team (Youth of the Month presentation)

11.00

Peter Hamilton – RTA Project Manager – Holman’s Bridge

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

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 16 May, 2011

Page 1

TABLE OF CONTENTS

 

 

 

ITEM 1      APPLICATIONS FOR LEAVE OF ABSENCE.................................. 4

ITEM 2      DECLARATIONS OF INTEREST....................................................... 4

ITEM 3      DECLARATIONS OF POLITICAL DONATIONS ............................ 5

ITEM 4      MAYORAL MINUTE - APPOINTMENTS........................................... 5

ITEM 5      CONFIRMATION OF THE MINUTES................................................. 6

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

ITEM 7      2011 ALGWA Conference NSW.................................................. 7

ITEM 8      LOCAL GOVERNMENT & SHIRES ASSOCIATION - ONE ASSOCIATION        8

ITEM 9      INTEGRATED PLANNING & REPORTING - CABONNE COMMUNITY STRATEGIC PLAN................................................................................ 9

ITEM 10    2011 NATIONAL AWARDS FOR LOCAL GOVERNMENT......... 11

ITEM 11    WARD REVIEW COMMITTEE MEETING MINUTES.................... 13

ITEM 12    Investment Policy....................................................................... 13

ITEM 13    BORENORE RAILWAY STATION LAND....................................... 14

ITEM 14    GST COMPLIANCE CERTIFICATE................................................. 15

ITEM 15    BUSINESS DEVELOPMENT ASSISTANCE PROGRAM ........... 16

ITEM 16    ECONOMIC DEVELOPMENT & TOURISM COMMITTEE MEETING 18

ITEM 17    COMMUNITY SERVICES COMMITTEE MEETING...................... 19

ITEM 18    QUARTERLY BUDGET REVIEW REPORT FOR THE PERIOD 01/01/2011 TO 31/03/2011............................................................................................. 19

ITEM 19    CAMPING AT JACK HUXLEY OVAL, MANILDRA...................... 24

ITEM 20    MANILDRA SWIMMING POOL........................................................ 25

ITEM 21    REQUEST FOR FAMILY MEMORIAL PLAQUE IN BANK STREET MOLONG  27

ITEM 22    VOLUNTEER POLICY AND GUIDELINES..................................... 28

ITEM 23    WORKS COMMITTEE MEETING MINUTES.................................. 29

ITEM 24    RENAMING OF BRIDGE STREET................................................... 30

ITEM 25    MOLONG AND MANILDRA SKATE PARK................................... 31

ITEM 26    AQUISITION OF LAND FOR ROAD RESERVE PURPOSES ALONG BURRENDONG WAY......................................................................... 32

ITEM 27    ACQUISITION OF LAND FOR ROAD RESERVE PURPOSES ALONG OPHIR ROAD..................................................................................................... 34

ITEM 28    SALE OF BULK LIME SILO.............................................................. 35

ITEM 29    DEVELOPMENT APPLICATION 2010/163 - MARCH RURAL FIRE BRIGADE STATION............................................................................................... 36

ITEM 30    ENVIRONMENTAL SERVICES AND SUSTAINABILITY COMMITTEE MEETING................................................................................................................. 46

ITEM 31    COLOUR CITY DRAGON BOAT CLUB - USE OF LAKE CANOBOLAS    47

ITEM 32    UPDATE ON LOCAL ENVIRONMENTAL PLAN & SETTLEMENT STRATEGY 48

ITEM 33    Modification of Development Application 2010/74, Lot 40 DP 1125075, Nashdale, Svenson................................................... 50

ITEM 34    Questions For Next Meeting................................................ 55

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      LAND DEVELOPMENT SUB COMMITTEE MEETING

(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 3      OUTSTANDING PUBLIC LIABILITY INSURANCE CLAIMS

(g) advice concerning litigation, or advice as comprises a discussion of this matter, that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege   

 

ANNEXURE ITEMS

 

ANNEXURE 5.1    April 18 2011 Ordinary Council Minutes.......... 56

ANNEXURE 5.2    May 2 2011 Extra Ordinary Council Minutes. 78

ANNEXURE 7.1    algwa2011conference-program........................ 82

ANNEXURE 8.1    One Association - background issues and comments.doc                                                                                                    87

ANNEXURE 8.2    Notes One Association Debriefing 040411.doc 89

ANNEXURE 11.1  WRC_02052011_MIN........................................................... 92

ANNEXURE 12.1  Investment Policy.docx............................................ 95

ANNEXURE 14.1  GST Compliance Certificate 2011.docx.......... 101

ANNEXURE 15.1  BDAP Applicant Mark Byrnes and Co............. 102

ANNEXURE 16.1  EDT_02052011_MIN........................................................... 110

ANNEXURE 17.1  Community Services Minutes - May 2011......... 113

ANNEXURE 22.1  CABONNE DRAFT Volunteers Manual v3......... 117

ANNEXURE 22.2  Draft Managing Volunteers Policy 2011..... 150

ANNEXURE 23.1  WO_02052011_MIN............................................................ 159

ANNEXURE 24.1  Bridge St map................................................................. 164

ANNEXURE 26.1  Sketches showing land acquisition along Burrendong Way....................................................................................... 165

ANNEXURE 27.1  Council letter dated January 1988................ 168

ANNEXURE 28.1  Ted Du Moulin letters and quotes................. 169

ANNEXURE 29.1  DRAFT CONDITIONS OF CONSENT DA 2010............ 172

ANNEXURE 29.2  Subdivision Plan.......................................................... 185

ANNEXURE 29.3  Elevations....................................................................... 188

ANNEXURE 30.1  May Environmental Services Minutes........... 189

ANNEXURE 31.1  Review of use of Lake Canobolas................... 194

ANNEXURE 33.1  DA 2010_074 modification conditions............... 203 

 


 

 

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 - 217875

 

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 - 217925

 

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 - 217939

 

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 - 217954

 

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.  April 18 2011 Ordinary Council Minutes

2.  May 2 2011 Extra Ordinary Council Minutes    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 217965

 

General Manager's REPORT

 

The following minutes are attached for endorsement.

1.   Minutes of the Ordinary Council meeting held on 18 April 2011.

2.   Minutes of the Extraordinary meeting held on 2 May 2011.

 

Recommendation

 

THAT the minutes of the Ordinary Meeting held on 18 April 2011 and the Extraordinary Meeting held on 2 May 2011 be adopted.

 

 

ITEM 6 - BUSINESS PAPER ITEMS FOR NOTING

REPORT IN BRIEF

 

File Number

217991

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 - 2011 ALGWA Conference NSW

REPORT IN BRIEF

 

Reason For Report

Seeking Councillors interest in attending the 2011 Australian Local Government Women's Association (ALGWA) conference hosted by Blacktown City Council.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Councillor Professional Development

Annexures

1.  algwa2011conference-program    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 232437

 

General Manager's REPORT

 

An invitation has been received to attend the Diamond Jubilee State Conference which is being hosted by Blacktown City Council at the Novotel, Rooty Hill on 26-28 May 2011.

 

The theme for this year’s conference is SWIFT – Strong Women Influencing Future Trends.  The conference provides valuable networking opportunities and a range of interesting guest speakers.  Registration cost is $580 for ALGWA members and $620 for non-members, which includes Mayoral Reception, beverages, morning/afternoon teas, lunches, dinners, Saturday breakfast, social excursion and Thurs/Fri/Sat conference

 

The program is attached for Councillors’ information.

 

 

Recommendation

 

THAT any interested Councillors be authorised to attend the 2011 ALGWA Conference.

 

 

 

ITEM 8 - LOCAL GOVERNMENT & SHIRES ASSOCIATION - ONE ASSOCIATION

REPORT IN BRIEF

 

Reason For Report

Provide update to Council in relation to discussions under One Association proposal.

Policy Implications

Yes - depending on final outcome of deliberations

Budget Implications

Yes - depending on final outcome of deliberations

Area of Responsibility

Government Relations

Annexures

1.  One Association - background issues and comments.doc

2.  Notes One Association Debriefing 040411.doc    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234919

 

General Manager's REPORT

 

Council has received various reports and conducted workshops in relation to the One Association proposal.  The last workshop was held on April Committee Day at Canowindra (a copy of the notes are attached).

 

Council is aware of the proposal which contains 27 principles, the main ones which would be of concern to Council include:

 

·    Breaking NSW into 2 regions

·    Divisional representation

·    Categories of membership and voting for County Councils and Aboriginal Land Councils

 

In preparation for this report for the May Council meeting the General Manager has been in contact with the Shires Association to get an update on the situation since the April Committee meeting day.  There has been very little change to the discussion paper apart from one major recommendation at the Special Conference held in Sydney on 23rd February.  This relates to the Shires recommendation for the two NSW regions to be broken up into 10 Divisions.  This has not been supported by the Local Government Association Executive.  There are also minor points in relation to voting rights for Country Councils and Aboriginal Land Councils.

 

The Associations have confirmed the previous advice given by the General Manager that the matter will be discussed at the Shires Association Annual Conference in June, however it is unlikely that any firm decision in relation to One Association will be made in the next 6-12 months.

 

At the Council workshop and debriefing held on 4 April 2011, Council agreed as follows:

 

1.   To prepare a report to the May meeting.

2.   That a separate time should be set aside to deal with the matter after other business has been dealt with.

3.   That the report to the May meeting should include options for Council to:

a.   Endorse the proposal for One Association

b.   Formulate its position, or

c.   Seek a further report to obtain updated information.

 

Following discussions with the Shires Association it would appear that Councils need to have direction in relation to the Divisional structure, which supports Country representation (this is a key component of Council’s support or otherwise for One Association).

 

The Associations have been requested to provide Council with any updated information prior to the May meeting and if this is received it will be presented to Councillors as soon as possible.

 

 

Recommendation

 

THAT Council set time aside at the May meeting to discuss the matter of One Association and receive any update information from the Shires Association that is to hand.

 

 

 

 

ITEM 9 - INTEGRATED PLANNING & REPORTING - CABONNE COMMUNITY STRATEGIC PLAN

REPORT IN BRIEF

 

Reason For Report

Update Council on progress with the Cabonne Community Strategic Plan following the Councillors and staff workshop held Thursday 5 May 2011.

Policy Implications

In accordance with Division of Local Government Guidelines, Council's community survey and Council's Future Directions Forum.

Budget Implications

Funding from existing Council vote.

Area of Responsibility

Corporate Management

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234727

 

General Manager's REPORT

 

Council has previously been advised of and approved the appointment of consultants, Groupwork through the WBC Alliance, to assist Council in completing its Community Strategic Plan in accordance with Integrated Planning & Reporting requirements of the Division of Local Government.

 

Council is aware that the Integrated Planning & Reporting requirements have a number of components, viz

 

·    Community strategic plan for the local government area

·    A long term resourcing strategy

·    A four year delivery program that aligns with Council elections

·    An annual operational plan and budget

·    An annual report that describes progress in achieving the community strategic plan.  This also includes the state of the environment report.

 

The process can be represented as follows:

 

 

A workshop comprising Councillors and staff with the consultants Bob Campbell and Linda Jones from Groupworks, was held on Thursday 5 May 2011.

 

The aim of this workshop was to build on the good work that Council had previously undertaken in relation to its community survey and to identify a way forward in the future.

 

As a result, it was agreed by the participants present that Council should conduct a one day community workshop with representatives from various sections including community representatives, business and industry, agriculture, mining, health and wellbeing, government agencies, education, tourism, culture, sport and recreation and local government.

 

A working group to assist in the conduct of the community workshop comprising the Mayor Clrs Dean & Wilcox, General Manager, WBC Executive Manager and the Economic Development Manager was formed.  Any person who was an apology for this meeting can nominate their involvement with this working group.

 

It is proposed that this community workshop would be held in mid July on a Tuesday, Wednesday or Thursday, the aims being:

 

a)   testing and verifying the results from Council’s extensive community survey

b)   further community engagement and communication in the process

c)   preparing a Vision Statement and direction

 

A suitable location and venue for the workshop which will be facilitated by Mr Campbell and Miss Jones, is currently being investigated.

 

 

Recommendation

 

THAT:

 

1.   Council support the conduct of a workshop to complete the next stage of the Cabonne Community Strategic Plan.

 

2.   An update report be presented to Council’s June meeting.

 

 

ITEM 10 - 2011 NATIONAL AWARDS FOR LOCAL GOVERNMENT

REPORT IN BRIEF

 

Reason For Report

To formally advise Council of its category win in the 2011 National Awards for Local Government.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Government Relations

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234786

 

General Manager's REPORT

 

Councillors would be aware of the recent announcement by the Federal Minister for Regional Development & Local Government, Hon Simon Creen, that Cabonne Council was a category winner in the 2011 National Awards for Local Government.

 

Cabonne Council was successful in the Innovative Infrastructure Development category, for its Waluwin Community Centre.  For Council to receive such an award, which is judged for all Councils in Australia, is certainly an achievement and testimony to Councils decision to initially investigate the proposal, seek collaborative arrangements with the community, state and federal governments and finally to construct the centre.

 

2011 is the 25th year of the National Awards and the Minister advises that they
“showcase the resourcefulness and innovation of Australia’s hard working councils in improving services to their communities”.

 

Council will be aware that in opening the Waluwin Centre the then Parliamentary Secretary for Health, the Hon Dr Andrew MacDonald, described the Waluwin Centre as “the pinnacle of best practice in Australia”.

 

In making his announcement, Minister Creen has also stated that the awards recognise some of the innovative ways that Councils are approaching the issues facing local government and encourages Councils to continue to work together and show good practice to improve their capacity to fund unique local solutions for common problems.

 

The category winners have received special commendation from Minister Creen for their ability to demonstrate the ingenuity and dedication that Councils display in delivering essential services and improved amenities to our communities.

 

The judging panel were particularly taken with the community partnership that Council had been able to develop and the one-stop-shop nature of the Waluwin Community Centre.  The linkages with community health and wellbeing have also been highlighted.

 

The General Manager and Council’s Communication & Media Officer will now present before an independent judging panel to determine the overall winner for the best project in Australia.

 

Council will be represented at the awards ceremony by the Mayor and General Manager at the National General Assembly in June.

 

Whilst the award has been presented to Council, it is important that Council acknowledges the significant contributions by our other partners including the Molong community, Molong CWA, Molong Anglican Church, Family Day Care, Central West Division of General Practice, Greater Western Area Health Service, NSW Government & Federal Government.  The cooperation and team effort in achieving such an Australia first project has been one of the key elements in the success of the project.

 

 

Recommendation

 

THAT Council formally write to its partners and participants with the Waluwin project advising them of the National Local Government awards and thanking them for their participation and contribution to the Waluwin Community Centre project.

 

 

ITEM 11 - WARD REVIEW COMMITTEE MEETING MINUTES

REPORT IN BRIEF

 

Reason For Report

Adoption of the Ward Review Committee Meeting Recommendations

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Governance

Annexures

1.  WRC_02052011_MIN    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234964

 

Director of Finance and Corporate Services' REPORT

 

Attached herein is the report and recommendations of the Ward Review Committee meeting of Cabonne Council held on Monday 2nd May, 2011.

 

 

Recommendation

 

THAT the report and recommendations of the Ward Review Committee held on Monday 2nd May 2011 of Cabonne Council be adopted.

 

 

ITEM 12 - Investment Policy

REPORT IN BRIEF

 

Reason For Report

New Ministerial Order for Council's Investment Policy

Policy Implications

Yes

Budget Implications

No

Area of Responsibility

Finance & Corporate Services

Annexures

1.  Investment Policy.docx    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 232164

 

Finance Manager's REPORT

 

Council has recently received a circular from the Department of Local Government advising of changes to the Ministerial Investment Order. There have been 2 minor changes to the investment order and they are that Council is no longer able to invest in the following:-

 

Ø Local Government Financial Services

 

A full version of the investment policy is attached with the amendments.

 

 

Recommendation

 

THAT council endorse the changes to the Investment policy.

 

 

ITEM 13 - BORENORE RAILWAY STATION LAND

REPORT IN BRIEF

 

Reason For Report

Update on progress in relation to proposed purchase of Borenore Railway Station land.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Emergency Services

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234927

 

Director of Finance and Corporate Services' REPORT

 

Council at its April meeting requested an update in relation to negotiations regarding the block of land at the Borenore Railway Station.  Council has been in negotiations with the Australian Rail Track Corporation for a number of years in relation to the possible purchase of this land and the following is a summary of more recent events in relation to Council’s proposed acquisition.

 

·     Email 20/1/11 providing a copy of valuation report

 

·     Email 17/2/11, 2/3/11, 23/3/11, 30/3/11 & 9/5/11 requesting status update in relation to land

 

Further to this, there have been numerous telephone enquiries made in an endeavour to have the matter resolved.

 

The email forwarded on 9/5/11 received a response with an ‘out of office’ message indicating that the particular person was on leave until 2/6/11 and providing a number if urgent enquiries were required.  Upon contacting the person on the number listed on the email, Council received an indication that this person was unaware of the status of the land however would review the file and advise Council of the current situation.  No reply had been received at the time of writing this report. Should a reply be received, Council will be advised on the date of the Council meeting.

 

 

Recommendation

 

THAT Council receive an update in relation to any further information on the day of the Council meeting.

 

 

ITEM 14 - GST COMPLIANCE CERTIFICATE

REPORT IN BRIEF

 

Reason For Report

Council Is required by the Commonwealth Commissioner of Taxation to complete a Certificate of Compliance  in regards to GST

Policy Implications

No 

Budget Implications

No

Area of Responsibility

Finance & Corporate Services

Annexures

1.  GST Compliance Certificate 2011.docx    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 232179

 

Finance Manager's REPORT

 

Under Section 114 of the Commonwealth Constitution the Commonwealth Commissioner of Taxation has requested that a Certificate of Compliance be completed by Council to confirm internal compliance of G.S.T. rules and regulations.

 

Under the Act, the statement is required to be signed by the Mayor, one other Councillor, the General Manager and the Responsible Accounting Officer.

 

Council may wish to know that in the period from 1st April 2010 up to and including the 31st March 2011, council paid a total of $1,396,016.00 to the Australian Taxation Office and in turn claimed the amount of $2,098,944.00. Thus, Council received a total rebate back from the Australian Taxation Office of $702,928.00.

 

It should be noted that Council staff spend many hours per month in regards to GST compliance. Starting from when money is received either over the counter or direct into Council’s bank account. Each time an account is received and processed though the creditors department a check needs to be completed to ensure the validity of a persons GST status. Council’s external auditors Morse Group conduct an annual audit on Council’s GST compliance and as can be seen from Council’s Audit report no issues have been raised.

 

 

Recommendation

 

THAT Council nominate the Mayor, Deputy Mayor, the General Manager and the Director of Finance and Corporate Services to sign the Statement of Compliance.

 

ITEM 15 - BUSINESS DEVELOPMENT ASSISTANCE PROGRAM

REPORT IN BRIEF

 

Reason For Report

To review application for assistance through the Business Development Assistance Program

Policy Implications

Nil

Budget Implications

Council has allocated BDAP budget of $142,000 per year.

Area of Responsibility

Economic Development

Annexures

1.  BDAP Applicant Mark Byrnes and Co    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234579

 

Economic Development Manager's REPORT

 

At the April Council Ordinary Meeting, the application from the business Mark Byrnes and Co for assistance under the Business Development Assistance Program was considered.

 

The meeting outcome was for the Economic Development Manager to clarify information regarding another accountancy business potentially providing services to Eugowra.

 

The Economic Development Manager has contact David Bigg Accountancy. It was clarified that his business is based in Canowindra with a shop front in Eugowra.  He provides a half day service on Tuesdays in Eugowra to residents of Eugowra by appointment.

 

A new accountancy business and application for assistance under the BDAP is Mark Byrnes and Co, an accountancy firm based in Orange who is extending their business into the western region of Cabonne LGA. 

 

The new business will operate with one staff member and potentially two if warranted.  It will provide an accountancy service one day per week in the interim and increase to 2 days a week between July and September annually. 

 

The applicant is requesting funding assistance with promotion and advertising of its business services, as identified as an eligible incentive under the BDAP.

 

The details of the assistance include:

· Promotion of the business in the Eugowra community newsletter, Canowindra and Forbes newspaper.

·    Business signage including fixed to the building wall and a portable sign

·   Donate payment of Development Application fees as associated with business signage.

 

Quotes received for promotion costs include:

·    $30 per month for a half page advert in the Eugowra Community Newsletter,

·    $70 for a 13cm x 6cm advert in  the Canowindra Phoenix,

·    $172.50 for a 10cm x 3 columns advert in the Forbes Advocate newspaper,

·    $132 for a 10cm x 3 column advert in the Canowindra newspaper.

 

Quotes received for signage costs include:

·    500mm x 500mm colourboard sign is $92.90,

·    A-frame with double sided digital print is $347.73.

 

The BDAP aims to provide appropriate incentives to:

·    Existing businesses, located within the Shire, to expand their operations or relocate to a more appropriate area;

·    Existing businesses, located outside the Shire, to relocate or establish within the Shire;

·    New businesses to establish within the Shire;

 

Applicants applying for funding are assessed on the following merit based criteria:

·    The viability of the business, as presented in a business plan

·    Type of development and potential for the development to encourage expansion of existing businesses and infrastructure or in-migration of other businesses.

·    Demonstrated need for the business to be accommodated in the Shire.

·    If business type already exists in the Shire, this will be factored in when considering level of assistance.

·    The costs incurred by the business in undertaking the relocation or expansion.

·    Benefit to other businesses from the business assistance such as the upgrade of infrastructure.

·    Number of employees, direct and flow on which the business will develop/provide.

·    Benefit to the community including an identified need for the businesses or services.

 

With the clarification of business information, the Economic Development Manager has amended the original recommendation for funding and reduced the level of assistance, as listed below.

 

Councillors are asked to consider the request and determine level of assistance to be offered and, in particular, if a similar business is present in the town.

 

Recommendation

 

THAT Council determine the level of support for Mark Byrnes & Co’s application for assistance.

 

ITEM 16 - 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_02052011_MIN    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234718

 

Economic Development Manager's REPORT

 

Attached is the report of the Economic Development and Tourism Committee Meeting of Cabonne Council held on 2 May 2011 for Council’s adoption.

 

 

Recommendation

 

THAT the report and recommendations of the Economic Development and Tourism Committee Meeting of Cabonne Council held on 2 May 2011 be adopted.

 

 

 

ITEM 17 - COMMUNITY SERVICES COMMITTEE MEETING

REPORT IN BRIEF

 

File Number

233949

Reason For Report

Adoption of Community Services Committee Recommendations

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Community Services

Annexures

1.  Community Services Minutes - May 2011    

 

Community Services Manager's REPORT

 

Attached is the report of the Community Services Committee Meeting of Cabonne Council held on 2nd May 2011 for Council’s adoption.

 

 

Recommendation

 

THAT the report and recommendations of the Community Services Committee Meeting of Cabonne Council held on 2nd May 2011 be adopted.

 

 

ITEM 18 - QUARTERLY BUDGET REVIEW REPORT FOR THE PERIOD 01/01/2011 TO 31/03/2011

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 List for March 2011 QBR.xlsx

2.  March 2011 QBR in Activity  format.xlsx    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233350

 

Senior Accounting Officer's REPORT

 

The March 2011 Quarterly Budget Review  covers the financial period from the 1st January 2011 to the 31st of March 2011.

 

The revised budget has produced  the following results and all significant  variances are noted in the précis which follows this summary.

 

Department

Original
Estimate

Sub Vote

Total Vote

YTD Actual

Revised Estimate

Variation

Grand Total

7

14,266

14,273

 

66,049

51,776

 GOVERNANCE

267,189

40,809

307,998

199,159

308,163

165

ADMINISTRATION

1,339,845

-1,006,147

333,698

4,756,913

1,452,656

1,118,958

PUBLIC ORDER & SAFETY

387,947

2,795

390,742

185,717

396,732

5,990

 HEALTH

158,050

68,917

226,967

34,057

226,467

-500

ENVIRONMENT

514,559

-244,599

269,960

91,866

185,711

-84,249

 COMMUNITY SERVICES & EDUCATION

77,062

-1,805

75,257

847,988

75,347

90

  HOUSING & COMMUNITY AMENITIES

785,498

41,249

826,747

722,453

942,327

115,580

  WATER SUPPLIES

0

0

0

17,955

0

0

 SEWERAGE SERVICES

1

0

1

157,865

1

0

 RECREATION & CULTURE

1,419,827

166,603

1,586,430

1,224,064

1,476,414

-110,016

  MINING MANUFACTURING & CONST

28,901

22,528

51,429

128,404

65,656

14,227

 TRANSPORT & COMMUNICATION

5,468,936

1,444,514

6,913,450

4,501,384

6,091,775

-821,675

 ECONOMIC AFFAIRS

2,526,635

97,249

2,623,884

-137,922

2,673,060

49,176

 GENERAL PURPOSE REVENUES

-12,974,443

-617,847

-13,592,290

-10,885,929

-13,828,260

-235,970

 

Governance

 

No major changes are evident in this area to the 31st of March 2011.

 

Administration

 

On costs  and overheads notified  and expected to increase in the December Quarterly Budget Review have now been reduced, in line with those works not expected to proceed in the current Financial Year. The amount totals $876,818 and is mainly associated  with the level of funding  expected to be gained through the Natural Disaster funding. This amount has been adjusted against the transfer to reserves made in the December Quarterly Budget Review.

 

A savings of $86,980 recognised in the current year’s budget has been made on  the Worker’s Compensation Insurance cost. This amount has been placed in a Provision account until the end of the year when, provided the insurance cost remains, in accordance with  State Wide Mutual’s advice to date, and that no further claims be made, the amount will be realized.

 

Public Order and Safety

 

The main  variance in this section has been made to the Rural Fire Service contribution for the current year.

 

In March 2011 Council  resolved to Fund the construction of the March Fire Brigade in  the 2010/2011 budget and then reduce the contribution to the Rural Fire Service for the following year.

 

The adjustment of $16,490 has been made in this area and will be covered by a transfer from Council’s Bushfire  Infrastructure Reserve and will be replaced in 2011/2012.

 

Health

 

No major variances apply in this are to date.

 

Environment

 

The main variance in this area is the  revoting of funds for the Village Stormwater  project. It is expected that the $200,000 originally allocated to the project will not be all be used in this year and $150,000 has been returned  to the reserve.

 

It is noted too, that an additional $10,000 and $15,000 respectively, has been allocated to the Eugowra and to the Molong Floodplain reviews. Grant funding is sought, in the amount of $16,666, to supplement this additional cost and the remainder will be taken from the Provision account for Flood Mitigation.

 

Variations have been made to the allocation in the noxious weeds area with no overall change to the budget, however an increase in the oncosts charged for Employment Supervision has been noted, but the additional  income appears in the Administration area.

 

In the area of Roadside Litter Bin collection the expense has exceeded the budget and it is expected that, in total,  an additional $32,566 will be required  to fund this service for the current year. At this time no funding source has been identified and the cost remains an impost on the budget. Other services including Public Recreation, Sporting Facilities, Swimming Pools and Drainage maintenance and services, have had to be reduced to cover the cost of continuing this service.

 

Council’s original estimate included an amount  of $20,368 to be received in Industrial Waste Income, this has not been collected and it is expected that it will not. Accordingly this estimate  has been reversed in this budget review.

 

User Transfer Station charges have increased  and the estimate for income  has been increased by $8,200 to $158,200.

 

Community Services and Education

 

No major variances have occurred in this area to date.

 

Housing and Community Amenities

 

In the area of Health & Building the estimate for the cost of the relief contract staff has been increased from $35,000 to $107,868. This amount has been withdrawn from Council’s Provision account and will be replaced at the year end when the savings in the salaries cost for the Environmental Services are calculated. This situation has arisen due to the lengthy process it has taken to fill  the vacant position of the  Building and Environmental Manager.

 

Income in the area of 149 Certificate applications and Development Applications  is  expected to be down this year and, accordingly, the estimate for this area has been reduced by $26,900.

 

Income in the area of Cemetery fees has also been reduced by an overall $9,392 at this time.

 

Servicing the Public Toilets has been a major cost and it is expected that an additional $32,343 will be needed to maintain the service for the remainder of the year. A major cause for the increase in expenditure has been the vandalism of the toilets, resulting in additional maintenance,  often at times outside of the ordinary working hours.  The total cost of provision  of this service for the year is expected to be $117,247, as against the initial budget of $84,904. As noted in the area of Street Litter Bin Collection area other services including road maintenance, hall maintenance, swimming pools have had to be reduced to cover the cost of continuing this service.

 

Water Supplies

 

The most important  variance noted in this area is the reduction of water usage charges income by a net amount of $206,412. This amount is significant, but has been caused almost entirely upon the unseasonal wet period of this financial year.  Other minor changes have occurred in the Water fund and as a whole,  the transfer to reserve has been reduced by $226,109.

 

Sewerage Services

 

No major variances have occurred in the Cabonne Sewerage area and equally no major changes have been made to the Cabonne Small Town Sewerage area.

 

Recreation and Culture

 

A savings in the Contribution to the Central West Library has been noted in the Library Section of $9,735, this amount has been placed into the Provision account  which manages  the  savings and the increases for this annual Contribution.

 

A new barbeque facility has been supplied in the Museum area for the Age of Fishes and this item has been funded from the Provision account for Canowindra Town Improvement.

 

The Canowindra Pool Upgrade has been reduced in this review, as it is expected that the $350,000 allocation  of funding will not all  be used during this financial year. The estimate has been reduced to a cost of  $50,000, changing the income and grant funding, as well. 

 

Mining, Manufacturing and Construction

 

In the area of Building Control the income initially estimated  for this area has been reduced considerably. Compliance Certificates and Construction Certificates are responsible for the bulk of the change amounting to a decrease in income by $17,235.

 

Transport and Communication

 

This review contains the revised estimate for the Natural Disaster Funding  for the December 2010 flooding, $3,039,739. This funding is not expected to be spent entirely in the current year.

 

In the Roads and Traffic section for Ordered works and additional  amount of $310,791 has been indicated to bring the total of ordered works to $2,114,791. As well, an additional $501,000 has been allocated to the Main Road 310 shoulder widening program.

 

Further allocation  of funds have  been made to Murray’s Bridge bringing the total allocation  in the current year to $797,155.

 

The program for Gaskill Street Canowindra has been taken out of the current year’s program and the allocation from Road To Recovery funding  has been reduced.

 

In the local roads area $31,597 has been allocated to the bitumen seal cost and has been funded from Local Roads Gravel Resheeting allocations.

 

Additional funding has been allocated to White Rocks Road and at this stage the funding has been taken from FAG Roads funding.

 

$650,000  set aside for the 2010/2011 Bridge will not go ahead in this year’s budget and this review has  taken that cost out and reduced the reserve accordingly. Baldry Bridge has also  been deferred to the 2011/2012 budget.

 

Economic Affairs

 

Private works income has been reduced by $100,000 and the expenditure has been reduced by the same amount.

 

Payment of part of the cost for the investigation and planning of Council’s Integrated Planning and Reporting  has been funded, in part,  from this budget review and an additional $3,910 has been withdrawn form Council’s Provision account held for this purpose. The payment made was $13,910.

 

Tourism and Promotion costs have increased, overall funding from reserve amounts to  $9,056 which includes $5,220 for the cost of an early payment for the Cabonne  Trade Show entrance fee.

 

An increase in rates and insurance costs has occurred in the area of other shire properties expenditure and  has been adjusted accordingly resulting in an increase of expense in this area of $12,865.

 

General Purpose Income

 

Additional Federal Assistance Road Grant Funding has been applied to the White Rocks Road area, in the amount of $90,000 .

 

An increase in interest  income is expected of approximately $150,000. Council has received a higher than expected result in the average interest rate and, together, with the level of funds  the estimate of interest income has been increased to $1,453,155. This is a gross figure from which interest due to other funds will need to be deducted at the end of the year. This amount has been placed in a provision account until the end of the current year when the exact amount may be realized.

 

 

Recommendation

 

THAT Council 2010/2011 Budget be amended according to the variances listed in the March Quarterly Budget Review.

 

 

ITEM 19 - CAMPING AT JACK HUXLEY OVAL, MANILDRA

REPORT IN BRIEF

 

Reason For Report

Seeking Council determination on allowing camping at the Jack Huxley Oval, Manildra

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Council Properties

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 232778

 

Urban Assets Coordinator's REPORT

 

Council received a request from a Manildra resident seeking Council approval to allow camping at the Jack Huxley Oval at Manildra.

 

This request was then directed to the caravan park committee for consideration.

 

At the last caravan park committee meeting this request was considered and the recommendation from the committee was not to approve camping at the oval.

 

There were a number of objections/considerations raised in regard to camping. These being that;

 

1    There is no supervision or control of visitor behaviour so that vandalism and antisocial behaviour may become an issue

 

2  There is no control of management of visitor numbers or length of stay by visitors which might  lead to “squatting” 

 

3    There may be additional costs involved in terms of litter bin emptying and amenities clean up.

 

4    The area is subject to flooding

 

Consideration would need to be given to a need to prepare a plan of management. Under State legislation, camping on reserves allows no more than 2 vans at any one time and maximum say of two nights.

 

Approval to allow instructed camping would require a change of land use and plan of management.

 

 

Recommendation

 

THAT Council not approve camping at the Jack Huxley Oval given the lack of security, supervision/management.

 

 

ITEM 20 - MANILDRA SWIMMING POOL

REPORT IN BRIEF

 

Reason For Report

Seeking Council approval to accept a grant offer of $30,000

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Council Properties

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233249

 


Urban Assets Coordinator's REPORT

Council was recently contacted by Mr. Steven Bricknell, development officer from Swimming NSW, a peak administrative and promotional body for swimming.

Mr. Bricknell had recently met with the S355 committee for the Manildra pool. At the meeting a few issues were raised including the limited use of the pool due to the restricted swimming season and the low water temperatures. Mr. Bricknell offered to try to find grants or sponsors for pool blankets and / or solar heating to increase the water temperatures and prolong the swimming season.

Mr. Bricknell contacted the Manildra Group, the local flour manufacturer in Manildra, and asked if they would be interested in contributing to the estimated project cost of $30,000.

Mr. John Brunner of the Manildra Group advised Mr. Bricknell that they would “pay for it”. 

Mr. Bricknell then obtained a quote from Heliocol Solar, a swimming pool heating specialist, for $30,000. A copy of the quote has been supplied to Council by Mr. Bricknell.

Briefly, the project would involve the supply and installation of;

1       Insulation blankets to cover the pool when the pool is not in use

2       Rollers to extend and retract the pool blankets

3       Solar heat gatherers to heat the water    

The $30,000 grant offered by the Manildra Group would fully cover the supply and installation of the equipment and there would be no cost to Council.

Once installed the equipment would be operated, managed and maintained by the Manildra pool S355 committee.

The advantages provided to the Manildra community are warmer water temperatures particularly at the start and at the end of the swimming season and a longer swimming season. This would provide further recreational opportunities for the Manildra community.

Should Council approve acceptance of the offer from the Manildra Group Mr. Bricknell would like to obtain some media exposure for the company.

Mr. Bricknell and the pool committee are to be commended for securing such a generous offer. It is a good example of Council and private industry working in partnership for the benefit of the local community.

It will also provide an opportunity for some positive media coverage for Council.

It is recommended that Council approve the offer of a one off grant of $30,000 from the Manildra Group and that letters of appreciation and thanks be written to the Manildra Group and to Mr. Bricknell.

 

 

Recommendation

THAT Council approve the offer from the Manildra Group to purchase the heating equipment and cover all costs associated with the installation for the heating of the Manildra Pool and further letters of appreciation and thanks be written to the Manildra Group and Mr. Bricknell.

 

ITEM 21 - REQUEST FOR FAMILY MEMORIAL PLAQUE IN BANK STREET MOLONG

REPORT IN BRIEF

 

Reason For Report

Seeking Council determination on family memorial plaque

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Memorials

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233304

 

Urban Assets Coordinator's REPORT

Council has been contacted by Mr. Shane Lear of Molong seeking Council approval to place a memorial plaque in Bank Street, Molong.

Mr. Lear made the request last year but the request was put on hold pending Council’s decision on the retention or removal of the Bank Street liquidambar trees. Council has resolved to retain the trees so the request can now be considered.

Mr. Lear has requested approval from Council to place a memorial plaque somewhere in the Bank Street gardens to honour the memory of a family member, Mr. Samuel Phillips, a pioneer of Molong in the 1800s. Mr. Lear also supplied with his request several pages of historical notes pertaining to Mr. Phillips.

In considering Mr. Lear’s request it should be remembered that Bank Street already has a large and sufficient number of memorial plaques attached to the Liquidambar trees. Council has recently also received other requests for various memorial plaques as well.

Should Council approve Mr. Lear’s request it would set a precedent for a proliferation of requests for memorial plaques which would be difficult to accommodate and lead to an untidy collection of plaques in Molong’s main street. 

Mr. Lear’s request may be more appropriately directed to the Molong Historical Society for incorporation in the historical Society grounds or building.

It is therefore recommended that Council not approve the request and advise Mr. Lear that the Molong Historical Society may be a more suitable contact for placement of a memorial plaque.

 

Recommendation

 

THAT Council not approve Mr. Lear’s request and advise that the Molong Historical Society might be a suitable contact in regard to placement of a memorial plaque.

 

 

ITEM 22 - VOLUNTEER POLICY AND GUIDELINES

REPORT IN BRIEF

 

Reason For Report

To seek adoption of the Volunteer Policy and Guidelines

Policy Implications

New Policy

Budget Implications

Nil

Area of Responsibility

Governance

Annexures

1.  CABONNE DRAFT Volunteers Manual v3

2.  Draft Managing Volunteers Policy 2011    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 222898

 

Director of Engineering and Technical Services' REPORT

Volunteers provide a valuable contribution to our communities in providing services and assistance where gaps in funding and resources would otherwise see the level of service fall and remove completely.  In many cases these volunteer groups are organised, well established and operate under their own corporate body and constitution.

Council’s volunteer policy seeks to provide a mechanism for volunteer groups and individuals to undertake activities that improve their wellbeing and environment in a timely manner.  Activities or projects that are often not included in Councils management plan.

The policy provides the basic principles by which Council is guided giving the reason for having the policy and who or what it refers to.

The policy is accompanied by a set of guidelines or manual.  The guidelines provide a set of rules and procedures to follow.

These rules and procedures are developed to protect the volunteer and council’s lawful activity and ensure the safety of the volunteer and public.

The following documents comprise the policy and accompanying documents;

1.   Policy

2.   Managing Registration form

3.   Volunteer Application Form

4.   Induction Forms and procedures

5.   Sign on, Sign off forms

6.   Risk Assessment

7.   Administrative framework

8.   Incident reporting form

A copy of the above documentations is included in the annexure to this report.

The manual and associated forms provide adequate guidance for the management of volunteers undertaking activities on behalf of Council.  However it is essential the administrative framework and management systems are also in place and known to staff involved in supervising volunteers.

The administrative framework will be facilitated by incorporating the volunteer manual and associated documents.  Information on the volunteer policy will also be accessible on the web page.

It is proposed to provide a copy of the draft policy and associated documents to council for their review and comment. It is important to understand the need to include systems and checks for volunteers to ensure the safety of the volunteer and the public.

 

Recommendation

 

THAT Council receive a copy of the draft policy and provide comment on the document to enable adoption of the policy at the June Council meeting.

 

 

ITEM 23 - 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.  WO_02052011_MIN    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233568

 

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 2nd May, 2011.

 

Recommendation

 

THAT the report and recommendations of the Works Committee held on Monday 2nd May 2011 of Cabonne Council be adopted.

 

 

ITEM 24 - RENAMING OF BRIDGE STREET

REPORT IN BRIEF

 

Reason For Report

For council to consider the renaming of Bridge Street

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Roads and Bridges

Annexures

1.  Bridge St map    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233732

 

Director of Engineering and Technical Services' REPORT

Council recently sent out letters to all the residents of Bridge Street, Cudal proposing a road name change to avoid ambiguity between the two separate segments of Bridge Street.

The proposal was to rename segment ‘A’, (from the intersection of Escort Way and Kurrajong Way to Main Street) to Escort Way. This would involve readdressing these houses and distributing them with rural addressing numbers as a part of Escort Way. It was proposed that segment ‘B’, (from Flood Street to Brown Street) remain as Bridge Street.

Council invited submissions for suggestions of other names. There were no replies to the letters sent out or the advertisements placed in the newspaper. All residents on the Northern side of Bridge Street who would be involved in an address change have been personally visited and advised of the proposal with no objections. The one resident on the Southern side of Bridge Street was unable to be contacted.

Should Council resolve to continue with the proposed renaming Council’s resolution will be advertised in the Molong Express and the Central Western Daily inviting final comment for and against from the public within 28 days of being advertised. Notice would also be served to Australia Post, the Registrar General and Surveyor General in accordance with Section 162 of the Roads Act 1993.

 

A further report to Council would be presented to consider public response and determine the final resolution on this issue. Then to finalise the process,  the change would be advertised again in local papers and also in the Government Gazette. Australia Post, the Registrar General and Surveyor General would all be notified that the change will occur in accordance with the Roads Act 1993.

 

Recommendation

 

THAT Council proceeds with the road re-naming as per the proposal, with  Segment 'A' (from the intersection of Escort Way and Kurrajong Way to Main Street) to be changed to Escort Way and segment ‘B’, (from Flood Street to Brown Street) to remain as Bridge Street.

 

 

 

ITEM 25 - MOLONG AND MANILDRA SKATE PARK

REPORT IN BRIEF

 

Reason For Report

Advise Council of the requirements for under Native Title Acts for the development and Activity on Crown lands

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Parks and Reserves

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233830

 

Director of Engineering and Technical Services' REPORT

Council would be aware of developments for Molong Skate park Stage 2 and the proposed skate park for Manildra.  Both of these developments are located on crown land which requires a Plan of Management and approval by Land and Property Management Authority.

Molong Skate Park Stage 2

Council has received advice from Land and Property Management Authority that the LPMA approval for the construction of stage two of the skate park in Molong is conditional to reaching agreement with the Wellington Valley Wiradjuri people. This condition applies as there is an existing native title claim over the subject land by the Wellington Valley Wiradjuri people.

Council will have to address this native title claim and will be required to seek some form of agreement from the Wiradjuri Valley people prior to construction of Stage 2 of the park.  This may cause a delay in the progress of this development. Council will be aware NSW Sport and Recreation is providing the funds ($40,000) for this project, auspiced by MAG.

Manildra Skate Park

The Manildra skate park committee met on Monday 2nd May 2011 and resolved that their preferred location is at the Eastern end of Adventure Park.

In regards to the proposed skate park in Adventure Park Manildra, consideration of Native Title is also a consideration. This is due to the park having no previous “public works” that would have extinguished Native Title.

Subdivision J of Division 3 of Part 2 of the Native Title Act 1993 (C’th) authorizes the undertaking of an act of the type proposed (skate park) in accordance with the reservation. The type of work (skate park) falls within the scope of works that may be undertaken on a reserve for a skate park and falls within the definition of public works in section 253 of the Native Title Act. In view of the fact that the proposed works are public works native title will be extinguished by the undertaking of the works. Any native title holder whose interest is affected is entitled to claim compensation.

Therefore, Council is required to write to the Native Title Services in Sydney and give notice of the proposed activity and seek comment. If Council does not receive a reply form NSW Native Title Services within 60 days, consent is assumed.

Council has also been advised by LPMA that there does not appear to be any native title body corporate or registered native title claimant in relation to the subject land. 

This will set the time frame for which council may undertake any physical work, however council will be progressing with the DA requirements for this proposal concurrently.

 

Recommendation

THAT Council;

1.   Advise the Molong Progress Association of the requirements to seek agreement form the Wellington Wiradjuri Valley people to construct stage two.

2.   Council to seek agreement from the Wellington Wiradjuri Valley people to construct stage two of the skate park in Molong.

3.   Advise NSW Sport and Recreation of the possible delay in expenditure of funds

4.   Note that NSW Native Title Services have been asked to comment on the proposed skate park on Adventure Park Manildra.

 

 

ITEM 26 - AQUISITION OF LAND FOR ROAD RESERVE PURPOSES ALONG BURRENDONG WAY

REPORT IN BRIEF

 

Reason For Report

To request Council's approval for aquisition of land for road purposes as part of road works along Burrendong Way.

Policy Implications

Nil

Budget Implications

Included in project costs for the road works

Area of Responsibility

Road and Bridges

Annexures

1.  Sketches showing land acquisition along Burrendong Way    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233999

 

Director of Engineering and Technical Services' REPORT

As part of the construction work along Burrendong Way at Mulyan Road and Centofanti Lane realignment of the road reserve is required to allow for lengthening of a box culvert structure. The box culvert structure is located near the intersection of Burrendong Way and Mulyan Road.

The parcels of land affected by the land acquisition include:

·    Lot 5 in DP1123029 and Lot 12 in DP571585, owned by Mr R McKay. Approximately 0.1 hectares of land in total shall need to be acquired; and 

·    Lot 21 in DP 803123, owned by Mr G Dening. Approximately 0.03 hectares shall need to be acquired.

Sketches showing the noted land acquisitions are included in the annexure of this report.

The owners of the respective affected parcels of land have agreed to the acquisition of the land on the following conditions:

·    A purchase price of $1500.00 +GST for the portions of Lot 5 DP 1123029 and Lot 12 DP571585 owned by Mr R McKay;

·    A purchase price of $1,065.00 +GST for the portion of Lot 21 DP803123 owned by Mr G Dening;

·    Council pay all associated costs including surveying costs and legal fees;

·    Council pay for all new fencing required for the realignment.

It is noted that the purchase prices for these acquisitions are based on the land values for the respective properties and that these conditions are standard for road realignment matters relating to road improvements.

 

Recommendation

 

THAT:

1.  Council accept the purchase price of $1,500.00 +GST for the portions of Lot 5 DP 1123029 and Lot 12 DP571585 required for road realignment purposes.

2.  Council accept the purchase price of $1,065 +GST for the portion of Lot 21 DP 571585 required for road realignment purposes.

3.  Authorise the affixing of the common seal to the transfer documents for purchase of the above mentioned portions required for road realignment purposes.

4.  Council pay all associated costs including fencing, surveying costs and legal costs.

5.  Council classify the land as operational.

 

 

ITEM 27 - ACQUISITION OF LAND FOR ROAD RESERVE PURPOSES ALONG OPHIR ROAD

REPORT IN BRIEF

 

Reason For Report

To advise Council of acquisition of land along Ophir Road for road reserve purposes

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Roads and Bridges

Annexures

1.  Council letter dated January 1988    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234009

 

Director of Engineering and Technical Services' REPORT

The owners of Lot 80 in DP 46487 have written to Council regarding a discrepancy between the legal boundary and the actual fenced boundary along the frontage of their property. The property is located along Ophir Road just north of the fourth crossing. The property is adjacent to the section of Ophir Road currently being re-constructed.

As part of their submission the owners have included correspondence from Council dated January 1988. The correspondence acknowledges an earlier letter sent to Council and notes the following points:

·    Investigation by Council staff have noted that there may be a discrepancy between the boundaries;

·    Any re-fencing should be performed along the existing fenceline; and

·    At the time Council advised that re-construction along this section of Ophir Road would not be undertaken in the foreseeable future but should such work occur in the future then appropriate road boundary alterations shall be effected.

Based on Council`s letter dated January 1988 it is recommended that Council commence investigation of the matter. The first step in this process should be survey of the boundary by a Registered Surveyor to determine the extent of the discrepancy between the boundaries and is anticipated to cost approximately $2,000. Following this negotiation with the owners can proceed regarding acquisition of land.

 

Recommendation

 

THAT:

1.  Council engage a Registered Surveyor to define the boundary of Lot 80 DP46487; and

2.  Council write to the owners of Lot 80 DP46487 advising them that a Registered Surveyor has been engaged to accurately define the boundaries of the property.

 

 

ITEM 28 - SALE OF BULK LIME SILO

REPORT IN BRIEF

 

Reason For Report

Seeking Council approval to sell silo for an amount less than the agreed value.

Policy Implications

Nil

Budget Implications

Sale of asset current valuation
Sale price

Area of Responsibility

Molong Limestone Quarry

Annexures

1.  Ted Du Moulin letters and quotes    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 232801

 

Director of Engineering and Technical Services' REPORT

The bulk lime silo was installed in 1998/99 for supply of dry lime. To this date the silo has not been used as demand for dry lime is virtually non existent. Council resolved to sell the asset setting a sale price of $30,000. Ted Du Moulin of Engineering Design Consultant – Bulk Materials Handling has been acting as a sales agent for this item for the past 12 months. During this time there has not been any genuine interest in the purchase of the item until recently when Mr du Moulin arranged an inspection of the items with two interested parties. Both parties have now submitted offers;

·    Integrated Bio Limited - $25,000 GST inclusive

·    Shorty Transport – $24,200 GST inclusive

As indicated in the submissions Integrated Bio Limited is the better offer considering this offer includes dismantling of the frame.

 

Recommendation

 

THAT Council accept the offer from Integrated Bio Energy Limited for the purchase of the bulk lime silo for the amount of $25,000 including GST and authorise the payment of 10% commission to Engineering and Design Consultant.

ITEM 29 - DEVELOPMENT APPLICATION 2010/163 - MARCH RURAL FIRE BRIGADE STATION

REPORT IN BRIEF

 

Reason For Report

For the determination of Council.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Development

Annexures

1.  DRAFT CONDITIONS OF CONSENT DA 2010

2.  Subdivision Plan

3.  Elevations    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233962

 

Director of Environmental Services' REPORT

 

ADVISORY NOTES

Record of voting

In accordance with s375A of the Local Government Act 1993, a division is required to be called when a motion for a planning decision is put at a meeting of Council or a Council Committee.  A division under s375A of the Act is required when determining this planning application.

 

Political Disclosures

In accordance with s147(4) of the Environmental Planning and Assessment Act 1979, a person making a planning application to Council is required to disclose political donations and gifts made within 2 years prior to the submission of  the application and concluding when the application is determined.

 

In accordance with s147(5) of the Environmental Planning and Assessment Act 1979, a person making a public submission to Council in relation to a planning application made to Council is required to disclose political donations and gifts made within 2 years prior to the submission being made and concluding when the application is determined.

 

Political donations and gifts (if any) to be disclosed include:

·    All reportable political donations made to any local councillor or Council,

·    All gifts made to any local councillor or employee of the Council.

 

Nil planning application disclosures have been received. 

 

Nil public submission disclosures have been received. 

 

THE PROPOSAL

Approval is sought for a 2 lot subdivision of rural land, and the construction of a bush fire brigade shed upon land described as Lot 34 in DP 857376, McKay Road, March. The land owner is Mr WM Culverson. Council is the applicant for the application. It is recommended that the application be approved subject to conditions of consent.

 

THE SITE

 

The subject site borders McKay Road to the north, Culverson Road to the south and Burrendong Way to the east. The site is located approximately 2km north of the Cabonne Council boundary with Orange City Council along the Burrendong Way. The site has an area of approximately 19.33 hectares and consists of agricultural land which is currently used for agricultural purposes. The surrounding area is characterised by agricultural holdings and used for the purposes of farming. The site is zoned 1(a) General Rural under the provisions of the Cabonne Local Environmental Plan 1991.

 

 

Subject Site

 

 

 

 

BACKGROUND

 

The subject lot (Lot 34, DP 857376) was created through DA 1996/2 for subdivision and registered with the Land Titles Office on 14 February 1996.

 

DA 2010/163 was originally submitted in May 2010 for the two (2) lot subdivision of land and consequent construction of a rural fire station. Owner Mr Wayne Culverson intends to donate 0.20 hectares of his property “Heatherdale” to Cabonne Council for the sole purpose of constructing the March Rural Fire Station. The remainder of the property will remain for agricultural purposes.

 

It is noted that Cabonne Council were listed as the applicant for this development proposal. The submitted Development Application did not provide sufficient information to enable assessment of the proposal. Additional information was sought including:-

-     A draft plan of subdivision, to scale, providing the areas and dimensions of each proposed lot;

-     An effluent study for the site of the proposed fire station; and

-     Payment transfer of relevant development application fees.

 

Additional information was not received until March 2011. Upon receipt of the requested additional information, the DA assessment could further proceed.

 

THE PROPOSAL

 

The proposal is for the two (2) lot subdivision and construction of a rural fire station on Lot 34, DP 857376 McKay Road, March.

 

The subject land will include the two (2) lot Torrens Title subdivision of Lot 34 DP 857376. The proposal does not include the provision of any easements.

 

Proposed Lot 1 is to have an area of 0.2 hectares and will be used for the purposes of a rural fire station. Proposed Lot 2 will have an area of 19.13 hectares and will continue to be used for the purposes of agriculture.

 

The bush fire brigade facility will contain a kitchenette, shower, two toilets, office, store area, multi-function area and truck parking area. The proposal includes landscaping around the cartilage of the proposed development as shown on the submitted plan.

 

The external cladding of the building will be constructed of colourbond materials, and will be coloured “surfmist “ (grey) with the two (2) roller doors to the truck parking area to be “manor red”.

 

The proposal also includes the construction of a rain water tank. The capacity of the tank is not noted however, will be conditioned to have a capacity of no less than 90 000 litres.

 

The site is not connected with Cabonne’s reticulated sewerage system and as such the new building is required to be serviced by an approved wastewater management system.

 

The proposed rural fire station will operate all year round as an emergency facility. The facility will not be constantly manned, however will be used for the purposes of emergency call-outs, training, maintenance and meetings. It is anticipated that the facility will be utilised by up to 10 volunteers on an irregular basis. In saying this, the site will have maximum numbers of volunteers and traffic generation during an emergency situation.

 

Access to the site is currently gained via an existing access point off Culverson Road. Access to Proposed Lot 2 will remain as existing. Additional access to the site can be gained via an existing driveway off Burrendong Way. Access to Proposed Lot 1 will be via a new access point located off McKay Road as shown on the submitted plan.

 

The proposed development will provide for ten (10) parking spaces to be located primarily to the north of the proposed building. Two (2) spaces are to be located to the east of the building.

 

 

 MATTERS FOR CONSIDERATION

 

Section 79C of the Environmental Planning and Assessment Act 1979 requires Council to consider various matters, of which those pertaining to the application are listed below.

 

PROVISIONS OF ANY ENVIRONMENTAL PLANNING INSTRUMENT s79C(1)(a)(i)

 

Cabonne Local Environmental Plan 1991 (Amended)

 

Clause 9:

 

The subject land is zoned 1(a) General Rural under the provisions of the Cabonne Local Environmental Plan (LEP) 1991. A rural fire station is not separately defined under the LEP or the Environmental Planning and Assessment Model Provisions 1980. The proposed rural fire brigade station may be defined as a ‘Public Building’ as per the Model Provisions. The construction of a rural fire brigade station and the subdivision on land zoned 1(a) General Rural is considered to be permissible with consent from Council under the provisions of Clause 9 of the Cabonne LEP 1991.

 

 Objectives of the 1(a) General Rural Zone

 

The objective of the zone is “to promote the proper management and utilization of resources by:”

 

-     Providing land for future urban development, for rural residential development and for development for other non-agricultural purposes, in accordance with the need for that development.

 

The proposal is for the two (2) lot subdivision and construction of a rural fire station in an established rural area. The proposed public building (rural fire brigade station) will not impact significantly on the current agricultural use of the land, with the landowner donating land to Council for the development to proceed.

 

The proposal is not considered to be inconsistent with the provisions of the LEP or the objectives of the 1(a) zone.

 

Clause 10- General considerations for development within rural zones

 

It is proposed to construct a rural fire station upon the subject land. The proposal will not adversely impact on the agricultural use of Proposed Lot 2, its mineral or timber reserves or require additional infrastructure to support proposed Lot 1 or the remaining Proposed Lot 2.

 

Clause 12 – Subdivision for the purposes of agriculture in Zones 1(a) and 7(c)

 

The proposed subdivision of the subject land to create Lot 2 as an agricultural allotment satisfies the provisions of Clause 12(2) of the Cabonne Local Environmental Plan, 1991. The proposal relates to the two (2) lot subdivision of the subject land for the purposes of then constructing a rural fire station. Whilst the subject land is currently used for agricultural purposes, the development proposal has been sited so that the new allotment (Proposed Lot 1) will not compromise the remainder of the site and will be used for the sole purpose of a rural fire station.  Proposed Lot 2 will remain for the purposes of agriculture. A Section 88B instrument is to be created to prohibit a dwelling house on proposed Lot 2.

 

Clause 15- Subdivision for other purposes in Zones Nos 1(a) and 7(c):

 

Proposed Lot 1 is to have an area of 0.20 hectares and is considered to be an appropriate size given the nature of its purpose for a rural fire station.

 

Proposed Lot 1 is approved for subdivision under Clause 15 of the Cabonne Local Environmental Plan, 1991 for the purposes of the March Rural Fire Station.

 

Clause 21- Development along arterial roads:

 

No access is proposed to take place along an arterial road.

 

Clause 22- Flood Liable Land:

 

The site is not subject to flood liable land as identified by Council.

 

Clause 23- Bushfire Hazard:

 

The allotment is not identified as being subject to bushfire hazard.

 

Clause 24 – Access:

 

Access to the existing site is currently gained via an access point off Culverson Road which is classified as a “local” road under the control of Cabonne Council. The proposed development includes a new access point for proposed Lot 1 to be located off McKay Road. McKay Road is an unsealed “local” road under the control of Cabonne Council. 

 

Clause 27 – Heritage Items:

 

The subject site is not identified as an item of environmental heritage.

 

 

Clause 28 – Development in the vicinity of Heritage Items:

 

The development site is not considered to be within the vicinity of a heritage item.

 

Clause 29 – Heritage Conservation Area:

 

The subject site is not located within a Heritage Conservation Area.

 

STATE ENVIRONMENTAL PLANNING POLICIES

 

State Environmental Planning Policy No.44 (Koala Habitat Protection) applies to the land.

 

Cabonne Council is identified within the SEPP44 Schedule as having koala habitat. The subject site has minimal vegetation and although several trees are required to be removed, it is considered the development will not impact upon Koalas or potential Koala Habitats.

 

The proposal is considered to be consistent with the SEPP.

 

State Environmental Planning Policy (Infrastructure) 2007

 

The SEPP defines the subject development as an emergency services facility. Division 6 of the SEPP sets out the provisions of where an emergency service facility can be located, what types of development require consent and those developments that do not require consent. The proposed emergency services facility requires consent from Council.

 

The proposed development is not considered to be inconsistent with the SEPP.

 

Rural Lands SEPP

The proposed subdivision is not inconsistent with the objects or provisions of the SEPP.

 

 

PROVISIONS OF ANY DRAFT ENVIRONMENTAL PLANNING INSTRUMENT THAT HAS BEEN PLACED ON EXHIBITION s79C(1)(a)(ii)

 

There are no draft environmental plans that relate to the subject land or proposed development.

 

PROVISIONS OF ANY DEVELOPMENT CONTROL PLAN s79C(1)(a)(iii)

 

Development Control Plan 5 – General Rural Zone applies to this land. The proposal is not inconsistent with the provisions of the DCP.

 

PROVISIONS PRESCRIBED BY THE REGULATIONS s79C(1)(a)(iv)

The proposal does not contravene the relevant provisions of the regulations.

 

THE LIKELY IMPACTS OF THE DEVELOPMENT s79C(1)(b)

 

Context and Setting:

 

The subject land is located within an existing rural agricultural area. The proposal is not considered to be incompatible with the surrounding land uses (agricultural) within the locality. Whilst the proposed rural fire station is not consistent with the current use of the site for agricultural purposes, there will be minimal impact as a result of the approval.

 

 Access, Transport and Traffic:

 

The subject site borders McKay Road to the north, Culverson Road to the south and Burrendong Way to the east.  McKay Road and Culverson Road are ‘local’ roads under the control of Cabonne Council, with Burrendong Way a sealed ‘regional’ road with a speed limit of 100km/hour. Burrendong Way is under the control of Cabonne Council with part funding by the RTA.

 

Access to the site is currently gained via an existing access point off Culverson Road. Access to Proposed Lot 2 will remain as existing. Additional access to the site can be gained via an existing driveway off Burrendong Way.

 

Access to Proposed Lot 1 will be via a new access point located off McKay Road. The new access point off McKay Road will be required to be constructed to ensure that safe and practical access is provided to the new rural fire station. Further, the access point will be constructed to allow for access and egress in a forward direction with turning areas provided so as to allow fire tankers to reverse safely without having to use the public road.

 

The proposed development will provide for ten (10) parking spaces to be located primarily to the north of the proposed building. Two (2) spaces are to be located to the east of the building. The proposed number and location of the parking spaces is considered suitable for the site.

 

The proposed development is not considered to result in an excessive increase in the volume of traffic associated with the emergency facility. It is acknowledged that there will be an increase in vehicle movement associated with the new emergency facility however, it is envisaged that this would not be in excess of 3-6 vehicle movements per day. Movements to and from the fire station would mainly be associated with emergency services volunteers and staff of the NSW Rural Fire Service.

 

In an emergency situation, an increase in vehicle movements in excess of 36 movements could occur if the site and station were to be used as a designated staging area. This is considered acceptable due to the nature of the proposed development.

 

Public Domain:

 

The proposal is not considered to have a detrimental impact on the public domain.

 

Utilities:

 

Adequate arrangements can be made for the provision of essential services.

 

Heritage:

 

The subject land is not listed as a heritage item in Schedule 1 of the Cabonne LEP 1991, and is not identified as an area of heritage conservation.

 

Other land resources:

 

The proposal is not considered to have any impact on other land resources.

 

Water:

 

The subject site does not have access to the local Authority’s reticulated water supply and as such is required to provide rain water tanks with a minimum capacity of 90 000 litres for domestic purposes, 10 000 litres of which are to be retained at all times for fire fighting purposes.

 

Soils:

 

The proposal is not considered to have any impact on soil conservation.

 

Air & Microclimate:

 

The proposal is not considered to have any impact on air quality.

 

Flora and Fauna:

 

The proposal is not considered to have any impact on flora or fauna. The proposal does not include the removal of any existing vegetation on the site.

 

Waste:

 

The proposal will result in a slight increase in the generation of additional waste, however, the amount will be similar to that generated by other emergency service facilities (rural fire station) in the surrounding area. The Applicant has provided an effluent study that has identified a suitable application area and system to dispose of effluent. A condition of consent will require the system to be in accordance with the study.

 

Energy:

 

The proposal is not considered to be inefficient in terms of energy demand.

 

Noise & Vibration:

 

The proposal is not anticipated to result in a significant increase in the amount of noise generated from the site that is likely to affect surrounding residential receptors. It should be noted that sirens on emergency vehicles will be used in an emergency situation, with lights only to be used in built up areas. The noise generated as a result of siren use is considered adequate given that they are use for emergency situations.

 

Natural Hazards

 

The proposal is not considered to result in any natural hazards.

 

Technological Hazards

 

The proposal is not considered to result in any technological hazards.

 

Safety, Security and Crime Prevention

 

If the proposed development is approved, it is considered that the development would not pose a security risk to the surrounding area.

 

Social Impact:

 

The proposal is not considered to have a detrimental social impact on the locality.

 

Site Design and Internal Design

 

The proposed development will result in a change in the external appearance of the existing site when viewed from Burrendong Way and McKay Road. The site is currently used for agricultural purposes and the visual amenity of the area is not considered to be highly scenic. The proposed site design and internal design is considered functional and appropriate. These design aspects are not considered to have a detrimental impact upon the surrounding locality.

 

Construction

 

The proposal requires construction work to be undertaken at the site. This will take place during daylight working hours only.

 

Cumulative Impacts

 

The proposal is not considered to have a negative cumulative impact on the locality.

 

Amenity and Privacy

 

The proposed development is to be situated in rural context where the land is used for the purposes of agriculture. The area is not seen to have high scenic qualities.

 

The proposed building is to be located approximately 20 metres from the northern boundary (McKay Road). The proposal indicates the provision of landscaping around the site to provide privacy to nearby residents and the rural fire station, in addition to reducing the visual impact of the development on the existing landscape.

 

The external cladding of the building will be constructed of colourbond materials, and will be coloured “surfmist “ (grey) with the two (2) roller doors to the truck parking area to be “manor red”. The proposed colours are generally considered adequate, and will not impact on the amenity of the area. Whilst the colour of the roller doors (red) is prominent, they are situated approximately 120 metres from Burrendong Way and considered to have minimal impact.

 

THE SUITABILITY OF THE SITE s79C(1)(c)

 

 The subject site is located within an existing rural agricultural area and complies with the LEP and DCP 5 - General Rural Zones. Adequate arrangements can be made for access, drainage, potable water, sewerage and essential services. On this basis, the subject site is considered suitable for the proposed development.

 

ANY SUBMISSIONS MADE IN ACCORDANCE WITH THE ACT s79C(1)(d)

 

The proposed development was neighbour notified. No submissions were received that opposed the subject development.

 

Public Authority Consultation

 

The subject application was not required to be referred to any Public Authority for consultation.

 

 

Development Contributions

 

No development contributions (S94 Contributions) apply to the development. Council’s S94 Road Contribution Plan only levies for agricultural allotments. Although there is a subdivision involved, the intent for the RFS shed is not for agricultural purposes. For these reasons, the Development Application is not subject to Section 94 Road Contributions.

 

PUBLIC INTEREST s79C(1)(e)

 

The proposed development is considered to be of minor interest to the wider public due to the relatively localised nature of potential impacts. 

 

CONCLUSION

 

The proposed development relates to the two (2) lot subdivision of Lot 34 DP 857376, McKay Road, March and the subsequent construction of a rural fire station.. Proposed Lot 1 is for the sole purpose of a rural fire station with proposed Lot 2 to remain for the purposes of agriculture. The proposal is considered to be permissible within the zone and complies with relevant provisions of the Cabonne LEP 1991.

 

A Section 79C assessment of the development proposal has been undertaken. Adequate arrangements can be made for the provision of access, drainage, water supply, sewerage and essential services. The proposal is not considered to result in any detrimental impact on the surrounding locality by reason of essential services, noise, access or amenity. On this basis, the subject site is considered suitable for the site.

 

 

Recommendation

 

THAT Development Application 2010/163 for a two (2) lot subdivision and subsequent construction of a public building (rural fire station) on land described as Lot 34, DP 857376, McKay Road, March, be granted consent subject to conditions.

 

 

ITEM 30 - 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.  May Environmental Services Minutes    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234682

 

 Director of Environmental Services' REPORT

 

Attached is the report of the Environmental Services and Sustainability Committee Meeting of Cabonne Council held on 2 May 2011.

 

 

Recommendation

 

THAT the report and recommendations of the Environmental Services and Sustainability Committee Meeting of Cabonne Council held on 2 May 2011 be adopted and carried Motions be noted.

 

 

ITEM 31 - COLOUR CITY DRAGON BOAT CLUB - USE OF LAKE CANOBOLAS

REPORT IN BRIEF

 

Reason For Report

For Council determination

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Development

Annexures

1.  Review of use of Lake Canobolas    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234566

 

Director of Environmental Services' REPORT

 

Council has previously supported the use of Lake Canobolas as a training venue for the Colour City Dragon Boat Club. The club is currently seeking renewal of its agreement with the land owner’s (Orange City Council) for the continued use of the facility. A requirement of the agreement is a letter of support from Cabonne Council (as the Local Government authority for the site).

 

The club membership has increased to 54 financial members including 9 juniors and the interest and support for the sport has grown significantly. The club trains at the lake 3 times a week with access now to 2 boats. (refer to attached correspondence from the club). The presence of the dragon boats at the lake has added to the diversity of users of the facility and has not created any known adverse conflict with other lake users. Major events / regattas have been held in the past year and have been subject to development consent.

 

It is suggested that Cabonne Council endorse the continued use of Lake Canobolas by the Colour City Dragon Boat Club and issue a letter of support to the club.

 

 

Recommendation

 

THAT Council advise Orange City Council and the Colour City Dragon Boat Club that it has no objection to the continuation of the club’s use of Lake Canobolas for the purposes of training and associated events, subject to the club obtaining any necessary approvals or licences to carry out events / regattas and the like.

 

ITEM 32 - UPDATE ON LOCAL ENVIRONMENTAL PLAN & SETTLEMENT STRATEGY

REPORT IN BRIEF

 

Reason For Report

For the information of Council

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Planning

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234567

 

Principal Strategic (WBC Alliance) Planner's  REPORT

 

The Principal Strategic Planner seeks to provide an update on progress with the Local Environmental Plan and Cabonne Settlement Strategy as follows:

Introduction

The Strategic Planner has amended his work plan to accelerate the preparation of a new Local Environmental Plan (‘LEP’) for Cabonne.  In order to achieve this, the new ‘conversion’ LEP will only incorporate key amendments as agreed with the Department of Planning & Infrastructure.  A later Planning Proposal will seek to make any further required amendments after the new LEP commences.

The Strategic Planner has prepared draft Settlement Strategies for the settlements of Molong, Canowindra and Manildra.  These are the settlements that will potentially have the most significant changes in zoning and/or controls.  Therefore, if these changes are to be included in the Draft LEP these settlement strategies will need to be adopted by Council. 

The Director of Environmental Services and Heritage Consultant are also seeking to finalise the Community Heritage Study in order to enable preparation of a Schedule of Heritage Items for the new LEP. 

On the basis of adopted and draft land use strategies the Strategic Planner is currently preparing a Draft LEP for Cabonne.  A preliminary draft will be sent to key government agencies in May to seek feedback before the Draft LEP is provided to Councillors for review.

If the accelerated process is supported then the Strategic Planner proposes an intensive process for informing and educating the community and Councillors about the proposed instruments and any changes.  Some key dates are set out below.

Preliminary Timetable for Draft LEP

Assuming that LEP Acceleration Funding is agreed and additional resourcing is provided the following draft timetable is proposed for the Draft Cabonne LEP 2011:

·    May/June 2011:  Section 62 Consultation:  Preliminary draft of LEP sent to government agencies for feedback and comment to allow for finalisation of Draft LEP;

·    June/July 2011: Councillor Workshops: Workshops on LEP with Councillors to ensure an understanding of the draft land use and heritage strategies, the Standard Instrument (LEP) and the proposed zoning, land use permissibility, clauses and mapping;

·    July/Aug 2011: Section 64 Report to Council:  Report presenting the Draft LEP to Council for approval to seek a Section 65 Certificate from the Department of Planning & Infrastructure to allow Council to place the Draft LEP on public exhibition;

·    Aug/Sept 2011: Section 65 Certificate:  Receipt of Section 65 Certificate from Department setting out conditions for public exhibition of Draft LEP;

·    Oct/Nov 2011: Public Exhibition:  The Draft LEP will be placed on public exhibition for a period of 6-8 weeks for public feedback and comment;

·    Late 2011: Finalisation of Cabonne LEP 2011.

Workshops

In order to meet this timetable it is intended to hold Councillor workshops on the draft land use strategies and Draft Cabonne LEP 2011 as follows:

·    Monday, 23 May 2011 (9.30am to 2.30pm) – Presentation by Strategic Planner on Cabonne Settlement Strategy for Molong, Canowindra and Manildra;

·    Friday, 3 June 2011 (9.30am to 12.30pm) – Presentation by Director of Environmental Services on Community Heritage Study and Draft Schedule of Heritage Items for LEP;

·    Monday, 27 June 2011 (2.00pm to 5.00pm) – Presentation by Strategic Planner on the Draft Cabonne Local Environmental Plan 2011 (Introduction, Zoning Categories and Local Provisions);

·    Monday, 4 July 2011 (2.00pm to 5.00pm or time to be determined) – Presentation by Strategic Planner on the Draft Cabonne Local Environmental Plan 2011 (Land Use Matrix, Detailed provisions & Consultation Strategy).

Please confirm with Council your availability for each of these workshops at the Council Meeting, 16 May 2011 so that they can be arranged.  If there are insufficient numbers then alternative times will need to be made.  Council staff look forward to working with the Councillors to consult and agree on the land use strategies and new instruments.  Please contact Council’s Strategic Planner if you have any queries.

 

Recommendation

 

THAT Council confirm the workshop dates as outlined in the report.

 

 

ITEM 33 - Modification of Development Application 2010/74, Lot 40 DP 1125075, Nashdale, Svenson.

REPORT IN BRIEF

 

Reason For Report

For Determination

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Environmental Services

Annexures

1.  DA 2010_074 modification conditions    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233481

 

Development Engineer's REPORT

 

ADVISORY NOTES

Record of voting

In accordance with s375A of the Local Government Act 1993, a division is required to be called when a motion for a planning decision is put at a meeting of Council or a Council Committee.  A division under s375A of the Act is required when determining this planning application.

 

Political Disclosures

In accordance with s147(4) of the Environmental Planning and Assessment Act 1979, a person making a planning application to Council is required to disclose political donations and gifts made within 2 years prior to the submission of  the application and concluding when the application is determined.

 

In accordance with s147(5) of the Environmental Planning and Assessment Act 1979, a person making a public submission to Council in relation to a planning application made to Council is required to disclose political donations and gifts made within 2 years prior to the submission being made and concluding when the application is determined.

 

Political donations and gifts (if any) to be disclosed include:

·    All reportable political donations made to any local councillor or Council,

·    All gifts made to any local councillor or employee of the Council.

 

Nil planning application disclosures have been received. 

 

Nil public submission disclosures have been received. 

 

 

SUMMARY

 

Council approval is sought to modify consent granted 1 March 2010 for a cellar door business upon land described as Lot 40 DP 1125075, 125 Mount Lofty Road, Nashdale.

 

The Proposal

 

The subject site is located approximately 9km south west of Orange. The area of the land is 19.23ha, and is currently used as a vineyard. Access to the site is via Mount Lofty Road, and the entrance is located some 3.6km from the Nashdale turn off.

 

It is proposed to modify the consent by the removal of condition 8 (Application of Bitumen Seal Access) which requires the applicant to seal Mt Lofty Road 6 metres wide and 100 metres either side of the dwelling on Lot 2 DP 1097405.

 

The Environmental Services and Sustainability Committee at its meeting held on 1 February 2010 considered the report on the proposed cellar door sales facility at Mt Lofty Road, Nashdale. The Mayor raised concerns relating to the adequacy of the unsealed section of Mt Lofty Road to accommodate traffic generated by the proposed cellar door premises. The committee resolved that the General Manager negotiate with the proponent to obtain a road upgrading contribution.

 

It should be noted that the cellar doors development proposal is not in itself subject to Council’s s94 Road Contributions Plan. Council must make a merit based assessment of the impact of the development, including an assessment of the suitability of the site for the use and the impact upon the surrounding area.  Discussions with the applicant’s consultant indicate that the applicant is not prepared to negotiate a further road upgrading contribution.

 

Council has received a signed letter from the previous objectors and affected land owners stating they believe that condition 8 of the consent to be an excessive burden on the developers and that the issue of dust migration and safe ingress and egress can be addressed satisfactorily by a well formed gravel road and “Reduced Speed” signs erected before on the gravel section of Mt Lofty Road.

 

The Cellar Door business will operate 7 days a week between the hours of 10am to 5pm. It is anticipated that there will be 2 to 3 vehicles per day midweek, and up to 20 vehicles per day on the weekend and/or public holidays.

 

It should be noted that a separate development application for the site has been received by Council to establish a winery (rural industry) on the subject land. The winery would significantly reduce the need for heavy vehicles along Mt Lofty Road due to the grapes not having to be transported off site, returned for maturation in barrels and then transported off site for bottling and back again for cellar door sales.

 

SITE PLAN

 

 

MATTERS FOR CONSIDERATION

 

In accordance with Section 96(1A) of the Environmental Planning and Assessment Act 1979 the proposed modification is of minimal environmental impact and is substantially the same development for which consent was granted. The proposed modification was notified to adjoining land owners and no submissions were received.

 

PROVISIONS OF ANY ENVIRONMENTAL PLANNING INSTRUMENT s79C(1)(a)(i)

 

Cabonne Local Environmental Plan 1991 (Amended)

 

The subject land is zoned 7(c) Environment Protection (Water Catchments) by the Cabonne Local Environmental Plan 1991, as amended. Cellar door sales are not separately defined under the LEP or the Model Provisions. The cellar door sale is deemed to be a tourist facility.

 

Objectives of the 7(c) zone

 

The cellar door is generally consistent with the zone objectives, as currently there is an established viticultural practice operating on the land.

 

Clause 10 – General considerations for development within rural zones

 

The modification of DA 2010/074 will not adversely impact upon the agricultural use of the holding, its mineral or timber reserves, scenic values or require additional infrastructure to support the event.

 

REGIONAL ENVIRONMENTAL PLANS

 

There are no Regional Environmental Plans that apply to the subject land.

 

STATE ENVIRONMENTAL PLANNING POLICIES

 

State Environmental Planning Policy No 44 applies to the subject land.

 

There are no known Koala habitats on the subject land. The land is predominantly used for agricultural purposes.

 

PROVISIONS OF ANY DRAFT ENVIRONMENTAL PLANNING INSTRUMENT THAT HAS BEEN PLACED ON EXHIBITION s79C(1)(a)(ii)

 

There are no draft environmental plans that relate to the subject land or proposed development.

 

PROVISIONS OF ANY DEVELOPMENT CONTROL PLAN s79C(1)(a)(iii)

 

Development Control Plan 5 – General Rural Zones applies to this land. The proposal is generally consistent with the provisions of the DCP.

 

PROVISIONS PRESCRIBED BY THE REGULATIONS s79C(1)(a)(iv)

 

The proposal is not inconsistent with the regulations.

 

THE LIKELY IMPACTS OF THE DEVELOPMENT s79C(1)(b)

 

Traffic and access

 

The modification of the conditions of consent may result in an increase of dust to the owners of Lot 2 DP 1097405. The road system is adequate to accommodate the additional traffic generated by the development.

 

ANY SUBMISSIONS MADE IN ACCORDANCE WITH THE ACT s79C(1)(d)

 

Neighbourhood notification undertaken for the proposed modification of the conditions of consent and no submissions were received. There were two submissions received with the previous notification and the following concerns raised:

 

1.    There will be an increase of traffic to the subject site that may increase dust levels along Mt Lofty Road.

2.    Safety issues regarding the standard of the road

3.    Need for adequate directional signage

 

It should be noted that the two objectors from the previous notification have both signed a letter in support of the modification.

 

Comments

 

The road is capable of accommodating the traffic generated by the development in association with existing levels of local traffic. Dust may be an issue for a dwelling located close to the subject land. The owners of Lot 2 DP 1097405 have signed a letter stating they believe that condition 8 of the consent to be an excessive burden on the developers and that the issue of dust migration and safe ingress and egress can be addressed satisfactorily by a well formed gravel road and “Reduced Speed” signs erected on the gravel section of Mt Lofty Road.

 

A draft condition of consent has relaced condition 8 of the consent requiring the applicant to upgrade the unsealed section of Mt Lofty Road 100 metres either side of the dwelling on Lot 2 DP 1097405 and install “Reduce Speed” signs 100 metres either side of the dwelling on Lot 2 DP 1097405.

 

Development Contributions

 

Council’s Development Contributions Plan does not apply to this development.

 

SUMMARY

 

The modification of the condition of consent is permissible with the consent of Council. The development complies with the relevant aims, objectives and provisions of the LEP. A section 79C assessment of the development indicates that the modification is acceptable in this instance.

 

Attached is an amended draft Notice of Approval outlining a range of conditions considered appropriate to ensure that the development proceeds in an acceptable manner.

 

Recommendation

 

THAT Modification of Development Application 2010/74 for a cellar door facility at Lot 40 DP 1125075, being 125 Mt Lofty Road, Nashdale be determined pursuant to S 96 of the Environmental Planning and Assessment Act 1997 by the granting of consent subject to:

 

     1.      Condition 8 of the consent being replaced with a condition requiring the      applicant to erect Reduce Speed signs 100 metres either side of the      dwelling on Lot 2 DP 1097405, Mt Lofty Road, Nashdale.

 

 

ITEM 34 - 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 - 222729

 

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 5 Ordinary Meeting 16 May 2011

Item 5 - Annexure 1

 

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Item 5 Ordinary Meeting 16 May 2011

Item 5 - Annexure 2

 

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Item 7 Ordinary Meeting 16 May 2011

Item 7 - Annexure 1

 

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Item 8 Ordinary Meeting 16 May 2011

Item 8 - Annexure 1

 

ONE ASSOCIATION

BACKGROUND INFORMATION, ISSUES & COMMENTS

 

Background

 

·    Originated from Shires Association Conference motions.

 

·    Task force of LGA & SA members appointed to examine, with independent chair.  Released discussion paper.

 

·    Report to Special Joint Conference in August 2010.

 

·    27 key principles – by consensus.  In principle agreement.

 

·    Cabonne workshop 1/11/10.

 

·    Regional Forum Dubbo 9/11/10.

 

·    Referred to WBC view:

 

o Should allow individual councils to make decision

o Support for modernisation – local government has to go forward.  Put forward Alliance model.

o LG should endeavor to speak with one voice.

 

·    ‘E’ Division Friday 11/2/11 – broad discussion – no detail.  Advised registrations to date had been slow.

 

Documentation

 

1.   Task Force Discussion Paper.

 

2.   27 key principles.

 

3.   Draft rules #2 proposed amalgamation of LGA & SA.

 

4.   Shires Association and NSW Aboriginal Land Council considerations and 5 alternatives (16/2/11).

 

Issues Raised thus far

 

·    Relationship between One Association and Modernisation.

 

·    General support for modernization (note range of options – Alliances, CENTROC, Amalgamations, county councils, public/private partnerships etc).

 

·    One voice for Local Governmental should be the goal.

 

·    Representation for rural councils eg:

o Interest;

o Views; and

o voting.

 

·    2 regions and membership comprising of:

 

o metro/urban regional

o rural/regional

 

·    Position re county councils and Aboriginal Land Councils.

 

·    When do we review draft rules?

 

 


Item 8 Ordinary Meeting 16 May 2011

Item 8 - Annexure 2

 

Notes of One Association Debriefing and Discussions held at Canowindra Monday 4/4/11

 

Present:        Clrs Dowling, Gosper, Culverson, Wilcox, Bleakley, Farr, Hyde, Walker, Duffy & Dean, General Manager, Director of Finance & Corporate Services, Director of Engineering & Technical Services & Director of Environmental Services.

 

The workshop was opened by the Mayor who explained the purpose was to provide a debrief and discussion on the resolutions from the Shires Association Special Conference held in Sydney on 23 February 2011.  The Mayor then asked the General Manager to facilitate the discussion.

The General Manager explained to Council:

a)   The background behind the formation of One Association, including motions at Shires Conference and Local Government Association conference.

b)   The establishment of a working party.

c)   Outcomes of the Shires Conference June 2010 and Local Government Association Conference October 2010.

d)   Referred to various reports and workshops held by Council.

The General Manager then took Council through the 29 resolutions from the Special Conference of 23 February, discussing in detail the intent and background behind some of the resolutions, including:

·    Breaking NSW into 2 regions;

·    Voting rights for Board of Directors and Motions;

·    Composition of Board of Directors;

·    Election of delegates and representatives from 2 regions – metropolitan/urban and rural/regional;

·    Term of office of various positions;

·    2 categories of membership – ordinary and associate;

·    Opportunity for the 9 regional aboriginal land councils at their discretion to be available for ordinary or associate membership;

·    NSW County Councils being eligible for associate membership;

·    Dealing with representation by Councils under administration where the administrator may be the delegate;

·    Breaking the rural/regional division into 10 zones for the purpose of the election of members to the Board;

·    Member Councils within each zone voting for the executive member who will represent that zone;

 

Options to determine Council’s position

Following discussion on the various resolutions and the meaning and intent, Council then looked at options to further evaluation and debate the One Association proposal.  These options included:

a)   An extraordinary meeting held in April to formulate Council’s position.

b)   A meeting to be held in May to endorse the formation of the One Association.

c)   To gather more information prior to making a decision.

d)   To do nothing.

Following discussion on the options it was the view of the Councillors in attendance that the matter should be reported:

a)   To the May meeting.

b)   That a separate time should be set aside to deal with the matter after other business has been dealt with.

c)   That the report to the May meeting should include options for Council to:

a.   Endorse the proposal for One Association

b.   Formulate its position, or

c.   Seek a further report to obtain updated information.

It was also discussed that information in relation to the proposal would continue to come to hand.=

Election of Treasurer

Following discussion on the resolution, it was the consensus view of the Councillors in attendance that the election of the treasurer could be done by two options, viz

a)   At large by all members;

b)   From existing zone representation (that is the 10 zones).

The consensus view was that Cabonne Council supported the election of the Treasurer from one of the 10 zones within the two regions.

 

 


Item 11 Ordinary Meeting 16 May 2011

Item 11 - Annexure 1

 

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Item 12 Ordinary Meeting 16 May 2011

Item 12 - Annexure 1

 

Investment Policy

1 Document Information

Version Date
(Draft or Council Meeting date)

[21 June 2010]

Author

Finance Manager

Owner

(Relevant director)

Director of Finance & Corporate Services

 

Status –

Draft, Approved,  Adopted by Council, Superseded or Withdrawn

Adopted by Council

Next Review Date

Within 12 months of Council being elected

Minute number
(once adopted by Council)

10/06/18

2 Summary

The General Manager or his delegated representative have authority to invest surplus funds.

Approvals

Title

Date Approved

Signature

Director of Finance & Corporate Services

 

 

3 History

Minute No.

Summary of Changes

New Version Date

 

Referred to DFCS for version date or minute number – 27 February 2007

 

10/02/17

Readopted by Council

15 February 2010

10/06/18

Readopted by Council

21 June 2010

 


 

4 Reason

Ø To undertake investment of surplus funds in line with Council’s current Investment Strategy.

 

Ø To maximise earnings from authorised investments and ensure the security of Council Funds.

5 Scope

The General Manager or his delegated representative have authority to invest surplus funds.

6 Associated Legislation

All investments are to be made in accordance with:

Ø Local Government Act 1993 - Section 625;

Ø Local Government Act 1993 - Order (of the Minister) dated 17 March 2000;

Ø The Trustee Amendment (Discretionary Investments) Act 1997 – Sections 14A(2), 14C(1) & (2);

Ø Local Government (Financial Management) Regulation 1999 – Clause 16

7 Definitions

8 Responsibilities

8.1 GM

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

8.2 Directors and Managers

Directors and Managers are responsible for the control of the policy and procedures within their area of responsibility.   The Finance Manager has is delegated to invest surplus funds under delegation by the General Manager.  And provides guidance to the Loans and Investment Accounting Officer

8.3 Supervisors

8.4 Employees

8.5 Others

9 Related Documents

Document Name

Document Location

 

 

10 Policy Statement

Delegation of Authority

 

The General Manager or his delegated representative have authority to invest surplus funds.

 

Currently this authority is delegated to the Finance Manager.  From an operational perspective investments are undertaken by the Loans and Investment Accounting Officer under the guidance of the Finance Manager.


 

Authorised Investments

 

All investments must be denominated in Australian Dollars.  Authorised Investments would include but not necessarily be limited to:

 

Ø Local / State / Commonwealth Government Bonds, Debentures or Securities;

 

Ø Managed funds (securities) issued by a fund manager (or its ultimate parent company), who has a minimum long term credit rating of A (S&P Australian Ratings) or better, or Moody Investor Services equivalent.

 

Ø Deposits in prescribed securities that either have a minimum long term credit rating of A or short term rating of A1from Standard & Poors or Moody Investor Services equivalent;

 

Ø Interest bearing deposits /  securities issued by a licensed bank, building society or credit union;

 

Ø Investments with NSW Treasury Corp/Hourglass Investment Facility.

 

Guidelines

 

(A)     Approved Investments with Funds Managers would include:



Fund Type

Minimum
Investment
Time Horizon

Maximum Exposure  as % Total
Investment Portfolio

Cash Funds (at call)

0-180 days

0-100

Cash Plus / Cash Enhanced Funds / or equivalent

3-12 mths

0-95

 

The asset structure and features of the fund are to be consistent with the time horizon, risk parameters, and liquidity requirements of Council as set out in its Investment Strategy.

 

(B)     Council’s Direct Investments

 

          (I)      Quotations on Investments

 

                   Not less than three (3) quotations shall be obtained from authorised institutions when an investment is proposed. 

         

          (II)     Term to Maturity

         

The term to maturity of any Council’s direct investments may range from “at Call” to six months, unless specifically approved by Finance Manager or Director of Finance & Corporate Services.


 

 

(C)    General Policy Guidelines

                   Diversification/Credit risk

 

          (I)      Managed Fund Investments

 

The total amount invested with any one fund manager should not exceed 45% of average annual funds invested.

 

(II)     Direct Investments

 

The amount invested with any one financial institution should not exceed the following percentages of average annual funds invested.

Long Term Rating

(Standard & Poors)

Short Term Rating

(Standard & Poors)

Maximum Percentage of

Total Investments

AAA to AA-

             A1+

45%

A+ to A-

             A1

40%

BBB+ to BBB-

             A2

0

Unrated Credit Union

Unrated

15%

         

The aggregate of investments should not exceed the following percentages of all investments.

 

Long Term Rating

(Standard & Poors)

Short Term Rating

(Standard & Poors)

Maximum Percentage

Permitted

AAA to AA-

             A1+

100%

A+ to A-

             A1

85%

BBB+ to BBB-

             A2

0

Unrated Credit Union

Unrated

15%

 

(iii)     Credit Ratings

 

                 If any of Council’s investments are downgraded such that they no longer fall within these investment policy guidelines, they will be divested as soon as is practicable.

 

(iv)       Council’s attitude to Risk

 

The investment guidelines attached to the 17 March 2000 Ministerial Order requires councils to “exercise the care, diligence and skill that a prudent person would exercise in investing council funds.  A prudent person is expected to act with considerable duty of care, not as an average person would act, but as a wise, cautious and judicious person would.”

Cabonne Shire Council believes this requirement will be satisfied if all investments are made subject to the following minimum constraints.  Council also expects that the investment strategy process may identify reasons to impose other constraints.

·    Majority of investments (85%) must be of “investment grade” credit rating which implies that there is a better than “adequate” or “satisfactory” capacity to meet obligations.

·    Majority of investments (85%) should be dealt through reputable institutions with a credit rating of at least “A”

·    Investments must be diversified across institutions with no more than 45% of the investment portfolio to be invested with any one institution.

·    All investments must be for a period no longer than the period over which the underlying liability could reasonably be expected to arise.

·    Where there is no identified underlying liability the average term to maturity of the investments should not exceed 3 years.

·    The investment portfolio must be managed in such a way that Council is able to meet is obligations at all times.

·   

(D)    Performance Benchmarks

 

Investment

Performance Benchmark

Cash / Cash Plus / Direct Investments

11 AM and UBSWA Bank Bill Index

 

 (E)    Reporting

 

(I)      A monthly report should be provided to Council, detailing the investment portfolio in terms of performance and counterparty percentage exposure of total portfolio.  An example of the report is attached.

                  

 

(I)         Investment income earned versus budget year to date and is reported quarterly in Council’s “Quarterly Budget Review” document..

 

(II)        For audit purposes, certificates must be obtained from the banks/fund managers confirming the amounts of investment held on Council’s behalf at 31st December and  30th June each year.

 

(F)     Variation to Policy

 

          The General Manager or his delegated representative be authorised to approve variations to this policy if the investment is to Council’s advantage and/or due to revised legislation.

 

          All changes to this policy are to be reported to Director of Finance & Corporate Services within 14 days.

 


Item 14 Ordinary Meeting 16 May 2011

Item 14 - Annexure 1

 

Cabonne Council

 

GOODS AND SERVICES TAX CERTIFICATE

 

Payment of Voluntary GST from 1 May 2010 to 30 April 2011

 

 

To assist compliance with Section 114 of the Commonwealth Constitution, we certify  that:

 

§ Voluntary GST has been paid by Cabonne Council for the period 1 May 2010 to 30 April 2011.

 

§ Adequate management arrangements and internal controls were in place to enable the Council to adequately account for its GST liabilities and recoup all GST input tax credits eligible to be claimed.

 

§ No GST non-compliance events by the Council were identified by or raised with the Australian Taxation Office.

 

 

 

Signed in accordance with a resolution of Council made on 18/05/2011.

 

 

 

 

 

 

………………………………                                  ………………………………

Robert Dowling                                                    Ian Gosper

MAYOR                                                     COUNCILLOR      

 

 

 

 

 

………………………………                                  ………………………………

Graeme Fleming                                        Stephen Harding

GENERAL MANAGER                              RESPONSIBLE

ACCOUNTING OFFICER


Item 15 Ordinary Meeting 16 May 2011

Item 15 - Annexure 1

 

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Item 16 Ordinary Meeting 16 May 2011

Item 16 - Annexure 1

 

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Item 17 Ordinary Meeting 16 May 2011

Item 17 - Annexure 1

 

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Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 1

 

 

 

 

 

CabonneLogo%20High%20Quality_jpg

 

 

 

 

Managing VolunteerS

Manual

 

 

 

 

INTRODUCED – March 2011

REVISION – 2yrs from approval

 

 

 

 

 

 


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 1

 

TABLE OF CONTENTS             

 

INTRODUCTION................................................................................................... 5        

DEFINITION OF A VOLUNTEER.............................................................................. 5

ROLES FOR VOLUNTEERS..................................................................................... 6        

Rights and Responsibilities of Cabonne Shire............................................... 6        

Rights and Responsibilities of Volunteers..................................................... 6        

RECRUITMENT..................................................................................................... 7        

How Volunteers can be recruited................................................................ 7        

Prohibited Employment Declaration............................................................ 7        

Termination of a Volunteer......................................................................... 7        

Application Form........................................................................................ 8        

Volunteer Database.................................................................................... 8        

Occupational Health and Safety.................................................................. 8        

Council’s Responsibility.............................................................................. 8        

Volunteers Responsibility........................................................................... 9        

Training..................................................................................................... 9        

Equal Employment / Volunteering Opportunities.................................... 9        

VOLUNTEERING CODE OF CONDUCT.................................................................. 10        

Confidentiality.......................................................................................... 10        

Acceptance of Gifts/Benefits..................................................................... 10        

Conflict of Interest.................................................................................... 10        

Use of Resources...................................................................................... 10        

Policy and Procedures............................................................................... 10        

Equitable Treatment of People and Situations............................................ 10        

Duty of Care............................................................................................. 10        

Dress....................................................................................................... 11        

Alcohol and Drugs..................................................................................... 11        

Reporting of Corrupt Conduct................................................................... 11        

Media Protocol............................................................................................. 11        

Privacy and Personal Information Protection Act................................ 11

ROLES AND RESPONSIBILITIES VOLUNTEER PROCESS (FLOw chart)................... 12

INSURANCE....................................................................................................... 12        

Personal Accident Insurance..................................................................... 13        

Public Liability Insurance........................................................................... 13        

Volunteer’s Personal Property................................................................... 13        

Use of Council Equipment............................................................................ 13        

Use of Council Motor Vehicles.................................................................... 14        

Fines and Infringements............................................................................ 14        

Out of Pocket Expenses................................................................................. 14        

Recognition of Volunteers......................................................................... 14        

Grievance Procedure.................................................................................... 14        

Annexures...................................................................................................... 16         

Annexure 1 Managing Volunteers Policy…………………………………….……16

Annexure 2 Volunteer Registration of Interest Form…………………… …23

Annexure 3 Volunteer Application Form (Example 1)..…………………….24

Annexure 4 Volunteer Application Form (Example 2)……………….….…25

Annexure 5 Letter to Volunteer…………………………………………………….…28

Annexure 6 Volunteer Sign On/Sign Off Register………………………….….29

Annexure 7 Volunteer Tool & Protective Equipment Register…….…..29

Annexure 8 Volunteer Induction Records…………………………………… ….30

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

INTRODUCTION

 

Cabonne Shire is fortunate to have a large number of community members who have chosen to volunteer their time to assist in the provision and enhancement of many of Council’s services.

 

Volunteers currently work in areas such as:

 

§  Recreation                           

§  Community                          

§  Environment                                    

§  State Emergency Services

§  Special Events

§  Tourism

 

It is anticipated that the use of volunteers will continue to be expanded into other areas of Council as the city continues to grow.

 

 

OBJECTIVES:

 

To establish guidelines and procedures for the utilisation and appreciation of Volunteers who assist with services provided by Council.

 

POLICY:

 

Council recognise that volunteers from the community make a valuable contribution to a wide range of Council activities. Volunteers contribute to a range of activities including (among other areas) social community support, emergency services and environmental protection. Through their commitment and energy volunteers enrich the fabric of the local community.

 

Definition of a Volunteer

 

For the purpose of Council’s operations, the definition of a volunteer is as follows.

 

“ A person who is motivated to undertake some form of community activity, not for financial gain, and in so doing, the community derives a benefit from the activity.”

 

Cabonne Council’s Volunteer Policy is included in the Annexures.

 

 

 

 

 

 

 

 

ROLES FOR VOLUNTEERS

Council and the individual volunteers each have an obligation to ensure that volunteer participation is safe, effective and most of all enjoyable.  Volunteers contribute to a range of activities and through their commitment and energy volunteers enrich the fabric of the local community. Volunteers will be recruited in line with the procedures outlined in this manual.

 

Rights and Responsibilities of Cabonne Council

§  Acknowledge the extent and importance of volunteer contributions

§  Increase awareness both internally and externally of the contribution of volunteers

§  Conduct relevant induction for volunteers

§  Provide information on Council policies and procedures impacting on activities

§  Provide clear operational guidelines for each activity

§  Ensure staff provide open and honest information and respond to concerns and queries

§  Provide clear guidelines on the relationship between staff and volunteers and Councillors

§  Consult on matters that will impact on volunteers participation

§  Provide opportunities to engage in worthwhile activities

§  Regularly review the role of volunteers and volunteer activities

§  Maintain adequate volunteer recruitment processes

§  Maintain EEO policies in engaging volunteers

§  Provide a safe working environment

§  Provide relevant insurance cover

§  Provide adequate resources for volunteers to conduct activities in accordance with adopted Management plans and policies

§  Acknowledge and identify the skill levels of individual volunteers

§  Where appropriate, identify and provide opportunities for skill development for

            individuals

§  Actively promote volunteer and group activities

§  Where appropriate, provide each volunteer with identification whilst undertaking volunteer work.

Rights and Responsibilities of Volunteers

§  Complete the work that was volunteered for and be dependable;

§  Work as part of the team;

§  Be willing to learn and go on learning;

§  Follow any guidelines, policies and procedures relevant to the volunteering position;

§  To act in a manner that does not undermine Council in the community;

§  Ask for help when needed, ask questions when more information is required;

§  Accept supervision in the spirit in which it is meant;

§  Provide proof of identity to Cabonne Shire;

§  Respect the confidentiality of other volunteers, Council employees, Council and others as appropriate;

§  Record details in an attendance register or log book on each volunteering occasion (for insurance purposes);

§  Where required, undertake a Prohibited Employment Declaration as per the Child Protection Prohibited Employment Act, 1998;

§  Work within your own physical limits and area of skill;

§  Notify volunteer co-ordinator of any issue relating to work task allocation which may impact on your participation, for example prior or existing physical restrictions.

RECRUITMENT

How Volunteers can be recruited

Volunteers will be recruited by advertising or word of mouth. The relevant volunteer co-ordinator or representative of a Management committee is to make contact with each person to disseminate all relevant information.

Prohibited Employment Declaration

All people looking after children and young people have a responsibility to provide a safe environment for them. Legislation was introduced in New South Wales that affects all people working with children and young people.

 

§  Commission for Children & Young People Act, 1998

§  Child Protection (Prohibited Employment) Act 1998

 

These laws make up the Working with Children Check, the goal being to create workplaces where children are safe and protected.

 

The Child Protection (Prohibited Employment) Act 1998 defines child-related employment as:

 

any employment that primarily involves direct contact with children where that contact is not directly supervised

 

It is the responsibility of those seeking volunteer work that primarily involves direct contact with children where that contact is not directly supervised to:

§  Complete a declaration saying whether or not they are a prohibited person when applying for child-related employment

§  Agree to allow the employer to undertaken all aspects of the employment screening process.

 

It is an offence for a prohibited person to apply for volunteer employment that primarily involves direct contact with children where that contact is not directly supervised. It is therefore the responsibility of a prohibited person NOT to apply for any such position.

 

Termination of a Volunteer

 

In instances of serious misconduct or breaches to the volunteer responsibilities, the Volunteer Coordinator has the right to terminate the services of the Volunteer.  This includes:

§  Theft of property or funds

§  Intoxication through alcohol or other substances whilst or during volunteering

§  Verbal or physical harassment of any other volunteers, clients or staff

§  Disclosure of confidential information regarding the Council and/or clients

§  Breaching any other volunteer responsibilities

§  Malicious damage to Council or community property

§  Not working in a safe manner

 

Application Form

 

A volunteer application form is attached to this manual. All volunteers should complete the form prior to their commencement of their volunteer activities.

 

The details on these forms should be entered into the Cabonne Council volunteer database.

 

Volunteer Database

 

A centralised volunteer database has been developed to ensure that all appropriate information required for OHS and Insurance purposes relating to the use of volunteers is maintained.

 

The database is maintained by the Human Resources Section.

 

Information contained in the database is held in accordance with Privacy and Personal Information Protection Act 1998 (PPIPA).

 

 

Occupational Health and Safety

Volunteers, whilst not considered to be employees of Council are still owed a statutory duty of care while undertaking activities on behalf of Council, see OHS Act 2000, Section 8(2). Before volunteers are permitted to undertake an activity on behalf of Council a risk assessment of the activity will be undertaken to ensure the following:

§ the activity is suitable for volunteers;

§ the activity does not place volunteers at risk to their health and safety;

§ the volunteer has the physical capacity to undertake the activity;

§ the volunteer has the knowledge and skills required to undertake the activity in a safe manner.

Council’s Responsibility

 

When satisfied that the activity is appropriate for volunteers Council is to ensure the following matters are addressed before the activity is commenced and within agreed timeframes:

§ the potential hazards have been identified;

§ a risk assessment has been completed;

§ consultation has been undertaken with the volunteers regarding safe work methods;

§ appropriate risk management procedures have been developed;

§ volunteers have been provided with information, instruction and training with regard  to risk management procedures;

§ any plant or equipment to be used by volunteers is safe;

§ there is in place a system of work for the safe handling, use, storage and transport of plant, equipment or any substances to be used in the activity;

§ at the location for the activity there are safe means of entry and exit which are identified to the volunteers;

§ arrangements are in place for the appropriate monitoring and supervision of the activity;

§ records are kept of attendance, tasks undertaken and information on incidents including near misses.

 

Volunteers Responsibility

 

While undertaking activities on behalf of Council, volunteers have responsibilities for health and safety. In particular volunteers, through their actions or omissions, are not to place themselves or other persons at risk while undertaking Council related activities. Depending upon the nature of the activity the responsibilities for volunteers may include the following:

 

§ be aware of and follow the approved risk management procedures for the activity;

§ follow the directions of the person in charge of the activity;

§ use plant or equipment in accordance with the correct procedures;

§ bring to the attention of the appropriate person any matter which could affect the safe undertaking of the activity;

§ report to the appropriate person as soon as practical any incidents or near misses which relate to health and safety of the voluntary activity.

 

 

Training

Council also has the responsibility to ensure volunteers are provided with appropriate training which, depending on the activity, may include the following:

§ OHS induction training;

§ hazard identification;

§ first aid;

§ responding to an emergency;

§ use of communication equipment (where required);

§ on the job and/or formal training specific to the activity.

§ on the job training in specific risk management procedures as required.

 

Equal Employment / Volunteering Opportunities

Cabonne Shire is committed to promoting a working environment that recognises and values the diverse social profile of its volunteers.  Council will develop, implement, monitor and evaluate policies and procedures for all volunteers, both existing and potential, that are fair and do not discriminate unlawfully, either directly or indirectly, against any volunteer.

In all policies and practices of Cabonne Shire, there shall be no discrimination or harassment in voluntary employment with regard to:

Race (including colour, nationality, descent, ethnicity, ethno-religious origin), Gender, Pregnancy, Marital Status, Disability, Sexual Preference, Age, or carers’ responsibilities.

It is unacceptable for volunteers to make comments to other volunteers, Council employees or members of the public which are discriminatory with regards to:

§ sexuality or sex;

§ health or marital status;

§ physical or intellectual ability; and

§ race, ethnic or religious background.

Discrimination and/or harassment will not be tolerated. Where instances of discrimination and/or harassment occur, they will be investigated in a confidential manner. If proven, the person responsible will be dismissed from their voluntary engagement.

VOLUNTEERING CODE OF CONDUCT

Confidentiality

Volunteers shall not use confidential information gained through their activities as a volunteer for the purpose of securing a private benefit for themselves or for any other person.

 

Volunteers shall not disclose any confidential information for any reason without the authority to do so.

 

Volunteers shall not disclose private or personal information as defined in the Privacy and personal Information Act 1998.

 

Acceptance of Gifts/Benefits

Volunteers may accept small gifts from users of their service as appreciation of a job well done eg chocolates and flowers.  Gifts may not be accepted when they are more substantial in nature and where there is the implication that the person may receive a favour in return.

Conflict of Interest

Volunteers may not use their position to gain profit or advantage.  They will be aware of circumstances where a possible conflict of interest may arise and declare it if necessary

 

Use of Resources

§  Volunteers must not improperly use council resources

§  Volunteers shall use Council resources effectively and economically

§  Volunteers shall not use Council property for their own purposes

 

Policy and Procedures

Volunteers agree to be bound by relevant policies and procedures of Cabonne Shire applicable to their volunteering position.

 

Equitable Treatment of People and Situations

§ Volunteers shall treat members of the public, Council Staff and Councillors fairly and equitably and with respect, courtesy, compassion and sensitivity.

§ Volunteers shall not act contrary to any law in their voluntary capacity

§ Volunteers shall not act unreasonably, unjustly, oppressively or in a discriminatory manner.

§ Volunteers shall refrain from any form of conduct, in the performance of their duties, which may cause any reasonable person unwarranted offence or embarrassment or give rise to the reasonable suspicion or appearance of improper conduct

 

 

Duty of Care

 

Council has a legal responsibility to provide a duty of care to all volunteers to ensure that they are not exposed to any risk of injury or illness from either the tasks they are undertaking, the equipment they are using or the environment that there are working in.

 

Dress

 

To protect persons from UV exposure, volunteers working outdoors will be required to wear long sleeve or three quarter length sleeve shirts with collar, loose fitting long trousers, enclosed footwear, hat with a broad brim and sunglasses. Volunteers working indoors will wear appropriate and sensible clothing and footwear for the activities they may be undertaking.

 

Alcohol  and Drugs

 

Volunteers are not permitted to drink alcohol or take illegal drugs while they are performing work on behalf of Council, or report for duty when their job performance is likely to be affected by alcohol or illegal drugs.

 

Reporting of Corrupt Conduct

 

Council is committed to an ethical workplace and requires volunteers to report corrupt conduct, maladministration or serious and substantial waste of public money.

 

Media  Protocol

 

Volunteers are not permitted to make any comments to the Media on behalf of Council. Any queries for a statement to the media must be referred to the Director or Manager of the work activity.

Privacy and Personal Information Protection Act

Council will obtain personal information from volunteers including names, address, telephone numbers, child protection screening (where applicable) and other contact details. Personal information obtained by Council is governed by the Privacy and Personal Information Protection Act 1998 (PPIPA). This legislation provides direction for the collection, protection, storage, disposal, access and use of personal information by Council.

 

Council will take all reasonable care to protect personal information from misuse, loss, unauthorised access, modification or disclosure. To ensure that personal information held by Council is current, please notify Council if any of your details change.

 

For further information, please contact Council’s Public Officer on 63923221.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ROLES AND RESPONSIBILITIES  VOLUNTEER PROCESS

 

 


 

 

 

 

 

 


 

 

 

 


 

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

 

 

 

 


INSURANCE

 

Personal Accident Insurance

 

Council’s Incorporated’s personal accident insurance policy covers volunteers whilst performing activities authorised by Council. The insurance also covers volunteers on direct route to and from the authorised event or activity.

 

It should be noted that the policy only covers volunteers aged between 15 and 90 years. As a result persons outside of this age bracket are not able to be engaged in any voluntary activities.

 

Council will take all reasonable care to ensure that volunteers operate in a safe working environment. Volunteers are required to act in a responsible manner and in accordance with safe work method statements. Willfully or deliberately causing injury is not covered by Council’s insurance.

 

Any accident that occurs whilst under the care and control of Council should be reported to the immediate supervisor as soon as possible. An incident report must be completed by the supervisor and returned to Council’s Risk Management Officer within 24 hours.

 

Public Liability Insurance

 

Whilst working under the care and control of Council, volunteers are protected against public liability claims under Council’s public liability insurance cover. Council’s insurance does not cover incidences where damage has been caused through willful or deliberate acts.

 

If damage is caused or an incident arises, the supervisor must be notified immediately and an incident report completed and returned to Council's Insurance Officer.

 

Volunteer’s Personal Property

 

Volunteer’s personal items are not covered by Council’s insurance whilst undertaking volunteer activities. Volunteers are encouraged not to bring or wear items of any significant value (including jewellery). All necessary equipment will be supplied by Council.  All attempts should be taken to secure personal items against theft or damage.

Use of Council Equipment

Volunteers may be provided with Council equipment to assist in performing various activities. If a license or qualification is required to operate plant or equipment, a volunteer must provide evidence of such qualification or license. All care should be taken to ensure that equipment is used correctly and within the guidelines or instructions provided by supervisors.

 

Damage to Council equipment by volunteers whilst working under the care and control of Council is covered by Council’s insurer. Council’s policy does not cover any willful or deliberate damage to Council property.

 

If equipment is damaged, the supervisor must be notified immediately and an incident report completed and returned to Council's Insurance Officer.

Use of Council Motor Vehicles

 

Volunteers may be requested to use a Council motor vehicle during the course of performing various activities. The volunteer co-ordinator must site a person’s driving license before allowing them to drive the vehicle.

 

Damage to a Council vehicle by a volunteer whilst working under the care and control of Council is covered by Council’s Motor Vehicle Insurance policy. Council’s policy does not cover any willful or deliberate damage to Council property.

 

If a motor vehicle is damaged, the supervisor must be notified immediately and an incident report completed and returned to Council's Risk management Officer.

 

The vehicle log book must be completed correctly each time the vehicle is used.

 

Fines and Infringements

 

Any court imposed fine or infringements received as a result of the actions or omissions of a Volunteer will be the responsibility of the volunteer. They are wholly responsible for payment of such fines and infringements.

 

They include, but are not limited to:

 

§  Parking

§  Speeding

§  Littering

§  Red light camera

 

Out of Pocket Expenses

 

From time to time, volunteers may need to use their own money to purchase materials or pay fees. Volunteers must have prior approval from their supervisor before they use their own money.

 

Out of pocket expenses will only be reimbursed if a claim is submitted with proof of payment attached i.e. a tax invoice. The supervisor must sign the claim form and supply a general ledger number for allocation of the expense.

 

Recognition of Volunteers

Volunteers are entitled to request a statement of tasks that they have undertaken in their role with Council.

Grievance Procedure

If a volunteer has a grievance about any aspect of their tasks, other volunteers or Council staff, the following process should be followed:

 

Step 1                            If you feel comfortable to approach the person directly to discuss    

                                        the issue, do so.

Step 2                                The volunteer can approach the Co-ordinator or the Committee President in the area they are working within for a discussion and advice on how to best resolve the issue. This discussion should be treated as strictly confidential.

Step 3                                If Step 2 does not help resolve the problem, then the issue should be notified to the Department Manager in writing.

 

Step 4                                If the matter remains unresolved, the volunteer(s) may request the matter be referred to the Director of the department or other authorised officer for discussion. A further meeting between all parties shall be held as soon as practicable.

 

Step 5                                If the matter remains unresolved the General Manager shall provide the volunteer(s) with a written response. The response shall include the reasons for not implementing any proposed remedy.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

cabonne Council colourANNEXURES

 

 

Managing Volunteers Policy – a Risk Management Policy

1  Document Information

Version

[March 2011]

Author

Risk Management Officer

Owner

Director Engineering and Technical Services

Status

Draft

Review Date

2 years from approval

Adopted by Council

 

 

1


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 1

 

2 Summary

Cabonne Council is committed to providing the community with the best possible service delivery. To achieve this requires a high level of commitment and competence from all those who provide that service, including volunteers.

The Volunteer policy addresses the need to formalise roles and responsibilities of all involved in the volunteering process.

Council is required to fulfil its duty of care to potential volunteers and to the existing workforce.

3 Reason

To ensure that a safe environment is maintained for customers, volunteer workers and Council staff, it is imperative that the procedures and responsibilities in this policy are adhered to by all stakeholders.

Council aims to:

·    Ensure that volunteering remains a mutually beneficial activity

·    Recognise the important contribution volunteers make to achieving Council and community goals

·    Clarify the relationship between Council’s staff and volunteers

·    Provide a safe and healthy workplace for volunteers

·    Identify training requirements to ensure associated activities are satisfactorily performed

·    Provide appropriate supervision to ensure activities are satisfactorily performed.

4 Scope

This policy applies to all volunteer workers involved in Council organised activities, including Council staff who volunteer to be involved in activities external to their normal workplace duties, Committees of Council set up under the provisions of Section 355 of the Local Government Act and all individuals and organisations undertaking work on Council property but not under the direction of Council such as Service Clubs etc.

Volunteering is an activity which is:

·    Of benefit to the community and the volunteer

·    Undertaken of the volunteer’s own free will and without coercion

·    For no financial payment

·    In a position not designated as paid


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 1

 

5 Associated Legislation

Local Government Act, 1993

Occupational Health and Safety Act, 2000

Occupational Health and Safety Regulations, 2001

 Definitions

Organisation               Not-for-profit organisations such as service clubs, charitable organisations, Rural Fire Service and the like that carry their own insurance and manage the involvement of their volunteers through their organisation

Program Coordinator  Volunteer leader with the Volunteer group and is also the spokesperson for the organisation

Department Manager Paid employee of Council with delegated responsibility to manage the functions of a department within Council

Program Manager      Paid employee of Council who is responsible to manage the project

Human Resources       Section within Council that manages the Volunteer policy functions

Volunteer                  Any person from the community who offers to do work for Council without monetary compensation

7 Policy Statement

Registering of Volunteers

An application to work with Council as a Volunteer must be completed by each volunteer worker. Each area utilising volunteer workers must maintain a register of all volunteers with the original being held in Records. The General Manager (or Director) must approve a Volunteer’s application and provide them a copy of this policy and a copy of Council’s Code of Conduct prior to commencement.

Council may require the Volunteer to undergo the Working with Children check or relevant policy checks for certain activities as appropriate.

Assessment of the suitability of an individual or organisation for the specified project will be undertaken by the relevant Department Manager. Council will undertake an assessment of the group’s activities according to the Volunteer Activity Safety Rating. This will identify any associated risk and Activity Specifications required.

Before starting work, volunteer workers must participate in a program which familiarises them with workplace health and safety requirements. This program includes consultation with the supervisors as to the hazards at the site and controls developed. Volunteers will be provided with an induction to the organisation by the Council. Further training may be provided as required.

Organisations who undertake work not organised by Council on property owned or managed by Council will be required to provide proof of insurance.

Use of a Council or Private Vehicle

Any Volunteer who is required to operate a vehicle (Council or private) as part of their volunteering duties must provide Council with proof of their current driver’s licence. If using a private vehicle, the volunteer must provide evidence of their motor vehicle third party and comprehensive insurance details. Failure to meet this requirement will exclude the volunteer from driving a Council vehicle or provided transport for customers of Council. Volunteer workers must drive in accordance with the rules and regulations set down by the Roads and Traffic Authority and NSW Police and are responsible for any parking or traffic offences incurred by them for not complying with these rules and regulations.

Tools and equipment

If a volunteer is required to supply his/her own tools or equipment they must be checked and tagged in accordance with WorkCover and Council procedure and entered into the Volunteer tool and protective equipment register.

Any tools or equipment issued by Council are to be used as per manufacturer’s instructions or Councils direction or standard operating procedure.

A Volunteer is not to operate equipment, tools or vehicles that they do not hold a licence for or are not qualified to use.

Working hours

Working hours will be agreed to and complied with for the purposes of communication and contact, and in the event that there is a claim made by or against a volunteer. Volunteers must advise the Program Coordinator they are working with if they cannot commit to the agreed hours on any occasion.

Volunteer obligations

Volunteers are expected to maintain the same standards of confidentiality, punctuality, courtesy, organisational discipline and compliance with policy as is required of Council’s paid employees.

Volunteer workers who are required to enter the homes of customers of Council are, at all times, to remember that they represent Cabonne Council and are to behave in a manner which reflects favourably on both themselves and Council.

Volunteers are expected to work in a constructive and cooperative way with Council staff.

Volunteers must comply with all council workplace policies, including OHS, anti-discrimination, no smoking and no harassment and will attend an appropriate induction program provided by Council.

Volunteers are required to record details in an attendance register on each volunteering occasion. Council will provide each volunteer group with “volunteer” badges where appropriate, to identify volunteers whilst working.

Volunteers may work under the guidance of Council staff. Guidance may be intermittent, depending on the nature of the project.

Volunteers will be required to wear appropriate personal protective equipment (PPE) at all times during volunteer activities where identified in the Activity Specification/s. The Program Manager will determine what PPE requirements are appropriate on a project by project basis. The Program Manager will determine responsibility for provision of PPE in consultation with the volunteer/s. Council will supply the volunteer group with a First Aid Kit where required, which is to be present during all volunteering activities. Details of all equipment supplied will be entered into the Volunteer tool and protective equipment register

In the event that a volunteer has an issue concerning the project they are involved in, the volunteer is required to raise the matter with the Program Coordinator for referral to the Project Manager if the matter remains unresolved.

Any breach of the volunteer agreement will result in a first verbal warning from the Program Coordinator managing the volunteer. A second breach will result in a verbal warning and will be reported to the Program Manager. A third breach will result in a written warning from the Director of the department.

The General Manager or a Director may terminate the services of a volunteer worker at any time without notice.

Recognition

Appropriate recognition will be given to all volunteers who assist with Council projects. Such recognition is at the discretion of the relevant Director. Minimum recognition will be the issuing of a Certificate of Appreciation.

Future paid employment

Volunteering will not be a process for recruiting new employees, as it is a breach of the Equal Employment Opportunities Act and also of Council’s Recruitment and Selection policy.


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 1

 

8 Responsibilities

8.1 General Manager

The General Manager is responsible for ensuring that:

·    The Volunteer policy is effectively developed and implemented

·    OHS principals are enforced in the work place.

8.2 Directors and Managers

Directors and Managers are responsible, and will be held accountable for, ensuring that:

·    The Volunteer policy is effectively implemented in their area of control

·    Supervisors have the support necessary, and are held accountable for, their specific responsibilities

·    Employees under their control are consulted about issues affecting their health and safety

·    Prompt action is taken to eliminate unsafe or unhealthy conditions or behaviour.

8.3 Program Manager/Program Coordinator

The Program Manager, including Program Coordinators, are responsible, and will be held accountable, for:

·    Taking all practical measures to ensure that the area they control is safe and without risks to health and that the Volunteer policy is adhered to

·    Ensuring that persons at the workplace are behaving in a safe manner

·    Volunteers are supervised and trained sufficiently to perform the required tasks and notifying the Human Resources Department when inductions are required

·    Detecting and promptly remedying risks to health and safety where they have the necessary authority, or promptly reporting these risks with a proposed solution to their supervisor who has the necessary authority to fix the problem

·    Referring Volunteers’ health and safety concerns to their manager if they cannot be resolved.

·    Inducting Volunteers

8.4 Volunteers

Volunteers are responsible, and will be held accountable, for:

·    Taking reasonable care for health and safety of themselves and others

·    Cooperating and complying with the Volunteer policy and program

·    Promptly reporting all incidents, accidents, illnesses and any risks to health and safety.

8.5 Human Resources Department

The Human Resources Department is responsible for recording induction and training information relating to Volunteers.


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 1

 

9 Related Documents


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 1

 

 

Document Name

Document Location

Volunteer Application form

 

Volunteer Register

 

Code of Conduct

 

Working with Children check

 

Volunteer Activity Safety Rating

 

Volunteer tool and protective equipment register

 

Volunteer Attendance Register

 

 

10 Approvals

Name

Date Approved

Signature

Director Engineering and Technical Services

 

 

Director Finance and Corporate Services

 

 

Director Environmental Services

 

 

General Manager

 

 

Council

 

 

 

 

 


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 1

 

11 History

 

Change Date

Summary of Changes

New Version Date

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

VOLUNTEER REGISTRATION OF INTEREST FORM

 

Cabonne%20Council%20black%20and%20white%20logo_jpg                         CABONNE SHIRE

VOLUNTEER REGISTRATION OF INTEREST FORM

 

 

          NAME                  ­­­­­­­­­­­­­­­­­­­­­­­­­­­­______________________________________________

          ADDRESS   ______________________________________________

                            ______________________________________________

                            ______________________________________________

          TELEPHONE        ______________________________________________

          EMAIL        ____________________________________________________

          MEDICAL CONDITIONS_______________________________________

 

          AGE GROUP        Under 18    18-30          31-60

                            61-75          Over 75

 

          I AM INTERESTED IN

                            ARTS, HERITAGE, CULTURE                      

                            COMMUNITY SERVICE, HEALTH              

                            SPORT AND RECREATION                        

                            SAFETY, EMERGENCY SERVICES              

                            OTHER                                                       

 

IF APPOINTED AS A VOLUNTEER, I AGREE TO ABIDE BY CABONNE  COUNCIL’S CONDITIONS OF EMPLOYMENT AS A VOLUNTEER AND RELEVANT PRIVACY REGULATIONS.

 

          SIGNED      _______________                     DATE         _____________

 

          Please give this form to the Facility Manager , or post or deliver it to        

          Cabonne Council

          PO Box 17

             MOLONG NSW 2866

You may cancel this registration at any time.


VOLUNTEER APPLICATION FORM - Example 1

Cabonne%20Council%20black%20and%20white%20logo_jpg                          CABONNE SHIRE

VOLUNTEER APPLICATION

 

          NAME                  ­­­­­­­­­­­­­­­­­­­­­­­­­­­­_________________________________________________

 

          ADDRESS   _________________________________________________

                            _________________________________________________

                            _________________________________________________

 

          TELEPHONE        _________________________________________________

 

          EMAIL                  _________________________________________________

 

          MEDICAL CONDITIONS__________________________________________

 

          AGE GROUP        Under 18    18-30          31-60

                                     61-75           Over 75

 

          EMERGENCY CONTACT IN CASE OF ILLNESS OR INJURY:

         

          NAME                  __________________________________

 

          RELATIONSHIP_________________________________

 

          TELEPHONE        __________________________________

 

          DAY AND TIME OF PREFERRED AVAILABILITY                         

         ___________________________________________________________               

 

IF APPOINTED AS A VOLUNTEER, I AGREE TO ABIDE BY CABONNE COUNCIL’S CONDITIONS OF EMPLOYMENT AS A VOLUNTEER AND RELEVANT PRIVACY REGULATIONS.

 

          SIGNED      _______________DATE         _____________

 

          Please give this form to the Facility Manager, or post or  deliver it to:       

          Cabonne Shire

          PO Box 17

          MOLONG NSW 2866

 

 

Example 2                     

 

Cabonne%20Council%20black%20and%20white%20logo_jpg

CABONNE SHIRE COUNCIL

APPLICATION TO WORK WITH COUNCIL AS A VOLUNTEER

Applicant details

Name: _____________________________ Phone: __________________________

 

Address: ____________________________________________________________

 

Note: if applicant is under the age of 18 a parent or guardian must co-sign this application and the volunteer must be supervised at all times by a responsible adult.

Close relative to be contacted in case of emergency:

 

Name: _________________________ Phone: ______________________________

 

Type of volunteer work application is made or:_______________________________

 

Skills held in relation to this task__________________________________________

Referees

Name: _________________________ Phone: ______________________________

Name: _________________________ Phone: ______________________________

Task details

(To be completed by Council employee in charge of task area)

Location of task:

___________________________________________________________________

 

Type of project: ___________________________________________________________________

 

Proposed work duration: ___________________________________________________________________

 

Training required ___________________________________________________________________

 

Tools and protective equipment required for project:

 

 

 

 

Identify which (if any) tools or equipment are to be provided by volunteer:

Volunteers are not to use their own tools or protective equipment unless they have been inspected and certified by the project manager (or delegate), any such inspection and certification should be recorded on the accompanying form. 

Applicant Declaration

 

·              I agree to Council conducting probity checks (where appropriate) in accordance with the protection of children legislation.

 

·              I agree to referees being contacted in relation to this application to provide voluntary services to Council.

 

·              I agree to conduct myself under the guidance and supervision of the Council employee responsible for the area of work for which I have applied.

 

·              I agree to use the tools and protective equipment specified in this application.

 

·              I agree to contact the Council employee designated if I intend to vary the nature of work specified in this application, or if I experience any problems with the work I am undertaking.

 

·              I understand that Council may terminate my volunteering services if I do not comply with any aspect of this agreement.

 

·              I agree to inform Council of any injuries sustained whilst undertaking volunteering activities.

 

·              I understand that all claims for any medical costs incurred as a result of my volunteering activities will be made upon my own medical fund.

 

·              I am willing to undertake any training deemed necessary by Council in relation to my volunteering services to ensure that I comply with all policies and legislative obligations of Council.

 

·              I understand that as a volunteer I am expected to maintain the same standards of confidentiality, courtesy and organisational discipline as Council’s paid employees.

 

·              I agree to conduct myself in a constructive and cooperative way with Council staff, and comply with any safety procedures requested.

 

·              I understand that I am volunteering my services to Council and will not receive remuneration for my services, and that I will inform Council when I no longer wish to be considered for further volunteering activities.

 

Signed: ________________________________________ Date:         …../…../…..

 

 

 


Office Use Only

 

Protective tools & equipment to be provided by Council: ___________________________________________________________________

 

Traffic management plan provided by Council:_______________________________

 

The applicant is approved for the task specified in the form.

 

Signed: ________________________________________ Date:         …../…../…..


Manager or Director in charge of project area

 

                          

Signed copy of form to be returned to applicant and placed on council file.

                           Traffic Management Plan Supplied

 

                           Form posted to applicant.

 

                           Volunteer tools and protective equipment register completed.

 

 

Signed: ________________________________________Date:  …../…../…..

 

 

 

The personal information provided in this document is protected under the Privacy and Personal Information Protection Act, 1998. The PPIPA provides for the protection of personal information, and for the privacy of individuals.

Cabonne Council must not disclose your personal information to any person or body if it is not directly related to the purpose for which the information was collected.

If you have a complaint, or require further information about the collection and use of personal information, please contact Council's privacy officer

 

 


LETTER TO VOLUNTEER

 

 

 

                                                                                     Cabonne%20Council%20black%20and%20white%20logo_jpg

Date

Name

Address 1

Address2

 

Dear

 

Re:   Application to undertake voluntary activities with Council. 

 

Please find enclosed a copy of your completed application form to undertake voluntary activities with Council as a volunteer with (..........................).  This copy is for your records.

 

Your application contained a declaration indicating your responsibilities when volunteering with Council.  You are reminded that all volunteers must adhere to these principles whilst volunteering with Council.

 

Council undertakes to provide you with all necessary training and protective equipment required for you to complete the task in a safe as manner as possible.

 

Council would like to take the opportunity to thank you for volunteering your time and expertise, we hope that your experience as a volunteer is both rewarding and satisfying.

 

If you have any further enquiries in relation to this matter please do not hesitate to contact the Volunteer Project Manager (insert name) on (insert number) or at Council offices.

 

Yours faithfully

 

Signature

 

 

 

 

 

 

 

 

 

 

Copies of the Registers will be kept with the Volunteer/Project Coordinator

 

VOLUNTEER SIGN ON/OFF REGISTER

 

VOLUNTEER SIGN ON / OFF REGISTER

Volunteers Name

Location

Date/Time On

Date/Time Off

Contact Details

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                                                                                       
VOLUNTEER TOOL & PROTECTIVE EQUIPMENT REGISTER

 

 

VOLUNTEER TOOL AND PROTECTIVE EQUIPMENT REGISTER

Equipment

Date of inspection

Serviceable Y/N

Inspected by

Date of next inspection

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

VOLUNTEER INDUCTION RECORD

 

Details

Name: ………………………………………………………………………………………………….

Area of Participation:………………………….............................................................

 

Date: ………………..………                              Location: ………………………………………………………..

 

This record states that the person whose name appears on this sheet has been instructed in the following;

 

                                                                                                                           Yes    N/A

 

1.     Review of Managing Volunteer Safety Procedure                                                       œ          œ

2.     Reporting of Incidents / Hazards                                                                         œ          œ

3.     Risk management principles – hazard identification, assessment and control      œ          œ

4.     Fire and emergency evacuation procedures (including location of fire extinguishers)     œ          œ

5.     Location of first aid facilities and names of first aid officer(s)                                   œ          œ

6.     Use of personal protective equipment and locations where it is required             œ          œ

7.     General housekeeping requirements                                                                œ          œ

8.     Chemical safety, location and use of Material Safety Data Sheets (MSDS)                         œ          œ

9.     Procedure for avoiding Needle stick injuries                                                    œ          œ

10.  Explanation of harassment policy                                                                       œ          œ

11.  Explanation of alcohol and other drugs  policy                                                             œ          œ

12.  Explanation of site conditions as follows;

         * Responsible person at site                Name: ………………………………………………………

                                                               Title:    ………………………………………………………

                                                               Contact No:    …………………………………………….

         * Hours of work                                                                                                     œ          œ

         * Site specific operations / procedures                                                                        œ          œ

         * Restricted areas                                                                                                 œ          œ

         * Security and access / egress arrangements                                                               œ          œ

         * Appropriate licences / tickets sighted (list below)                                                   œ          œ

         ………………………………………………………….

         ………………………………………………………….

         ………………………………………………………….

13.  Worksite orientation and introduction                                                                           œ          œ

 

Inductors Name: ……………………………………Signature: ……………………………….

Date: …………………...

 

I have been instructed and understand my obligations in relation to the applicable conditions set out above and agree to comply with such whilst I am undertaking volunteer work on behalf of Wollondilly Shire Council.

 

Volunteer Name: ………………………………………..Signature: ……………………………….

Date: …………………...

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 2

 

cabonne Council colourManaging Volunteers – a Risk Management Policy

1 1 Document Information

Version

[March 2011]

Author

Risk Management Officer

Owner

Director Engineering and Technical Services

Status

Draft

Review Date

2 years from approval

Adopted by Council

 

 

1


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 2

 

2 Summary

Cabonne Council is committed to providing the community with the best possible service delivery. To achieve this requires a high level of commitment and competence from all those who provide that service, including volunteers.

The Volunteer policy addresses the need to formalise roles and responsibilities of all involved in the volunteering process.

Council is required to fulfil its duty of care to potential volunteers and to the existing workforce.

3 Reason

To ensure that a safe environment is maintained for customers, volunteer workers and Council staff, it is imperative that the procedures and responsibilities in this policy are adhered to by all stakeholders.

Council aims to:

·    Ensure that volunteering remains a mutually beneficial activity

·    Recognise the important contribution volunteers make to achieving Council and community goals

·    Clarify the relationship between Council’s staff and volunteers

·    Provide a safe and healthy workplace for volunteers

·    Identify training requirements to ensure associated activities are satisfactorily performed

·    Provide appropriate supervision to ensure activities are satisfactorily performed.

1 4 Scope

This policy applies to all volunteer workers involved in Council organised activities, including Council staff who volunteer to be involved in activities external to their normal workplace duties, Committees of Council set up under the provisions of Section 355 of the Local Government Act and all individuals and organisations undertaking work on Council property but not under the direction of Council such as Service Clubs etc.

Volunteering is an activity which is:

·    Of benefit to the community and the volunteer

·    Undertaken of the volunteer’s own free will and without coercion

·    For no financial payment

·    In a position not designated as paid


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 2

 

5 Associated Legislation

Local Government Act, 1993

Occupational Health and Safety Act, 2000

Occupational Health and Safety Regulations, 2001

1 6 Definitions

Organisation                Not-for-profit organisations such as service clubs, charitable organisations, Rural Fire Service and the like that carry their own insurance and manage the involvement of their volunteers through their organisation

Program Coordinator  Volunteer leader with the Volunteer group and is also the spokesperson for the organisation

Department Manager Paid employee of Council with delegated responsibility to manage the functions of a department within Council

Program Manager       Paid employee of Council who is responsible to manage the project

Human Resources      Section within Council that manages the Volunteer policy functions

Volunteer                  Any person from the community who offers to do work for Council without monetary compensation

7 Policy Statement

Registering of Volunteers

An application to work with Council as a Volunteer must be completed by each volunteer worker. Each area utilising volunteer workers must maintain a register of all volunteers with the original being held in Records. The General Manager (or Director) must approve a Volunteer’s application and provide them a copy of this policy and a copy of Council’s Code of Conduct prior to commencement.

Council may require the Volunteer to undergo the Working with Children check or relevant policy checks for certain activities as appropriate.

Assessment of the suitability of an individual or organisation for the specified project will be undertaken by the relevant Department Manager. Council will undertake an assessment of the group’s activities according to the Volunteer Activity Safety Rating. This will identify any associated risk and Activity Specifications required.

Before starting work, volunteer workers must participate in a program which familiarises them with workplace health and safety requirements. This program includes consultation with the supervisors as to the hazards at the site and controls developed. Volunteers will be provided with an induction to the organisation by the Council. Further training may be provided as required.

Organisations who undertake work not organised by Council on property owned or managed by Council will be required to provide proof of insurance.

Use of a Council or Private Vehicle

Any Volunteer who is required to operate a vehicle (Council or private) as part of their volunteering duties must provide Council with proof of their current driver’s licence. If using a private vehicle, the volunteer must provide evidence of their motor vehicle third party and comprehensive insurance details. Failure to meet this requirement will exclude the volunteer from driving a Council vehicle or provided transport for customers of Council. Volunteer workers must drive in accordance with the rules and regulations set down by the Roads and Traffic Authority and NSW Police and are responsible for any parking or traffic offences incurred by them for not complying with these rules and regulations.

Tools and equipment

If a volunteer is required to supply his/her own tools or equipment they must be checked and tagged in accordance with WorkCover and Council procedure and entered into the Volunteer tool and protective equipment register.

Any tools or equipment issued by Council are to be used as per manufacturer’s instructions or Councils direction or standard operating procedure.

A Volunteer is not to operate equipment, tools or vehicles that they do not hold a licence for or are not qualified to use.

Working hours

Working hours will be agreed to and complied with for the purposes of communication and contact, and in the event that there is a claim made by or against a volunteer. Volunteers must advise the Program Coordinator they are working with if they cannot commit to the agreed hours on any occasion.

Volunteer obligations

Volunteers are expected to maintain the same standards of confidentiality, punctuality, courtesy, organisational discipline and compliance with policy as is required of Council’s paid employees.

Volunteer workers who are required to enter the homes of customers of Council are, at all times, to remember that they represent Cabonne Council and are to behave in a manner which reflects favourably on both themselves and Council.

Volunteers are expected to work in a constructive and cooperative way with Council staff.

Volunteers must comply with all council workplace policies, including OHS, anti-discrimination, no smoking and no harassment and will attend an appropriate induction program provided by Council.

Volunteers are required to record details in an attendance register on each volunteering occasion. Council will provide each volunteer group with “volunteer” badges where appropriate, to identify volunteers whilst working.

Volunteers may work under the guidance of Council staff. Guidance may be intermittent, depending on the nature of the project.

Volunteers will be required to wear appropriate personal protective equipment (PPE) at all times during volunteer activities where identified in the Activity Specification/s. The Program Manager will determine what PPE requirements are appropriate on a project by project basis. The Program Manager will determine responsibility for provision of PPE in consultation with the volunteer/s. Council will supply the volunteer group with a First Aid Kit where required, which is to be present during all volunteering activities. Details of all equipment supplied will be entered into the Volunteer tool and protective equipment register

In the event that a volunteer has an issue concerning the project they are involved in, the volunteer is required to raise the matter with the Program Coordinator for referral to the Project Manager if the matter remains unresolved.

Any breach of the volunteer agreement will result in a first verbal warning from the Program Coordinator managing the volunteer. A second breach will result in a verbal warning and will be reported to the Program Manager. A third breach will result in a written warning from the Director of the department.

The General Manager or a Director may terminate the services of a volunteer worker at any time without notice.

Future paid employment

Volunteering will not be a process for recruiting new employees, as it is a breach of the Equal Employment Opportunities Act and also of Council’s Recruitment and Selection policy.

8 Responsibilities

8.1 General Manager

The General Manager is responsible for ensuring that:

·    The Volunteer policy is effectively developed and implemented

·    OHS principals are enforced in the work place.

8.2 Directors and Managers

Directors and Managers are responsible, and will be held accountable for, ensuring that:

·    The Volunteer policy is effectively implemented in their area of control

·    Supervisors have the support necessary, and are held accountable for, their specific responsibilities

·    Employees under their control are consulted about issues affecting their health and safety

·    Prompt action is taken to eliminate unsafe or unhealthy conditions or behaviour.

8.3 Program Manager/Program Coordinator

The Program Manager, including Program Coordinators, are responsible, and will be held accountable, for:

·    Taking all practical measures to ensure that the area they control is safe and without risks to health and that the Volunteer policy is adhered to

·    Ensuring that persons at the workplace are behaving in a safe manner

·    Volunteers are supervised and trained sufficiently to perform the required tasks and notifying the Human Resources Department when inductions are required

·    Detecting and promptly remedying risks to health and safety where they have the necessary authority, or promptly reporting these risks with a proposed solution to their supervisor who has the necessary authority to fix the problem

·    Referring Volunteers’ health and safety concerns to their manager if they cannot be resolved.

·    Inducting Volunteers

8.4 Volunteers

Volunteers are responsible, and will be held accountable, for:

·    Taking reasonable care for health and safety of themselves and others

·    Cooperating and complying with the Volunteer policy and program

·    Promptly reporting all incidents, accidents, illnesses and any risks to health and safety.

8.5 Human Resources Department

The Human Resources Department is responsible for recording induction and training information relating to Volunteers.


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 2

 

9 Related Documents


Item 22 Ordinary Meeting 16 May 2011

Item 22 - Annexure 2

 

 

Document Name

Document Location

Volunteer Application form

 

Volunteer Register

 

Code of Conduct

 

Working with Children check

 

Volunteer Activity Safety Rating

 

Volunteer tool and protective equipment register

 

Volunteer Attendance Register

 

 

10 Approvals

Name

Date Approved

Signature

Director Finance and Corporate Services

 

 

Director Engineering and Technical Services

 

 

General Manager

 

 

Council

 

 

 

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Item 23 Ordinary Meeting 16 May 2011

Item 23 - Annexure 1

 

11 History

Change Date

Summary of Changes

New Version Date

 

 

 

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Item 24 - Annexure 1

 

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Item 26 - Annexure 1

 

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Item 29 Ordinary Meeting 16 May 2011

Item 29 - Annexure 1

 

DRAFT CONDITIONS OF CONSENT DA 2010/163

 

 

1.      DEVELOPMENT IN ACCORDANCE WITH PLANS

 

Objective

 

To ensure the development proceeds in the manner assessed by Council.

 

Performance

 

Development is to take place in accordance with the attached stamped plans (Ref No DA2010/163 Drawing No. CAT.2B sheets A00, A01, A02, A03, A04, A05, A06, A07, A08, E01, M01, Council Plan No. MUL-013 Sheets 1, 2 & 3) and documentation submitted with the application and subject to the conditions below, to ensure the development is consistent with Council’s consent.  NOTE:  Any alterations to the approved development application plans must be clearly identified WITH THE APPLICATION FOR A CONSTRUCTION CERTIFICATE. 

 

The Principal Certifying Authority for the project may request an application for modification of this consent or a new application in the event that changes to the approved plans are subsequently made.  An application to modify the development consent under s96 of the Environmental Planning and Assessment Act, 1979, as amended and will be subject to a separate fee.

 

 

2.         BUILDING CODE OF AUSTRALIA 2010 – AUSTRALIAN STANDARDS

 

Objective

 

To satisfy the Building Code of Australia 2010 and relevant Australian Standards.

 

Performance

 

The approved Fire Brigade Station must meet the relevant Australian Standards and the performance requirements of the Building Code of Australia 2010. Compliance with the Performance Requirements can only be achieved by:-

 

a)      complying with the Deemed to Satisfy Provisions; or

b)      formulating an Alternative Solution which:-

 

          i)       complies with the Performance Requirements; or

          ii)      is shown to be at  least equivalent to the Deemed to Satisfy Provisions; or

          iii)     a combination of both a) and b).

 

 

3.      APPOINTMENT OF PRINCIPAL CERTIFYING AUTHORITY

 

Objective

 

To ensure compliance with s81A of the Environmental Planning and Assessment Act 1979 as amended.

 

Performance

 

The person having the benefit of this consent must appoint a Principal Certifying Authority for the development, pursuant to Section 81A of the Environmental Planning and Assessment Act 1979, as amended and advise Council in writing of that appointment BEFORE WORKS COMMENCE.

 

That Certifying Authority may be the Council, or an Accredited Certifier appointed under the Act.  The required written notice to Council may be satisfied by supplying a copy of the Application for a construction Certificate (Form 11) under the Environmental Planning and Assessment Regulation 1994, as amended and must include the name, contact address, telephone and accreditation numbers of the selected Certifying Authority.

 

The Principal Certifying Authority and any other Certifiers appointed by that Authority will be responsible for the post-consent certification of the development.  Copies of all certification is to be submitted to Cabonne Council referenced by the Development Application Number.

 

 

4.      APPLICATION FOR CERTIFICATION

 

Objective

 

To satisfy the post-consent requirements of this Development Consent, and to comply with S.109 of the Environmental Planning and Assessment Act 1979, as amended.

 

Performance

 

The person having the benefit of this consent is required to apply for a:

 

CONSTRUCTION CERTIFICATE to satisfy all relevant conditions.

COMPLIANCE CERTIFICATE to satisfy all relevant conditions.

SUBDIVISION CERTIFICATE to satisfy all relevant conditions.

OCCUPATION CERTIFICATE to satisfy all relevant conditions.

 

 

5.      COMPLIANCE WITH CONDITIONS OF CONSENT

 

Objective

 

To ensure the development proceeds in the manner as determined by Council.

 

Performance

 

All conditions of this consent are to be complied with to the standards specified prior to any occupation.

 

6.      LOT DESIGN AND PURPOSE

 

Objective

 

To ensure the subdivision proceeds in accordance with Council’s consent and that the purpose of the newly created Lot(s) is/are clarified in the context of the Cabonne Local Environmental Plan, 1991.

 

Performance

 

(a) Surveying of the subject land will generally be in accordance with the attached draft plan of survey.

 

(b) Lot 1 has been approved for subdivision under Clause 15 of the Cabonne Local Environmental Plan, 1991 for the purposes of the March Rural Fire Station.

 

(c)  Lot 2 has been approved for subdivision under Clause 15 of the Cabonne Local Environmental Plan, 1991. The land will remain for the purposes of agriculture. An approved 88B Instrument is to be provided WITH THE APPLICATION FOR SUBDIVISION CERTIFICATE for RESTRICTION OF USE to prohibit a dwelling house on Lot 2.

 

 

7.      REGISTRATION OF PLAN OF SUBDIVISION

 

Objective

 

To ensure compliance with Section 109C(1)(d) of the Environmental Planning and Assessment Act 1979, as amended.

 

Performance

 

An application for a Subdivision Certificate is to include five (5) copies of an original Plan of Subdivision prepared by a Registered Surveyor to be lodged at the Land Titles Office.

 

An approved 88B Instrument is to be provided WITH THE APPLICATION FOR SUBDIVISION CERTIFICATE for RESTRICTION OF USE to prohibit a dwelling house on Lot 2.

 

8.      REGISTRATION OF PLAN OF SUBDIVISION

 

Objective

 

To ensure that the subdivision proceeds in a logical manner.

 

 

Performance

 

Prior to the construction of the Rural Fire Station evidence is to be submitted to Council that the registration of the Plan of Subdivision has been lodged with the Land Titles Office.

 

 

9.      IMPACT ON RATES

 

Note:

Please note that after subdivision has occurred, this land will not be rated the same as it has previously been rated. Each block created will attract its own general rate, water and sewerage rate, if appropriate, either connected or unconnected and waste management charge.

Under special circumstances, however, the Valuer General may amalgamate the newly created blocks for rating purposes but YOU must apply to the Department to do so.

The ACTUAL rate to be charged cannot be determined until the Valuer General has separately valued each new parcel of land, but an ESTIMATE of rating may be obtained by contacting Council’s Rates Department on (02) 63 923200.

 

 

10.    SPILLAGE OF LIGHT

 

 Objective

 

To protect the amenity of the surrounding area.

 

Performance

 

Spillage of light, if any, shall be controlled so as not to cause nuisance to the amenity of surrounding land, and must be provided in accordance with the relevant Australian Standard for provision of external and security lighting.

 

 

 

 

 

 

11.    OUTDOOR STORAGE

 

Objective

 

To protect the amenity of the surrounding area and ensure development proceeds in the manner assessed by Council.

 

Performance

 

No goods, materials, or trade waste are to be stored at any time outside the building other than in approved areas.

 

 

12.    PROVISION OF RURAL ADDRESS NUMBER

 

Objective

 

To provide each eligible rural property with a rural address number in accordance with Standard AS/NZS 4819:2003:Geographic Information – Rural and Urban addressing.

 

Performance

 

The location of each eligible access will be established and a number allocated based upon measurements taken by the Principal Certifying Authority which will be in accordance with Standard AS/NZS 4819:2003.

 

The applicant is to contact Council’s GIS Officer on 63923248 to obtain an application form and instructions.

 

 

13.    ERECTION OF RURAL ADDRESS NUMBER

 

Objective

 

To ensure each eligible rural property has a suitably erected and clearly visible rural address number in accordance with Standard AS/NZS 4819:2003: Geographic Information – Rural and Urban Addressing.

 

Performance

 

The designated number plate shall be obtained and erected in accordance with the Specifications for Erection of Rural Address Numbers as supplied by Council.  (Note: These plates are available from Council at the fee specified in Council’s Fees and Charges)

 

Written notification is to be provided to Council indicating rural addressing number has been erected.  This letter is to be supplied to Council or Principal Certifying Authority PRIOR to the issue of a Subdivision Certificate.

 

14.    OFF STREET PARKING

 

Objective

 

To ensure adequate car parking is available on site.

 

Performance

 

A minimum of 10 car parking spaces are to be provided on site each having minimum dimensions as follows:

 

Covered (including garage)  -     3m x 6m

Uncovered                             - 2.6m x 5.5m

 

Each space (other than garages) is to be constructed with a hard standing material.

 

 

15.    PROVISION OF POWER FOR SUBDIVISION

 

Objective

 

To ensure financial equity in providing adequate power supply for newly created Lot 1.

 

Performance

 

Prior to the issuing of a Subdivision Certificate, the applicant will submit a Compliance Certificate from the Electricity Authority indicating that arrangements have been made for the supply of mains power to proposed Lot 1.

 

16.    WATER SUPPLY

 

Objective

 

To ensure provision is made for adequate rural water supply.

 

Performance

 

In rural areas (where town water is not available)

 

a)      Storage facilities for at least 90,000 litres of water for domestic purposes are to be provided, 10,000 litres of which are to be retained at all times for fire fighting purposes; or

 

b)      The 90,000 litres storage facilities may be reduced to 45,000 litres where an alternative acceptable potable water supply source is available, capable of delivering at least 1,300 litres per hour. Separate application is to be made to the Consent Authority – Cabonne Council.

 

c)      The water supply tanks are required to have, for bush fire fighting requirements, openings in the top of the storage for drafting water or an approved suitable outlet and access to the storage for conventional fire fighting suction hose.

 

The take off point for the domestic supply is to be located in such manner to ensure that the 10,000 litres of water is retained at all times for bushfire fighting purposes.

 

1.         The outlet for fire fighting purposes shall be fitted with 65 mm STORZ fitting and 65mm gate valve.

 

2.   The outlet for (1) above shall be located so that access for fire fighting units is provided, ie directly where there is vehicle access to the outlet or via plumbing where such direct access is not possible.

d)      Tank should be of an aesthetically pleasing colour that does not contrast greatly with the surrounding environment.

 

 

17.     PROVISION OF PRIVATE ACCESS

 

Objective

 

To ensure that safe and practical access is provided to the subject land.

 

Performance

 

Access must be provided to all proposed lots in accordance with Councils’ Provision of Private Access Specification that is current at the time of application.

 

An Access Construction Certificate must be obtained prior to commencement of construction of any access or accesses to the property from the adjoining road.

 

A joint inspection with the Principal Certifying Authority is to be held prior to commencing construction of the access.  Please telephone Council’s Development Engineer on 6392 3271 to arrange a suitable date and time for the inspection.

 

A Compliance Certificate for the access must be submitted to Council before a Final Subdivision Certificate can be issued.

 

 

18.    TRAFFIC AND PEDESTRIAN MANAGEMENT PLAN

 

Objective

 

To ensure that any traffic or pedestrian movement through or past the work site is safe.

 

Performance

 

The applicant is to prepare and implement a Traffic Management Plan that provides necessary direction to traffic or pedestrian movement through or past the work site.  The Traffic Management Plan is to be prepared by a suitably qualified person in accordance with the provisions of the relevant Australian Standards and is to be submitted to Council for approval PRIOR to its implementation.

 

 

19.    EROSION AND SEDIMENTATION CONTROL PLANS

 

Objective

 

To prevent soil erosion and watercourse contamination during and subsequent to the course of the development.

 

Performance

 

An overall erosion and sedimentation control plan is to be prepared to a standard acceptable to the Principal Certifying Authority and the Department of Natural Resources.

 

Specific construction zone erosion and sedimentation control plans are to be prepared to a standard acceptable to the Principal Certifying Authority and are required to be approved prior to the issue of Construction Certificates for each and any stage of the development.

 

 

20.    DRAINAGE

 

Objective

 

To ensure satisfactory disposal of roof stormwater run-off.

 

Performance

 

All roofwater shall be collected through guttering and downpiping, connected to a 100mm or 90mm PVC pipeline and shall be disposed of via the rainwater storage tank with the overflow to discharge away from the building and on-site waste water disposal drainfield.

 

 

21.    PROVISION OF TEMPORARY FACILITIES

 

Objective

 

To provide temporary toilet facilities.

 

 

Performance

 

A temporary sewer or chemical toilet is to be provided on the property while building work is in progress to comply with the requirements of the Workcover Authority.  NOTE:  This must be on-site prior to the first inspection.

 

 

22.    NOISE

 

Objective

 

To limit the impact of noise on adjoining properties.

 

Performance

 

Building work may only be carried out on the site between the following hours:

 

7.00am and 7.00pm Monday to Friday

7.00am and 5.00pm Saturdays

8.am and 5.00pm Sundays and Public Holidays

* This includes site works and delivery of materials.

 

 

23.    IDENTIFICATION OF SITE

 

Objective

 

To clearly identify the site.

 

Performance

 

Provide a clearly visible sign to the site stating:

 

a)         Unauthorised entry is prohibited;

b)         Builders name and licence number; or owner builders permit number;

c)         Street number or lot number;

d)         Contact telephone number/after hours number;

e)         Identification of Principal Certifying Authority.

 

 

24.    FOOTING AND SLAB DESIGN

 

Objective

 

To ensure footing and slab design is in accordance with Australian Standard.

 

Performance 

 

Footings and slabs shall be constructed and maintained as specified in Australian Standard 2870.1:1996. Engineer’s details of steel re-enforced concrete slab design to be provided to Principal Certifying Authority prior to the release of a Construction Certificate (refer to Geo-tech report Ref: R10334r Dated: 1 March 2011 conducted by Envirowest Consulting Pty Ltd for Site Classification details).

 

 

25.    PLUMBING AND DRAINAGE WORKS

 

Objective

 

To ensure compliance with the requirements of the relevant legislation.

 

Performance

 

All plumbing and drainage work shall be carried out by a licensed plumber and drainer to the requirements of the National Plumbing and Drainage Code AS3500. All new hot water installations shall deliver hot water at the outlet of all sanitary fixtures used primarily for personal hygiene purposes at a temperature not exceeding 50oC.

 

 

26.    FIRE SAFETY KITCHENS

 

Objective

 

To ensure adequate safety precautions in the event of a kitchen fire.

 

 

Performance

 

The Applicant is to provide a 5kg CO2 Fire Extinguisher and a fire blanket in the kitchen area near the oven/store.

 

 

27.    PORTABLE FIRE EXTINGUISHERS

 

Objective

 

To safeguard against the spread of fire.

 

Performance

 

A fire extinguisher is to be provided for Class B and Class A fire risks in accordance with AS 2444.

 

 

28.    FIRE PRECAUTIONS DURING CONSTRUCTION

 

Objective

 

To safeguard against the fire during the construction of the development.

 

Performance

 

Whilst the building is under construction not less than one fire extinguisher to suit Class A, B and C fires and electrical fires must be available on site at all times.

 SECTION 68 APPROVAL LOCAL GOVERNMENT ACT 1993

 

 

1)   Installation and connection is to be in accordance with National Plumbing and Drainage Code (AS 3500) and the NSW Code of          Practice and Onsite Domestic Wastewater Management (AS 1547:2000).

 

2)   Connection, drainage work and plumbing work must be undertaken by a licensed plumber and sewer drainer.

  

3)   A works as executed plan drawn to scale not less than 1:300 of drainage is to be submitted to Council at the time of inspection.

 

29.    INSPECTIONS FOR ON SITE WASTE MANAGEMENT SYSTEM

 

Objective

 

To ensure compliance with the relevant standards and regulations.

 

Performance

 

The following inspections are required to be undertaken by Council:-

 

 

1.         Internal drainage lines

2.         External drainage lines

3.         On-site Sewage Management System Final

 

A minimum of 24 hours notice is required to book the inspection.

 

Drainage work is to be under full water test at the time of inspection.

 

30.    APPROVAL TO OPERATE ON-SITE SEWERAGE MANAGEMENT FACILITY

 

Objective

 

To ensure compliance with Section 68 Local Government Act 1993.

 

Performance

 

The applicant must, prior to use, notify Council’s Environmental Services Department of the intention to commence operation of the approved on-site sewage management system.

 

31.    STANDARD OF WORKS – SEPTIC INSTALLATION

 

Objective

 

To ensure the septic tank is installed in an approved manner.

 

Performance

 

The onsite wastewater system is to be installed in accordance with the On-Site Effluent Management Study Report No R10334e conducted by Envirowest Consulting Pty Ltd.

 

32.    TANK LOCATION

 

Objective

 

To reduce the nuisance from unpleasant odours and to prevent damage to the building.

 

Performance

 

The septic tank is to be located not less than 1.5m from any building.

 

33.    DISPOSAL AREA

 

Objective

 

To protect the system from damage by vehicles.

 

Performance

 

Vehicular traffic movements are to be excluded from the effluent disposal area.

 

34.    SURFACE WATER

 

Objective

 

To ensure the disposal area works to full capacity at all times and under all climatic conditions.

 

Performance

 

Surface water is to be directed away from the effluent disposal area.

 

35.    ABSORPTION TRENCH LOCATION

 

Objective

 

To ensure adequate buffer distances from adjoining land.

 

Performance

 

The associated absorption trench is to be no closer than 6 metres from any adjoining property boundary.

 

36.    DRAINFIELD OPERATION

 

Objective

 

To ensure correct operation of the on-site wastewater drainfield.

 

Performance

 

The septic tank is to be sited in such a position so that the invert of the outlet is at least 100mm above the finished ground surface of the associated drainfield / absorption trench.

 


Item 29 Ordinary Meeting 16 May 2011

Item 29 - Annexure 2

 

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Item 33 Ordinary Meeting 16 May 2011

Item 33 - Annexure 1

 

 

Draft conditions of Consent DA 2010/74

 

1.      DEVELOPMENT IN ACCORDANCE WITH PLANS

 

Objective

 

To ensure the development proceeds in the manner assessed by Council.

 

Performance

 

Development is to take place in accordance with the attached stamped plans (Ref No 2010/74) and amended documentation submitted with the application and subject to the conditions below, to ensure the development is consistent with Council’s consent.  NOTE:  The Principal Certifying Authority for the project may request an application for modification of this consent or a new application in the event that changes to the approved plans are subsequently made will be subject to an application to modify the development consent under S96 of the Environmental Planning and Assessment Act, 1979, as amended and subject to a separate fee.

 

2.      APPOINTMENT OF PRINCIPAL CERTIFYING AUTHORITY

 

Objective

 

To ensure compliance with s81A of the Environmental Planning and Assessment Act 1979 as amended.

 

Performance

 

The person having the benefit of this consent must appoint a Principal Certifying Authority for the development, pursuant to Section 81A of the Environmental Planning and Assessment Act 1979, as amended and advise Council in writing of that appointment BEFORE WORKS COMMENCE.

 

That Certifying Authority may be the Council, or an Accredited Certifier appointed under the Act.  The required written notice to Council may be satisfied by supplying a copy of the Application for a construction Certificate (Form 11) under the Environmental Planning and Assessment Regulation 1994, as amended and must include the name, contact address, telephone and accreditation numbers of the selected Certifying Authority.

 

The Principal Certifying Authority and any other Certifiers appointed by that Authority will be responsible for the post-consent certification of the development.  Copies of all certification is to be submitted to Cabonne Council referenced by the Development Application Number.

 

 

 

 

 

 

 

 

3.      OUTDOOR STORAGE

Objective

To protect the amenity of the surrounding area and ensure development proceeds in the manner assessed by Council.

Performance

No goods, materials, or trade waste are to be stored at any time outside the building other than in approved areas.

4.         BUILDING CODE OF AUSTRALIA 2009 – AUSTRALIA STANDARDS

Objective

To satisfy the Building Code of Australia 2009 and relevant Australian Standards.

Performance

The approved tourist facility must meet the relevant Australian Standards and the performance requirements of the Building Code of Australia 2009. Compliance with the Performance Requirements can only be achieved by:-

a)      complying with the Deemed to Satisfy Provisions; or

b)      formulating an Alternative Solution which:-

          i)       complies with the Performance Requirements; or

          ii)      is shown to be at  least equivalent to the Deemed to Satisfy Provisions; or

          iii)     a combination of both a) and b).

 

 

 

 

5.      FOOD SAFETY REQUIREMENTS

 

Objective

 

To ensure compliance with the requirements set out in the Food Standards Code.

 

Performance

 

The applicant is required to meet the requirements set out in Standard 3.2.2 Food Safety practices and General Requirements and Standard 3.2.3 Food Premises Equipment of the Food Standards Code.

6.      ESSENTIAL FIRE SAFETY MEASURES

 

Objective

 

To ensure that all essential fire safety measures are installed and maintained in accordance with the relevant standard.

 

Performance

 

The applicant will ensure that a certificate of fire safety is provided to the PCA by a suitably qualified person prior to the issue of an Occupation Certificate. This certificate will certify that all fire safety measures specified in this consent have been designed, installed and are operating in accordance with the requirements of the Building Code of Australia and the relevant Australian Standard.

 

An annual Fire Safety Certificate is to be provided to Council by a suitably qualified person certifying that the following Schedule of Essential Services has been inspected and tested and found to be operating in accordance with the requirements of the Building Code of Australia and the relevant Australian Standard.

 

SCHEDULE OF ESSENTIAL SERVICES

FIRE SAFETY MEASURE                                               STANDARD

 

Fire Hydrants                                                             AS 2419.

 

Fire Hose Reels                                                                  AS 2441

                                                                                     Pt E 1.4BCA

 

Portable Fire Extinguishers                                              AS 2444

                                                                                     Pt E1.6BCA

 

Emergency Lighting                                                          AS/NZS 2293.1

                                                                                     Pt E4.5BCA

 

Directional Signs                                                                AS/NZS 2293.1

 

                                                                                     Pt E4.6BCA

 

Smoke Detection System                                                  AS 1670

 

                                                                                     Spec E2.2a(2b)

 

Exit Doors                                                                   Pt D 2.21BCA

 

Note:

 

Compliance with requirements for fire hydrants and hose reels may be achieved by an alternate solution complying with the performance Requirements of Part EP.1 of the BCA.

 

A submission by a suitably qualified professional should be lodged with Council for referral to the NSW Fire Brigades.

 

Provision of a fire wall to achieve two (2) separate fire compartments with floor areas less than 500sq.m may also be employed to eliminate need for fire hydrants and hose reels.

 

7.      ON SITE WASTE WATER MANAGEMENT

 

Objective

 

To ensure sewage waste is treated to satisfactory standard.

 

Performance

 

A separate application is to be made to Council for approval to install a new sewage management facility and approval given prior to any sanitary drainage works commencing.

 

8.      ERECTION OF “REDUCED SPEED” SIGNS

 

Objective

 

To ensure safe ingress and egress is provided to the subject land and to suppress dust.

 

Performance

 

The applicant is required to erect “Reduce Speed” (RTA Sign No. G9-9) signs 100 metres either side of the access to the dwelling on Lot 2 DP 1097405 at their own expense prior to the issue of a Occupation Certificate.

 

9.      TRAFFIC AND PEDESTRIAN MANAGEMENT PLAN

 

Objective

 

To ensure that any traffic or pedestrian movement through or past the work site is safe.

 

 

Performance

 

The applicant is to prepare and implement a Traffic Management Plan that provides necessary direction to traffic or pedestrian movement through or past the work site for the erection of the Reduced Speed signs.  The Traffic Management Plan is to be prepared by a suitably qualified person in accordance with the provisions of the relevant Australian Standards and is to be submitted to Council for approval PRIOR to its implementation.

 

10.    INGRESS / EGRESS

Objective

To ensure reasonable driver / pedestrian safety.

Performance

All vehicles entering or leaving the subject property shall be driven in a forward direction.

 

11.    ADVERTISING SIGNS

Objective

To satisfy the requirement of Cl. 35 of Cabonne Local Environmental Plan 1991. To ensure driver safety, to comply with Cl. 35 of Cabonne Local Environmental Plan 1991 and to comply with Road and Traffic Authority requirements.

 

To ensure that any advertising sign complies with the requirements of CL. 35 Cabonne Local Environmental Plan 1991,

 

Performance

No approval for advertising signs is given by this consent and a separate application is to be made and Council's approval obtained prior to the erection of any signs.

 

a.      Any advertising signs must not be prejudicial to traffic safety viz:

            (i) They must not obscure or interfere with road traffic signs;

            (ii) They must not obscure or interfere with the view of a road hazard or oncoming traffic;

            (iii) They must not give instruction to traffic by use of words “Halt”, “Stop”, or other directions or imitate traffic signs.

            (iv) They must not be located within the road reserve.

b.         No sign or advertising shall be erected on or in conjunction with the proposed development without the consent of Council.

 

12.    RURAL INDUSTRY

 

Objective

 

To ensure that the development consent is received for the Rural Industry (Wine Production).

 

Performance

 

A development application is to be submitted to Council for the Rural Industry (Wine Production). This consent does not give approval for the Rural Industry.

 

 

13.    HOURS OF OPERATION

 

Objective

 

To protect the amenity of the surrounding area.

 

Performance

 

(a)  The hours of operation of the business shall be as follows:-

10:00am to 5:00pm Monday - Friday

10:00am to 5:00pm Saturday

10:00am to 5:00pm  Sundays and Public Holidays.

 

14.    OFF STREET PARKING

 

Objective

 

To ensure adequate car parking is available on site.

 

Performance

 

A minimum of 5 visitor car parking spaces are to be provided on site each having minimum dimensions as follows:

 

Uncovered                             - 2.5m x 5.2m

 

Each space (other than garages) is to be marked, sealed with a hard standing material in contrast to the driveways, and maintained.  Visitor car parking spaces are to be well indicated as such by signage.

 

15.    INTERNAL ROADS

 

Objective

 

To ensure a suitable all weather access is provided.

 

Performance

 

All internal roads shall be constructed of hard standing, all weather material and shall  be maintained at all times.

 

16.    ENTRANCE / EXIT POINTS

 

Objective

 

To ensure on-site traffic flows in the manner assessed by Council.

 

Performance

 

Entrance / exit points are to be clearly signposted and visible from both the street and the site at all times.

 

 

17.    SCALE OF THE DEVELOPMENT

 

Objective

 

To ensure the scale of the activity does not increase beyond the scope of the approval without further assessment of possible impact.

 

Performance

 

This approval enables the proponent to operate at a scale as submitted in the proposal.

 

18.    COMPLIANCE WITH CONDITIONS OF CONSENT

 

Objective

 

To ensure the development proceeds in the manner determined by Council

 

Performance

 

All conditions of this consent are to be complied with to the standards specified.

 

 

 

 

 

 

 

 

 

 


GENERAL MANAGER’S REPORT ON MATTERS FOR NOTATION SUBMITTED TO THE Ordinary Council Meeting TO BE HELD ON Monday 16 May, 2011

Page 1

TABLE OF CONTENTS

 

 

 

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

ITEM 2      A R BLUETT MEMORIAL AWARD CITATION................................ 1

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

ITEM 4      ENGADINE TOURISM CONFERENCE............................................. 2

ITEM 5      March 2011 Quarterly Budget Review ............................ 3

ITEM 6      RESOLUTIONS REGISTER - INFOCOUNCIL - Outstanding Actions       3

ITEM 7      DEVELOPMENT APPLICATIONS APPROVED DURING THE PRECEDING MONTH.................................................................................................... 4

ITEM 8      DEVELOPMENT APPLICATIONS RECEIVED DURING THE PRECEDING MONTH................................................................................................................... 5

ITEM 9      MEDIAN PROCESSING TIMES.......................................................... 6

ITEM 10    BURIAL STATISTICS........................................................................... 7  

 

ANNEXURE ITEMS

 

ANNEXURE 1.1    WBC Report to Council May 2011........................... 8

ANNEXURE 3.1    Investment Summary May......................................... 11

ANNEXURE 3.2    Rates graph April 2011.pdf..................................... 12

ANNEXURE 4.1    Report Clr Wilcox Tourism Conf  Engadine 13

ANNEXURE 6.1    Council Resolutions.................................................. 15

ANNEXURE 6.2    Community Services Resolutions....................... 85

ANNEXURE 6.3    Economic Development and Tourism Resolutions     93

ANNEXURE 6.4    Environmental Services Resolutions............ 99

ANNEXURE 6.5    Land Development Resolutions........................ 110

ANNEXURE 6.6    Works Resolutions................................................... 112

ANNEXURE 7.1    Development Applications Approved - April 2011        124

ANNEXURE 8.1    Development Applications Received - April 2011 132 

 


 

 

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.  WBC Report to Council May 2011    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234670

 

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

·    Integrated Planning & Reporting

·    Upcoming events

 

ITEM 2 - A R BLUETT MEMORIAL AWARD CITATION

REPORT IN BRIEF

 

Reason For Report

To advise Council that it will receive a special citation in relation to the 2011 AR Bluett Memorial Award.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Government Relations

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234802

 

General Manager's REPORT

 

Council has received notification from the Chairman of the AR Bluett Memorial Trust, John Flannery PSM, advising that Council has been awarded a special citation for the 2011 AR Bluett Memorial Award.

 

Council is aware that the AR Bluett Memorial Award is awarded to the Council that has made the most relative progress in NSW.  Council was a finalist in the award and received an official visit from the Trustees, along with a presentation and inspection of some of the works undertaken.

 

The ultimate winner of the Shires section of the AR Bluett Memorial Award was Upper Hunter Shire Council, based at Scone, however in view of the quality of Council’s application, Council’s achievements and the closeness of the decision, the Trustees have taken the unusual step of awarding a special citation to Cabonne Council.

 

The special citation, along with the winner, will be presented at the official opening of the Shires Conference in Sydney on Tuesday 31st May 2011.  The Trustees have requested that the Mayor accept the award on behalf of Council.

 

ITEM 3 - INVESTMENTS & RATES SUMMARIES

REPORT IN BRIEF

 

Reason For Report

Information provided in relation to investments and rates.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Finance

Annexures

1.  Investment Summary May

2.  Rates graph April 2011.pdf    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 218003

 

Director of Finance and Corporate Services' REPORT

 

Statements of Investments.

 

The Statement of Investments to 30th April 2011 is attached.

 

Rate Collection Summary.

 

The summary of rate collections to 30th April 2011 is attached.

 

ITEM 4 - ENGADINE TOURISM CONFERENCE

REPORT IN BRIEF

 

Reason For Report

Providing Councillors with a report on the Engadine Tourism Conference attended by Clr Wilcox

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Promotion and Tourism

Annexures

1.  Report Clr Wilcox Tourism Conf  Engadine    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234860

 

Director of Finance and Corporate Services' REPORT

 

Attached is a report from Clr Wilcox following her attendance at the Tourism Conference at Engadine.

 

ITEM 5 - March 2011 Quarterly Budget Review

REPORT IN BRIEF

 

Reason For Report

To advise Councillors of the  view of the Director of Financ e & Corporate Services with regard to the Financial Position of Councilas at the 31st of March 2011.

Policy Implications

Yes: In accordance with Council Policy

Budget Implications

Yes

Area of Responsibility

Finance

Annexures

Nil   

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234688

 

Senior Accounting Officer's REPORT

 

Included in Council’s Business Report is a copy of the March 2011, Quarterly Budget Review.

 

I believe that this review indicates that the financial position of Council is  satisfactory, based on the information given by Staff of the expenditure of the areas of their responsibilities, to the  31st of March 2011.

 

ITEM 6 - RESOLUTIONS REGISTER - INFOCOUNCIL - Outstanding Actions

REPORT IN BRIEF

 

Reason For Report

To provide Council with a report of outstanding actions resulting from the May 2009 to last month's Council and Committee meetings.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Governance

Annexures

1.  Council Resolutions

2.  Community Services Resolutions

3.  Economic Development and Tourism Resolutions

4.  Environmental Services Resolutions

5.  Land Development Resolutions

6.  Works Resolutions    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 234709

 

Administration Manager's REPORT

InfoCouncil generated reports are provided including May 2009 to April 2011 Resolutions.  These are annexed sorted by meeting i.e. Council, Community Services, etc. 

 

As previously advised the Council and Committees’ resolutions registers from March meetings onwards also show the outstanding Resolutions.

 

Progress comments are provided until the final Action comment which will also show “COMPLETE”: that Item will then be removed from the Registers.

 

Councillors should raise any issues directly with Directors as per the Mayor’s request.

 

ITEM 7 - DEVELOPMENT APPLICATIONS APPROVED DURING THE PRECEDING MONTH

REPORT IN BRIEF

 

Reason For Report

Details of Development Applications approved during the preceding month.

Policy Implications

Nil

Budget Implications

Nil

Area of Responsibility

Development Approvals

Annexures

1.  Development Applications Approved - April 2011    

File Number

\My Workspace\Business Paper Report Directory\Working Reports InfoCouncil 2011 - 233888

 

Director of Environmental Services' REPORT

 

The following Development Applications have been approved during the period 1/04/2011 to 30/04/2011 as detailed in the Annexure.

 

SUMMARY OF APPROVED DEVELOPMENT APPLICATIONS

 

TYPE

NUMBER

ESTIMATED VALUE

Dwelling

4

$ 1,272,000

Flat/Unit/Apartment

1

$ 750,000