Agenda of Ordinary Meeting - 22 September 2015

ITEM 1 - ACKNOWLEDGEMENT OF COUNTRY

REPORT IN BRIEF

Reason For Report	To provide an opportunity for the mayor to recite an acknowledgement of country
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\COMMUNITY RELATIONS\ISSUES MANAGEMENT\ABORIGINAL INDIGENOUS AFFAIRS - 690491

Recommendation

THAT the Mayor recites an Acknowledgement of Country in accord with Council’s Code of Meeting Practice policy.

Administration Officer's REPORT

Council’s adopted Code of Meeting Practice policy includes reciting of an Acknowledgement of Country on “… special/formal occasions; at the September Council Meeting for the Election of Mayor & Deputy Mayor; and at other occasions at the discretion of the Mayor…”.

An Acknowledgement of Country is where people acknowledge and show respect for the Aboriginal Traditional Custodians of the land upon which the event/meeting is taking place.

A Chair usually begins the meeting by acknowledging that the meeting is taking place in the country of the traditional owners. It reads as follows.

“I would like to acknowledge that we are here today on the land of the Wiradjuri people who are the Traditional Custodians of this land. I would also like to acknowledge the present Aboriginal and Torres Strait Islander people who may reside within this area.”

ITEM 2 - 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
IPR Linkage	4.5.1.g - Code of Meeting Practice adopted and implemented.
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COUNCIL - COUNCILLORS LEAVE OF ABSENCE - 690896

Recommendation

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

General Manager's REPORT

A call for apologies is to be made.

ITEM 3 - 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
IPR Linkage	4.5.1.g - Code of Meeting Practice adopted and implemented.
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COUNCIL - COUNCILLORS AND STAFF DECLARATION OF INTEREST - 2015 - 690897

Recommendation

THAT the Declarations of Interest be noted.

General Manager's REPORT

A call for Declarations of Interest.

ITEM 4 - DECLARATIONS FOR 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
IPR Linkage	4.5.1.g - Code of Meeting Practice adopted and implemented.
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COUNCIL - COUNCILLORS DECLARATION OF POLITICAL DONATIONS - 690898

Recommendation

THAT any Political Donations be noted.

General Manager's REPORT

A call for declarations of any Political Donations.

ITEM 5 - MAYORAL ELECTIONS PROCEDURE 2015

REPORT IN BRIEF

Reason For Report	Outlining procedures for the conduct of Mayoral elections
Policy Implications	Consistent
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\ELECTIONS\MAYORAL - 691110

Recommendation

THAT Council:

1. Re-affirm its previous practice of conducting voting for the positions of Mayor and Deputy Mayor by preferential ballot where three or more nominations are received, otherwise by ordinary ballot.

2. Determine if it wishes details of the voting for the positions of Mayor and Deputy Mayor to be made public.

General Manager's REPORT

Nominations for Mayor and Deputy Mayor

Councillors are advised that nominations for the position of Mayor and Deputy Mayor will close at 1.00pm sharp on Tuesday, 22 September 2015. Nominations must be in writing and signed by two councillors, one of whom may be the nominee. The consent for nomination must be signed by the Nominee. Should a councillor act as one nominee for oneself it is most important that they also sign the consent to nomination. Failure to do so renders the nomination invalid.

Nominations can be delivered to the General Manager or the Director of Finance and Corporate Services at the Molong Office for placement in the ballot box. The General Manager will also be in attendance on meeting day from 9.00 am in the General Manager’s Office at the Council Chambers in Molong to accept any nominations.

Council should also indicate if it wishes details of voting to be made public.

Should councillors have any queries in relation to any aspect of the Mayoral Elections, they are asked to contact the General Manager or the Director of Finance and Corporate Services at their convenience.

Election Procedures

The procedure for election for the positions of Mayor and Deputy Mayor is:

1. If only one councillor is nominated, that councillor is elected.

2. If more than one councillor is nominated, the Council is to proceed by preferential ballot, by ordinary ballot or by open voting.

3. The election is to be held at the council Meeting at which the Council resolved on the method of voting.

4. The following definitions apply:

“Ballot” has its normal meaning of secret ballot;

“Open Voting” means voting by a show of hands or similar means.

It has been the practice in the past for Council to conduct voting by ordinary ballot where there are two (2) nominations and preferential ballot where three or more nominations are received. Assuming Council continues with this practice the following procedure has been set down for Preferential Voting in Part 3 of Schedule 7, Election of Mayor by councillors, in the Local Government (General) Regulation 2005.

Ordinary Voting

The ballot papers are to contain the names of both candidates. councillors make their vote by placing “1” against the name of the candidate they wish to see elected. The candidate with an absolute majority of votes is deemed to be elected.

Preferential Voting - Ballot Papers and Voting

1. The ballot papers are to contain the names of all the candidates. The councillors are to make their votes by placing the numbers “1”, “2”, “3” and so on against the various names so as to indicate the order of their preference for the candidates. In accordance with Clause 9 of Schedule 7, councillors must show their preferences for all candidates for votes to be formal.

2. The formality of a ballot-paper under this Part is to be determined in accordance with Clause 345 (1)(b); (1)(c) and (5) of this Regulation as if it were a ballot paper referred to in that clause.

3. An informal ballot paper must be rejected at the count.

Count

1. If a candidate has an absolute majority of first preference votes, that candidate is elected.

2. If not, the candidate with the lowest number of first preference votes is excluded and the votes on the unexhausted ballot-papers counted to him or her are transferred to the candidates with second preferences on those ballot- papers.

3. A candidate who then has an absolute majority of votes is elected, but, if no candidate then has an absolute majority of votes, the process of excluding the candidate who has the lowest number of votes and counting each of his or her unexhausted ballot-papers to the candidates remaining in the election next in order of the voter’s preferences is repeated until one candidate has received an absolute majority of votes. The latter is elected.

4. In this clause “absolute majority” in relation to votes means a number which is more than one half of the number of unexhausted formal ballot-papers.

Tied Candidates

1. If, on any count of votes, the numbers of votes cast for 2 candidates are equal and;

a) those candidates are the only candidates in the election - the candidate whose name is first chosen by lot is taken to have received an absolute majority of votes and is therefore taken to be elected; or

b) those candidates are the ones with the lowest number of votes on the count of the votes - the candidate whose name is first chosen by lot is taken to have the lowest number of votes and is therefore excluded.

2. If, on any count of votes, the numbers of votes cast for 3 or more candidates are equal and the lowest number of votes on the count of the votes - the candidate whose name is first chosen by lot is taken to have the lowest number of votes and is therefore excluded.

Choosing by Lot

To choose a candidate by lot, the names of the candidates who have equal numbers of votes are written on similar slips of paper by the Returning Officer, the slips are folded by the Returning Officer, so as to prevent the names being seen, the slips are mixed, (placed in a vial) and one is drawn at random by the Returning Officer and the candidate whose name is on the drawn slip is chosen.

Result

The result of the election (including the name of the candidate elected as mayor or deputy mayor) is:

a) to be declared to the councillors at the council meeting at which the election is held by the returning officer, and

b) to be delivered or sent to the Office of Local Government and to the Secretary of Local Government NSW.

ITEM 6 - ELECTION OF MAYOR 2015/2016

REPORT IN BRIEF

Reason For Report	To allow the election of Mayor for 2015/2016
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\ELECTIONS\MAYORAL - 690497

Recommendation

THAT the General Manager proceed with the requirements for the election of the Mayor for Cabonne Council as detailed in the item relating to the determination of requirements for the election process.

Administration Officer's REPORT

Following the determination by Council of the item relating to the determination of requirements for the election process, a resolution for the General Manager to proceed with the election of the Mayor is required.

ITEM 7 - ELECTION OF DEPUTY MAYOR 2015/2016

REPORT IN BRIEF

Reason For Report	To allow elections for Deputy Mayor for 2015/2016
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\ELECTIONS\MAYORAL - 690505

Recommendation

THAT the General Manager proceed with the requirements for the election of the Deputy Mayor for Cabonne Council as detailed in the item relating to the determination of requirements for the election process.

Administration Officer's REPORT

ITEM 8 - DESTRUCTION OF BALLOT PAPERS

REPORT IN BRIEF

Reason For Report	For Council to determine whether ballot papers need to be destroyed
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\PROCEDURES - 690510

Recommendation

THAT the ballot papers for the positions of Mayor and Deputy Mayor be destroyed upon the completion of formalities associated with the respective ballots.

Administration Officer's REPORT

Following the election of Mayor and Deputy Mayor a resolution is required as to disposal of the ballot papers.

Traditionally Cabonne Council has destroyed the ballot papers upon the completion of formalities associated with the respective ballots.

ITEM 9 - DELEGATION TO MAYOR AND DEPUTY MAYOR (IN MAYOR'S ABSENCE)

REPORT IN BRIEF

Reason For Report	To reaffirm the delegation to the successful candiates elected as Mayor and Deputy Mayor
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.5.j. Provide, maintain and develop financial services and systems to accepted standards - satisfying regulatory and customer requirements
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\PROCEDURES - 690519

Recommendation

THAT subject to not receiving direction from the Council as to the consideration of any particular matter by the Council itself and subject to the requirements of the Local Government Act 1993 and Regulations thereunder and any express policy of the Council or regulations of any public authority other than the Council and pursuant to the powers conferred on Council by s377 of the Local Government Act 1993, the Mayor (name in full to be inserted) and, where allowed, in his/her absence the Deputy Mayor (name in full to be inserted) be authorised to exercise or perform on behalf of the Council the powers, authorities, duties and functions as follows:

1. To incur expenditure up to the sum of $3,000 for incidental expenses, within approved votes of Council.

2. To receive a public interest disclosure in circumstances assigned to the position of Mayor in Council’s Public Interest Disclosure (Internal Reporting) Policy.

Administration Officer's REPORT

Following the elections for Mayor and Deputy Mayor, it is necessary for Council to re-affirm the delegation to the successful candidates. This is in addition to such other powers as are conferred under the Local Government Act 1993.

ITEM 10 - STANDING COMMITTEES

REPORT IN BRIEF

Reason For Report	To advise on workshops held to replace standing committees.
Policy Implications	Could impact on Code of Meeting Practice
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\PROCEDURES - 690522

Recommendation

THAT Council hold workshops as outlined in the report.

General Manager's REPORT

At the September, 2014 Council meeting, Council resolved not to appoint standing committees and to have a “Committee of the Whole” agenda item. In addition it was envisaged that the second Tuesday of each month would be set aside for meetings for other strategic directions or business improvement purposes, unfortunately these workshops have been mainly around ‘Fit for the Future’ and Integrated Planning and Reporting matters, and often included an extra-ordinary meeting.

Following the strategic directions workshop held with Stephen Blackadder in August, it is now planned to resume the format originally planned for these workshops. The initial workshop will have an agenda for technical / information / debriefing sessions and an agenda item with matters councillors may wish to discuss at future workshops to enable a rolling agenda to be developed.

ITEM 11 - OTHER COUNCIL COMMITTEES THAT MEET AS WHEN REQUIRED

REPORT IN BRIEF

Reason For Report	To determine the committee members for other Council committees for 2014/15
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	1. Committees that meet as when - Terms of Reference 2015
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COMMITTEES - REPORTS OF 2015 - 691114

Recommendation

THAT Council:

1. Determine the Committee Members for the Australia Day Awards Committee that meets as and when required for the 2015/2016 year.

2. Note the membership of the Heritage Working Party.

Administration Officer's REPORT

Each of Council’s committees is constituted to deal with certain matters identified under Council’s principal activities. Further details of the principal activities are included in Council’s Delivery Program.

The Committee Members for Other Council Committees that meet as and when required for the year 2015/16 comprised of the following:

1) AUSTRALIA DAY AWARDS COMMITTEE

This committee was formed following OLG advice regarding a technical breach of the Local Government Act in considering award winners in a ‘Closed’ session of Council.

The committee considers nominations for Australia Day awards (including Citizen, Young Citizen and Community Group of the Year as well as the Cabonne Youth Ambassador of the Year) and recommends winners to Council.

The Terms of Reference for this Committee is annexed.

The Australia Day Awards Committee consists of all the councillors and the General Manager.

2) HERITAGE WORKING PARTY

The Heritage Working Party was formed to replace the former Heritage Committee by Council resolution (through the Environmental Services and Sustainability Committee) at its May 2013 meeting.

The working party has input into developing council programs to support the wider community in acknowledging its history and heritage. The working party also has a role in facilitating significant anniversary and study projects.

Members Clrs Culverson and Wilcox, the Director of Environmental Services and Council’s Heritage Advisor.

ITEM 12 - DELEGATES TO OTHER ORGANISATIONS - FOR THE TERM OF COUNCIL

REPORT IN BRIEF

Reason For Report	For Council to note its delegates to the listed organasations for the term of Council
Policy Implications	Consistent with Councils' Code of meeting practice
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\PROCEDURES - 690532

Recommendation

THAT Council note its delegates to Central Tablelands Water, Central West Libraries and Central NSW Business Enterprise Centre committees for the term of Council.

Administration Officer's REPORT

Council is required to determine its delegates and representatives to other organisations and community organisations for the term of council or for each financial year. The following were determined at the September 2012 meeting for the term of council as:

1) CENTRAL TABLELANDS WATER (CTW)

Council’s two delegates to Central Tablelands Water have been Clrs A Durkin and K Walker.

2) CENTRAL WEST LIBRARIES (CWL)

Delegates for this committee were modified at the September 2014 meeting as follows: Council’s two representatives to the Central West Libraries Committee have been Clr J Culverson and the Director of Finance & Corporate Services, with the Administration Manager acting as alternate delegate.

3) CENTRAL NSW BUSINESS ENTERPRISE CENTRE (BEC)

Council’s representative to the Central NSW Business Enterprise Centre committee has been Clr I Davison, with the General Manager being an alternate delegate.

ITEM 13 - DELEGATES TO OTHER ORGANISATIONS - FOR THE YEAR 2015/16

REPORT IN BRIEF

Reason For Report	For Council to determine its delegates and representatives to other organisations and community organisations for the 2015/2016 year.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.b. Maintain strong relationships and liaise effectively with all relevant government agencies and other councils
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\ECONOMIC DEVELOPMENT\LIAISON\ASSOCIATIONS - 588017

Recommendation

THAT Council determine its delegates and representatives to other organisations (as listed below) for the 2015/2016 year.

Administration Manager's REPORT

Council is required to determine its delegates and representatives to other organisations and community organisations for the 2015/16 year.

1) ARTS OUT WEST

Arts Out West is an organisation that gives people the opportunity to become involved at a regional and state level with arts and cultural development in the Central West Region.

Council’s representative to Arts Out West has been Clr Wilcox.

2) ASSOCIATION OF MINE RELATED COUNCILS INC

The Association of Mine Related Councils is the primary lobby group for councils affected by mining. It also provides legal advice and networking opportunities.

Council’s representatives on the Association of Mine Related Councils Inc. has been Clr Wilcox (with Clr Davison as alternative delegate) and the Director of Environmental Services.

3) AUSTRALIA WIDE RURAL ROAD GROUP (AWRRG)

This group’s agenda includes current issues with regional road infrastructure including “road network sustainability, and if not addressed, its direct negative implications for local industry, and the need for specific funding to close the funding gap.” Supporting the AWRRG agenda by becoming a financial member is seen as a proactive approach to address the funding shortfall.

Council’s delegates to the AWRRG Group are Clrs Gosper and Hayes, with Clr Culverson as alternative delegate.

4) BELUBULA RIVER JOINT COMMITTEE

The Belubula River Joint Committee is run in conjunction with Cowra Council and is responsible for river clearance and management issues on the Belubula River.

Council’s representative to the Belubula River Joint Committee has been Clr Walker with Clr Durkin as an alternative delegate.

5) CABONNE CARAVAN PARK COMMITTEE

This committee is responsible for overseeing the operation of all Cabonne caravan parks. A representative of each caravan park is a member of the Committee: i.e. the managers from Molong and Canowindra.

Council’s representatives on the Cabonne Caravan Park Committee have been Clrs Gosper, Dean and Walker. The Urban Assets Coordinator and Urban Services Manager also attend.

6) CABONNE CONSULTATIVE COMMITTEE

The committee is responsible for oversight of Industrial and Award matters and acts in a consultative capacity involving councillors, staff and senior management.

The Council’s representatives to the Cabonne Consultative Committee have been Clrs Dean and Culverson.

7) CABONNE/ORANGE ROAD SAFETY COMMITTEE

This committee is responsible for road safety in Cabonne and Orange, particularly oversight of the Road Safety Officer’s operations.

The council representative to the Cabonne/Orange Road Safety Committee has been Clr Treavors with Clr Dean as the alternative representative.

8) CABONNE COUNTRY TOURISM ADVISORY COMMITTEE

The Cabonne Country Tourism Advisory Committee aims to facilitate the development of tourism to and within Cabonne Country. The charter requires nomination of a minimum of one Cabonne Council Councillor to this committee. The Promotion and Tourism Officer and Economic Development Manager attend these meetings

Council’s representative to the Cabonne Country Tourism Advisory Committee has been Clr Davison with Clr Wilcox as the alternative representative.

9) CADIA - MREMP COMMITTEE

This committee has a statutory role to assess mining and environmental matters associated with Cadia mine.

The Director of Environmental Services has been Council’s representative on the Cadia MREMP Committee.

10) CADIA – COMMUNITY CONSULTATIVE COMMITTEE

This committee was established in accordance with the development consent and acts as a forum for the local community to raise issues in relation to the mine’s operation.

Council’s representative on the Cadia Community Consultative Committee has been the Director of Environmental Services with Clr MacSmith as the alternative representative.

11) CANOBOLAS BUSH FIRE MANAGEMENT COMMITTEE

The councils of Cabonne, Orange and Blayney combined their Bushfire Management Committees to form the Canobolas Bushfire Management Committee.

Council’s representatives to the Canobolas Bush Fire Management Committee have been Clr Smith with Clr MacSmith as alternative delegate and the Director of Engineering and Technical Services.

12) CANOBOLAS ZONE LIAISON COMMITTEE

The committee has been formed to administer the Canobolas Zone Service Level Agreements.

Council representative to the Canobolas Zone Liaison Committee have been Clr Gosper with Clr MacSmith as alternative delegate and the Director of Engineering and Technical Services.

13) CANOWINDRA AGE OF FISHES MUSEUM BOARD and STRATEGIC ADVISORY COMMITTEE OF THE CANOWINDRA AGE OF FISHES MUSEUM

These are 2 community committees established to administer the Age of Fishes Museum at Canowindra.

Council’s representative to the Canowindra Age of Fishes Board and Strategic Advisory Committee has been Clr Durkin with Clr Walker as the alternative delegate.

14) CANOWINDRA FOOD BASKET ADVISORY GROUP

The aim of this project is to supply food to the underprivileged and low income families of Canowindra. To qualify, clients must have a current pension or health card and only one weekly entitlement per household is allowed.

Council’s delegate on the Canowindra Food Basket Advisory Group has been Clr Walker.

15) CANOWINDRA RETIREMENT VILLAGE PROJECT WORKING COMMITTEE

The proposed objective of the working group is to develop guidelines and operational protocols sufficient to satisfy the legal requirements of the three parties (Council, Uniting Care and the Project Association) in a formal deed of understanding or like document in order that the infrastructure and building planning may commence.

Council’s representatives on the Canowindra Retirement Village Project working committee are Clr Hayes and the Director of Finance and Corporate Services with Clr Walker as the alternate representative.

16) CARGO ROAD USERS ASSOCIATION

This committee has been established to lobby for upgrading of Cargo Rd.

Council’s representative on the Cargo Road Users Association has previously been Clr MacSmith with Clr Dean as an alternative delegate.

17) CENTRAL TABLELANDS LOCAL LAND SERVICES (LLS) previously Central West Catchment Management Authority (CWCMA)

LLS bring together agricultural production advice, biosecurity, natural resource management and emergency management into a single organisation.

Councillor representation on the former CWCMA Local Government Reference Group Forum has been through Clr MacSmith as delegate and Clr Wilcox as alternative delegate.

18) CENTRAL WEST COUNCILS ENVIRONMENT & WATERWAYS ALLIANCE previously the Salinity Action Alliance

The former Salinity Action Alliance merged with the Central West Catchment Management Local Government Reference Group to form the Local Government Salinity & Water Quality Alliance Reference Group. This was then renamed as the Central West Councils Environment & Waterways Alliance.

Council’s representatives on the former Salinity Action Alliance have been Clr MacSmith with Clr Hayes as the alternative delegate and the Director of Environmental Services.

19) CENTRAL WEST MINING LIAISON COMMITTEE - (CABONNE/ORANGE/BLAYNEY)

This committee has oversight of mining exploration and operations, particularly in the Cabonne, Orange and Blayney areas.

Council’s representative on the Central West Mining Liaison Committee for the Cabonne, Orange and Blayney area is the Mayor (Clr Hayes) with Clr MacSmith as the alternative delegate.

20) CENTROC HEALTH WORKFORCE COMMITTEE

This committee is responsible for monitoring medical and health issues in the CENTROC region.

Council’s delegates to the CENTROC Health Workforce Committee have been Clr Nash with the Mayor (Clr Hayes) as the alternative delegate and the Community Services Manager.

21) CABONNE HEALTH COUNCIL

Health councils provide a structure for community participation and consultation to enable the Western NSW Local Health District in meeting the health needs of its communities. The Cabonne Health Council is still to be established however advice has been received that a formal councillor delegate is not required. Participation at this level is meant to allow involvement by community members. Council has opportunity through other venues to participate e.g. the CENTROC Health Workforce Committee.

It is recommended that the Council note no delegate is required for this organisation.

22) HACC JOINT COMMITTEE

This committee, previously known as the Food Services Advisory Committee is responsible for advising on Food Services needs for Council’s Home and Community Care operations.

Council’s representative to the HACC Joint Committee has been Clr Walker with Council’s Community Services Manager as alternative delegate.

23) LACHLAN REGIONAL TRANSPORT COMMITTEE

This committee assumes a lobbying role on transport issues in the Lachlan region.

Council’s delegate to the Lachlan Regional Transport Committee has been Clr Durkin with Clr Walker as the alternative delegate and the Director of Engineering and Technical Services (as and when required).

24) LITTLE RIVER LANDCARE CATCHMENT MANAGEMENT

This committee has assumed responsibility for Landcare Management issues associated with Little River in the Yeoval area.

Council’s representative to the Little River Landcare Group has been Clr Smith.

25) LOCAL EMERGENCY MANAGEMENT COMMITTEE

This committee is responsible for the coordination of emergency response issues for Cabonne.

The representatives to the Local Emergency Management Committee previously consisted of the Mayor (Clr Hayes), the Director of Engineering and Technical Services as the Local Emergency Management Officer and the Operations Manager Roads & Bridges as the Deputy Local Emergency Management Officer.

Under the current Emergency Management legislation, the General Manager is the chair of the Local Emergency Management Committee (LEMC). The General Manager elected to delegate the role to the Director of Engineering and Technical Services.

26) MOLONG MEDICAL COMMITTEE

This committee is responsible for community liaison on health and medical issues in Molong.

Council’s representative on the Molong Medical Committee has been Clr Hayes with Clr Nash as the alternative representative.

27) NOXIOUS WEEDS ADVISORY COMMITTEES

These are cooperative committees involving groups of councils in the Lachlan and Macquarie River catchment areas along with NSW Agriculture to oversee and advise on noxious weeds matters.

Lachlan Valley Noxious Weeds Advisory Committee

Clr Walker has been the council’s representative on this committee with Clr Hayes being the alternative delegate.

Upper Macquarie Noxious Weeds Advisory Committee

Clr Gosper has been the council’s representative on this committee with Clr MacSmith being the alternative delegate.

28) OPHIR RESERVE TRUST BOARD

The Department of Lands has appointed a Public Trust to manage the affairs of the Ophir Reserve in lieu of an administrator. Council nominated a position of “Councillor, Cabonne Council (ex-officio member)” to be on the Board which was ratified by the Minister for Lands.

Council’s representative on this Board to fill the position of ‘councillor’ has been Clr Culverson.

29) RESTART WATER SECURITY TASKFORCE

This taskforce relates to Stage 1: Orange to Molong Creek Dam pipeline project.

Council’s representative on this taskforce has been Clr MacSmith.

30) SYDNEY ROADLINKS COMMITTEE

This is a regional committee with representatives from 7 Councils aimed at upgrading the Great Western Highway from the Blue Mountains through to Bathurst.

Council’s delegate to this committee has been the Mayor (Clr Hayes) with Clrs Davison and Gosper as the optional alternative delegates.

Council should note that the Director of Engineering & Technical Services also attends these meetings as an observer.

31) TRAFFIC COMMITTEE

This committee advises Council on traffic related issues in Cabonne. It also consists of Police and RMS representatives.

Council’s delegate to this committee has been Clr Dean with the Mayor (Clr M Hayes) as the alternative delegate. Clr Culverson also attends these meetings as an observer.

32) VERTO LTD

This committee comprises of representatives from the Central West overseeing the provision of training, employment and community services offered by Verto Ltd.

Council’s delegate to this committee has been Clr Wilcox.

33) WALUWIN CENTRE GOVERNANCE COMMITTEE

A lease has been put in place between Council and the Health Administration Corporation on behalf of Greater Western Area Health Service (GWAHS). The lease provides for a “Centre Governance Committee” to be established by Council including representatives of all lessees/occupiers within the building to provide advice to the lessor on but not limited to the efficient management and operation of the building including the preparation of annual budgets.

Council’s delegate to this committee has been Clr Hayes with Clr Smith as the alternative delegate.

34) WALUWIN MOLONG HEALTHONE HEALTH SERVICES ADVISORY COMMITTEE

The key role of the Advisory Committee is to set the strategic direction for primary and community health and health related services for the community of Molong and the surrounding towns. The Advisory Committee will oversee the HealthOne Molong service to ensure the safe, appropriate and strategic conduct of the service occurs.

Council’s delegate to this committee has been Clr Hayes with Clr Nash as the alternative delegate.

35) WELLINGTON/DUBBO LANDCARE MANAGEMENT

This committee represents some sixteen (16) Landcare Groups and 400 ratepayers within the Cabonne boundary.

Council’s delegate to this committee has been Clr Smith with Clr Wilcox as the alternative delegate.

ITEM 14 - DELEGATES TO OTHER ORGANISATIONS - COMMUNITY PEAK ORGANISATIONS

REPORT IN BRIEF

Reason For Report	For Council to determine its delegates and representatives to other community peak organisations 2015/16
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.c. Provide appropriate mechanisms for democracy and participation for Cabonne residents
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\ECONOMIC DEVELOPMENT\LIAISON\ASSOCIATIONS - 690869

Recommendation

THAT Council determine the appointment of the delegates to Community Peak Organisations (as listed in the report), subject to the support from these organisations for the 2015/16.

Administration Officer's REPORT

Town	Organisation	Meetings	Representative
Manildra	Manildra and District Improvement Association (MADIA)	1^st Wednesday of each month	Clr M Hayes (Clr M Nash as alternate)
Cumnock	Cumnock and District Progress Association	3^rd Thursday of each month	Clr G Smith (Clr S Wilcox as alternate)
Yeoval	Yeoval and District Progress Association	1^st Tuesday of each month	Clr G Smith (Clr I Gosper as alternate)
Molong	Molong Advancement Group	1^st Thursday of each month	Clr I Gosper (Clr M Hayes as alternate)
Mullion Creek	Mullion Creek & District Progress Association	4^th Tuesday of each month	Clr J Culverson (Clr S Wilcox as alternate)
Cargo	Cargo Progress Association	Meet as and when required	Clr L MacSmith (Clr G Dean as alternate)
Borenore	Borenore Committee Progress Association	As and when advised	Clr I Davison (Clr L MacSmith as alternate)
Canowindra	Canowindra Business Chamber	2nd Wednesday of each month	Clr A Durkin (Clr K Walker as alternate)
Eugowra	Eugowra Promotion and Progress Association	2^nd Tuesday of each month	Clr K Walker (Clr G Dean as alternate)
Cudal	Cudal Progress Association	1^st Tuesday of each month	Clr G Treavors (Clr G Dean as alternate)
Spring Hill/Spring Terrace	Spring Hill/Spring Terrace Committee	As and when advised	Clr S Wilcox (Clr L MacSmith as alternate)
Canowindra	Canowindra Sports Trust	2^nd Wednesday of each month	Clr A Durkin (Clr K Walker as alternate)

ITEM 15 - ALTERNATE DELEGATE TO COMMITTEES OTHER THAN COUNCIL COMMITTEES

REPORT IN BRIEF

Reason For Report	For Council's information
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.c. Provide appropriate mechanisms for democracy and participation for Cabonne residents
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\ECONOMIC DEVELOPMENT\LIAISON\ASSOCIATIONS - 690874

Recommendation

THAT the information be noted.

Administration Officer's REPORT

Council’s Payment of Expenses and Provision of Facilities for Mayor and Councillors Policy includes a previously resolved policy that any official Council delegate is authorised to arrange for another councillor to represent Council at functions where the official delegate is unable to attend and believes that Council representation is required.

The councillor representing a delegate who is unable to attend may claim reimbursement of travel expenses at the prescribed rate provided that Council’s Administration Manager is advised in writing by the official delegate of the arrangements made.

ITEM 16 - FIXING THE DATE AND TIME FOR COUNCIL AND OTHER MEETINGS

REPORT IN BRIEF

Reason For Report	To determine the time and date of regular meetings of Council and other meetings
Policy Implications	Could impact on the Code of Meeting practice
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\PROCEDURES - 690879

Recommendation

THAT Council determine the date and time of regular meetings of Council and other meetings.

General Manager's REPORT

The following procedure is to conduct Council and other meetings as follows:

a) Ordinary Council Meeting

The Ordinary Council meeting is held at Council’s Molong Office on the fourth Tuesday of each month, commencing at 1.00pm.

b) Other Meetings

Meetings for other strategic directions and business improvement purposes are held on the second Tuesday of the month as required (see item on Standing Committees).

ITEM 17 - 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
IPR Linkage	4.5.1.g - Code of Meeting Practice adopted and implemented.
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\MAYORAL MINUTES - 690899

Recommendation

THAT the information contained in the Mayoral Minute be noted.

General Manager's REPORT

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

ITEM 18 - COMMITTEE OF THE WHOLE

REPORT IN BRIEF

Reason For Report	Enabling reports to be considered in Committee of the Whole to be called.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g. Code of Meeting Practice adhered to
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\GROUPING OF REPORT ADOPTION and BUSINESS PAPER ITEMS FOR NOTING REPORTS - 690900

Recommendation

THAT Councillors call any items that they wish to be debated in Committee of the Whole.

Director of Finance and Corporate Services' REPORT

Council’s Code of Meeting Practice allows for the Council to resolve itself into “committee of the whole” to avoid the necessity of limiting the number and duration of speeches as required by Clause 250 of the Local Government (General) Regulation 2005.

This item enables councillors to call any item they wish to be debated in “committee of the whole” at the conclusion of normal business.

The debate process during a ‘normal’ Council meeting limits the number and duration of speeches as required by Clause 250 of the Local Government (General) Regulation 2005.

Items should only be called at this time if it is expected that discussion beyond the normal debate process is likely to be needed.

ITEM 19 - GROUPING OF REPORT ADOPTION

REPORT IN BRIEF

Reason For Report	Enabling procedural reports to be adopted.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.a - Provide quality administrative support and governance to councillors and residents.
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\GROUPING OF REPORT ADOPTION and BUSINESS PAPER ITEMS FOR NOTING REPORTS - 690902

Recommendation

THAT:

1. Councillors call any items they wish to further consider

2. Items 20 to 23 be moved and seconded.

Director of Finance and Corporate Services' REPORT

Items 20 to 23 are considered to be of a procedural nature and it is proposed that they be moved and seconded as a group. Should any Councillor wish to amend or debate any of these items they should do so at this stage with the remainder of the items being moved and seconded.

ITEM 20 - CONFIRMATION OF THE MINUTES

REPORT IN BRIEF

Reason For Report	Adoption of the Minutes
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g - Code of Meeting Practice adopted and implemented.
Annexures	1. August 25 2015 Council minutes
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COUNCIL - MINUTES - 2015 - 690903

Recommendation

THAT the minutes of the Ordinary meeting held 25 August 2015 be adopted.

General Manager's REPORT

The following minutes are attached for endorsement.

1. Minutes of the Ordinary Council meeting held on 25 August 2015.

ITEM 21 - FEE & CHARGES AMENDMENTS

REPORT IN BRIEF

Reason For Report	For Council to authorise amendments to the 2015/16 fees & charges.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.a. Provide quality administrative support and governance to councillors and residents
Annexures	1. Fees & Charges 2015-2016 Amendments
File Number	\OFFICIAL RECORDS LIBRARY\FINANCIAL MANAGEMENT\FEES AND CHARGES\ANNUAL FEES and CHARGES - 691440

Recommendation

THAT Council authorise advertising the amendments to the 2015/16 Fees & Charges as detailed in the report.

FINANCE MANAGER'S REPORT

The attached fees and charges appeared incorrectly in the schedule originally advertised by Council due to a formatting error and to amend these Council is required to advertise the correct figures.

ITEM 22 - PAYMENT OF EXPENSES AND PROVISION OF FACILITIES FOR MAYOR AND COUNCILLORS 2016 POLICY

REPORT IN BRIEF

Reason For Report	Councils are required to review their 'councillor expenses and facilities' policies on an annual basis
Policy Implications	Yes - will become the council's policy once adopted
Budget Implications	Subject to any changes made
IPR Linkage	4.5.1.i. Policy on payment of expenses and provision of facilities for mayors & councillors to be adopted by 29 November
Annexures	1. draft Payment of expenses for Mayor and Councillors 2016 policy
File Number	\OFFICIAL RECORDS LIBRARY\CORPORATE MANAGEMENT\POLICY\POLICY CORRESPONDENCE - 681189

Recommendation

THAT Council:

1. Endorse the draft Payment of Expenses & Provision of Facilities for Mayor and Councillors 2016 Policy (and resolve any amendments raised on Council meeting day).

2. In accordance with the provisions of the Local Government Act 1993, advertise the intended adoption of (and any proposed changes) the Council’s Payment of Expenses & Provision of Facilities for Mayor and Councillors 2016 Policy.

3. Receive a further report to the November Council meeting for consideration of submissions and adoption of the Payment of Expenses & Provision of Facilities for Mayor and Councillors 2016 Policy.

Administration Manager's REPORT

Council is required to adopt its policy relating to the payment of expenses and provision of facilities to councillors annually, within 5 months of 30 June.

Within 28 days of adopting such a policy, a copy is to be submitted to the Office of Local Government (OLG), even if an unchanged policy is adopted.

The OLG Guidelines relating to the annual review and adoption of this policy require that public notice be given and submissions be invited.

If Council decides to make substantial changes they would also need to be advertised in the public notice. The term ‘substantial’ should be taken to mean major changes to wording of the policy or changes to monetary provisions or rates that are equal to or greater than 5%. It also means changes to the standard of the provision of equipment and facilities. Substantial amendments to the policy that could include larger changes to monetary limits than the limit noted above, and/or major changes to the standard of provision of equipment and facilities, will require public notice of the amendment. Any new category of expenses, facilities and equipment included in the policy will also require public notice.

Recent History

In 2011 Council adopted a policy which, with the added provision relating to councillor contributions to a complying superannuation fund, forms the basis for the current attached draft.

In 2012 Council resolved an amendment to provide iPads and associated requirements in lieu of laptops and to remove the reimbursement of Internet access expenses as this would be a duplication.

In 2013 Council resolved that the Internet access plan for the iPads be upgraded to 4GB.

In 2014 Council resolved to increase the allocation for the mayoral vehicle from $53,000 to a value of $65,000 being a Toyota Prado or similar.

Annual Limits

The draft policy contains the following table noting that the Councillors Maximum Annual Expense Limits are global limits except where specified.

The following currently apply a monetary limits to expenses:

Budget Allocations

Councillors should note that the Finance section have advised that the budgeted current global limits were not reached in any of the categories in the 2014/15 year.

Changes

There are no changes proposed.

Submissions

In accordance with section 253 of the Local Government Act, Council must give public notice of its intention to adopt or amend a ‘councillor expenses and facilities’ policy and allow at least 28 days for public submissions.

Council must consider any submissions received and make any appropriate changes to the policy.

In view of the lack of submissions over the last few years, availability of a copy of the proposed draft policy will be limited to Council’s website and Council offices.

Because of the 28 day submission phase, a further report will need to be provided to the November Council meeting including any submissions received to allow Council to adopt a final version of the Policy. Within 28 days of adopting said policy a copy is to be submitted to the OLG.

ITEM 23 - CUDAL COMMUNITY HALL - MINISTER'S APPROVAL

REPORT IN BRIEF

Reason For Report	For Council to resolve that an application be submitted to the Minister for Local Government
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	3.3.3.e. Maintain council properties to safe operational standards
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\COUNCIL PROPERTIES\ACQUISITION AND DISPOSAL\CUDAL COMMUNITY CENTRE - 688231

Recommendation

THAT Council make an application to the Minister for Local Government for consent to transfer the title for the property formerly known as the Cudal School of Arts, now the Cudal Community Hall, being Lot 1 DP935937, to Cabonne Council under the provisions of s54B of the Local Government Act 1993.

Administration Manager's REPORT

Council has previously received reports relating to the above property relating to the transfer of the title to Cabonne Council.

The request to transfer the title was initiated by the Department of Primary Industries by way of letter to the council dated August 2012.

Council resolved in December 2012 to transfer the title to Cabonne Council.

A Plan of Management (POM) for the hall was adopted at the December 2013 Council meeting.

A request to affix the Seal was approved by Council at its February 2015 meeting.

Due to the complex nature of this transfer (Council’s solicitor has received conflicting requirements from the State government departments involved) there is now a requirement for the Council to resolve as recommended due to:

1. the transfer now being covered by the Local Government Act (the Act), s54B - Transfer of private trust land under Trustees of Schools of Arts Enabling Act 1902, and therefore no longer under the administration of Crown Lands; and

2. the limitations of s377 of the Act which means the power to make an application to the Minister can not be delegated by the Council.

Once resolved a copy of the resolution will be forwarded to Council’s solicitor with a view to finalising the matter.

ITEM 24 - RESIGNATION OF COUNCILLOR

REPORT IN BRIEF

Reason For Report	Advising of resignation of Councillor Graham Smith.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.a. Provide quality administrative support and governance to councillors and residents
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCILLORS - 2012-2016\SMITH GRAHAM - 690860

Recommendation

THAT Council:

1. Seek Ministerial approval that the Councillor vacancy not be filled.

2. An appropriate acknowledgement of Councillor Smith’s service to Cabonne Council be arranged.

General Manager's REPORT

Council has received advice from Councillor Graham Smith of his intention to resign the office due to medical reasons.

Under S294 of the Local Government Act a by-election is not required if a vacancy occurs within 18 months before the date specified for the next ordinary election. Council must however formally advise the Minister of the vacancy and request that it not be filled.

Councillor Smith has been a loyal supporter of Cabonne Council not only in his role as councillor but also as a prominent business man and long time resident of Cumnock. It is suggested an appropriate acknowledgement of Councillor Smith’s service be arranged including media to inform the community of his resignation.

ITEM 25 - SEGRA 2015 CONFERENCE

REPORT IN BRIEF

Reason For Report	Seeking authorisation for attendance to a conference.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.e. Provide adequate training & professional development opportunities for councillors
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCILLORS - 2012-2016\PROFESSIONAL DEVELOPMENT - CONFERENCES - 687046

Recommendation

THAT Council authorise the attendance of Clr Ian Davison and Acting Economic Development Manager to the 2015 SEGRA Conference to be held in Bathurst on 20-21 October 2015.

General Manager's REPORT

Sustainable Economic Growth for Regional Australia (SEGRA), Australia's premier conference on regional issues, is about assisting regional, rural and remote Australia to source and identify the techniques, skills and issues they need to address to achieve successful economic growth and development. The SEGRA conference provides a unique opportunity for all sections of the Australian community (rural and urban) to explore the key issues affecting regional, rural and remote Australia and be part of providing positive sustainable outcomes to ensure future prosperity.

The 2015 SEGRA conference will be held at the CSU campus in Bathurst.

With a theme of "Leading and Growing Sustainable Regions", the 2015 SEGRA conference will include agenda topics such as environment, productive landscapes, attracting investment, emerging industries, human capital, export and trade - and the policy settings needed to ensure regional Australia's continuing role in the national agenda.

Clr Davison and the Acting Economic Development Manager have expressed an interest in attending the conference for two days on 20-21 October 2015. Registration cost for the two days is $995.00.

ITEM 26 - 2015 LG NSW ANNUAL CONFERENCE

REPORT IN BRIEF

Reason For Report	Seeking authorisation to send delegates to the 2015 LG NSW Annual Conference and development of Motions to be submitted.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.b. Maintain strong relationships and liaise effectively with all relevant government agencies and other councils
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNMENT RELATIONS\CONFERENCES\LGNSW CONFERENCE - 687761

Recommendation

THAT Council nominate representatives to attend the 2015 Local Government NSW Annual Conference.

General Manager's REPORT

Council received a report regarding the 2015 Local Government NSW conference in June however chose to delay nominating representatives until after the Mayoral elections.

Council’s policy for the attendance of delegates and representatives at the LGNSW Conference is that the Mayor attends, if available, as Council’s Official Delegate, with the General Manager attending in an advisory capacity. Council’s policy also provides for up to two other Councillors being able to attend as observers and/or substitute delegates in the absence of the Mayor for any reason during the conference itself.

ITEM 27 - ANNUAL FINANCIAL STATEMENTS

REPORT IN BRIEF

Reason For Report	To seek authorisation for the signing of the Councillor Statements for the General Purpose and Special Purpose Financial Statements.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.a - Provide quality administrative support and governance to Councillors and Residents
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\FINANCIAL MANAGEMENT\FINANCIAL REPORTING\2014-2015 ANNUAL FINANCIAL STATEMENTS - 691380

Recommendation

THAT the Mayor, Deputy Mayor, General Manager and Director of Finance & Corporate Services sign the Statement by councillors and management in the approved format, for both the General Purpose and Special Purpose Financial Statements.

Finance Manager's REPORT

Under Section 413 of the Local Government Act 1993, Council must prepare financial reports for each year and must refer them for audit as soon as practicable after the end of that year. Section 416(1) sets a maximum time limit of 4 months after the end of the year for the audit to be conducted.

Council’s auditor, Intentus Chartered Accountants have undertaken their preliminary audit of Cabonne Council’s accounts for the year ended 30 June 2015. Once the audit is complete a full and comprehensive report will be presented to Council by the auditor and Council will have the opportunity to question any element of the audit process. The draft reports disclose a net operating surplus for the year of $4,038,080 and a surplus before capital grants and contributions of $418,468.

It should however be noted that due to a new accounting standard in regards to joint ventures the figures above may change slightly. The new accounting standard states that if Council has a substantial voting right (20% or more) with another entity, that Council must bring to account their share of income/ expenditure and assets/liabilities. As Council has a 33% voting right in Central Tablelands Water and a 20% voting right in the Central West Library, these amounts must be brought to account.

At this stage Council’s finance staff have preliminary figures from the 2 entities, but have been advised that these amount will more than likely change. Until these variations are confirmed the above amounts may change.

Once Council’s finance staff receive the audit report from Intentus, it will be advertised and put on public display for 21 days. The report will be presented to Council by the auditor and any question by the councillors can and will be addressed at that time.

As per section 413 (2) of the NSW Local Government Act 1993, a Council’s financial reports must include:

a) A general purpose financial report;

b) Any other matter prescribed by the regulations;

c) A statement in the approved form by the Council as to its opinion on the general purpose financial report.

The signing of the Statement by councillors and management on the approved form, for both the General Purpose and Special Purpose Financial Statements must be completed to enable the audit report to be finalised. This form is required to be signed by the Mayor, at least one other councillor, the General Manager, and the Responsible Accounting Officer. Historically the Deputy Mayor has signed as the second member of Council.

ITEM 28 - REQUEST FOR EXEMPTION OF RATES FOR ASSESSMENT A34677

REPORT IN BRIEF

Reason For Report	Request for exemption to rates as a Section 355 Committee
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.4.a. Maintain a high level of rate collection
Annexures	1. Eugowra Preschool correspondence
File Number	\OFFICIAL RECORDS LIBRARY\RATES AND VALUATIONS\RATE PAYMENTS\SECTION 356 DONATIONS and WAIVER REQUESTS - 691475

Recommendation

THAT Council determine whether to provide assistance to the Eugowra Preschool.

Senior Rates Officer's REPORT

A request has been received from the Eugowra Community Children’s Centre for an exemption from rates as they are a Section 355 Committee.

Council levies charges to this organisation for garbage bin services and sewerage charges, they are not levied general rates.

Donations to preschools within the shire have developed over many years with the majority pre dating the formation of Cabonne Council. The current situation regarding preschools within Cabonne is as follows:-

· Canowindra Preschool is in a Council owned building and meets most of its own costs – Council pay rates and preschool pay water and sewer charges via debtors.

· Eugowra Preschool is in a Council owned building and meets most of its own costs – Preschool pay garbage and sewer charges and water charges CTW.

· Cudal Preschool is in a Council owned building and meets most of its own costs – Council pay rates and sewer and preschool pay water charges CTW.

· Manildra preschool is in the old scout hall and is operated by CareWest – Donation of general rate and preschool pay water charges CTW.

· Mullion Creek is located at the school and runs for several days a week. It is operated by CareWest – nothing donated by Council.

· Cumnock Preschool operates from a Council owned building and meets most of its own costs – Council pay rates and water and sewer charges.

· Yeoval Preschool operates from private premises – Nothing donated by Council.

· Molong Early Learning Centre operates from private premises and receives rate concessions from Council – whole of rates and charges and water and sewer access charges donated.

The majority of other organisations receiving a Section 356 donation only receive the amount of the general rates. There are also many organisations throughout Council that do not receive a donation.

The balance for rates (bin service) is $907.45 and sewer account is $1378.96 with the last payment made on 13 August 2013.

ITEM 29 - AFTER SCHOOL CARE SERVICES

REPORT IN BRIEF

Reason For Report	After school care services ran at a loss for the last financial year
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	3.1.1.c. Review alternatives for After School (AS) Hours care
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\COMMUNITY SERVICES\SERVICE PROVISION\BLAYNEY AFTER SCHOOL CARE - 683379

Recommendation

THAT Council advertise its intention to amend its fees and charges schedule to raise fees for after school care services to $25.00 for permanent bookings and $27.00 for casual bookings per three hour sessions.

Community Services Manager's REPORT

After school care services have run in Mullion Creek , from the Public School for over ten years. The service has struggled to cover its operating expenses due to the low number of children in attendance and increasing state government regulations.

As a part of the strategic alliance Cabonne Council has also run the after school care services at Blayney, from the Public School and Millthorpe from the School of Arts for eight years which until now have operated with a surplus.

The services in Blayney LGA benefitted from a $10,000 contribution from Blayney Council each year, this was not sufficient last financial year to cover operating expenses, and accumulated funds for these services have now been fully expended.

The services receive funding from the Australian Government of $30,240 with the balance of income coming from fees paid by parents and the child care benefit most parents are eligible for.

Meetings have been held with Blayney Shire Council and the schools involved and it is proposed that to meet operating costs a substantial increase in fees is needed.

It is proposed to increase the standard fee for care from $17.00 to $25.00 for permanent bookings and $27.00 for casual bookings per 3 hour session. To make this increase, Council’s fees and charges will need to be advertised and amended prior to any increase.

The new fees and charges for after school care will be similar to those being charged in Orange.

ITEM 30 - YOUTH ADDRESSES TO COUNCIL MEETING

REPORT IN BRIEF

Reason For Report	Matters raised by young people at the last Council meeting are being followed up
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	3.1.2.b. Organise for young people to address Council annually
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\COMMUNITY SERVICES\SERVICE PROVISION\YOUTH SERVICES - 690991

Recommendation

THAT the matters raised be followed up, costed and reported back to Council, with the students being advised of Council’s actions.

Community Services Manager's REPORT

Following the address to Council by local students last month the students notes have been distributed to relevant staff for follow up.

Several of the issues raised have been included in Council’s budget and others that do not require a budget allocation can be progressed if deemed appropriate.

Letters will be sent to the students who made the addresses advising them of Council’s responses.

Issues raised are summarised as follows.

Canowindra High School

Canowindra students Sarah Clunes and Rachael Wynn thanked Council for the new concrete surfaces and gardens at the fitness path at the Sports Trust Oval and for the recent additions to the skate park, including shelters and seating for participants and spectators.

Sarah and Rachael consulted widely with other young people and their priorities were for:-

· The provision of drinkable water and a water bottle refilling station close to the fitness path and skate park;

· Seating along the fitness path;

· Organisation of local social events such as discos, movie nights and visits to the bowling alley; and

· Formation of a youth council possibly combined with the existing one at Cowra.

Yeoval Central School

Yeoval student Jake Monk thanked Council for the support of Council in holding a wellness day for the Youth Week Activity at Yeoval.

Activities conducted as a part of this included a boot camp to develop teamwork and problem solving skills, yoga, zumba, and art therapy for relaxation and a healthy mind and body.

Jake thanked Council for its partnership with the school in providing materials for the students to use to build replacement seating around the oval and displayed photographs of the students carrying out this work.

Jake raised the issue of mental health of students, especially a need to build resilience and to reduce the likelihood of young people abusing drugs and alcohol. He suggested that Council consider employing a youth worker or counsellor to work with students at all Cabonne Schools.

Molong Central School

Molong students Victoria Miller and Phoenix Aguila thanked Council for the actions carried out since the student addresses in 2014 including installation of skylights into the toilet facilities at the Recreation Ground, replacement of toilet doors in the toilet facilities in Bank Street, and the following up of cleaning of the canteen and changing rooms after use by sporting groups.

Matters raised then and yet to be included in Council’s works program were the resurfacing of Molong tennis courts, night lighting for Hunter Caldwell Oval and the installation of new goals and lighting at Molong Hockey Fields.

After consulting with other young people Victoria and Phoenix identified their priorities as:-

· Filling of potholes at the Molong Recreation Ground;

· The provision of a full size basketball and netball court;

· Repairs to bring the walking track to the recreation ground back to a good condition and the extension of this track to reach the playground and skate park;

· A dedicated study area for students equipped with Wi-Fi access possibly as a part of the new library at Molong;

· More shade structures at Molong pool;

· A heat retention blanket for the Molong pool;

· Youth events during the school holid ays including a shire wide under 18’s music festival and a ‘movies under the stars’ night.

The students raised important issues and some of these like the availability of drinkable water at the Canowindra recreation ground are considered priorities.

The matters raised by the students have been referred to the appropriate staff members for costing and will be reported back to Council recommending possible actions.

ITEM 31 - REQUESTS FOR DONATIONS

REPORT IN BRIEF

Reason For Report	Requests for donations have been recieved from St Joseph's School Molong, St Joseph's School Manildra and the Rotary Club of Orange Calare.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.4.1.c. Provide assistance to community groups
Annexures	1. St Josephs Primary School Manildra - Request for Assistance for Excursion 2. St Josephs School Molong - Request for donation to support school excursion 2015 3. Rotary Club - Request for costs to be minimised for ICE Not Once Not Ever 2015
File Number	\OFFICIAL RECORDS LIBRARY\COMMUNITY RELATIONS\SPONSORSHIP - DONATIONS\SPONSORSHIP - DONATIONS - 2015 - 691333

Recommendation

THAT Council donate:

1. $250.00 to St Joseph’s School Molong to assist with costs of an excursion to Canberra.

2. $250.00 to St Joseph’s School Manildra to assist with the costs of an excursion to Canberra.

3. $250.00 to the Rotary Club of Orange Calare to assist with drug education forums.

Community Services Manager's REPORT

St Joseph’s School Molong and St Joseph’s School Manildra have both written to Council requesting a donation towards a school excursion to Canberra in October 2015.

The students will visit Parliament House to tour the Senate and the House of Representatives as well as participate in a parliamentary education lesson. Another important component is visiting the Electoral Education Centre to learn about the preferential voting system. Other important venues they will visit include the Australian War Memorial, the National Gallery and the National Science and Technology Centre.

They seek a donation from Council to help with the cost of bus hire and accommodation. The schools operate on a modest budget and assisting their students is considered worthy of Council’s support.

The Rotary Club of Orange Calare have requested financial support to assist with conducting the “ICE...Not Once…Not Ever” drug forum in Orange, Cowra, Canowindra and Wellington.

Schools participating in this program have provided positive feedback on the message getting through to students.

The forums have been backed by the Prime Minister, the NSW Police, NSW Ambulance and NSW Health Drug and Alcohol.

The forums are likely to be beneficial in getting the risks of consumption of this drug through to young people. The long term benefit in reducing the likelihood of consumption remains to be seen.

A donation towards this project is appropriate.

Expenditure to date

There is expenditure of $1,000 from the donations budget of $7,168 so far this financial year leaving a balance of $6,168. Donations made to date are as follows;

$300.00 Cudal Campdraft Association

$200.00 Molong Historical Society 50^th anniversary celebrations

$300.00 Memorial for Constable John Herbert at Canowindra

$200.00 Manildra Christmas party fireworks display

ITEM 32 - MOLONG EARLY LEARNING CENTRE

REPORT IN BRIEF

Reason For Report	Molong Early Learning Centre are seeking support from Council
Policy Implications	Nil
Budget Implications	No current budget allocation
IPR Linkage	4.4.1.c. Provide assistance to community groups
Annexures	1. Molong Early Learning Centre submission
File Number	\OFFICIAL RECORDS LIBRARY\COMMUNITY RELATIONS\SPONSORSHIP - DONATIONS\SPONSORSHIP - DONATIONS - 2015 - 691385

Recommendation

THAT Council consider the Molong Early Learning Centre’s requests.

Community Services Manager's REPORT

The Molong Early Learning Centre like other childcare services in Cabonne are seeking to find ways to meet community need and improve their financial situation. They have written a submission to Council seeking a partnership to expand their services.

To provide a back ground to this, centre based childcare services in Cabonne operate as follows;