Minutes of Extraordinary Meeting

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

Also present were the General Manager, Director of Finance & Corporate Services, Acting Director of Engineering & Technical Services, Administration Manager and Administration Officer.

ITEMS FOR DETERMINATION

	ITEM - 1 APPLICATIONS FOR LEAVE OF ABSENCE
	Proceedings in Brief Apologies were tendered on behalf of Clrs Durkin and Treavors for their absence from the meeting.
	MOTION (Wilcox/Davison) THAT the apologies tendered by Clrs Durkin and Treavors be accepted and the necessary leave of absence be granted.
16/06/01	Carried

	ITEM - 2 DECLARATIONS OF INTEREST
	Proceedings in Brief It was noted there were nil declarations of interest.
	MOTION (Wilcox/Nash) THAT it be noted there were nil declarations of interest.
16/06/02	Carried

	ITEM - 3 DECLARATIONS FOR POLITICAL DONATIONS
	Proceedings in Brief It was noted that there were nil declarations of political donations.
	MOTION (Davison/Wilcox) THAT it be noted there were nil declarations of political donations.
16/06/03	Carried

It was noted the time being 2:06pm a presentation was given by Martin Haege from Geolyse on the options for the Orange to Molong Pipeline until 2:31pm.

	ITEM - 9 MAYORAL MINUTE - UNALLOCATED COST RECOVERY
	Proceedings in Brief The General Manager stated that currently there was no policy and procedure in place advising the community that a 15% corporate charge would be taken from grant funds and proposed that a formal information sheet advising of costs needed to become part of the policy. The Mayor commented that 10% of the 15% was offset by council claiming a GST input tax credit that was not available to the Society and that only 5% of costs were additional, which was low compared to State Government.
	MOTION (Gosper/Wilcox) THAT Council: 1. Council apply the cost recovery charge (currently 15% of total project value) to all community grant projects, budgeted or not budgeted, on land owned or administered by council. 2. Prepare a policy to administer community grants. 3. Not apply the 15% cost recovery charge to the Cudal A&P Society as a one off.
16/06/04	Carried

	ITEM - 4 REGIONAL WATER SECURITY
	Proceedings in Brief The Mayor commented that it was important to seek the support of Central Tablelands Regional Water Security Advisory Group for this project as it included the councils of Cabonne, Blayney and Orange as well as the Department of Primary Industries and Water Infrastructure. The Acting Director of Engineering and Technical Services commented that the group would not be meeting until 1 July 2016. Clr Hayes stated that he would like to have the option of P2 that was mentioned in the presentation from Geolyse as the recommendation. Clr MacSmith stated that he would like the addition of a confirmation of the price from Orange City Council to be added to the recommendation.
	MOTION (Hayes/Nash) THAT Council proceed with option P2 contained in the Geolyse justification report as its preferred option (subject to confirmation of Orange City Council pricing) for the pipeline route and make the necessary application to Infrastructure NSW for a variation to the Restart NSW Funding Deed; and seek the support of the Central Tablelands Regional Water Security Advisory Group.
16/06/05	Carried

	At this time the Mayor called for the meeting to move into Committee of the Whole.
	MOTION (Wilcox/Nash) THAT Council move into Committee of the Whole.
16/06/06	Carried
	ITEM - 5 2016/17 INTEGRATED PLANNING AND REPORTING - SUBMISSIONS
	Proceedings in Brief The Director of Finance and Corporate Services noted that two documents were received after the report had been written and were given to the Council as a hard copy. He also noted that one of the documents included letters in support of for annexure 8. The Mayor noted that he wished to discuss items 10 and 12. The Director of Finance and Corporate Services commented that the reports were advertised and made available for public viewing throughout the villages of Cabonne and that many of the submission received were made by council staff. In response to a request from Clr Nash on more information on Item 8 the Mayor commented that the fees for Family Day Care were getting too high and people were looking elsewhere for day care options so the fees needed to be reduced to be comparable to similar services offered in the area. In response to a comment from Clr Davison that in item 9 he would like to look at an overall strategy for a Tourist Promotional Plan for Canowindra, Clr Wilcox stated that plans for promotion of Canowindra as a whole were already in place. In relation to Item 10 The Director of Finance and Corporate Services noted that the Bicycle Network were requesting funding of $5.00 per person per annum. The Mayor commented that the request was made to all Councils, however Cabonne Council already spent money and time on many cycling programs including the NSW Master Cycling event, the Mill to Mill bike ride and the Zoo to Zoo bike ride. The Acting Environmental Development Manager noted that $7,000 has already been allocated to cycling events throughout the Cabonne region. In relation to Item 12 the Mayor commented that unlike surrounding Councils including Wellington, Tamworth and Parkes, Cabonne Council does not currently have an industrial water rate. He also noted that Peffer Pastoral Co were spending $50,000 per year on treated water. The Director of Finance and Corporate Services noted that by giving a discounted Industrial rate they may need to increase charges in another area to match costs. Clr MacSmith stated that he wished to move that a report for an alternate pricing policy be made. The General Manager commented that any savings made through a new industrial rate should be made retrospectively.
	Recommendation (Gosper/Wilcox) THAT the request to increase funding for bicycle related matters be noted and that Council write to Bicycle Network advising it has contributed to cycleways and other bicycle events.
1.	Carried
	Recommendation (MacSmith/Walker) THAT Council investigate water charges and policies for industrial use by other water authorities and report to the next council meeting on 28 June 2016.
2.	Carried
	Recommendation (Davison/Nash) THAT Council approve changes to the 2016/17 budget as follows: 1. Change to State Road Maintenance vote following advice from RMS (Income is reduced by $80,000 Job 340470 code 125 $550,000, Expenditure is reduced by $80,000 Code 500 $51,613 Code 663 $28,387); 2. Change to Black Spot Program vote following advice from RMS (Job 410027 shows $440,000 should be $44,500 and funding for Pinnacle Road should be $726,300); 3. Change to Canowindra STP Sludge Drying System Upgrade vote to ensure EPA compliance (Job 710076 shows $34,155 should be $100,000); 4. Change to Molong STP Sludge Disposal Treatment to ensure EPA compliance (Job 710077 shows $44,045 should be $140,000); 5. Change to description for Job 710068 to “All weather bypass and Thistle Street pump station electrical upgrade”; 6. Carry-over of funding for Molong Limestone Quarry Storage Shed; 7. New votes Cudal Office – Kitchen cupboard & sink to the value of $10,000 and Eugowra Depot Office Rental at Eugowra Showground rent allocation increase from $4,600 to $8,400. 8. Amend Family Day Care Fees & Charges with the Parent Administration Levy to be $1.00 per child per hour and the Educator Levy to be $15.00 per week; 9. Increase Age of Fishes vote by $110,000 (being $60,000 for maintenance, in addition to the $10,000 already in the budget, and $50,000 for marketing); and 11. New vote of $14,400 for Kiewa Street Park in Manildra.
3.	Carried

It was noted that Clr Hayes left the meeting at 3:34pm until 3:40pm

	ITEM - 6 LOCAL GOVERNMENT WEEK 2016
	Proceedings in Brief Clr Dean suggested a one-day bus trip with all available Councillors to view finished projects that had occurred within the 4-year council term and visit two primary schools on route. The Mayor commented that he would like to showcase council facilities via the council Website and Facebook page.
	Recommendation (Wilcox/Nash) THAT Council: 1. Have a one-day bus trip with all available Councillors to view finished projects that had occurred within the 4-year council term and, visit two primary schools on route. 2. Showcase Council facilities via the council Website and Facebook page.
4.	Carried

It was noted that Clr Wilcox left the meeting at 3:43pm returning at 3:45pm

It was noted that Clr Davison left the meeting at 3:44pm returning at 3:46pm

	ITEM - 7 INSTALLATION OF THE MOLONG AND CUMNOCK DUMP POINTS
	Proceedings in Brief Clr MacSmith requested that Cudal be considered as a further dump point. The Acting Environmental Development Manager commented that whilst Council can install a dump point at Cudal the distances from each village may not be far enough for the Campervan and Motorhome Club of Australia to accredit Cudal as an RV friendly town.
	Recommendation (Wilcox/Nash) THAT: 1. $10,350 of the remaining budget allocation from the Tourism Plan - Plan Implementation be transferred to allocations for Dump Points at Cumnock and Molong; and 2. Council resolve that the funds are required and warranted to enable installation of the dump points as previously planned. 3. Enquiries be made regarding the requirements for Cudal to be considered as a further dump point
5.	Carried

ITEM - 8 BANK STREET STREETSCAPE

Recommendation (Walker/Nash)

THAT tree surrounds improvement be included in the Bank Street AC project and an increase in overall cost be funded from the Local Roads Construction – Backlog program with an addition of $20,000.

Carried

It was noted Item 9 - Mayoral Minute - Unallocated Cost Recovery, was dealt with earlier in the meeting after Item 3.

CONFIDENTIAL ITEMS

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

Recommendation (Wilcox/Hayes)

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

Carried

It was noted Clr Walker left the meeting at 3:53pm returning at 3:55pm

ITEM - 2 MOLONG TO CUMNOCK AND YEOVAL PIPELINE DETAILED DESIGN

Recommendation (Hayes/Dean)

THAT Council accept and approve the Tender proposal for MWH to complete the detailed design of the Molong to Cumnock and Yeoval Drinking Water Transfer.

Carried

It was noted the time being 3:56pm the Chair resumed the ordinary meeting.

REPORT & RESOLUTIONS OF COMMITTEE OF THE WHOLE

MOTION (Wilcox/Nash)

THAT the Report and Recommendations of the Committee of the Whole Meeting held on Tuesday 14 June, 2016 be adopted.

16/06/07

Carried

There being no further business, the meeting closed at 3.56 pm.

CHAIRMAN.

Chairman of the Ordinary Meeting of Cabonne Council held on the 28 June, 2016 at which meeting the listed minutes were confirmed and the signature hereon was subscribed.