cabonne Council colour 200 wide

 

 

 

 

 

 

 

 

 

5 May 2016

 

 

NOTICE OF EXTRAORDINARY COUNCIL MEETING

 

Your attendance is respectfully requested on Tuesday 10 May, 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

 

 

 

 

 

 

 

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ATTENDEES – MAY EXTRAORDINARY COUNCIL MEETING

 

 

2.00pm

Department of Planning –

Presentation of Draft Central West & Orana Regional Plan Consultation:

  • Ashley Albury
  • Azaria Dobson
  • Erin Strong

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

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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 10 May, 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      2016/2017 INTEGRATED PLANNING & REPORTING.................. 4   

 

ANNEXURE ITEMS

 

ANNEXURE 4.1    Draft Budget 2016/2017............................................... 12

ANNEXURE 4.2    Draft Buildings Asset Management Plan .... 79 

 


 

 

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 - 751630

 

 

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 - 751631

 

 

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 - 751632

 

 

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 - 2016/2017 INTEGRATED PLANNING & REPORTING

REPORT IN BRIEF

 

Reason For Report

To present the Integrated Planning & Reporting documents, including budget summary, advise Council of key issues and recommend its consideration and adoption by Council.

Policy Implications

Consistent with Council's policies and directions set during this and previous terms of Council. Note incorporates requirements of State Government's Integrated Planning & Reporting.

Budget Implications

Provides funds for Council projects and authorises work to be carried out. Also allows for long term financial planning.

IPR Linkage

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

Annexures

1.  Draft Budget 2016/2017

2.  Draft Buildings Asset Management Plan     

File Number

\OFFICIAL RECORDS LIBRARY\CORPORATE MANAGEMENT\PLANNING\INTEGRATED PLANNING AND REPORTING 2016 - 751519

 

 

Recommendation

 

THAT Council:

 

1.   Adopt the Draft Operational Plan 2016 – 2017

·   Part 1 – The activities

·   Part 2 – The Financials including Fees and Charges

2.   Adopt the Draft Resource Plans

·    Long Term Financial Plan

3.   Publicly exhibit the Community Strategic Plan – Cabonne 2025, Delivery Program 2013/14 to 2016/17, Draft Operational Plan 2016/2017 and Draft Resource Plans at each Council office, Branch Libraries and other locations throughout the Shire for a period of 28 days, and that a copy of the Plan be made available on a reduced cost basis of $15.50 per copy, with sections of the plans program being photocopied at a reduced rate of 15 cents per page.

 

4.   Adopt an interest rate of the maximum allowable percentage allowed by the Office of Local Government for the 2016/17 year to be charged on arrears of Rates and Charges.

 

General Manager's REPORT

 

Council’s Integrated Planning and Reporting (IP&R) for 2016/2017 includes:

 

·    Community Strategic Plan – Cabonne 2025

·    Delivery Program 2013/2014 to 2016/2017

·    Draft Operational Plan 2016/2017

o Part 1 – The Activities

o Part 2 – Financials including Fees and Charges

·    Draft Resource Plans

o HR Workforce Plan

o Asset Management Plan

§ Asset Management Policy

§ Asset Management Strategy

§ Water Supply Asset Management Plan

§ Building Asset Management Plan

§ Recreation Asset Management Plan

§ Sewer Asset Management Plan

§ Transport Asset Management Plan

o Long Term Financial Plan

·    Draft Consolidated Income Statement

·    Draft Net Expenditure by Category.

 

Community Strategic Plan

 

Under section 402 of the Local Government Act each Local Government must have a Community Strategic Plan that has been developed and endorsed by the council.  A Community Strategic Plan is a plan that identifies the main priorities and aspirations for the future of the Local Government Area covering a period of at least 10 years from when the plan in endorsed.

 

The Cabonne Community Strategic Plan ‘Cabonne 2025’ was formally adopted in March 2012.  This was the culmination of a period of extensive community consultation commencing in 2009.  It commenced with extensive surveying being undertaken of the towns, villages and localities throughout the area to determine future priorities of each of the communities. 

 

In 2011 consultants were engaged to assist Council in conjunction with its WBC Alliance partners to further develop the strategic plan and on 19 July, 2011 in the Cargo Community Hall, 82 passionate community representative of the Shire’s demographic profile attended a workshop to further develop the plan.  On 16 August, 2011 a smaller representative group were brought together to shape the final draft of the plan prior to it going on public exhibition during December 2011 and January 2012.  This resulted in the final plan being adopted in March 2012.  This plan was readopted in June 2013 as required under the Act.  The Plan does not need to be reviewed again until after the next Local Government elections but will be included in the public exhibition phase to enable stakeholders to see how it is related to the draft documents being considered.

 

Delivery Program

 

Section 404 of the Local Government Act requires that each council must have a Delivery Program detailing the principle activities to be undertaken by the council to implement the strategies established by the Community Strategic Plan within the resources available under the council’s resourcing strategy. 

 

Council established a new Delivery Program following the ordinary election of councillors held in 2012 to cover the principle activities of the council for the 4-year period commencing on the 1 July 2013. 

 

The Program is a means by which council will be assessed by the community on its effectiveness in achieving its objectives over its full electoral term.

 

As with the Community Strategic Plan, the Delivery Program does not require review until after the next election but it will be placed on public exhibition.

 

Operational Plan

 

Each council must also have an Operational Plan which is adopted before the beginning of each financial year and which details the activities to be engaged in by the council during the year as part of the Delivery Program covering that year. 

 

Council staff have been involved in a review of the Operational Plan for the 2016/17 year and will tie all expenditure items within the budget to individual operational tasks within the Operational Plan and set targets for each measure.  This will enable reporting not only of the performance measures of individual task measurement but also against budget allocations and targets. 

 

Resourcing Strategy

 

Each council must also have a long term resourcing strategy for the provision of resources required to implement the strategies established by the Community Strategic Plan.  This strategy is to include long term financial planning, workforce management planning and asset management planning.  A detailed Long Term Financial Plan (LTFP) has been drafted and together with the Workforce Management Plan and a number of other documents in relation to asset management planning.  These are the Asset Management Policy, Asset Management Strategy and Asset Management Plans for Transport, Buildings, Recreation, Sewerage and Water Supply.

 

The Transport, Buildings and Recreation Asset Management Plans and the LTFP have been substantially amended and will require public exhibition along with the other documents mentioned earlier in this report.

 

The LTFP has been updated to account for actual income and expenditure in previous years and amended forward projections as a result of the changes to the Asset Management Plans.

 

Section 23A considerations

 

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 make specific provision with respect to Integrated Planning and Reporting. In relation to Operational Plans the guidelines specify that they should be prepared as a sub-plan of the council’s adopted Delivery Program and should not depart from that program. The Operational Plan should include a detailed Budget for the activities to be undertaken in the coming year.

 

Conclusion

 

All of the draft documents for the Integrated Planning and Reporting requirements of council have been made available to councillors on their iPads under Council Documents/IP&R.  Drafts are then listed for council’s consideration.

 

DIRECTOR OF FINANCE & CORPORATE SERVICES’ REPORT

 

Under Section s403 and 405 of the Local Government Act, it is necessary for Council to give public notice of its Draft Operational Plan and Draft Resourcing Strategy after it has been adopted and that the Plans and Program be placed on Public Exhibition for a period of not less than 28 days for public comment.

 

It is proposed that the Draft Plans be on exhibition at the following location:

 

§ Council’s Offices in Molong, Cudal and Canowindra;

§ Post Offices in Eugowra, Cumnock and Yeoval;

§ General Store in Cargo;

§ Business Enterprise Centre, Orange;

§ Branch Libraries in Canowindra, Manildra and Molong;

§ Council’s website.

 

The Librarians will have two copies of the Plans and Program on disc with one being available for overnight loan.

 

The Draft Plan will be placed on Public Exhibition from Friday 13 May 2016 inviting public submissions.  These submissions will close at 5.00pm on Friday 10 June 2016.

 

Any alterations made as a result of submissions will be included in the Draft Plans and Program, which will then be presented to Council at its June meeting for final adoption. 

 

DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES REPORT

 

Budget Overview

The 2015/16 budget contained a number of significant items including the completion of the Four Towns Sewer project, completion of the Molong water treatment plant upgrade, commencement of stage 1 of the $23M Regional Water Security project and a record $22M road maintenance and construction program.

 

The draft 2016/17 budget provides for a continuation of this enhanced works program and contains asset renewal programs identified through the recently developed asset management plans and government funded programs such as Roads to Recovery, Regional Roads and Fixing Country Roads.

 

The State government funded Regional Water Security program will provide a secure supply to Molong and potable water to villages of Cumnock and Yeoval with stage one ($15.5M) programmed for 2016/17.

 

Natural Disaster works

Fortunately, there were no natural disaster events in the council area in 2015/16.

 

Assets Section

The ongoing development of asset management plans for infrastructure classes has been achieved with additional engineering staff to complete the task of data capture to populate these plans.

 

This program is additional to the major function of providing administration support to the operations section.

 

Design Section

Once again the demands for design plans to support the construction section has required the outsourcing of some survey and design work.

 

The 2016/17 draft has an item included for forward survey and design necessary for future works that will be the subject of grant funding applications.

 

Operations – Roads and Bridges

The 2015/16 roads and bridges program of $22M is the largest undertaken by Council and will be completed on schedule. This has been achieved through a mix of council day labour staff and specialist contractors.

 

There will be a similar approach in 2016/17 particularly for works such as heavy patching of sealed rural roads and gravel resheeting of unsealed roads. It is planned to continue best practice work methods on unsealed roads maintenance as this has been well received by road users in the council area. 

 

Operations – Water Supply and Sewerage

The two major achievements in water and sewer are the completion of the upgrade to the Molong water treatment plant, a $1.5M program which has modernised and automated an older style plant and the completion of the Four Towns Sewer Scheme by connecting Cumnock and Yeoval to the sewer system.

 

The major initiative in 2016/17 will be stage one of the water security for Molong and provision of potable water to Cumnock and Yeoval. It is planned to commence pipe laying from Orange to Molong Creek dam in September 2016.

 

Urban Services

This area in the budget includes a wide variety of activities and services associated with urban areas throughout the Cabonne LGA and includes:-

 

·    Footpaths, drainage, kerb and gutter maintenance;

·    Public Recreation areas;

o Parks, gardens, reserves and showgrounds

o Sporting facilities

o Swimming pools

o Recreation and culture

·    Town Beautification – mowing, tree maintenance, street cleaning, public toilets.

 

In the draft budget a significant maintenance program for Council owned buildings is proposed. This program initially has an emphasis on protecting the exterior of the various classes of public halls and community facilities.

 

Plant and Depots

Council’s policy of maintaining a fully funded major plant replacement reserve has resulted in Cabonne Council having one of the most modern and complete fleets of heavy road making plant of any council in NSW. 

 

Council staff use a 10-year plant replacement program for financial management and review of the charge out rates.  Major plant items for replacement in 2016/17 include backhoes, loaders and medium sized trucks.

 

Molong Limestone Quarry

In 2015/16 an emphasis has been placed on the sale of road making materials in addition to lime production for the agricultural sector and it is anticipated this focus will be continued in 2016/17 to service large construction projects in the Molong vicinity.

 

The quarry operations were offered to interested parties for lease or other management options and a final decision has not been made by Council on this proposal.

 

DIRECTOR OF ENVIRONMENTAL SERVICES’ REPORT

 

The 2016/17 draft IP&R report covering the role and function of Council’s Environmental Services Department aims at maintaining existing levels of service while seeking budget allocations to progress key programs.

 

The Environmental Services Delivery Program and Operational Plan focuses on the provision of a compliant yet facilitative level of service to the community with respect to development assessment and building control, strategic planning, environmental health, waste management, cemetery management and animal control.  Many of these functions are shaped by State and Federal laws and have considerable impact upon the wider community.

 

Local Environmental Plan (LEP)

The Standard Instrument LEP implemented on 18 January 2013 provides the strategic direction of development within the shire.  Amendment 3 has been gazetted, to adjust several minor matters.

 

Development and building controls

 

Departmental resourcing focuses on planning and building assessments and critical stage inspections remain a priority.  Programs have been developed to address local government’s role in regulating swimming pools and fences.

 

A local program has been implemented to advise landowners within the council’s business area of their obligations in maintaining awnings where constructed over public land.

 

Waste management

This continues as a key priority for council.  Comprehensive strategic and operational plans for the management of council’s landfill sites and waste management services continue to be implemented through the operational and delivery plans. 

 

Based on the NSW EPA model template a draft asbestos policy has been prepared to address, within the LGA, the management of asbestos material and naturally occurring asbestos.

 

Council has participated in the Contamination Central program to develop policy and procedures for identification and management of contaminated land across the shire.

 

A 10-year contract with JR Richards for kerbside waste collection commenced in April 2016. This includes commitments from council for budget allocations towards community education programs.

 

The collective approach of Netwaste assists council in the cost effective operation of the landfill and transfer sites and the introduction of recycling technology. Grant funding through the Environmental Trust has enabled construction of a Community Recycling Centre at Manildra. Funding has been obtained to enable rehabilitation works in 2016/17 of the former Cargo landfill site.

 

Groundwater monitoring associated with remediation of the former Molong gasworks site will continue. A Long Term Environmental Management Plan for the site’s monitoring has been submitted to EPA for endorsement.

 

Cemetery management

Council maintains 11 general cemeteries.  All cemeteries are maintained on a regular basis with seasonal programs to control weeds and pests. Interpretive signage and row markers are proposed to be installed at Molong and Canowindra cemeteries to assist visitors locate graves within the cemeteries. The signage program will be progressively expanded to include the smaller cemeteries.

 

Animal Control

A full time Ranger is employed by Cabonne, enabling a consistent and high profile program. Stray stock and barking dogs remain the core response.

 

Heritage

Council will continue to facilitate its annual heritage grants program and provision of the heritage advisory service.

 

Environmental management, climate change and sustainability

Council continues to participate in regional programs relating to land use planning, environmental management, climate change and sustainability such as Draft Central West and Orana Regional Plan, Draft Central West and Orana Agricultural Industries report, and the Enabling Regional Adaptation in Central West Orana project.

 

Continuation of the annual funding of the Regional State of Environment Report as a collaborative by local government with the Central Tablelands Local Lands Service is also included in the 2016/17 budget. 

  


Item 4 Extraordinary Meeting 10 May 2016

Item 4 - Annexure 1

 

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Item 4 Extraordinary Meeting 10 May 2016

Item 4 - Annexure 2

 

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Item 4 Extraordinary Meeting 10 May 2016

Item 4 - Annexure 2

 

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Item 4 Extraordinary Meeting 10 May 2016

Item 4 - Annexure 2

 

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Item 4 Extraordinary Meeting 10 May 2016

Item 4 - Annexure 2

 

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