MINUTES OF THE Extraordinary Council Meeting HELD AT THE COUNCIL CHAMBERS MOLONG ON Tuesday 12 June, 2018 COMMENCING AT 2.01pm

Page 1

 

 

TABLE OF CONTENTS

 

ITEMS FOR DETERMINATION.. 1

ITEM - 1     APPLICATIONS FOR LEAVE OF ABSENCE.. 1

ITEM - 2     DECLARATIONS OF INTEREST.. 1

ITEM - 3     DECLARATIONS FOR POLITICAL DONATIONS.. 1

ITEM - 4     SUBMISSIONS IN RELATION TO THE 2018/2019-2020/2021 INTEGRATED PLANNING AND REPORTING DOCUMENTATION.. 2

MATTERS OR URGENCY.. 7

ITEM - 5     CUDAL COMMUNITY CHILDREN'S CENTRE.. 8

COMMITTEE OF THE WHOLE SECTION OF THE MEETING.. 8

CONFIDENTIAL ITEMS.. 9

CARRYING OF COMMITTEE RESOLUTION INTO CLOSED COMMITEE OF THE WHOLE MEETING.. 9

ITEM - 1     LOT 100 DP 1168687 BANK STREET MOLONG.. 9

REPORT & RESOLUTIONS OF COMMITTEE OF THE WHOLE.. 9

 


 

 

PRESENT         Clr K Beatty (in the Chair), Clrs J Jones, M Nash, P Mullins, G Treavors, C Newsom, A Durkin, L Oldham, P Batten, K Walker, J Weaver and I Davison.


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

 

 

ITEMS FOR DETERMINATION

 

 

ITEM - 1    APPLICATIONS FOR LEAVE OF ABSENCE

 

Proceedings in Brief

There were nil applications for leave of absence.

 

Motion (Weaver/Treavors)

 

THAT it be noted there were nil applications for leave of absence.

 

18/06/01

Carried

 

 

ITEM - 2    DECLARATIONS OF INTEREST

 

Proceedings in Brief

Clr Batten declared an interest (identified as a perceived non-significant non-pecuniary interest) in Item 4 as he is a member of Molong Advancement Group.

 

Motion (Davison/Weaver)

 

THAT the declaration of interest be noted.

 

18/06/02

Carried

 

 

ITEM - 3    DECLARATIONS FOR POLITICAL DONATIONS

 

Proceedings in Brief

There were nil declarations for political donations.

 

Motion (Nash/Treavors)

 

THAT it be noted there were nil declarations for political donations.

 

18/06/03

Carried

 

It was noted Clr Batten declared an interest (identified as a perceived conflict of interest, non-significant non-pecuniary) in the following item and remained in the Chamber.

 

 

ITEM - 4    SUBMISSIONS IN RELATION TO THE 2018/2019-2020/2021 INTEGRATED PLANNING AND REPORTING DOCUMENTATION

 

Proceedings in Brief

1.    Molong Hockey Club

Clr Batten suggested that alternate funding options be investigated prior to allocating funding. Clr Nash questioned why the Molong Hockey Club are not applying for grants like other sports clubs in the area.

Clr Jones stressed that Council should ensure the facility is maintained and prevent damage to the surface, he noted that the request for a footpath and retaining wall should have been included in the initial plans. He further noted that currently the ambulance entry and exit is being used for the barbeque, bar, etc. and that is a concern.

The Director of Finance and Corporate Services clarified that the figures stated were an estimate only and not a quote. The Mayor advised that the grandstand and canteen could all be incorporated into one grant funding application.

2.    Leaseback Fees

Clr Nash queried if the leaseback vehicle charge had already been set. The General Manager clarified that it is a higher rate to include the provision of private fuel and to ensure staff are contributing to fuel usage. Under the award Council are only able to increase by 10% at a time and the new rate will apply to new leaseback agreements and any optional transfers.

Clr Batten queried what level staff are able to acquire a leaseback vehicle.  The General Manager clarified a leaseback vehicle agreement is part of employment conditions.

Clr Jones queried how Council came up with the figure, how Council determine which staff members are able to acquire a leaseback vehicle and can staff negotiate a leaseback vehicle. The General Manager stated that usually the inclusion of a leaseback vehicle is listed when a position is advertised or if a vehicle is required for performance of duties then council would offer a leaseback vehicle. The General Manager further clarified that the figure was calculated from the loss of value when previous vehicles were disposed of, noting the fee includes servicing, tyres, registration, etc.

Clr Jones queries if there was an annual km limit. The General Manager advised that there hasn’t been a limit.

3.    Family Day Care Re-enrolment Fees

Clr Jones queried if the $25 is per annum and per child. The Director of Finance and Corporate Services clarified that the $25 is per annum and per family.

Clr Nash questioned why the fee is being introduced. The Director of Finance and Corporate Services stated that the fee has been introduced as the service is losing part of its funding and the fee is consistent with other services.

Clr Batten noted that the submission is contradictory and the increase can be  justified by policies and procedures.

Clr Jones questioned if it was possible for educators to have the required documents on iPads to avoid excess printing. The General Manager stated that his understanding of the legislation is that being on display means printed versions of the documents being available and not electronic versions, noting that policy and procedures can be available to view on iPads.

Clr Davison queried how much Council contribute to the service. The Director of Finance and Corporate Services advised that last year the Service broke even and clarified that the $25 fee is a method of increasing income to cover lost funding.

Clr Jones noted the issue Council has is that there are other schemes that cover full states. The frustration for educators of printing timesheets and other required documents that then go to the office for scanning and then be given back to the educators for record keeping, noting that electronic records would cut the extra work involved for staff.

4.    Industrial Water Usage Charge

No proceedings in brief.

5.    Caravan Park Fees

Clr Nash stated that people will not use the caravan park if they become too expensive noting that Manildra Caravan park is used a lot and is very cheap. Clr Durkin noted that feedback from the Canowindra Caravan Park indicates that the fees are too cheap. Clr Batten noted that one of Council’s competitive advantages is the price and it is bringing business into communities.

Clr Mullins noted that the Caravan Park Committee agreed to the slight increase of $3 because if Council don’t increase fees the losses will continue to grow. The Director of Finance and Corporate Services noted that $52 for 3 nights seems reasonable.

Clr Treavors noted that the increase of $3 might cover the loss at the Cudal Caravan Park. The Director of Finance and Corporate Services clarified that the Cudal Caravan Park runs off an honesty box.

The General Manager stated that Council decided to close the Cudal Caravan Park some years ago as it was losing too much and at that time the Cargo/Cudal Lions Club decided to take over and run it as long as Council agreed to keep it open.

Clr Treavors noted that considering previous visitor were staying overnight and not pay anything, raising the fee by $3 would be of best interest to Council. Clr Nash stated that the same thing was happening at Manildra Caravan Park before it became manned.

6.    Manildra Skate Park – request for additional services

Clr Batten queried where the skate park sat with the current plans. The General Manager suggested that getting detailed plans drawn up for these areas would be beneficial so they can be referred to when opportunities arise. Clr Nash noted that MADIA have ideas of getting a plan done (similar to Cumnock) for when funding becomes available.

Clr Treavors queried if in the future when planning skate parks should they be included in the DA, other skate parks like Orange for example have been built with no toilets. The General Manager clarified that you would not put those plans into a DA but would include in a masterplan.

Clr Davison noted that all villages should have a plan similar to Cumnock. Committees should come together with ideas on what they want and then Council can consider when funds are available.

7.    Water Consumption Rates – Rural Users (2 submissions)

The Director of Finance and Corporate Services advised that the residents are complaining of high step charges of unfiltered water and noted that Council have no obligation to supply and do so in good will. He further stated that the users on the raw water line have an agreement with Council and the increase is consistent with Council’s Delivery Program Item 5.1.2 Responsible water usage. He also wanted councillors to be aware that to obtain water from the standpipe at Council’s Molong Depot costs $6.20 per kilolitre plus cartage. 

Clr Batten stated this is part of the much broader underlying issue, noting the number of primary producers that argue the high levels of rates and being charged for water and garbage when they go to the tip. What are they getting for their rates other than infrastructure. The Director of Finance and Corporate Services advised they have access to  many community services, libraries and the towns and villages.

Clr Batten asked is it possible for Council to simply the structure in the future. The General Manager suggested reviewing the structure in the coming 12 months but advised Council must follow best practice guidelines.

8.    Molong Advancement Group

Clr Mullins queried what MAG are actually asking for. Clr Davison noted he had a chat with MAG about 2 years ago regarding the painting of the silos and the ongoing costs with need to re-paint every 5 years. At the time he suggested introducing a model; detailing local history, how the silos work and investigate having access to the silos rather than painting.

Clr Mullins stated he presumes MAG are wanting to move the toilets. He suggested developing a masterplan for the whole precinct, including; silos, Railway Station and Gasometer site.

Clr Batten advised that MAG would like to develop a masterplan for the whole precinct. Marj Bollinger has already been in contact with Graincorp who indicated they would like a peppercorn lease in place, Graincorp suggested they may even pay to fence off the railway line. Contact made with the RMS who also indicated no major concerns.

 

Motion (Batten/Jones)

 

THAT a report be presented on cost alternatives and grant funding opportunities.

 

18/06/04

Carried

 

 

Motion (Davison/Walker)

 

THAT the 2018/19 Fees and Charges be amended to include a charge of $189.90 (inc GST) per fortnight, for the Full Leaseback of a Council Vehicle

.

18/06/05

Carried

 

 

Motion (Walker/Weaver)

 

THAT the Children’s Services Re-enrolment fee remain at $25 per annum as advertised in the draft 2018/19 Fees and Charges.

 

18/06/06

Carried

 

 

Motion (Durkin/Nash)

 

THAT the Industrial Water Usage charge be increased from $3.30 to $3.35 in the 2018/19 Fees and Charges.

 

18/06/07

Carried

 

 

Motion (Jones/Durkin)

 

THAT the Caravan Park Fees be increased in the 2018/19 Fees and Charges as detailed in the below table.

 

Fee

New Fee

Canowindra Caravan Park

 

Powered Sites – per night

26.00

Stay 2 nights get 3rd night free

52.00

Unpowered site –per night

23.00

Stay 2 nights get 3rd night free

46.00

Powered Sites - per week – one person

114.00

Powered Sites - per week – one person with pension card

100.00

Powered Sites - per week – two persons

130.00

Powered Sites - per week – two persons with pension card

123.00

charge per additional person over five

33.00

Unpowered Sites - per week – one person

49.00

Unpowered Sites - per week – one person with pension card

43.00

Unpowered Sites - per week – two persons

55.00

Unpowered Sites - per week – two persons with pension card

49.00

charge per additional person over five

26.00

Cudal Caravan Park

 

Powered Sites – per night

26.00

Stay 2 nights get 3rd night free

52.00

Unpowered site –per night

23.00

Stay 2 nights get 3rd night free

46.00

Powered Sites - per week – one person

106.00

Powered Sites - per week – one person with pension card

98.00

Powered Sites - per week – two persons

114.00

Powered Sites - per week – two persons with pension card

109.00

charge per additional person over five

31.00

Unpowered Sites - per week – one person

42.00

Unpowered Sites - per week – one person with pension card

30.00

Unpowered Sites - per week – two persons

49.00

Unpowered Sites - per week – two persons with pension card

43.00

charge per additional person over five

24.00

Molong Caravan Park

 

Powered Sites – per night

26.00

Stay 2 nights get 3rd night free

52.00

Unpowered site –per night

23.00

Stay 2 nights get 3rd night free

46.00

Powered Sites - per week – one person

114.00

Powered Sites - per week – one person with pension card

100.00

Powered Sites - per week – two persons

130.00

Powered Sites - per week – two persons with pension card

123.00

charge per additional person over five

33.00

Unpowered Sites - per week – one person

49.00

Unpowered Sites - per week – one person with pension card

43.00

Unpowered Sites - per week – two persons

55.00

Unpowered Sites - per week – two persons with pension card

49.00

charge per additional person over five

26.00

 

 

18/06/08

Carried

 

 

Motion (Durkin/Treavors)

 

THAT progress associations be encouraged to work with their local communities, with the assistance of Council, to prepare master plans for key areas within their towns and villages.

 

18/06/09

Carried

 

 

Motion (Durkin/Jones)

 

THAT:

 

1.    The Water Consumption Rates remain as advertised in the draft 2018/19 Fees and Charges; and

 

2.    Council review its water pricing prior to developing the 2019/20 Fees and Charges.

 

18/06/10

Carried

 

 

Motion (Jones/Batten)

 

THAT Molong Advancement Group be encouraged to work with their local community, with the assistance of Council, to prepare a master plan for key areas within Molong.

 

18/06/11

Carried

 

 

MATTERS OR URGENCY

 

Proceedings in Brief

The Mayor ruled that Item 5 and Confidential Item 1 were matters of urgency.

 

 

Motion (Davison/Jones)

 

THAT Item 5 relating to the Cudal Community Children’s Centre and Item 1 in Confidential relating to Lot 100 DP 1168687 Bank Street, Molong be dealt with.

 

18/06/12

Carried

 

 

ITEM - 5    CUDAL COMMUNITY CHILDREN'S CENTRE

 

Proceedings in Brief

Clr Jones asked if the Cudal Community Children’s Centre (the Centre) have approached Council for assistance with issues such as fencing. The General Manager advised that Council had recently made contact with the Centre as they were dealing with too many different staff members. He stressed his concerns that the Centre are commencing works but haven’t received the Stronger Country Community funding as yet, noting the guidelines require tenders to be called and as Council are the owner of the building they must also adhere to the Local Government Act.

Clr Jones questioned if the General Manager was concerned that the centre are relocating. The General Manager advised that the building is not purpose built and that no building inspections have been done by Department of Education. All risks need to be considering.  

Clr Treavors noted that recently a child fell through the verandah. He further noted that the Centre were offered to purchase the property when they first looked into using it but noted the house is not designed for child care. The General Manager said it was interesting that the property was offered for purchase when it is owned by Council.

Clr Treavors replied that the community believe it is theirs. The General Manager clarified that the building was purchased by council and noted that the initial proposal included a container being used for storage and doing one room at a time. When the Centre heard they could get a second grant they didn’t allow for relocation.

 

Motion (Nash/Jones)

 

THAT, subject to the Cudal Community Children’s Centre obtaining the appropriate licences prior to occupation and carrying out the required building works, Council permit them to temporarily relocate to 36 Main Street, Cudal.

 

18/06/13

Carried

  

 

COMMITTEE OF THE WHOLE SECTION OF THE MEETING

 

Motion (Weaver/Nash)

 

THAT Council hereby resolve itself into Committee of the Whole.

 

18/06/14

Carried

 

It was noted the time being 3.20pm the Chair announced that the Council would now be resolving into a Closed Committee of the Whole.

 

CONFIDENTIAL ITEMS

 

CARRYING OF COMMITTEE RESOLUTION INTO CLOSED COMMITEE OF THE WHOLE MEETING

 

Recommendation (Weaver/Nash)

 

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.

 

1.

Carried

 

 

ITEM - 1    LOT 100 DP 1168687 BANK STREET MOLONG

 

Recommendation (Mullins/Batten)

 

THAT Council reject the formal offer received and proceed to auction.

 

2.

Carried

 

It was noted that the time being 3.21pm the Mayor resumed the ordinary meeting.

 

 

REPORT & RESOLUTIONS OF COMMITTEE OF THE WHOLE

 

Motion (Walker/Jones)

 

THAT the Report and Recommendations of the Committee of the Whole Meeting held on Tuesday 12 June, 2018 be adopted.

 

18/06/15

Carried

 

 

 

There being no further business, the meeting closed at 3.24pm.

 

 

 

CHAIRMAN.

 

 

Chairman of the Extraordinary Meeting of Cabonne Council held on the 26 June, 2018 at which meeting the listed minutes were confirmed and the signature hereon was subscribed.