Minutes of Ordinary Meeting

PRESENT Clr M Hayes (in the Chair), Clrs G Dean, M Nash, L MacSmith, I Gosper, S Wilcox, A Durkin, G Treavors, I Davison and J Culverson.

Also present were the General Manager, Director of Finance & Corporate Services, acting Director of Engineering & Technical Services, Director of Environmental Services, Personal Assistant to the Director of Engineering & Technical Services and Administration Manager.

ITEMS FOR DETERMINATION

	ITEM - 1 APPLICATIONS FOR LEAVE OF ABSENCE
	Proceedings in Brief An apology was tendered on behalf of Clr K Walker for his absence from the meeting. The absence of Clr G Smith was noted.
	MOTION (Wilcox/Durkin) THAT the apology tendered by Clr K Walker be accepted and the necessary leave of absence be granted.
15/08/01	Carried

ITEM - 2 DECLARATIONS OF INTEREST

Proceedings in Brief

There were nil declarations of interest.

ITEM - 3 DECLARATIONS FOR POLITICAL DONATIONS

Proceedings in Brief

There were nil declarations for political donations.

It was noted the time being 1.01pm students from Molong, Canowindra and Yeoval High Schools addressed the Council until 1.19pm.

	ITEM - 4 MAYORAL MINUTE - APPOINTMENTS
	Proceedings in Brief There were nil reports regarding attendances tabled.
	MOTION (Hayes/-) THAT the information contained in the Mayoral Minute be noted.
15/08/02	Carried

	ITEM - 5 COMMITTEE OF THE WHOLE
	Proceedings in Brief Clr Gosper called item 11 in Closed and Clr MacSmith called items 17, 22, 23 and 24 in Ordinary.
	MOTION (Wilcox/Durkin) THAT Councillors debate called items in Committee of the Whole.
15/08/03	Carried

	ITEM - 6 GROUPING OF REPORT ADOPTION
	Proceedings in Brief It was noted there were nil items called.
	MOTION (Gosper/Dean) THAT Items 7 to 14 be moved and seconded.
15/08/04	Carried

ITEM - 7 CONFIRMATION OF THE MINUTES

MOTION (Gosper/Dean)

THAT the minutes of the Ordinary meeting held 28 July 2015 be adopted.

15/08/05

Carried

ITEM - 8 REAPPOINTMENT OF LOCAL SES CONTROLLERS

MOTION (Gosper/Dean)

THAT Council support the recommendation of the Regional Controller in the reappointment of:

1. Ms Sue Condon – Local Controller for Cabonne

2. Mr Greg Agustin – Unit Controller for Eugowra

3. Mr Mark Tiernan – Unit Controller for Molong

15/08/06

Carried

ITEM - 9 CANCER CARE WESTERN NSW

MOTION (Gosper/Dean)

THAT Council encourage people within Cabonne to participate in the ‘Rave for Cancer’ fundraiser.

15/08/07

Carried

ITEM - 10 PUBLIC RESERVES MANAGEMENT FUND

MOTION (Gosper/Dean)

THAT Council accept the grant of $39,100 for Cabonne Council Crown Reserves Reserve Trust for the Cudal Showground.

15/08/08

Carried

ITEM - 11 ROAD NAMING - UNNAMED ROAD IN CANOWINDRA

MOTION (Gosper/Dean)

THAT:

1. Council proceed with public consultation proposing to name the road as “Biddulph Lane”; and

2. Assuming no objections are received, Council proceeds with the naming of the road as “Biddulph Lane” in accordance with Section 162 of the Roads Act, 1993.

15/08/09

Carried

ITEM - 12 MOLONG SHOW SOCIETY - REQUEST TO WAIVE USAGE FEES FOR HALL HIRE

MOTION (Gosper/Dean)

THAT Council waive the $250 fees for use of the Molong Community Hall foyer by the Molong Show Society.

15/08/10

Carried

ITEM - 13 MOLONG COMMUNITY HALL HIRE

MOTION (Gosper/Dean)

THAT Council waive the $44 hire fee for the Molong Community Hall.

15/08/11

Carried

ITEM - 14 REQUEST FOR THE APPLICATION OF COUNCIL SEAL FOR VARIATION OF RESTRICTION ON USE OF LAND LOT 10 DP 1182331, 914 LOWER LEWIS PONDS ROAD, LOWER LEWIS PONDS.

MOTION (Gosper/Dean)

THAT the Common Seal of Cabonne Council be affixed to the section 88B Conveyancing Act variation document, to amend the location of the building envelope applying to Lot 10 DP 1182331, 914 Lower Lewis Ponds Road, Lower Lewis Ponds.

15/08/12

Carried

ITEM - 15 STRATEGIC DIRECTIONS WORKSHOP

MOTION (Durkin/Dean)

THAT Council:

1. Note the key discussion themes and key projects contained in the report; and

2. Receive an update report about each key project at each ordinary meeting for the balance of the Council term until a project is completed.

15/08/13

Carried

ITEM - 16 COUNCIL PICNIC DAY

MOTION (Wilcox/Davison)

THAT:

1. Council approve the annual Picnic Day to be held on Friday 16 October 2015.

2. Council authorise the attendance of all Councillors at the Picnic Day.

3. Councillors note the cost of $52.00 for attending the Picnic Day to be paid to the Picnic Committee from the Councillor Expense Account.

15/08/14

Carried

It was noted item 17 was called for debate in the Committee of the Whole.

ITEM - 18 RE-VOTED BUDGET ITEMS FROM THE 14/15 BUDGET TO 15/16 BUDGET

MOTION (Wilcox/Gosper)

THAT the items listed as re-votes in the attached report be included in the 15/16 Budget.

15/08/15

Carried

ITEM - 19 POLICY REGISTER UPDATE - EVENTS MANAGEMENT POLICY

MOTION (Wilcox/Davison)

THAT Council adopt the draft Events Management policy noting the Street Stall and Raffle Tickets policy has been incorporated within.

15/08/16

Carried

ITEM - 20 DRAFT PUBLIC INTEREST DISCLOSURE POLICY

MOTION (Davison/Durkin)

THAT the draft amended Public Interest Disclosure Internal Reporting Policy be adopted.

15/08/17

Carried

ITEM - 21 REQUESTS FOR DONATIONS

MOTION (Durkin/Treavors)

THAT Council donate:

1. $200.00 to the Molong Historical Society to assist them with their 50^th anniversary celebrations;

2. $300.00 towards the memorial for Constable John Herbert at Canowindra; and

3. $200.00 towards the Manildra Christmas party fireworks display.

15/08/18

Carried

It was noted items 22, 23 and 24 were called for debate in the Committee of the Whole.

	ITEM - 25 2015 NATIONAL LOCAL ROADS AND TRANSPORT CONGRESS
	Proceedings in Brief Clr Dean was nominated to attend the 2015 National Local Roads & Transport Congress.
	MOTION (Davison/Gosper) THAT Council’s delegate to attend the 2015 National Local Roads & Transport Congress be Clr Dean.
15/08/19	Carried

ITEM - 26 $3 MILLION DOLLAR BACKLOG

Proceedings in Brief

A list of proposed projects was tabled as follows:

Local Roads Construction - Funded by Reserves	$3,450,000
Amaroo Road HP	$250,000.00
Bank Street Molong - Shoulder widening and sealing	$40,000.00
Borenore Road - Pavement strengthening and overlay	$275,000.00
Bruce Road - Pavement resheeting table drainage	$20,000.00
Byng Road - Pavement resheeting table drainage	$50,000.00
Canobolas Road - Pavement strengthening and overlay	$352,000.00
Casuarina Drive Eugowra - Shoulder widening and strengthening and pavement overlay	$358,000.00
Convent Road, Borenore - Pavement strengthening and overlay	$70,000.00
Derowrie Street Manildra - Pavement Stabilise and Seal	$50,000.00
Euchareena Road - HP	$200,000.00
Eurimbla Bridge - Construct side-track	$63,000.00
Forbes Street Yeoval - Full width pavement sealing	$80,000.00
Gaskill Street Canowindra - Pavement Stabilise and Seal	$175,000.00
Gowan Road - Pavement resheeting table drainage	$100,000.00
Griffin Road - Pavement strengthening and overlay	$90,000.00
Horspool Way - Pavement strengthening and overlay	$77,000.00
Lockwood Road - Pavement resheeting table drainage	$100,000.00
Longs Corner Road - Shoulder widening	$40,000.00
Moorbell Road, Canowindra - Shape, seal and drainage	$100,000.00
Orange Street Manildra - Pavement and shoulder strengthening widening	$260,000.00
Rodd Street Canowindra - Pavement Stabilise and Seal	$50,000.00
Ryall Street Canowindra - Pavement Stabilise and Seal	$50,000.00
Underwood Road, Borenore - Pavement resheeting table drainage	$50,000.00
Kurrajong Road – Heavy Patching	$100,000.00

Council noted that Orange Road Manildra in the Notation report is meant to read Orange Street.

MOTION (Durkin/Culverson)

THAT Council approve the projects listed in the Proceedings in Brief.

15/08/20

Carried

	ITEM - 27 RESTART NSW WATER SECURITY: STAGE 1 ORANGE TO MOLONG CREEK DAM PIPELINE
	Proceedings in Brief Clr MacSmith was nominated as a representative to be a member of the taskforce.
	MOTION (Gosper/Wilcox) THAT Council: 1. Note the progress update for Stage 1: Orange to Molong Creek Dam pipeline project; and 2. Nominate Clr MacSmith as Council’s representative to be a member of the Taskforce.
15/08/21	Carried

ITEM - 28 BRIDGE RENEWAL PROGRAM ROUND 2

MOTION (Durkin/Wilcox)

THAT Council commits to funding the required amount under the Bridge Renewal Program as follows:

1. $775,000 towards the Washpen Bridge project on Gundong Road;

2. $687,500 towards the Hillans Bridge project on Eurimbla Road; and

3. $325,000 towards the Bangaroo Bridge project on Rivers Road.

15/08/22

Carried

ITEM - 29 REQUEST FOR REIMBURSEMENT OF DEVELOPMENT APPLICATION FEES - 2015/0162 - MEN'S SHED UPON LAND KNOWN AS LOTS 12 SECTION 6 DP 759140, 4 MYRANGLE STREET, YEOVAL

MOTION (Gosper/Davison)

THAT Council donate $515.20 from its s356 budget to the Yeoval Men’s Shed, being the amount equivalent to DA, Construction Certificate and S68 Application fees paid in association with Development Application 2015/0162 for a Men’s Shed on Lot 12 Section 6 DP 759140, 4 Myrangle Street, Yeoval.

15/08/23

Carried

ITEM - 30 REQUEST FOR REIMBURSEMENT OF DEVELOPMENT APPLICATION FEES - 2015/0167 - SHED UPON LAND KNOWN AS LOT 121 DP 750147 RODD STREET, CANOWINDRA

MOTION (Durkin/Treavors)

THAT Council donate $762.15 from its s356 budget to the Canowindra Showground and Racecourse Trust, being the amount equivalent to DA and Construction Certificate fees paid in association with Development Application 2015/0167 for a shed on Lot 121 DP 750147 Rodd Street, Canowindra.

15/08/24

Carried

ITEM - 31 HERITAGE GRANTS 2015/16 PROGRAM

MOTION (Wilcox/Gosper)

THAT the application for restoration works at Lot 2 DP 814505, 91 Bank Street, Molong be supported and that a funding offer of $500 be made to John Lawrie.

15/08/25

Carried

	ITEM - 32 QUESTIONS FOR NEXT MEETING
	Proceedings in Brief The following reports were requested.
	MOTION (Durkin/Davison) THAT Council: 1. Receive a report at the next Council meeting in relation to: a) A chair for disabled access to the Canowindra pool. b) Costs to install a water fountain at Canowindra Skate park. 2. Be addressed by the Manager of the BEC at the October Council meeting.
15/08/26	Carried

	ITEM - 33 BUSINESS PAPER ITEMS FOR NOTING
	Proceedings in Brief It was noted that Notation items 2, 5, 13 and 14 were called.
	MOTION (Gosper/Dean) THAT: 1. Council further consider the called items. 2. The balance of the items be noted.
15/08/27	Carried

NOTATION ITEMS

ITEM - 2 BUSINESS ACTIVITY STATEMENT FOR JUNE 2015

MOTION (Gosper/Wilcox)

THAT the information be noted.

15/08/28

Carried

	ITEM - 5 COMMUNITY FACILITATION FUND
	Proceedings in Brief Council requested a report on the Molong Historical Museum with further information on funds required for the entrance way of the Museum.
	MOTION (Gosper/Wilcox) THAT a report come back to Council with further information on the Molong Historical Museum funding requests.
15/08/29	Carried

	ITEM - 13 HERITAGE ADVISOR'S REPORT - JUNE, JULY & AUGUST 2015
	Proceedings in Brief It was noted that the acting Director of Engineering and Technical Services undertook to introduce a process to address communication between Engineering and Environmental Services in relation to works involving heritage.
	MOTION (Culverson/Nash) THAT the information be noted.
15/08/30	Carried

ITEM - 14 MEDIAN PROCESSING TIMES

MOTION (Davison/Wilcox)

That the information be noted.

15/08/31

Carried

	ITEM - 34 MATTERS OF URGENCY
	It was noted there were nil matters of urgency.

ITEM - 35 COMMITTEE OF THE WHOLE SECTION OF THE MEETING

MOTION (Wilcox/Gosper)

THAT Council hereby resolve itself into Committee of the Whole to discuss matters called earlier in the meeting.

15/08/32

Carried

	ITEM - 17 COUNCILLOR NUMBERS
	Proceedings in Brief Council wishes to go to a referendum in conjunction with the election of new councillors and discussed the timing.
	RECOMMENDATION (MacSmith/Wilcox) THAT Council hold a referendum to seek approval to reduce councillor numbers to 9 as a separate matter prior to the 2016 elections.
	Amendment (Gosper/Dean) THAT Council hold to a referendum to seek approval to reduce councillor numbers to 9 in conjunction with the 2016 election of new councillors.
	The amendment was put and carried, becoming the motion. The motion was put and carried.
	RECOMMENDATION (Gosper/Dean) THAT Council hold to a referendum to seek approval to reduce councillor numbers to 9 in conjunction with the 2016 election of new councillors.
1.	Carried

	ITEM - 22 REQUEST FOR DONATION OF RATES FOR ASSESSMENT A23555
	Proceedings in Brief Council agreed to donate an amount equal to 50% of the rates for assessment A23555.
	RECOMMENDATION (Durkin/Gosper) THAT Council provide further assistance to the Age of Fishes Museum by way of a donation equal to 50% of 2014/15 rates.
2.	Carried Clr Dean requested his vote against the motion be recorded.

ITEM - 23 EVENTS ASSISTANCE PROGRAM GRANT FUNDING 15/16

RECOMMENDATION (MacSmith/Davison)

THAT Council:

1. Approve $5,000 in funding for the 2016 NSW Masters Cycling Championships Road Race in Molong from the 2015/16 Events Assistance Program.

2. Waive fees for Cycling NSW to use Molong Community Hall as a control centre for two days.

3. Waive fees for the use of two variable message boards over the duration of the event to raise the awareness of motorists.

Carried

	ITEM - 24 COMMUNITY ASSISTANCE PROGRAM APPLICATIONS
	Proceedings in Brief Council approved funding for the Community Assistance Program applications with the exception of the Cudal Cargo Lions Club funds to be reduced from $20,000 to $10,000 and identified other funding sources.
	RECOMMENDATION (MacSmith/Durkin) THAT Council: 1. Approve funding for the Community Assistance Program applications received with the exception of the Cudal Cargo Lions Club contribution being reduced from $20,000 to $10,000 and with the shortfall funding to come from the Community Facilitation Fund and that a further $2,000 be provided for the Canowindra tennis courts from the Canowindra Town Improvement Fund. 2. Revisit the guidelines of the CAP funding.
4.	Carried

CONFIDENTIAL ITEMS

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

RECOMMENDATION (Nash/Gosper)

THAT the committee now hereby resolve into Closed Committee of the Whole for the purpose of discussing matters of a confidential nature relating to personnel or industrial matters, personal finances and matters which the publicity of which the Committee considers would be prejudicial to the Council or the individual concerned and that the press and the public be excluded from the meeting in accordance with the conditions of Council’s Confidentiality Policy AND FURTHER that as reports to the Closed Committee of the Whole are likely to be confidential and their release prejudicial to the public interest and the provisions of Council’s confidentiality policy, that copies of these reports not be made available to the press and public.

Carried

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

RECOMMENDATION (Davison/Dean)

THAT the Committee endorse the accuracy of the Report of the Proceedings of Confidential Matters at the Closed Committee of the Whole meeting held on 28 July 2015 and notes the recommendations recorded in the Official Ordinary Minutes of that meeting are sufficient to state the general effect of the proceeding in Closed Committee.

Carried

ITEM - 3 OUTSTANDING PUBLIC LIABILITY CLAIMS

RECOMMENDATION (Wilcox/Dean)

THAT the information be noted.

Carried

ITEM - 4 DEBT RECOVERY REPORT OF OUTSTANDING RATES DEBTS

Recommendation (Durkin/Wilcox)

THAT the ratepayers in the annexure attached be advised in writing that if payment of their account is not made, or a satisfactory arrangement for payment is not made, within seven days of this correspondence that Council intends to issue a Statement of Claim for the recovery of all monies owed to Council.

Carried

ITEM - 5 REQUEST FOR INTEREST TO BE WAIVED ON ASSESSMENT A1650

Recommendation (Culverson/Davison)

THAT interest of $284.79 for 2014/2015 rating year be written off and interest for 2015/2016 be written off at the end of the financial year on condition that current weekly payments are maintained.

Carried

ITEM - 6 MOLONG LIBRARY AND RAILWAY STATION WORKING PARTY

Recommendation (Culverson/Gosper)

THAT Council adopt the recommendations made in the Proceedings in Brief.

Carried

ITEM - 7 POSSIBLE DEED OF AGREEMENT WITH AUSTRALIAN MUSEUM

Recommendation (Davison/Wilcox)

THAT Council investigate options for the future storage and ownership of the Canowindra age of fishes fossils with a report to the next council meeting.

Carried

ITEM - 8 WBC ALLIANCE BITUMEN SEALING CONTRACT

Recommendation (Gosper/MacSmith)

THAT Council:

1. Accept the tender from Downer EDI Works Pty Ltd for the Sprayed Bituminous Sealing Contract for the period 2015 – 2018, in the amount of $12,595,800 excl GST with the Cabonne Council component being $10,395,800 excl GST.

2. Authorise the signing and attachment of the Council Seal to the contract deed of agreement between Cabonne Council and Downer EDI Works Pty Ltd.

3 Issue a media release noting the contract and acknowledging the funding sources for specific grant funded projects.

Carried

ITEM - 9 SECTION 18A WEEDS NOTICES

Recommendation (Wilcox/Davison)

THAT the information be noted.

Carried

ITEM - 10 SECTION 18 WEEDS NOTICES

Recommendation (Wilcox/Davison)

THAT the information be noted.

10.

Carried

It was noted the time being 3.24pm the Chair adjourned the meeting until 3.35pm.

It was noted the time being 3.35pm the Chair resumed the meeting.

It was noted the time being 3.35pm Clr Nash declared an interest (identified as a significant non-pecuniary interest) in the following item due to a family member working at the quarry and left the Chambers.

ITEM - 11 MOLONG LIMESTONE QUARRY

Recommendation (MacSmith/Culverson)

THAT Council call expressions of interest for selective tendering for options for the operations of the Molong limestone quarry.

11.

Carried

It was noted the time being 3.59pm Clr Nash rejoined the meeting.

It was noted the time being 4.10pm the Chair resumed the ordinary meeting.

REPORT & RESOLUTIONS OF COMMITTEE OF THE WHOLE

MOTION (Durkin/Wilcox)

THAT the Report and Recommendations of the Committee of the Whole Meeting held on Tuesday 25 August, 2015 be adopted.

15/08/33

Carried

There being no further business, the meeting closed at 4.12pm.

CHAIRMAN.

Chairman of the Ordinary Meeting of Cabonne Council held on the 22 September, 2015 at which meeting the listed minutes were confirmed and the signature hereon was subscribed.