Agenda of Extraordinary Meeting

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 - 834959

Recommendation

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

Acting General Manager's REPORT

A call for apologies is to be made.

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 - 2017 - 834961

Recommendation

THAT the Declarations of Interest be noted.

Acting General Manager's REPORT

A call for Declarations of Interest.

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 - 834963

Recommendation

THAT any Political Donations be noted.

Acting General Manager's REPORT

A call for declarations of any Political Donations.

ITEM 4 - 2017/2018 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 2017/18 ⇩
File Number	\OFFICIAL RECORDS LIBRARY\CORPORATE MANAGEMENT\PLANNING\INTEGRATED PLANNING AND REPORTING 2017-2018 - 834971

Recommendation

THAT Council:

1. Adopt the Draft Operational Plan 2017 – 2018

· 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 2017/2018 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 2017/18 year to be charged on arrears of Rates and Charges.

Acting General Manager's REPORT

Council’s Integrated Planning and Reporting (IP&R) for 2017/2018 includes:

· Community Strategic Plan – Cabonne 2025

· Delivery Program 2013/2014 to 2016/2017

· Draft Operational Plan 2017/2018

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 Income Statement

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.

Although the plan was originally for the period 2013/14 to 2016/17 it has been extended to cover the 2017/18 year due to the postponement of elections under the amalgamation proposal.

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 2017/18 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 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 Budget.

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.

ACTING 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 Wednesday 10 May 2017 inviting public submissions. These submissions will close at 5.00pm on Friday 9 June 2017.

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.

ACTING DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES REPORT

Budget Overview

The 2016/17 budget contained a number of significant items including the commencement of stage 1 of the $23M Regional Water Security project and a record $21M road maintenance and construction program.

The draft 2017/18 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 two programmed for 2017/18.

Natural Disaster works

A total of $5.3M for natural disaster works due to flooding, $3M for work on the local road network due to the closure of the Newell Highway and $2.3 for other flood damage on the local road network.

Assets Section

The Revaluation of the Water and Wastewater Assets, as well as the Open Spaces Assets, have been completed. This is in addition to the major function of providing administration support to the operational sections of Council.

Design Section

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

Operations – Roads and Bridges

The 2016/17 roads and bridges program of $21M 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 2017/18 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

Budgeted Water and Sewer works on target. A major achievement this year was that Council has completed the upgrade of the irrigation system at Canowindra’s Clyburn Oval. This will allow staff to control the operation of the system using a mobile app, which will eliminate the need to operate the system manually.

The major initiative in 2017/18 will be stage two of the water security for Molong and provision of potable water to Cumnock and Yeoval under infrastructure NSW (INSW) funding. The pipe laying works commenced in mid February 2017 and it is expected to be completed by the end of May 2017. Council is planning to invite tender for the Construction of Molong to Cumnock pipeline by the middle of June 2017. The scope of works in stage 2 comprises the Construction of Cumnock to Yeoval pipeline and at present, is awaiting a funding announcement.

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;

· Parks, gardens, reserves and showgrounds

· Sporting facilities

· Swimming pools

· Recreation and culture

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

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

Negotiations for the lease of the quarry are continuing and are anticipated to be complete prior to the end of the 2016/17 financial year.

DIRECTOR OF ENVIRONMENTAL SERVICES’ REPORT

The 2017/18 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 5 has been gazetted, to address several minor matters.

Development and building controls

Departmental resourcing focuses on planning and building assessments and critical stage inspections remain a priority.

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.

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. Rehabilitation works of the former Cargo landfill site have commenced and it is anticipated to be completed early in the 2017/18 financial year.

Groundwater monitoring associated with remediation of the former Molong gasworks site will continue, as required by the Environmental Management Plan for the sites management.

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 shires 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.

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 to be sought in the 2017/18 budget.

ITEM 5 - COUNCIL WORKSHOP

REPORT IN BRIEF

Reason For Report	To provide an opportunity to move any motions as a result of the workshop held on Tuesday 9 May 2017.
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\WORKSHOPS - 837601