cabonne Council colour 200 wide

 

 

 

 

 

 

 

 

 

6 April 2016

 

 

NOTICE OF EXTRAORDINARY COUNCIL MEETING

 

Your attendance is respectfully requested on Tuesday 12 April, 2016 for an EXTRAORDINARY MEETING commencing at 2.00pm, at the Cabonne Council Chambers, Bank Street, Molong to consider the undermentioned business.

 

 

Yours faithfully

GM - A Hopkins Signature

Andrew L Hopkins

GENERAL MANAGER

 

 

ORDER OF BUSINESS

 

1)            Open Ordinary Meeting

2)            Consideration of General Manager’s Report

a)      Integrated Planning & Reporting 2016/17

b)      Cudal Community Children’s Centre

c)       Marketing Campaign to promote the 12 villages of Cabonne

d)      Local Government Reform – Workshop

e)      Age of Fishes – Workshop

f)        Hanover 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 Extraordinary Council Meeting TO BE HELD ON Tuesday 12 April, 2016

Page 1

TABLE OF CONTENTS

 

 

 

ITEM 1      APPLICATIONS FOR LEAVE OF ABSENCE.................................. 2

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

ITEM 3      DECLARATIONS FOR POLITICAL DONATIONS.......................... 3

ITEM 4      INTEGRATED PLANNING & REPORTING 2016/17...................... 4

ITEM 5      CUDAL COMMUNITY CHILDREN'S CENTRE................................ 4

ITEM 6      MARKETING CAMPAIGN TO PROMOTE THE 12 VILLAGE AREAS OF CABONNE............................................................................................... 5

ITEM 7      LOCAL GOVERNMENT REFORM - WORKSHOP......................... 7

ITEM 8      AGE OF FISHES - WORKSHOP........................................................ 8

ITEM 9      HANOVER BRIDGE.............................................................................. 9   

 

ANNEXURE ITEMS

 

ANNEXURE 4.1    DRAFT Operational Plan 2016-2017...................... 11 

 


 

 

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

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 - 744305

 

 

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.

 

Please note that guidelines have been issued under Section 23A of the Local Government Act titled “Council decision making during merger proposal periods”. Council must consider the guidelines in relation to each decision they make during the proposal period, this matter is of an ongoing nature and it is considered it complies with the guidelines.

 

 

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

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 - 2016 - 744307

 

 

Recommendation

 

THAT the Declarations of Interest be noted.

 

General Manager's REPORT

 

A call for Declarations of Interest.

 

Please note that guidelines have been issued under Section 23A of the Local Government Act titled “Council decision making during merger proposal periods”. Council must consider the guidelines in relation to each decision they make during the proposal period, this matter is of an ongoing nature and it is considered it complies with the guidelines.

 

ITEM 3 - 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 - 744312

 

 

Recommendation

 

THAT any Political Donations be noted.

 

General Manager's REPORT

 

A call for declarations of any Political Donations.

 

Please note that guidelines have been issued under Section 23A of the Local Government Act titled “Council decision making during merger proposal periods”. Council must consider the guidelines in relation to each decision they make during the proposal period, this matter is of an ongoing nature and it is considered it complies with the guidelines.

 

 

ITEM 4 - INTEGRATED PLANNING & REPORTING 2016/17

REPORT IN BRIEF

 

Reason For Report

To present the draft Operational Plan for consideration

Policy Implications

Consistent with Council's Delivery Program

Budget Implications

Will be addressed in the 2016/17 Budget

IPR Linkage

4.5.5.j. Provide, maintain and develop financial services and systems to accepted standards - satisfying regulatory and customer requirements

Annexures

1.  DRAFT Operational Plan 2016-2017    

File Number

\OFFICIAL RECORDS LIBRARY\CORPORATE MANAGEMENT\PLANNING\INTEGRATED PLANNING AND REPORTING 2016 - 745983

 

 

Recommendation

 

THAT Council adopt the draft Operational Plan 2016/17 – Part 1 The Activities.

 

General Manager's REPORT

 

To enable councillors to provide early input into the 2016/17 Activities section of the Operational Plan a preliminary copy is attached for Council’s information.

 

The Plan outlines operational activities that have been listed to guide staff in ensuring that the outcomes of the 2013/14 to 2016/17 Delivery Program are achieved. By providing a preliminary copy it is hoped that specific projects identified by Council as being required to be included in the Plan can be included in the 2016/17 draft Budget when it is presented to Council.

 

Please note that guidelines have been issued under Section 23A of the Local Government Act titled “Council decision making during merger proposal periods”. Council must consider the guidelines in relation to each decision they make during the proposal period.

 

The guidelines in relation to preparation of Operational Plans specify that during a proposal period they should be prepared as a sub plan of the Council’s adopted Delivery Program and should not depart from it. This has been taken into account by staff preparing the Plan.

 

ITEM 5 - CUDAL COMMUNITY CHILDREN'S CENTRE

REPORT IN BRIEF

 

Reason For Report

Seeking Council commitment for building extension on to land currently occupied by old RFS shed.

Policy Implications

Nil

Budget Implications

$12,000 referred to 2016/17 budget

IPR Linkage

3.1.1.d. Review financial sustainability of FDC, In Home (IH) and AS Care services

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\COUNCIL PROPERTIES\MAINTENANCE\BUILDINGS - 744908

 

 

Recommendation

 

THAT Council consider committing the land currently occupied by the old Cudal RFS shed for expansion of the Cudal Community Children’s Centre and consider funding for the shed removal of $12,000 in the 2016/17 budget.

 

Urban Assets Coordinator's REPORT

 

Council has received a request from the Cudal Community Children’s Centre (CCCC) in regard to the old RFS shed sited at the front of the centre. The CCCC wish to expand onto the space occupied by the old shed when the RFS transfers to a new facility and the old shed is removed. The new facility is expected to be completed around the middle of 2016.

 

The CCCC is limited in regard to the space available for expansion by private property on one side and the Cudal community hall on the other side. The only space available is where the old RFS shed is currently sited.

 

The land is Council land classified as freehold and operational.

 

The old RFS shed is Council property and its demolition and removal is estimated at $12,000. The building footprint is approximately 7 metres by 9 metres.

 

The CCCC provides a service to the Cudal and surrounding community and demand on its services is increasing.

 

Please note that guidelines have been issued under Section 23A of the Local Government Act titled “Council decision making during merger proposal periods”. Council must consider the guidelines in relation to each decision they make during the proposal period, this matter involves a commitment to making the land available, however the land in question is already partly occupied by the CCCC and it is unlikely any other use could be approved for the site. No decision is being made in regard to funding as this is merely referring the matter for consideration in the 2016/17 budget.

 

 

 

ITEM 6 - MARKETING CAMPAIGN TO PROMOTE THE 12 VILLAGE AREAS OF CABONNE

REPORT IN BRIEF

 

Reason For Report

Council to consider and approve the recommended Marketing Consultant to design and deliver the Villages Marketing and Promotion Campaign for 2016

Policy Implications

Complies with Council's Procurement Policy

Budget Implications

Additional vote of $9,346 required

IPR Linkage

2.2.1.a. Promote strategies listed in the Tourism Plan

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\ECONOMIC DEVELOPMENT\PROMOTION\ADVERTISING OR MARKETING - 744430

 

 

Recommendation

 

THAT Council:

 

1.   Approve the appointment of Adloyalty to design and deliver a Marketing Campaign to promote the 12 Village areas of Cabonne;

2.   Vote an additional $9,346 to enable the campaign to proceed; and

3.   Resolve that the expenditure is required and necessary to enable the campaign to proceed.

 

Acting Economic Development Manager's REPORT

 

Cabonne Council is committed to raising awareness and promoting the assets and attractions of the various villages of Cabonne. The marketing campaign objectives aim to increase the profile, community pride and awareness of the diversity of tourist attractions and the numerous assets in the twelve villages.

 

The Marketing campaign aligns with Cabonne’s Tourism Plan 2013 – 2022 objectives by aiming to double visitor numbers and dollars spent over the campaign’s duration and well into the future. Additionally, the campaign compliments the Central West Destination Plan and will work to build upon the Central West Unearth Campaign for 2016 that has a strong focus this year on heritage and culture.

 

To commence the marketing campaign Cabonne Council called for Request for Quotations (RFQ) from suitably qualified marketing consultants to design and deliver an effective 8 week Villages Marketing and Promotion campaign that utilises a variety of communication and marketing methods.

 

Advertisements were placed widely in regional and local newspapers including Central Western Daily, Molong Express, Canowindra Phoenix, and Canowindra Times, titled Request for Quotation, To Prepare and Deliver a Marketing Campaign to Promote the Twelve Villages Areas of Cabonne.

The RFQ was also lodged through the Tenderlink process Contact No. 734590, with a closing date 3 March 2016.

 

Cabonne’s Promotions and Tourism Officer fielded over twenty telephone enquiries from various marketing consultants across the state and ACT. Cabonne Council received a total of 8 x RFQs by the closing date with 7 eligible for assessment.

 

To ensure best practice, transparency and to comply with the Procurement Policy an assessment panel of three members was formed to assess RFQs submissions. The panel consisted of WBC Executive Manager Donna Galvin, Acting Technical Services Manager Clive Cawthorne and Promotions and Tourism Officer Lynne Hawkes. An assessment guide was compiled covering the campaign’s scope of works.

 

After careful assessment that panel recommends Council to consider the engagement of the local marketing consultancy firm from Canowindra, Adloyalty. The amount quoted was $9,346 greater than the $50,000 budget allocated by council.

 

Please note that guidelines have been issued under Section 23A of the Local Government Act titled “Council decision making during merger proposal periods”.  Council must consider the guidelines in relation to each decision they make during the proposal period.

 

The guidelines require that where funds are not in the current budget the decision must be made in open council and resolve why the expenditure is required and necessary.

 

ITEM 7 - LOCAL GOVERNMENT REFORM - WORKSHOP

REPORT IN BRIEF

 

Reason For Report

To provide an opportunity to make any resolutions following the workshop on Local Government Reform.

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\AMALGAMATIONS\BLAYNEY SHIRE, CABONNE AND ORANGE CITY COUNCILS PROPOSED MERGER 2016 - 745023

 

 

Recommendation

 

THAT Council:

 

1.   Note the workshop; and

2.   Make any resolutions necessary as a result of the workshop.

 

 

General Manager's REPORT

 

Prior to the Extraordinary meeting, a workshop will be held on Local Government Reform.

 

This purpose of this report item is to provide an opportunity to make any resolutions necessary as a result of the workshop.

 

Please note that guidelines have been issued under Section 23A of the Local government Act titled “Council decision making during merger proposal periods”. Council must consider the guidelines in relation to each decision they make during the proposal period.

 

Any proposed resolution(s) arising from the workshop will need to take into account the requirements of the guidelines.

 

ITEM 8 - AGE OF FISHES - WORKSHOP

REPORT IN BRIEF

 

Reason For Report

To provide an opportunity to make any resolutions following the workshop on the Age of Fishes.

Policy Implications

Nil

Budget Implications

Nil

IPR Linkage

4.2.1.d. Encourage collection, display and preservation of local history

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\RECREATION AND CULTURAL SERVICES\MUSEUM AND GALLERIES MANAGEMENT\CANOWINDRA AGE OF FISHES MUSEUM - 745025

 

 

Recommendation

 

THAT Council:

 

1.   Note the workshop; and

2.   Make any resolutions necessary as a result of the workshop.

 

 

General Manager's REPORT

 

Prior to the Extraordinary meeting, a workshop will be held on the Age of Fishes.

 

This purpose of this report item is to provide an opportunity to make any resolutions necessary as a result of the workshop.

 

Please note that guidelines have been issued under Section 23A of the Local government Act titled “Council decision making during merger proposal periods”. Council must consider the guidelines in relation to each decision they make during the proposal period.

 

Any proposed resolution(s) arising from the workshop will need to take into account the requirements of the guidelines.

 

 

ITEM 9 - HANOVER BRIDGE

REPORT IN BRIEF

 

Reason For Report

For council to affix the seal to easement agreement

Policy Implications

Nil

Budget Implications

Nil

IPR Linkage

1.1.4.b. Regional road bridge maintenance undertaken

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\ROADS and BRIDGES\ACQUISITION\YEOVAL - POWER LINE EASEMENT LOT 13 DP1211127 LOT 1 DP723461 BANJO PATERSON WAY - HUNTER - 746061

 

 

Recommendation

 

THAT Council authorise the affixing of the Common Seal to the easement agreement with Essential Energy for a power pole relocation at Hanover Creek Bridge.

 

 

Acting Technical Services Manager's REPORT

 

Council has received a request to grant an easement to Essential Energy for the relocation of a power pole at Hanover Creek Bridge.

 

Council will be required to sign the agreement under seal as the consumer and the owner of the property that Council leases the land from will be required to sign a similar agreement.

 

Please note that guidelines have been issued under Section 23A of the Local Government Act titled “Council decision making during merger proposal periods”. Council must consider the guidelines in relation to each decision they make during the proposal period.  This nominated capital works is in the current budget.

  


Item 4 Extraordinary Meeting 12 April 2016

Item 4 - Annexure 1

 

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