cabonne Council colour 200 wide

 

 

 

 

 

 

 

 

 

22 August 2018

 

NOTICE OF Ordinary Council Meeting

 

Your attendance is respectfully requested at the Ordinary Meeting of Cabonne Council convened for Tuesday 28 August, 2018 commencing at 2.00pm, at the Cabonne Council Chambers, Bank Street, Molong to consider the undermentioned business.

 

 

 

Yours faithfully

SJ Harding

GENERAL MANAGER

 

 

ORDER OF BUSINESS

 

1)       Open Ordinary Meeting

2)       Consideration of Mayoral Minute

3)       Consideration of General Manager’s Report

4)       Resolve into Committee of the Whole

a)    Consideration of Called Items

b)    Consideration of Closed Items

5)      Adoption of Committee of the Whole Report

 

 

 

 

 

 

 

 

 

 


 

ATTENDEES – AUGUST 2018 COUNCIL MEETING

 

 

2:00 pm

Mr Philip Donato MP

 

Olivia West, Principal Policy & Project Management Land Negotiation Dpt of Industry

 

 

 


 

 

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   TO BE HELD ON  

Page 1

TABLE OF CONTENTS

 

 

 

ITEM 1      APPLICATIONS FOR LEAVE OF ABSENCE.................................. 4

ITEM 2      DECLARATIONS OF INTEREST....................................................... 4

ITEM 3      DECLARATIONS FOR POLITICAL DONATIONS.......................... 5

ITEM 4      MAYORAL MINUTE - APPOINTMENTS........................................... 5

ITEM 5      COMMITTEE OF THE WHOLE........................................................... 6

ITEM 6      GROUPING OF REPORT ADOPTION.............................................. 7

ITEM 7      CONFIRMATION OF THE MINUTES................................................. 7

ITEM 8      ADOPTION OF COUNCIL'S SECTION 355 COMMITTEES ........ 8

ITEM 9      GOVERNMENT INFORMATION PUBLIC ACCESS ACT 2009 (GIPA) AGENCY INFORMATION GUIDE - ANNUAL REVIEW................................. 10

ITEM 10    POLICY DATABASE - REVIEW BY COUNCIL WITHIN 12 MONTHS OF ELECTION................................................................................................................. 11

ITEM 11    EXCLUSIVE LICENCE TO QUARRY.............................................. 14

ITEM 12    PROPOSED HEATED POOL FACILITY......................................... 15

ITEM 13    DROUGHT ASSISTANCE................................................................. 17

ITEM 14    ANNUAL FINANCIAL STATEMENTS............................................. 18

ITEM 15    UNFINISHED WORKS COMMENCED IN 2017/2018 NOT COMPLETED AS AT 30/06/2018 - REQUIRED TO BE CARRIED FORWARD TO  THE 2018/2019 BUDGET................................................................................................ 20

ITEM 16    MILLTHORPE VACATION CARE.................................................... 20

ITEM 17    MULLION CREEK PLAYGROUP..................................................... 23

ITEM 18    CABONNE ACQUISITIVE ART PRIZE........................................... 25

ITEM 19    EVENTS ASSISTANCE PROGRAM 2018-2019........................... 28

ITEM 20    RENTAL OF VACANT OFFICE SPACE AT 70 GASKILL STREET, CANOWINDRA................................................................................................................. 32

ITEM 21    QUESTIONS FOR NEXT MEETING................................................ 34

ITEM 22    BUSINESS PAPER ITEMS FOR NOTING...................................... 34

ITEM 23    MATTERS OF URGENCY................................................................. 35

ITEM 24    COMMITTEE OF THE WHOLE SECTION OF THE MEETING... 35

Confidential Items

 

Clause 240(4) of the Local Government (General) Regulation 2005 requires Council to refer any business to be considered when the meeting is closed to the public in the Ordinary Business Paper prepared for the same meeting.  Council will discuss the following items under the terms of the Local Government Act 1993 Section 10A(2), as follows:

 

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

Procedural

ITEM 2      ENDORSEMENT OF PROCEEDINGS OF CONFIDENTIAL MATTERS CONSIDERED AT COMMITTEE OF THE WHOLE MEETING

Procedural

ITEM 3      DEBT RECOVERY REPORT OF OUTSTANDING DEBTS

(b) matters in relation to the personal hardship of a resident or ratepayer

ITEM 4      UNRECOVERABLE SUNDRY DEBTOR

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business   

 

ANNEXURE ITEMS

 

ANNEXURE 7.1    July 24 2018 Ordinary Council Meeting Minutes  37

ANNEXURE 9.1    Agency Information Guide 2018-2019.................. 53

ANNEXURE 10.1  DRAFT - Control of Noxious Weeds Policy.... 75

ANNEXURE 10.2  DRAFT - Procurement (Incorporated Local Supplier Preference) Policy.................................................... 101

ANNEXURE 10.3  DRAFT - After School Hours Care Policy.... 114

ANNEXURE 10.4  DRAFT - Cabonne Blayney Family Day Care Policy       244

ANNEXURE 10.5  DRAFT - Community Transport Policy............. 415

ANNEXURE 10.6  DRAFT - Central West Libraries Related Policy 637

ANNEXURE 11.1  Exclusive Licence to Quarry - Small Mine Documentation                                                                                                 656

ANNEXURE 12.1  Pool letter MAG (002)............................................... 664

ANNEXURE 14.1  Annual Financial Statements............................. 666

ANNEXURE 15.1  Carry  Forward List 2.............................................. 672

ANNEXURE 19.1  Events Assistance Application - Banjo Paterson Dinner                                                                                                 673

ANNEXURE 19.2  Canowindra Challenge 2019 EAP application 678

ANNEXURE 19.3  2018 Orange Wine Festival EAP Application Form        684 

 


 

 

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 - 936853

 

 

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.

 

 

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 - 2018 - 936854

 

 

Recommendation

 

THAT the Declarations of Interest be noted.

 

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 - 936859

 

 

Recommendation

 

THAT any Political Donations be noted.

 

General Manager's REPORT

 

A call for declarations of any Political Donations.

 

 

 

ITEM 4 - MAYORAL MINUTE - APPOINTMENTS

REPORT IN BRIEF

 

Reason For Report

To allow noting of the Mayoral appointments plus other Councillors' activities Reports.

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\MAYORAL MINUTES - 936860

 

 

Recommendation

 

THAT the information contained in the Mayoral Minute be noted.

 

General Manager's REPORT

 

A call for the Mayoral appointments and attendances as well as other Councillors’ activities reports to be tabled/read out.

 

 

 

ITEM 5 - COMMITTEE OF THE WHOLE

REPORT IN BRIEF

 

Reason For Report

Enabling reports to be considered in Committee of the Whole to be called.

Policy Implications

Nil

Budget Implications

Nil

IPR Linkage

4.5.1.g. Code of Meeting Practice adhered to

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\GROUPING OF REPORT ADOPTION and BUSINESS PAPER ITEMS FOR NOTING REPORTS - 936861

 

 

Recommendation

 

THAT Councillors call any items that they wish to be debated in Committee of the Whole.

 

General Manager's REPORT

 

Council’s Code of Meeting Practice allows for the Council to resolve itself into “committee of the whole” to avoid the necessity of limiting the number and duration of speeches as required by Clause 250 of the Local Government (General) Regulation 2005.

 

This item enables councillors to call any item they wish to be debated in “committee of the whole” at the conclusion of normal business.

 

The debate process during a ‘normal’ Council meeting limits the number and duration of speeches as required by Clause 250 of the Local Government (General) Regulation 2005. 

 

Items should only be called at this time if it is expected that discussion beyond the normal debate process is likely to be needed. 

 

 

 

ITEM 6 - GROUPING OF REPORT ADOPTION

REPORT IN BRIEF

 

Reason For Report

Enabling procedural reports to be adopted.

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\GROUPING OF REPORT ADOPTION and BUSINESS PAPER ITEMS FOR NOTING REPORTS - 936862

 

 

Recommendation

 

THAT:

1.    Councillors call any items they wish to further consider

2.    Items 7 to 11 be moved and seconded.

 

 

General Manager's REPORT

 

Items 7 to 11 are considered to be of a procedural nature and it is proposed that they be moved and seconded as a group.  Should any Councillor wish to amend or debate any of these items they should do so at this stage with the remainder of the items being moved and seconded.

 

 

 

ITEM 7 - CONFIRMATION OF THE MINUTES

REPORT IN BRIEF

 

Reason For Report

Adoption of the Minutes

Policy Implications

Nil

Budget Implications

Nil

IPR Linkage

 4.5.1.g - Code of Meeting Practice adopted and implemented.

Annexures

1.  July 24 2018 Ordinary Council Meeting Minutes    

File Number

\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COUNCIL - MINUTES - 2018 - 936869

 

 

Recommendation

 

THAT the minutes of the Ordinary meeting held 24 July 2018 be adopted.

 

General Manager's REPORT

 

The following minutes are attached for endorsement:

 

1.   Minutes of the Ordinary Council meeting held on 24 July 2018.

 

ITEM 8 - ADOPTION OF COUNCIL'S SECTION 355 COMMITTEES

REPORT IN BRIEF

 

Reason For Report

To establish and set the terms of reference for volunteer committees of council operating under section 355 of the Local Government Act.

Policy Implications

Nil  

Budget Implications

Nil  

IPR Linkage

4.5.5.a Maintain a Enterprise Risk Management Program covering all relevant Council activities

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\COUNCIL PROPERTIES\USAGE\2018 - SECTION 355 COMMITTEES - 957844

 

 

Recommendation

 

THAT Council appoint the Committee’s shown in the table detailed in the report, pursuant to Section 355 of the Local Government Act 1993.

 

Director of Finance and Corporate Services' REPORT

 

Council is required to appoint its 24 voluntary committees which operate under section 355 of the Local Government Act. The table below details each committee and the function for which they are responsible.

 

These voluntary committees have the power to operate on behalf of Council within their terms of reference. Any action that they perform is effectively an action of Council. Each committee will be sent their Terms of Reference when appointed by Council.

 

It is important to note that Committees are appointed for the benefit of the Community, not their members. Consequently, all committee members must act in accordance with the terms of reference set by Council.

 

 

Committee

Area of Responsibility

Acacia Lodge Management Committee

The management and operational control of Molong and Cudal Community Housing.

Age of Fishes Museum Inc

The Management and Control of the Age of Fishes Museum.

Amusu Theatre Inc

The management and control of the Amusu Theatre building.

Canowindra Pre-school Kindergarten

The management, control and maintenance of the Canowindra Pre-school building.

Canowindra Sports Trust

The management and control of the Canowindra Sports Complex

Cargo Community Centre Committee

The management and control of the Cargo Community Centre.

Cudal Community Children’s Centre Committee

The management and control of the Cudal Community Children’s Centre (Pre-school) Building.

Cumnock and District Progress Association

The management and control of the Crossroads Building Obley St Cumnock and Lot 61 DP 664553 and Lot 1 DP 323485, 48 Obley Street Cumnock.

Cudal Memorial Pool Committee

The management, maintenance and control of the Cudal Memorial Swimming Pool.

Cumnock Community Centre Committee

The management, maintenance and control of the Cumnock Community Centre.

Cumnock Pool Committee

The management, maintenance and control of the Cumnock Swimming Pool.

Doctor for Cudal Committee

The management, maintenance and control of the former doctor’s residence at 36 Main Street, Cudal.

Eugowra Community Children’s Centre and Preschool Committee

The management, maintenance and control of the Eugowra Community Centre and Pre-school.

Eugowra Medical Centre Committee

The management, maintenance and control of the doctor’s residence and surgery at 47 Nanima Street, Eugowra.

Eugowra Memorial Pool Committee

The management, maintenance and control of the Eugowra Memorial Swimming Pool.

Eugowra Promotion and Progress Association

The management, maintenance and control of the Eugowra Historical Museum and Bushranger Centre.

Eugowra Self Care units Committee

The management, maintenance and control of the Eugowra Self Care units. 

Manildra Memorial Hall Committee

The management, maintenance and control of Manildra Memorial Hall.

The Manildra Memorial Pool Committee

The management, maintenance and control of the Manildra Memorial Swimming Pool.

The Manildra Sports Council

The management, maintenance and control of the Manildra Sports complex.

Molong and District Health Watch Committee

The management, maintenance and control of the Molong Doctors Surgery Cnr Bank and Gidley Streets, Molong.

Molong Town Beautification Committee

The management, of beautification projects in and around Molong.

The Moorbel Hall Committee

The management, maintenance and control of the Moorbel Hall, Canowindra.

Yeoval Memorial Hall Management Committee

The management, maintenance and control of the Yeoval Memorial Hall.

Yeoval Pool Committee

The management, maintenance and control of Yeoval Swimming Pool.

Yeoval Progress Association

The management, maintenance and control of the O’Halloran’s Cottage and Buckinbah Park, Yeoval.

 

Council relies on these section 355 committees to perform functions which it otherwise could not afford to perform.

 

 

ITEM 9 - GOVERNMENT INFORMATION PUBLIC ACCESS ACT 2009 (GIPA) AGENCY INFORMATION GUIDE - ANNUAL REVIEW

REPORT IN BRIEF

 

Reason For Report

For Council to consider its 2018/2019 Agency Information Guide

Policy Implications

"Access to Information held by Council" policy requirement

Budget Implications

Nil

IPR Linkage

4.5.2.d - Provide effective communications and information systems

Annexures

1.  Agency Information Guide 2018-2019    

File Number

\OFFICIAL RECORDS LIBRARY\INFORMATION MANAGEMENT\RIGHT TO INFORMATION\GOVERNMENT INFORMATION - PUBLIC ACCESS - ACT - GIPA - 940813

 

 

Recommendation

 

THAT Council adopt the annexed draft 2018/19 Agency Information Guide.

 

Administration Manager's REPORT

 

Background

Since 2010 Council has adopted an Agency Information Guide (AIG), previously known as a “publication guide”.

 

What is an Agency Information Guide?

An “agency information guide” is a guide (s20) that:

 

a)      describes the structure and functions of the Council, and

b)      describes the ways in which the functions (including, in particular, the decision-making functions) of the Council affect members of the public, and

c)      specifies any arrangements that exist to enable members of the public to participate in the formulation of the Council’s policy and the exercise of the Council’s functions, and

d)      identifies the various kinds of government information held by the Council, and

e)      identifies the kinds of government information held by the Council that the Council makes (or will make) publicly available, and

f)       specifies the manner in which the Council makes (or will make) government information publicly available, and

g)      identifies the kinds of information that are (or will be) made publicly available free of charge and those kinds for which a charge is (or will be) imposed.

Council must make government information publicly available as provided by its AIG: this is done via Council’s website.

 

Councils are required to notify the Information Commissioner before adopting or amending an AIG. The draft AIG was provided to the information Commissioner and has been acknowledged by her.  Council is now allowed to adopt the draft AIG as any comments the Commissioner might wish to make can be incorporated into the next review of the AIG and published at a later date.

Council is also required under the GIPA Act (s7 (3)) to identify information to be made available by proactive release. This is detailed in the AIG under the Access to Information: Mandatory Proactive Release – Open Access Information section.  

 

A copy of Council’s draft Agency Information Guide 2018/2019 is annexed. 

 

 

ITEM 10 - POLICY DATABASE - REVIEW BY COUNCIL WITHIN 12 MONTHS OF ELECTION

REPORT IN BRIEF

 

Reason For Report

For Council to consider local policies previously adopted and consider proposed update, deletion and/or merger

Policy Implications

Yes - Policy database will be updated

Budget Implications

Nil

IPR Linkage

4.5.1.a Provide quality administrative support and governance to councillors and residents

Annexures

1.  DRAFT - Control of Noxious Weeds Policy

2.  DRAFT - Procurement (Incorporated Local Supplier Preference) Policy

3.  DRAFT - After School Hours Care Policy

4.  DRAFT - Cabonne Blayney Family Day Care Policy

5.  DRAFT - Community Transport Policy

6.  DRAFT - Central West Libraries Related Policy    

File Number

\OFFICIAL RECORDS LIBRARY\CORPORATE MANAGEMENT\POLICY\POLICY CORRESPONDENCE - 960010

 

 

Recommendation

 

THAT:

 

1.   The policies listed in the report detailed “without change” be re-adopted; and

 

2.   The annexed draft Noxious Weeds Statement Policy, Central West Libraries Related Policy, Procurement (Incorporating Local Supplier Preference) Policy, After School Hours Care Policy, Cabonne Blayney Family Day Care Policies and Procedures and Community Transport Policy (recommended changes detailed in report) be adopted.

 

Administration Manager's REPORT

 

Council are aware that under s165(4) of the Local Government Act 1993:

 

“(4) A local policy (other than a local policy adopted since the last general election) is automatically revoked at the expiration of 12 months after the declaration of the poll for that election”

 

Further to reports to May and July Council meetings, the following policies have been reviewed and have a recommendation indicating that they be deleted or re-adopted. Whenever a policy has been substantially altered a copy is annexed for Council’s consideration and adoption.

 

 

POLICIES TO BE ADOPTED WITH THE LISTED CHANGES

OWNER

AUTHOR

POLICY

CHANGES

DETS

Chief Weeds Officer

Noxious Weeds Statement Policy

Complete change of policy to incorporate the Biosecurity Act of 2015 which supersedes the Noxious Weeds Act of 1993

DFCS

Administration Manager

Central West Libraries Related Policy

Policy updated to include the following policies:

-     Children’s Policy

-     Client Code of Conduct

-     Exclusion Policy

-     Internet Public Use

-     Membership and Loan Policy

-     Tutoring in the Library

DFCS

Administration Manager

Procurement (Incorporating Local Supplier Preference) Policy

Division of Local Government (DLG) changed to Office of Local Government (OLG throughout document

Addition to 10.6 Risk Management – highlighted on page 7 of document

Mention of WBC Alliance contracts taken out of 11.3 – Use of existing contracts

Addition to 11.5 – Tendering – highlighted on page 9 of document

First value in table on page 9, changed from $30 to $100

Minor typographical errors corrected

DFCS

Community Services Manager

After School Hours Care Policy

Changes made on document:

Highlighted in pink – information to remove

Highlighted in yellow – information to add

DFCS

Community Services Manager

Cabonne Blayney Family Day Care Policies and Procedures

Additions to document have been highlighted throughout the policy – Pages 63, 77, 88, 89, 90, 91, 106, 107, 108, 109 and 127.

Guide to the Education and Care Services National Law 2010, Education and Care Services National Regulations 2011 and Guide to the National Quality Standards 2011 all removed throughout the document

Some changes to structure of the policy (it now runs alphabetically)

Grammatical and typographical errors have been corrected.

DFCS

Community Services Manager

Community Transport Policy

Service has gone through Third Party Verification and has updated the bulk of its policies to reflect these changes.

Annexures have been moved to a separate document – Doc ID 960025 – in the procedures folder.

 

 

 

POLICIES TO BE READOPTED WITHOUT CHANGE

 

OWNER

AUTHOR

POLICY

CHANGES

DFCS

Administration Manager

Code of Conduct – Procedure for the Administration of Policy

NIL

 

 

ITEM 11 - EXCLUSIVE LICENCE TO QUARRY

REPORT IN BRIEF

 

Reason For Report

Small Mine Land Owner Agreement Exclusive Licence to Quarry require execution under Council's Common Seal

Policy Implications

Nil

Budget Implications

Nil

IPR Linkage

5.5.3.b - Renew gravel pit lease agreements

Annexures

1.  Exclusive Licence to Quarry - Small Mine Documentation    

File Number

\OFFICIAL RECORDS LIBRARY\ROADS and BRIDGES\SERVICE PROVISION\SMALL MINE LAND OWNER AGREEMENT 2018-2020 - 960052

 

 

Recommendation

 

THAT Council authorise the affixing of the Common Seal to the Exclusive License to Quarry agreements of the following small mine: 1. Peters Pit – E89

 

Director of Engineering & Technical Services' REPORT

 

Council operates a number of small quarries and gravel pits across the shire.  Many of these are located on private land.  Renewal for the operation of mines requires Council to obtain exclusive licence to quarry from the land owners, for a three year period.

Currently council is required to renew the operation of Peters Pit (E89). The Small Mine Exclusive Licence to Quarry, Land Owner Agreements require execution under Council’s Common Seal.

 

 

ITEM 12 - PROPOSED HEATED POOL FACILITY

REPORT IN BRIEF

 

Reason For Report

To advise on a proposal for a heated pool facility in Molong.

Policy Implications

Nil

Budget Implications

Unknown

IPR Linkage

3.3.5.a Review community need for new and upgraded facilities

Annexures

1.  Pool letter MAG (002)    

File Number

\OFFICIAL RECORDS LIBRARY\RECREATION AND CULTURAL SERVICES\SERVICE PROVISION\SWIMMING CENTRES OR POOLS - 956705

 

 

Recommendation

 

THAT the Molong Advancement Group be advised that before council could consider the proposal, they would need to:

 

1.   Have confirmation that the land in question was available and not subject to Native Title claim;

 

2.   Be advised of the cost and expected life-span of each of the component elements within the proposed complex;

 

3.   Confirm projected operational costs.

 

 

General Manager's REPORT

 

Council has received correspondence from Belinda Mills on behalf of the Molong Advancement Group regarding their investigations into the construction of a heated pool facility in Molong (copy attached).  The estimated cost of the facility is from $5 - $7 million and the group are applying for grants to fund this proposal.

 

Before proceeding further, the group have requested that council indicate its requirements to support the project.

 

There are two areas in relation to the proposal that council would need to give further consideration prior to supporting it.  Firstly being that the site selected is a Reserve for Public Recreation (R 48134) in Phillip Street Molong, opposite Molong Central School.  The land is subject to a Native Title claim.  Advice from the Molong Advancement Group is that information could be obtained from Dubbo Aboriginal Lands Council, however on further investigation it was discovered that responsibility for the management of Native Title claims is with the NSW Aboriginal Lands Council and correspondence has been forwarded to them to ascertain what may be involved in determining the claim.

 

The second area which would need clarification is the ongoing running costs of the proposed complex.  By way of comparison, the total running costs of the Blayney pool, gymnasium and multi-purpose indoor sports centre is $1.34M per annum, of which $426,000 is recovered in user fees, making an annual cost to the council of approximately $608,000.

 

Although the Molong Advancement Group are attempting to lower running costs by use of solar power, the life and cost of various components would need to be known as council would be responsible for their replacement should it support the project.  Each component would need to have its life-span identified and the individual cost of each component part would need to be advised.  For example, if the component parts had a ten-year life at a cost of $5M, council would be required to set aside $500,000 per year for their replacement.  This cost would be in addition to any other running costs such as top-up power, chemicals, staffing or contractor costs, etc.

 

 

 

 

 

ITEM 13 - DROUGHT ASSISTANCE

REPORT IN BRIEF

 

Reason For Report

To advise on hardship being experienced by a number of residents.

Policy Implications

Nil

Budget Implications

Unknown

IPR Linkage

4.5.2.c - Engage with community to determine future needs & objectives

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\CORPORATE MANAGEMENT\POLICY\POLICY CORRESPONDENCE - 960519

 

 

Recommendation

 

THAT Council provide access to water from the Molong Depot stand-pipe at no charge based on the following parameters:

 

1.   Recipients being registered with details of their location, rural enterprise and where the water will be utilised.

2.   The water is to be used for domestic purposes only.

3.   Parties who have registered will be responsible for cartage of the water.

4.   This policy will be reviewed after a three-month trial period or should the level of water restrictions for the town water supplies increase.

5.   The policing of on-selling of water.

 

 

General Manager's REPORT

 

Council has recently been approached from a number of people offering to cart water to drought affected families whose domestic supply has seriously diminished.  In the first instance, the Mayor authorised allocation of water free of charge through the Community Facilitation Fund with 10 deliveries having been made to date.

 

It is anticipated that as the drought continues this situation will become more frequent and that council should have in place a policy in relation to supply of water to drought affected families.

 

A number of councils in the region have implemented a policy of providing either free or subsidised water for residents of their local government area.  The current cost of water purchased from council’s stand-pipe at the Molong Depot is $6.20 per kilolitre with average water loads being around 10,000 litres, this would represent a contribution from council of $62 per load.  It is difficult to quantify the on-going costs of the suggested assistance measure as the level of demand is difficult to predict. 

 

Council has received verbal advice that it has been included in a drought assistance package, details of which are yet to be formally advised.  If further details are received they will be made available on the day of the meeting.

 

 

ITEM 14 - ANNUAL FINANCIAL STATEMENTS

REPORT IN BRIEF

 

Reason For Report

To seek authorisation for the signing of the Councillor Statements for the General Purpose and Special Purpose Financial Statements.

Policy Implications

Nil

Budget Implications

Nil

IPR Linkage

4.5.1.a. Provide quality administrative support and governance to councillors and residents

Annexures

1.  Annual Financial Statements    

File Number

\OFFICIAL RECORDS LIBRARY\FINANCIAL MANAGEMENT\FINANCIAL REPORTING\2016-2017 ANNUAL FINANCIAL STATEMENTS - 958587

 

 

Recommendation

 

THAT:

1.   The Mayor, Deputy Mayor, General Manager and Director of Finance & Corporate Services sign the Statement by councillors and management pursuant to section 413(2) of the Local Government Act for both the General Purpose and Special Purpose Financial Statements.

 

2.   Council refer the General Purpose Financial Statements and Special Purpose Financial Statements to the Audit Office NSW for audit.

 

Finance Manager's REPORT

 

Under Section 413 of the Local Government Act 1993, Council must prepare financial reports for each year and must refer them for audit as soon as practicable after the end of that year. Section 416(1) sets a maximum time limit of 4 months after the end of the year for the audit to be conducted. 

 

Council’s auditor, the Auditor General of NSW, undertook their preliminary audit of Cabonne Council’s accounts for the year ended 30 June 2018 during week of 20 August 2018. Attached is the preliminary result for Council showing a Net Operating result of $8.234 million. This figure may change as a result of the audit. Once the audit is finalised, a full and comprehensive report will be presented to Council by the auditor and Council will have the opportunity to question any element of the audit process.  

 

As per section 413 (2) of the NSW Local Government Act 1993, a Council’s financial reports must include:

 

a)   A general purpose financial report;

b)   Any other matter prescribed by the regulations;

c)   A statement in the approved form by the Council as to its opinion on the general purpose financial report.

 

The signing of the Statement by councillors and management on the approved form, for both the General Purpose and Special Purpose Financial Statements must be completed to enable the audit report to be finalised. This form is required to be signed by the Mayor, at least one other councillor, the General Manager, and the Responsible Accounting Officer. Historically the Deputy Mayor has signed as the second member of Council.

 

 

ITEM 15 - UNFINISHED WORKS COMMENCED IN 2017/2018 NOT COMPLETED AS AT 30/06/2018 - REQUIRED TO BE CARRIED FORWARD TO  THE 2018/2019 BUDGET

REPORT IN BRIEF

 

Reason For Report

To advise Council that the works listed in the attachment have not been completed in the 2017/2018 budget and are required to be carried forward to 2018/2019

Policy Implications

No

Budget Implications

No

IPR Linkage

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

Annexures

1.  Carry  Forward List 2    

File Number

\OFFICIAL RECORDS LIBRARY\FINANCIAL MANAGEMENT\BUDGETING\CABONNE COUNCIL ANNUAL BUDGET - 959483

 

 

Recommendation

 

THAT the projects listed in the attachment be carried forward to the 2018/2019 budget

 

Senior Accounting Officer's REPORT

 

The items in the attachment “Carried Forward List 2” remain unfinished as at 30 of June 2018.

 

Under Regulation 211, Council is permitted to carry forward unspent balances of jobs/works that have been commenced or contracted in the year for which the budget was proposed, to the following year.

 

The works listed are covered by transfer from reserve.

 

 

ITEM 16 - MILLTHORPE VACATION CARE

REPORT IN BRIEF

 

Reason For Report

To establish a Vacation Care service in Millthorpe

Policy Implications

NIL

Budget Implications

NIL

IPR Linkage

3.1.1.c Review alternatives for After School (AS) Hours care

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\COMMUNITY SERVICES\SERVICE PROVISION\MILLTHORPE AFTER SCHOOL CARE - 959291

 

 

Recommendation

 

THAT Council proceed with the proposal to establish Vacation Care at Millthorpe

 

Acting Community Services Manager's REPORT

 

Millthorpe Vacation Care (Blayney Shire)

 

The following proposal is put forward to establish a Vacation Care service at Millthorpe.

 

The Director of Corporate Services at Blayney Shire Council has been contacted in regards to Cabonne establishing this service. Cabonne has approval, as long as there are no financial implications for Blayney Shire.

 

The proposal:

 

·    The Vacation Care service will be available to children aged 5 to 12 years as long as they are enrolled in a school.

 

·    The service will run from the Millthorpe School of Arts Hall, which is currently used for Cabonne’s After School Care. Hall hire is $100 per week.

 

·    Millthorpe Public School has granted Cabonne permission to use the schools playground, which is opposite the Hall. This is currently the practice for After School Care also.

 

·    As per the Department of Education requirements, each child must have 3.25 square meters of unencumbered indoor space. The area of the hall will allow for 28 children at one time.

 

·    The educator to child ratio for children over preschool age is 1 educator to 15 children.

 

·    As the service will run from 8.00am-6.00pm, there will be two shifts 8.00am-1.00pm and 1.00pm-6.00pm. It will be staffed by current Cabonne After School Care staff.

 

·    Cabonne has currently had expressions of interest from 25 families, totalling 45 children. Showing that there is a significant need for a vacation care service.

 

Suggested cost proposal for Cabonne:

 

Organisation

Cost

Operating Times

Inclusion / Exclusions

Cabonne Council

$ 65.00

8.00am - 6.00pm

Morning and afternoon tea provided

Provide own lunch

 

How this compares to other Vacation Services within the area:

 

Organisation

Cost

Operating Times

Inclusion / Exclusions

PCYC Orange

 $ 40.00

8.30am - 5.00pm

No food provided

Kinross Orange

 $ 55.00

8.00am - 6.00pm

Afternoon tea provided for Kinross enrolled children only

Orange City Council

 $ 54.00

7.00am 6.00pm

No food provided

Waratahs Orange

 $ 61.00

6.00am - 6.00pm

Food provided

Previous service at Millthorpe

 $ 50.00

8.30am - 4.00pm

Only afternoon tea provided

 

Families are able to claim the Child Care Subsidy for care provided. The Child Care Subsidy is paid directly to the service, which then reduces the fee families are required to pay. It cannot be predicted how much this will reduce the fee, as it is based on the individual family’s income and how many hours of work or study each parent does.

 

The budget below details annual income and expenses. Although there has been interest for 45 placements, the budget below has been worked out on a more modest 28 placements.

 

Staff salaries in the budget are for two staff per shift, per day, for the ten weeks. Salaries have been worked out at the maximum rate; this will change depending on what staff are rostered on.

 

Annual Budget

Income

28 children x $65 ea x 5 days x 10 weeks

 $   91,000.00

 $   91,000.00

Expenses

Salaries

 $   33,000.00

Wages on-cost (35%)

 $   11,550.00

Hall rent ($100 / wk)

 $     1,000.00

Materials - food, craft

 $     5,000.00

Cleaning ($10 / day)

 $        500.00

Kidsoft (childcare management program)

 $        600.00

Overheads (15%)

 $     1,065.00

 $   52,715.00

Annual surplus

 $   38,285.00

 

 

A new service approval from the Department of Education usually takes 90 days, therefore this service will be available for January 2018 school holidays.

 

The initial service will run 2– 28 January 2019 as well as 13 – 28 April 2019 to trial how successful it is. If successful, it will run for 10 weeks of the year, being school holidays.

 

Millthorpe Vacation Care is to be the pilot program for Vacation Care in the area. If successful, it will be rolled out in villages within Cabonne for the benefit of rate payers.

 

 

 

ITEM 17 - MULLION CREEK PLAYGROUP

REPORT IN BRIEF

 

Reason For Report

To establish a Playgroup at Mullion Creek

Policy Implications

NIL

Budget Implications

NIL

IPR Linkage

3.1.1.c Review alternatives for After School (AS) Hours care

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\COMMUNITY SERVICES\SERVICE PROVISION\MULLION CREEK AFTER SCHOOL CARE - 959292

 

 

Recommendation

 

THAT Council proceed with the proposal to establish a Playgroup at Mullion Creek

 

Acting Community Services Manager's REPORT

 

Proposal for Playgroup at Mullion Creek

 

The following proposal is put forward to establish a Playgroup at Mullion Creek.

 

The benefits of starting this playgroup will be to provide socialisation development whilst creating a sense of community for children that are too young to begin preschool.

 

The playgroup will run from Mullion Creek Public School. It will allow for parents to build and develop links with the school; which would see a natural progression from playgroup, to preschool (which is also run from the school) onto primary school.

 

The Public School has indicated they have had interest from 20 families within the school community. There is the potential for more families once advertised outside of the school, particularly from first time mothers. Cabonne will advertise through newspapers and social media, along with the School newsletter.

 

The playgroup will run 9am-12noon every Tuesday except school holidays and be open to children 0-4 years of age.

 

The cost to attend will be $10.00 per family. This would cover the cost of tea / coffee / milk and morning tea, along with craft supplies.

 

Mullion Creek School has offered to assist in donating supplies, along with local community members who are eager to get this project started.

 

The budget below details the daily income and expenses. Although there has been interest from 20 families, the budget below has been worked out on a more modest 15 families.

 

Although the playgroup itself runs for three hours, staff salaries are for four hours, which allows time to set up and pack up after playgroup. The playgroup will be staffed by current Cabonne After School Care staff.

 

The net costs will be absorbed by Cabonne After School Care, which currently runs at a surplus with a significant balance in Council reserves. Staff are also hopeful in obtaining a grant to assist financially.

 

Income

Families 15 x $10.00 ea

 $    150.00

 $    150.00

Expenses

Salaries

 $    136.44

Wages on-cost (35%)

 $      47.75

Materials - food, craft

 $      50.00

Advertising

 $      10.00

 $    244.19

Weekly balance

-$     94.19

Yearly

-$3,767.60

 

 

ITEM 18 - CABONNE ACQUISITIVE ART PRIZE

REPORT IN BRIEF

 

Reason For Report

To provide Council with suggested models and costings for a possible Cabonne Acquisitive Art Prize

Policy Implications

Nil

Budget Implications

Possible $15,000-$20,000. No specific budget allocated for 2018-19

IPR Linkage

6.1.1.a Item without specific IPR action

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\ECONOMIC DEVELOPMENT\REPORTING\COUNCIL REPORTS - 959388

 

 

Recommendation

 

THAT Council determines whether it wishes to conduct an Acquisitive Art Prize competition

 

Community Engagement and Development Manager's REPORT

 

At its July Ordinary meeting, Council requested a report on the feasibility of Cabonne Council conducting an acquisitive art prize, detailing how it could operate and the costs involved.

 

An acquisitive art prize is an art competition where the major prize involves the purchase of the winning artwork by the competition organiser.

 

Many councils throughout Australia conduct similar competitions. The main objective is to foster the arts in their Local Government Areas and provide the councils with an ongoing art collection. In the Central West, Blayney has an acquisitive art competition and the former Wellington Council operated a similar prize for many years.

 

Models and budgets vary in scale, however most are operated along similar lines.

 

Some restrict entries to paintings of a certain dimension that can be hung in a council art gallery or civic buildings, while others open their competitions to all mediums, including sculptures.

 

Competitions usually involve an exhibition, generally of 7-10 days’ duration and a function at the end of the exhibition to announce the winning entry.

 

Judging is either conducted by councillors, a panel appointed by the council or a suitably qualified, independent judge invited by the council.

 

Possible Models

 

Cabonne Council may wish to consider several models for an acquisitive art prize. Some councils choose to restrict the competition to artists residing in their Local Government Area to encourage the development of the arts locally and provide a financial benefit for local artists. Others open their competitions to all artists to provide the opportunity to purchase the highest quality works.

 

Two possible models for consideration are:

 

1.   Acquisitive art prize open only to artists living in Cabonne LGA.

 

As stated above this would provide an additional opportunity for locally-based artists and hopefully foster the arts in Cabonne.

 

It could involve a three-tier prize structure, incorporating the acquisitive prize, a smaller non-acquisitive prize for a “people’s choice” award and a further non-acquisitive prize for the best artwork by a junior artist. Council would set the age limit for the junior artist, such as under 16 or 18 years.

 

2.   An open acquisitive art prize with no residential restrictions for the major prize.

 

This model may give the competition a higher standing in the arts community and attract entries from more noted artists outside the Cabonne LGA.

 

It would possibly involve a four-tier prize structure, incorporating the acquisitive prize for the overall winning entry and further non-acquisitive prizes for best work by an artist residing in Cabonne LGA, the “people’s choice” award and best work by a junior artist.

Possible Budget

 

Obviously the budget would vary depending on the model Council favoured.

In the case of Option 1, a possible model could involve an overall budget of $15,000, incorporating an acquisitive purchase prize of $5000, further non-acquisitive prizes of $500 for the “people’s choice” award and $500 for the best junior work.

 

This would leave $9,000 to conduct the exhibition, the function to announce the winners and to promote and advertise the event.

 

The budget for Option 2 would be greater as it would involve a four-tier prize structure and may require a higher acquisitive prize to attract entries from noted artists.

 

A possible budget could be $20,000, involving a $7,500 acquisitive prize, a non-acquisitive prize of $2,500 for the best work by an artist residing in Cabonne LGA and non-acquisitive prizes of $500 for the “people’s choice” award and $500 for the best junior artwork.

 

Again this would leave $9,000 to conduct the exhibition, the function to announce the winners and to promote and advertise the event.

 

However, the level of prizemoney and overall budget would be a matter for Council to consider.

 

The cost of either model would be partly offset by entry fees, such as $20 per artwork, a format for the “people’s choice” award where people attending the exhibition would pay a small amount, such as $2, to vote for their favourite work.

 

This not only helps to defray costs, but also helps to deter any artist from manipulating the outcome by paying or encouraging family and colleagues to vote for their work. For example if 250 votes were needed to win the “people’s choice” award, it would cost $500, thus negating any financial advantage.

 

Because Cabonne Council has been a long-standing member of Arts Out West and pays annual membership fees of about $10,000, Councils Community Engagement and Development Manager approached Arts Out West about possible financial sponsorship for a Cabonne Acquisitive Art Prize.

 

The organisation’s Executive Officer Tracey Callinan said Arts Out West was not in a position to provide any financial support, but could assist with judging and promotion through its normal media channels at no additional cost.

 

Judging and hosting

 

The judging model would also be a matter for Council to determine, whether the prize be judged by Councillors, a panel appointed by Council or an independent judge. Inviting an independent judge could incur additional costs for undertaking the judging, travel and accommodation.

 

It would be desirable for the exhibition and announcement function to be hosted by a different Cabonne village each year, similar to the Cabonne Daroo Business Awards.

 

Council would have to determine where the artworks would be permanently displayed after being acquired each year.

 

Where sculptures are acquired, they could be erected in public places in various villages. The conditions of entry would have to state that a sculpture be robust enough to be erected securely in a park or another public area.

 

Council would also have to determine the optimum time of the year to conduct the competition.

 

 

ITEM 19 - EVENTS ASSISTANCE PROGRAM 2018-2019

REPORT IN BRIEF

 

Reason For Report

For Council to consider applications for funding under the 2018-2019 Events Assistance Program

Policy Implications

Nil

Budget Implications

Up to $26,000 to be funded from the 2018-2019 Events Assistance program

IPR Linkage

4.4.1.c Provide assistance to community groups

Annexures

1.  Events Assistance Application - Banjo Paterson Dinner

2.  Canowindra Challenge 2019 EAP application

3.  2018 Orange Wine Festival EAP Application Form    

File Number

\OFFICIAL RECORDS LIBRARY\ECONOMIC DEVELOPMENT\REPORTING\COUNCIL REPORTS - 959596

 

 

Recommendation

 

THAT

 

1.   Council approve $1,000 funding under 2018-2019 Events Assistance Program (EAP) to Molong Advancement Group for the 2018 Banjo Paterson Dinner

 

2.   Council

a.   Approve $20,000 funding under the 2018-2019 EAP to Canowindra Challenge for the 2019 Canowindra International Balloon Challenge; or

b.   Approve an alternative amount of funding under the 2018-2019 EAP to Canowindra Challenge for the 2019 Canowindra International Balloon Challenge, taking into account Council’s annual contribution to Orange 360 to promote major regional events.

 

3.   Council

c.   Approve $5,000 funding under the 2018-2019 EAP to Orange Region Vignerons Association for the 2018 Orange Wine Festival; or

d.   Approve an alternative amount of funding under the 2018-2019 EAP to Orange Region Vignerons Association for the 2018 Orange Wine Festival, taking into account Council’s annual contribution to Orange 360 to promote major regional events.

 

 

Community Engagement and Development Manager's REPORT

 

Council has received three applications under the 2018/2019 EAP for events that promote Cabonne and attract visitors.

 

Application 1

 

Organisation:                     Molong Advancement Group

Event:                                    Banjo Paterson Dinner, Village Green, Molong

Date:                                     23 February 2019

Requested amount:          $1,600

Reason for funding:          A contribution towards offsetting marketing, promotion and event management commitments

Event Description

 

The Banjo Paterson Dinner is being organised as a signature event during the 2019 Banjo Paterson Festival, incorporating Orange and surrounding villages. It will complement events being held at Yeoval and Manildra, as well as those being conducted in Orange.

 

The dinner replaces the 100 Mile Dinner previously held on the Molong Village Green as part of Orange FOOD Week.

 

Molong Advancement Group believes the event will attract about 350 guests, based on attendances at the 100 Mile Dinner. Eat Your Greens at Eugowra will prove a four-course meal and wine for each course will be provided by the Orange Vignerons Association. Entertainment will include live music and readings of Banjo Paterson Poems.

 

The event will help to raise funds for local schools and sporting groups. Council previously provided EAP funding to the Molong 100 Mile Dinner, first as a stand-alone event, and then as part of Orange FOOD Week.

 

Assessment

 

Although this event is being held as part of the Banjo Paterson Festival for the first time, it has been very successful in the past under the 100 Mile Dinner banner. The application meets the Event Assistance Program funding objectives of a core event. Its aim is to attract visitation to the area and support a number of Cabonne business enterprises.

 

Application 2

 

Organisation:                     Canowindra Challenge Inc.

Event:                                    Canowindra International Balloon Challenge

Date:                                     19-28 April 2019

Requested amount:          $20,000

Reason for funding:          A contribution towards offsetting marketing, promotion, event management, electronic ticketing and insurance

Event Description

 

The Canowindra International Balloon Challenge is a week-long competitive hot air ballooning event, which attracts leading international and Australian balloonists.

 

It involves a number of ballooning competitions and is highlighted by a major balloon glow and food and wine market.

 

The event is a Destination NSW Flagship Event, attracting more than 11,000 visitors to Canowindra, as well as 200 competitors, crews and officials. A further 200 volunteers come into town to be involved in the ballooning activities.

 

In its post event report of the 2018 festival, Canowindra Challenge estimated total attendance of 11,500 at events during the week, with $1.5 million being injected into the local economy.

 

The competition this year involved 20 balloons from Australia, the USA, New Zealand and France, the highest number in the Challenge’s history.

 

The Challenge raises funds for many Canowindra community groups and charities, including local schools, sporting clubs, the SES, CWA, St John Ambulance and RFS.

 

Council has provided $20,000 per year in EAP funding to the Canowindra International Balloon Challenge for the past four years and a total of $121,000 over the past eight years.

 

Assessment

 

This application  meets  the  grant  criteria  of  the  EAP as a flagship  event  that  will  attract visitors  to  Cabonne  and  make a significant contribution to the Cabonne and regional economies.

 

The Canowindra International Balloon Challenge is also regarded as a flagship event to be promoted as part of Council’s membership of the Orange 360 regional tourism organisation. Council contributes more than $64,000 a year to be a member of Orange 360. The promotion of flagship and signature events in the region is seen as a core function of Orange 360.

 

Application 3

 

Organisation:                     Orange Region Vignerons Association

Event:                                    2018 Orange Wine Festival

Date:                                     12-21 October 2018

Requested amount:          $5,000

Reason for funding:          A contribution towards the cost of advertising and producing marketing material

Event Description

 

2018 will mark the 13th year of the Orange Wine Festival, which will be held over 10 days this year. It will showcase 85 events including signature activities such as the Orange Wine Show Tasting, Wine and Food Night Market in Orange, Wine in the Vines and the Vino Express rail tour package to Orange on two weekends.

 

The festival will involve 24 cellar doors, many of which are in Cabonne LGA, and a number of events in Cabonne.

 

In additional to the standard EAP conditions regarding logos and acknowledgement on all promotion material, for $5,000 in EAP funding the vignerons association proposes to:

 

a.   Distribute Cabonne promotional material at Wine Central which will run from 11am-12.30pm on weekdays at the Orange Visitor Information Centre; and

b.   A banner advertisement on the program page of the Orange Wine Festival website.

 

Council has provided EAP funding of $5,000 per year to the Orange Wine Festival in 2016 and 2017 and a total of $22,500 over the past six years.

 

Assessment

 

This event meets the EAP funding objectives of a core event. Its aim is to attract visitation to the area and support a number of Cabonne business enterprises.

 

The 2018 Orange Wine Festival is regarded as a core event to be promoted as part of Council’s membership of the Orange 360 regional tourism organisation. Council contributes more than $64,000 a year to be a member of Orange 360. The promotion of flagship and signature events in the region is seen as a core function of Orange 360.

 

2018-2019 EAP Summary

 

Council provided funding totaling $9,500 to eight events in July 2018. Should Council allocate the recommended amounts this month, the total expenditure to date in 2018-2019 will be $35,500 of the $52,851 available in the program, leaving a balance of $17,351.

 

Events Assistance Program Expenditure

 

2018-2019 Funding Allocation                                               $52,851

 

Funding approved in 2018-2019

 

Canowindra Baroquefest                                         $3,000

Molong Village Markets                                            $500

Cargo Village Markets                                              $500

Australian National Field Days                               $2,500

Canowindra Christmas in July                                $500

Central West Charity Tractor Trek                         $1,500

Molong Spring Arts Festival                                    $500

Canobolas Endurance Riders Bullio Cup             $500

 

Total Expenditure to date                                              $9,500

Remaining Funds                                                             $43,351

 

 

ITEM 20 - RENTAL OF VACANT OFFICE SPACE AT 70 GASKILL STREET, CANOWINDRA

REPORT IN BRIEF

 

Reason For Report

For Council to determine a request to rent vacant office space within 70 Gaskill St, Canowindra

Policy Implications

Nil

Budget Implications

Nil - no income budgeted for in the 2018/2019 financial year

IPR Linkage

4.4.1.c Provide assistance to community groups

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\COUNCIL PROPERTIES\USAGE\BUILDINGS - 958997

 

 

Recommendation

 

THAT Council determine the request as detailed in the report.

 

Operations Manager - Urban Services and Utilities' REPORT

 

Council recently received the following correspondence from Mr Arthur Falconer, the Chair of Canowindra Arts Inc.

Canowindra Arts Inc is a not for profit organisation focused on developing the arts in our region.  In the last 20 months since incorporation we have conducted 6 art shows attracting over 3,000 visitors, run 2 fully funded art mentoring programs for local youth and developed a base of 22 active artists.

The basis for the organisation is 3 fold.

1.   Provide a cost effective opportunity for local artists to display and sell their works

2.   Develop the arts for all age groups with a particular focus on the youth.

3.   Provide a low cost tourist activity for casual visitors and attract new visitors to our arts training.

Art is a low impact attraction that fits with the historic persona of Canowindra and acts as an attraction all year round. It is the ideal complement to the larger big bang events such as The Balloon Festival, Baroquefest and the 100 Mile Dinner.

We are a stable organisation with a committed, capable and enthusiastic committee. Our plans for growth have been retarded due to lack of suitable permanent premises, our original exhibitions were in the old Walkers hardware Store and more recently in one of the old Finns shops.

This lack of a firm longer-term base has prevented any long term promotion as we are at the mercy of so many other factors. It is for this reason we are writing to you.

We note that the small shop space adjacent to the Council Offices and Library has been vacated.

This area is small but offers a large amount of wall space and hence is ideal as a gallery space.

Firstly, we request an opportunity to look inside the shop to further assess its suitability and secondly assuming it is suitable the Council agrees to rent the premises for a period of 12 months at a nominal rent thus allowing us to prove our concept, this will assist us to provide the much-needed tourist activity and training we know is attractive to so many and successfully utilised by other small region towns and villages.

While we have remained financial throughout our existence the functions have not generated sufficient cash flow to pay a commercial rent.

Shortly after this correspondence was received Council Officers met with Mr Falconer on site to assess its suitability as requested within the correspondence.

 

Mr Falconer indicated that the office assessed would be suffice for the Canowindra Arts Inc to meet their needs. He has requested that 12 months of rent be fully subsidised to assist with the growth of this organisation, it is envisaged after this period the organisation will be more established and renegotiations in regards to the rent payable will be had at that time.

 

Whilst a request has been made in regards to the rent payable ($110.00 per week) the organisation has confirmed that they will be fully responsible for all other outgoings.

 

 

ITEM 21 - QUESTIONS FOR NEXT MEETING

REPORT IN BRIEF

 

Reason For Report

To provide Councillors with an opportunity to ask questions/raise matters which can be provided/addressed at the next Council meeting.

Policy Implications

Nil

Budget Implications

Nil

IPR Linkage

4.5.1.g. Code of Meeting Practice adhered to

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\NOTICES - MEETINGS - 936863

 

 

Recommendation

 

THAT Council receive a report at the next Council meeting in relation to questions asked/matters raised where necessary.

 

General Manager's REPORT

 

A call for questions for which an answer is to be provided if possible or a report submitted to the next Council meeting.

 

 

ITEM 22 - BUSINESS PAPER ITEMS FOR NOTING

REPORT IN BRIEF

 

Reason For Report

Provides an opportunity for Councillors to call items for noting for discussion and recommends remainder to be noted.

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\PROCEDURES - 936864

 

 

Recommendation

 

THAT:

1.   Councillors call any items they wish to further consider.

2.   The balance of the items be noted.

 

General Manager's REPORT

 

In the second part of Council’s Business Paper are items included for Council’s information.

 

In accordance with Council’s format for its Business Paper, Councillors wishing to discuss any item are requested to call that item.

 

 

ITEM 23 - MATTERS OF URGENCY

REPORT IN BRIEF

 

Reason For Report

Enabling matters of urgency to be called.

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\NOTICES - MEETINGS - 936865

 

 

Recommendation

 

THAT Councillors call any matters of urgency.

 

General Manager's REPORT

 

Council’s Code of Meeting Practice allows for the Council to consider matters of urgency which are defined as any matter which requires a decision prior to the next meeting or a matter which has arisen which needs to be brought to Council’s attention without delay such as natural disasters, states of emergency, or urgent deadlines that must be met”.

 

This item enables councillors to raise any item that meets this definition.

 

 

 

ITEM 24 - COMMITTEE OF THE WHOLE SECTION OF THE MEETING

REPORT IN BRIEF

 

Reason For Report

Enabling reports to be considered in Committee of the Whole.

Policy Implications

Nil

Budget Implications

Nil

IPR Linkage

4.5.1.g. Code of Meeting Practice adhered to

Annexures

Nil   

File Number

\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\PROCEDURES - 936866

 

 

Recommendation

 

THAT Council hereby resolve itself into Committee of the Whole to discuss matters called earlier in the meeting.

 

General Manager's REPORT

 

Council’s Code of Meeting Practice allows for the Council to resolve itself into “committee of the whole” to avoid the necessity of limiting the number and duration of speeches as required by Clause 250 of the Local Government (General) Regulation 2005.

 

This item enables councillors to go into “committee of the whole” to discuss items called earlier in the meeting.

   


Item 7 Ordinary Meeting 28 August 2018

Item 7 - Annexure 1

 

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Item 9 Ordinary Meeting 28 August 2018

Item 9 - Annexure 1

 

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Item 10 Ordinary Meeting 28 August 2018

Item 10 - Annexure 1

 

Control of Noxious Weeds Policy

1 Document Information

Version Date
(Draft or Council Meeting date)

25 July 2018

Author

Chief Weeds Officer

Owner

(Relevant director)

Director of Engineering & Technical Services

Status –

Draft, Approved,  Adopted by Council, Superseded or Withdrawn

Draft

Next Review Date

Annually and within 12 months of Council being elected

Minute number
(once adopted by Council)

 

2 Summary

Council will implement the requirements of the Biosecurity Act of 2015 to control and suppress the spread of noxious weeds with in the Cabonne Council area.

3 Approvals

Title

Date Approved

Signature

Director of Engineering & Technical Services 

 

 

4 History

Minute No.

Summary of Changes

New Version Date

99/8/24-2

Revised

 

00/05/39-3

Revised and Minor Alterations

01/05/00

01/05/34

Adopted without amendment

30/04/01

02/04/22-8

Amended

15/04/02

04/03/30-6

Annual Review

01/03/04

06/06/32-2

Revised

13/06/06

10/02/17

Readopted by Council

15 February 2010

12/06/12-WO67/12

Revised

2 July 2012

12/12/12

Other Weeds policies incorporated:

Fines – Noxious Weeds Act – Provision for Applying Fines Policy (00/12/29-4)

Prosecutions Policy (See Doc ID 174456)

Isolated Plants Policy (3311/1 – 19 October 1981)

Privet Policy (See Doc ID 324884)

17 December 2012

13/09/30

Readopted as per s165(4)

17 September 2013

 

5 Reason

Council will implement the requirements of the Biosecurity Act of 2015 to control and suppress the spread of noxious weeds with in the Cabonne Council area in the manner detailed in this policy.

6 Scope

Applies to Council owned land; privately owned land including landowners and lessees; and Crown land on behalf of the State Government with the Cabonne LGA

7 Associated Legislation

Biosecurity Act of 2015

8 Definitions

LGA – Local Government Area

9 Responsibilities

9.1 General Manager

The General Manager is responsible for the overall control and implementation of the policy.

9.2 Directors and Managers

Directors and Managers are responsible for the control of the policy and procedures within their area of responsibility.

9.3 Staff

See below within policy statement.

10 Related Documents

Document Name

Document Location

 

 

11 Policy Statement

1.       Goals and Objectives

1.1       Council will implement the requirements of the Biosecurity Act 2015 to control and suppress the spread of priority weeds with in the Cabonne Council area:

·    Council owned land

·    Privately owned land including landowners and lessees

·    Crown land/state owned land on behalf of the State Government

 

1.2       The Council aims to progressively reduce the spread and infestation of priority weeds by the active co-operation and participation of landholders in the development of practical reasonable and effective whole farm biosecurity plans for weed control.

1.3       To maximise its limited financial resources Council aims to obtain maximum landholder co-operation and participation in the effective implementation of the biosecurity act.

1.4       Council will place great emphasis on those priority weeds that are likely to cause greatest economic loss either because of their wide spread presence or their ability to spread rapidly.

1.5      Council will continue to place high importance on preventing and acting readily to new incursions and biosecurity risks

1.6       Council will participate in the Central Tablelands Regional Strategic Weed Management Plan to maximise the potential to obtain effective grant funding.

2.         Priority weeds for Central Tablelands Region        

African boxthorn
Lycium ferocissimum

Prohibition on dealings
Must not be imported into the State or sold

African boxthorn
Lycium ferocissimum

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land.
Protect primary production lands that are free of African boxthorn

African olive
Olea europaea subsp. cuspidata

Regional Recommended Measure
Exclusion zone: whole region except the core infestation area of the Cowra Council area
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Alligator weed
Alternanthera philoxeroides

Prohibition on dealings
Must not be imported into the State or sold

Alligator weed
Alternanthera philoxeroides

Biosecurity Zone
The Alligator Weed Biosecurity Zone is established for all land within the state except land in the following regions: Greater Sydney; Hunter (but only in the local government areas of City of Lake Macquarie, City of Maitland, City of Newcastle or Port Stephens).
Within the Biosecurity Zone this weed must be eradicated where practicable, or as much of the weed destroyed as practicable, and any remaining weed suppressed. The local control authority must be notified of any new infestations of this weed within the Biosecurity Zone

Anchored water hyacinth
Eichhornia azurea

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Athel pine
Tamarix aphylla

Prohibition on dealings
Must not be imported into the State or sold

Bellyache bush
Jatropha gossypiifolia

Prohibition on dealings
Must not be imported into the State or sold

Bitou bush
Chrysanthemoides monilifera subsp. rotundata

Prohibition on dealings
Must not be imported into the State or sold

Bitou bush
Chrysanthemoides monilifera subsp. rotundata

Biosecurity Zone
The Bitou Bush Biosecurity Zone is established for all land within the State except land within 10 kilometres of the mean high water mark of the Pacific Ocean between Cape Byron in the north and Point Perpendicular in the south.
Within the Biosecurity Zone this weed must be eradicated where practicable, or as much of the weed destroyed as practicable, and any remaining weed suppressed. The local control authority must be notified of any new infestations of this weed within the Biosecurity Zone

Black knapweed
Centaurea X moncktonii

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Black willow
Salix nigra

Prohibition on dealings
Must not be imported into the State or sold

Blackberry
Rubus fruticosus species aggregate

Prohibition on dealings
Must not be imported into the State or sold
All species in the Rubus fruiticosus species aggregate have this requirement, except for the varietals Black Satin, Chehalem, Chester Thornless, Dirksen Thornless, Loch Ness, Murrindindi, Silvan, Smooth Stem, and Thornfree

Blackberry
Rubus fruticosus species aggregate

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land.
Protect conservation areas, natural environments and primary production lands that are free of blackberry

Boneseed
Chrysanthemoides monilifera subsp. monilifera

Prohibition on dealings
Must not be imported into the State or sold

Boneseed
Chrysanthemoides monilifera subsp. monilifera

Control Order
Bonseed Control Zone: Whole of NSW
Boneseed Control Zone (Whole of NSW): Owners and occupiers of land on which there is boneseed must notify the local control authority of new infestations; immediately destroy the plants; ensure subsequent generations are destroyed; and ensure the land is kept free of the plant. A person who deals with a carrier of boneseed must ensure the plant (and any seed and propagules) is not moved from the land; and immediately notify the local control authority of the presence of the plant.

Boxing glove cactus
Cylindropuntia fulgida var. mamillata

Prohibition on dealings
Must not be imported into the State or sold

Bridal creeper
Asparagus asparagoides

Prohibition on dealings
Must not be imported into the State or sold
*this requirement also applies to the Western Cape form of bridal creeper

Bridal creeper
Asparagus asparagoides

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land.
Protect conservation areas and natural environments that are free of bridal creeper

Bridal veil creeper
Asparagus declinatus

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Broomrapes
Orobanche species

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
All species of Orobanche are Prohibited Matter in NSW, except the natives Orobanche cernua var. australiana and Orobanche minor

Burr ragweed
Ambrosia confertiflora

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.

Cabomba
Cabomba caroliniana

Prohibition on dealings
Must not be imported into the State or sold

Cane cactus
Austrocylindropuntia cylindrica

Prohibition on dealings
Must not be imported into the State or sold
All species in the Austrocylindropuntia genus have this requirement

Cape broom
Genista monspessulana

Prohibition on dealings
Must not be imported into the State or sold

Cape broom
Genista monspessulana

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land.
Protect conservation areas and natural environments that are free of Cape broom

Cat's claw creeper
Dolichandra unguis-cati

Prohibition on dealings
Must not be imported into the State or sold

Chilean needle grass
Nassella neesiana

Prohibition on dealings
Must not be imported into the State or sold

Chilean needle grass
Nassella neesiana

Regional Recommended Measure
Exclusion zone: whole region except for the core infestation area of Bathurst Council, Blayney Council, Lithgow Council, Oberon Council, Cabonne Council and Cowra Council
Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Climbing asparagus
Asparagus africanus

Prohibition on dealings
Must not be imported into the State or sold

Climbing asparagus fern
Asparagus plumosus

Prohibition on dealings
Must not be imported into the State or sold

Common pear
Opuntia stricta

Prohibition on dealings
Must not be imported into the State or sold

Coolatai grass
Hyparrhenia hirta

Regional Recommended Measure
Exclusion zone: whole region except for the core infestation areas of Lithgow Council and Mid-Western Regional Council areas
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Eurasian water milfoil
Myriophyllum spicatum

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Fireweed
Senecio madagascariensis

Prohibition on dealings
Must not be imported into the State or sold

Fireweed
Senecio madagascariensis

Regional Recommended Measure
Exclusion zone: Whole region except for the core infestation area of Bylong Valley and Kanimbla Valley (lower Cox River Catchment)
Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Flax-leaf broom
Genista linifolia

Prohibition on dealings
Must not be imported into the State or sold

Frogbit
Limnobium laevigatum

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
All species of Limnobium are Prohibited Matter

Gamba grass
Andropogon gayanus

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Giant Parramatta grass
Sporobolus fertilis

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.

Giant reed
Arundo donax

Regional Recommended Measure
Exclusion zone: whole region except for the core infestation area of Bathurst Council, Cabonne Council and Cowra Council areas
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Gorse
Ulex europaeus

Prohibition on dealings
Must not be imported into the State or sold

Gorse
Ulex europaeus

Regional Recommended Measure
Exclusion zone: whole region except for the core infestation area of Bathurst Council, Blayney Council, Lithgow Council and Oberon Council
Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Green cestrum
Cestrum parqui

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land. The plant should not be bought, sold, grown, carried or released into the environment.
Contain within riparian areas to protect grazing land that is free of green cestrum

Grey sallow
Salix cinerea

Prohibition on dealings
Must not be imported into the State or sold

Ground asparagus
Asparagus aethiopicus

Prohibition on dealings
Must not be imported into the State or sold

Harrisia cactus
Harrisia species

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.
This Regional Recommended Measure does not apply to cultivated plants.

Hawkweeds
Hieracium species

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
All species in the genus Hieracium are Prohibited Matter

Honey locust
Gleditsia triacanthos

Regional Recommended Measure
Exclusion zone: whole region except for the core infestation area of the Capertree Valley and Orange urban areas
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Horsetails
Equisetum species

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.

Hudson pear
Cylindropuntia rosea

Prohibition on dealings
Must not be imported into the State or sold

Hudson pear
Cylindropuntia rosea

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.
This Regional Recommended Measure applies to all species of Cylindropuntia.

Hydrocotyl
Hydrocotyle ranunculoides

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Hygrophila
Hygrophila costata

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.

Hymenachne
Hymenachne amplexicaulis and hybrids

Prohibition on dealings
Must not be imported into the State or sold

Karroo thorn
Vachellia karroo

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Kochia
Bassia scoparia

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
Excluding the subspecies trichophylla

Koster's curse
Clidemia hirta

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Lagarosiphon
Lagarosiphon major

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Lantana
Lantana camara

Prohibition on dealings
Must not be imported into the State or sold

Long-leaf willow primrose
Ludwigia longifolia

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.

Ludwigia
Ludwigia peruviana

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.

Madeira vine
Anredera cordifolia

Prohibition on dealings
Must not be imported into the State or sold

Mesquite
Prosopis species

Prohibition on dealings
Must not be imported into the State or sold
All species in the genus Prosopis have this requirement

Mexican feather grass
Nassella tenuissima

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Miconia
Miconia species

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
All species of Miconia are Prohibited Matter in NSW

Mikania vine
Mikania micrantha

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
*all species in the genus Mikania are Prohibited Matter in NSW

Mimosa
Mimosa pigra

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Mother-of-millions
Bryophyllum species

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land. The plant should not be bought, sold, grown, carried or released into the environment.
Protect conservation areas, natural environments and grazing land that is free of mother-of-millions

Ox-eye daisy
Leucanthemum vulgare

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land. The plant should not be bought, sold, grown, carried or released into the environment.
Protect conservation areas, natural environments and primary production lands that are free of ox-eye daisy

Parkinsonia
Parkinsonia aculeata

Prohibition on dealings
Must not be imported into the State or sold

Parkinsonia
Parkinsonia aculeata

Control Order
Parkinsonia Control Zone: Whole of NSW
Parkinsonia Control Zone (Whole of NSW): Owners and occupiers of land on which there is parkinsonia must notify the local control authority of new infestations; immediately destroy the plants; ensure subsequent generations are destroyed; and ensure the land is kept free of the plant. A person who deals with a carrier of parkinsonia must ensure the plant (and any seed and propagules) is not moved from the land; and immediately notify the local control authority of the presence of the plant.

Parthenium weed
Parthenium hysterophorus

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Parthenium weed
Parthenium hysterophorus

Prohibition on dealings
The following equipment must not be imported into NSW from Queensland: grain harvesters (including the comb or front), comb trailers (including the comb or front), bins used for holding grain during harvest operations, augers or similar for moving grain, vehicles used to transport grain harvesters, support vehicles driven in paddocks during harvest operations, mineral exploration drilling rigs and vehicles used to transport those rigs, unless set out as an exception in Division 5, Part 2 of the Biosecurity Order (Permitted Activities) 2017

Pond apple
Annona glabra

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Prickly acacia
Vachellia nilotica

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Prickly pears - Austrocylindropuntias
Austrocylindropuntia species

Prohibition on dealings
Must not be imported into the State or sold
All species in the Austrocylindropuntia genus have this requirement

Prickly pears - Cylindropuntias
Cylindropuntia species

Prohibition on dealings
Must not be imported into the State or sold
All species in the Cylindropuntia genus have this requirement

Prickly pears - Cylindropuntias
Cylindropuntia species

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. Notify local control authority if found.
This Regional Recommended Measure does not apply to cultivated plants

Prickly pears - Opuntias
Opuntia species

Prohibition on dealings
Must not be imported into the State or sold
Except for Opuntia ficus-indica (Indian fig)

Privet - broad-leaf
Ligustrum lucidum

Regional Recommended Measure
Exclusion zone: urban areas of Bathurst Council, Blayney Council, Lithgow Council, Oberon Council, and Orange City Council
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant is prevented from flowering and fruiting. Land managers should mitigate spread from their land. Land managers should mitigate the risk of the plant being introduced to their land.

Privet - European
Ligustrum vulgare

Regional Recommended Measure
Exclusion zone: urban areas of Bathurst Council, Blayney Council, Lithgow Council, Oberon Council, and Orange City Council
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant is prevented from flowering and fruiting. Land managers should mitigate spread from their land. Land managers should mitigate the risk of the plant being introduced to their land.

Privet - narrow-leaf
Ligustrum sinense

Regional Recommended Measure
Exclusion zone: urban areas of Bathurst Council, Blayney Council, Lithgow Council, Oberon Council, and Orange City Council
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant is prevented from flowering and fruiting. Land managers should mitigate spread from their land. Land managers should mitigate the risk of the plant being introduced to their land.

Rope pear
Cylindropuntia imbricata

Prohibition on dealings
Must not be imported into the State or sold
All species in the Cylindropuntia genus have this requirement

Rope pear
Cylindropuntia imbricata

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. The plant should not be bought, sold, grown, carried or released into the environment. Notify local control authority if found.
This Regional Recommended Measure applies to all species of Cylindropuntia

Rubber vine
Cryptostegia grandiflora

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Sagittaria
Sagittaria platyphylla

Prohibition on dealings
Must not be imported into the State or sold

Sagittaria
Sagittaria platyphylla

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. Notify local control authority if found.

Salvinia
Salvinia molesta

Prohibition on dealings
Must not be imported into the State or sold

Scotch broom
Cytisus scoparius subsp. scoparius

Prohibition on dealings
Must not be imported into the State or sold

Scotch broom
Cytisus scoparius subsp. scoparius

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land.
Protect conservation and natural environments that are free of Scotch broom

Serrated tussock
Nassella trichotoma

Prohibition on dealings
Must not be imported into the State or sold

Serrated tussock
Nassella trichotoma

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land.
Protect conservation areas, natural environments and primary production lands that are free of serrated tussock

Siam weed
Chromolaena odorata

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Silverleaf nightshade
Solanum elaeagnifolium

Prohibition on dealings
Must not be imported into the State or sold

Silverleaf nightshade
Solanum elaeagnifolium

Regional Recommended Measure
Exclusion zone: whole region except the core infestation area of Cowra Council, Cabonne Council and Mid-Western Regional Council
Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Smooth tree pear
Opuntia monacantha

Prohibition on dealings
Must not be imported into the State or sold

Snakefeather
Asparagus scandens

Prohibition on dealings
Must not be imported into the State or sold

Spanish heath
Erica lusitanica

Regional Recommended Measure
Exclusion zone: whole region except for the core infestation area of Lithgow Council
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Spiny burrgrass - longispinus
Cenchrus longispinus

Regional Recommended Measure
Exclusion zone: whole region except the core infestation area of Mid-Western Regional Council, Bathurst Council, Cabonne Council and Cowra Council areas
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Spiny burrgrass - spinifex
Cenchrus spinifex

Regional Recommended Measure
Exclusion zone: whole region except the core infestation area of Mid-Western Regional Council, Bathurst Council, Cabonne Council and Cowra Council areas
Whole region: The plant should not be bought, sold, grown, carried or released into the environment. Exclusion zone: The plant should be eradicated from the land and the land kept free of the plant. Land managers should mitigate the risk of the plant being introduced to their land. Core infestation area: Land managers should mitigate spread from their land.

Spongeplant
Limnobium spongia

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
All species of Limnobium are Prohibited Matter

Spotted knapweed
Centaurea stoebe subsp. micranthos

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

St. John's wort
Hypericum perforatum

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land. The plant should not be bought, sold, grown, carried or released into the environment.
Protect grazing land that is free of St. John's wort

Tiger pear
Opuntia aurantiaca

Prohibition on dealings
Must not be imported into the State or sold

Tiger pear
Opuntia aurantiaca

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land.
Protect unimproved grazing lands that are free of tiger pear

Tropical soda apple
Solanum viarum

Control Order
Tropical Soda Apple Control Zone: Whole of NSW
Tropical Soda Apple Control Zone (Whole of NSW): Owners and occupiers of land on which there is tropical soda apple must notify the local control authority of new infestations; destroy the plants including the fruit; ensure subsequent generations are destroyed; and ensure the land is kept free of the plant. A person who deals with a carrier of tropical soda apple must ensure the plant (and any seed and propagules) is not moved from the land; and immediately notify the local control authority of the presence of the plant on the land, or on or in a carrier.

Tutsan
Hypericum androsaemum

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. Land managers should mitigate spread from their land. The plant should not be bought, sold, grown, carried or released into the environment.
Protect conservation areas, natural environments and primary production land that is free of tutsan

Velvety tree pear
Opuntia tomentosa

Prohibition on dealings
Must not be imported into the State or sold

Water caltrop
Trapa species

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
All species in the Trapa genus are Prohibited Matter in NSW

Water hyacinth
Eichhornia crassipes

Prohibition on dealings
Must not be imported into the State or sold

Water hyacinth
Eichhornia crassipes

Biosecurity Zone
The Water Hyacinth Biosecurity Zone applies to all land within the State, except for the following regions: Greater Sydney or North Coast, North West (but only the local government area of Moree Plains), Hunter (but only in the local government areas of City of Cessnock, City of Lake Macquarie, MidCoast, City of Maitland, City of Newcastle or Port Stephens), South East (but only in the local government areas of Eurobodalla, Kiama, City of Shellharbour, City of Shoalhaven or City of Wollongong).
Within the Biosecurity Zone this weed must be eradicated where practicable, or as much of the weed destroyed as practicable, and any remaining weed suppressed. The local control authority must be notified of any new infestations of this weed within the Biosecurity Zone

Water hyacinth
Eichhornia crassipes

Regional Recommended Measure
Land managers should mitigate the risk of new weeds being introduced to their land. The plant should be eradicated from the land and the land kept free of the plant. Notify local control authority if found.

Water soldier
Stratiotes aloides

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

Willows
Salix species

Prohibition on dealings
Must not be imported into the State or sold
All species in the Salix genus have this requirement, except Salix babylonica (weeping willows ), Salix x calodendron (pussy willow) and Salix x reichardtii (sterile pussy willow)

Witchweeds
Striga species

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries
All species in the Striga genus are Prohibited Matter in NSW, except the native Striga parviflora

Yellow burrhead
Limnocharis flava

Prohibited Matter
A person who deals with prohibited matter or a carrier of prohibited matter is guilty of an offence. A person who becomes aware of or suspects the presence of prohibited matter must immediately notify the Department of Primary Industries

 

3.       Council locally targeted species

3.1       The problem weeds in the Council area are as follows:

1.         Johnson Grass

2.         Scotch Thistle

3.         African Boxthorn

4.         Serrated Tussock

5.         Blue Heliotrope

6.         Dodder

7.         Green Cestrum

8.         English/Scotch Broom

9.         Pear Species (Tiger & Prickly)

10.       Chilean Needle Grass.

11.       Blackberry

12.       Silver Leaf Nightshade

13.       St John’s Wort

14.       Coolatai Grass

15.       Spiny Burrgrass

16.       Sweetbriar

17.       Bathurst Burr

18.       African Lovegrass

19.       Tree of Heaven

20.       Nodding Thistle

21.       Noogoora Burr

3.2       Weed Control Program

The Chief Weeds Officer will prepare a yearly program and timetable for inspections and the spraying of various weeds.  This timetable should be flexible to fit in with seasonal changes and weather conditions.

4.       Property Inspection Procedure

4.1     Pre-inspection notice

Council will mail out to the Landholder a Notice of inspection for weeds giving at least 10 working days notice from postage.

4.2      Property Inspections

Following the necessary advice and consultation with property owners as required by the Act Council staff will inspect properties throughout the Council. Within the limits of staff resources inspections will cover the overall Council area with particular attention to known problem areas or in response to residents or other specific requests.

 

4.3     Issue of Reports

On completion of the inspection the Weed Inspector will issue a property inspection report to the owner stating any weed if any. The report will give a reasonable time for suppression to occur. In the case of the landowner being absent at the time of the inspection the report will be posted to the owner.

4.4       Technical Advice

            Council’s Weeds Inspectors can assist by advising landholders of the best methods of treatment to suit each infestation for example cultivation, pastoral or chemical means. Staff are to maintain regular contact with the NSW Department of Primary Industry regarding latest recommended control measures.

 


 

5.      Obligations of Private Landholders Weed Biosecurity

From 1 July 2017 the Biosecurity Act 2015 (link =                   https://www.dpi.nsw.gov.au/about-us/legislation/list/biosecurity-act-2015) and its subordinates came into effect replacing all or part of 14 Acts including the Noxious Weeds Act 1993.

The Act provides modern, flexible tools and powers that allow effective, risk-based management of biosecurity in NSW. It will increase efficiency and decrease regulation in responding to biosecurity risks and provides a streamlined statutory framework to protect the NSW economy, environment and community from the negative impact of pests, diseases and weeds.

General Biosecurity Duty

The General Biosecurity Duty (link = https://www.dpi.nsw.gov.au/biosecurity/biosecurity-legislation/general-biosecurity-duty) (section 22 of the Biosecurity Act) states that:
“any person who deals with biosecurity matter or a carrier and who knows, or ought reasonably to know, the biosecurity risk posed or likely to be posed by the biosecurity matter, carrier or dealing has a biosecurity duty to ensure that, so far as is reasonably practicable, the biosecurity risk is prevented, eliminated or minimised.”

Priority Weeds

The Central Tablelands Regional Strategic Weed Management Plan supports regional implementation of the NSW Biosecurity Act 2015 by articulating community expectations in relation to effective weed management and facilitating a coordinated approach to weed management in the region.

The plan identifies state and regionally prioritised weeds and outcomes to demonstrate compliance with the General Biosecurity Duty.

NSW WeedWise (link = http://weeds.dpi.nsw.gov.au/) contains over 300 priority weeds, describing:

·      Profile

·      Control (including registered herbicide options)

·      Biosecurity duty (under the Biosecurity Act 2015)

 

Your role

All land owners or land managers have a ‘General Biosecurity Duty’ to prevent, eliminate or minimise the Biosecurity Risk posed or likely to be posed by weeds.

If a weed poses a biosecurity risk in a particular area, but is not the subject of any specific legislation, Council’s Authorised Officers may rely on the general biosecurity duty to manage that weed or prevent its spread.

6.        Cabonne Council weed control guidelines

6.1       Biosecurity risks are to be minimised at all times with an effective whole farm plan.

 

6.2       The first priority is to establish perimeter control to prevent spread to adjoining properties and then to work into the property from the boundaries.

6.3       If a property has a large infestation that could not be economically treated in one (1) year Council’s Weeds Officers in consultation with the landowner are to establish a plan to deal with the infestation over a number of years.

6.4       Initially a base area will be agreed to and then cleared of weeds.  The next season the same area must be treated for re-infestation and a further section of the property treated.  This system would then continue until the weeds on the property are effectively suppressed and controlled.

6.5       The Department of Primary Industry recommends that cleaning up light scattered infestations first and then containing large dense infestations by treating the base perimeters until work can be commenced on the base infestation. This can achieve the most positive and economic long-term results.

6.6       The Biosecurity Weeds Act identifies that the control authority (Council) has discretion in the extent to which it implements the provisions of the Act but the property owner has the full obligation to ensure weeds are suppressed and controlled.

7.         Council Requirements

7.1       Staff Resources

            At the present time Council employs a Chief Weeds Officer, three (3) Weeds Inspectors whose duties are to:

·    Inspect properties and all land under Council control with a view to locating infestations of weeds under the Biosecurity Act 2015

·    Prevent the spread of weeds and reduce existing infestations as required under the Biosecurity Act 2015

·    To implement Council’s weed Control Program

·    To alert Council to any significant changes in the weeds situation in the Council.

·    Liaise with officers of the NSW Department of Primary Industry.

·    The Chief Weeds Officer is available to the public for advice most days at the Molong Office 7:00 AM to 10:00 AM.  Phone 6392 3202 Mobile phone contact is also provided for other staff.

 

7.2     Equipment Resources

·    Private property owners have the choice to have control work done by private contractors or by Council staff if they have available time

·    Three Inspectors have four wheel drive vehicles with spray equipment, which is to be used for control work.

·    The Chief Weeds Officer’s vehicle is to be a four wheel drive without spray equipment

 

7.3     Chemical Supply

Council will supply registered chemicals for noxious weed control at the Council’s bulk purchase price plus a small handling fee.

8.       Regional Committees – Council Participation

       Council and its staff participate in the activities with Central Tablelands Regional Weed Committee and other Regional Committees, ie Lachlan and Macquarie Valleys.

Council recognises the importance of these Committees in accessing grants funding from New South Wales Department of Primary Industries and also influencing strategies on weeds control within the region.

9.        References

           http://centraltablelands.lls.nsw.gov.au/biosecurity/weed-control

           Local Weed Management Guides/Programs

           Regional Best Practice Guides

           Councils Pesticide Notification Plan

           NSW Department of Primary Industries

           NSW WeedWise

 


Item 10 Ordinary Meeting 28 August 2018

Item 10 - Annexure 2

 

Procurement (Incorporating Local Supplier Preference) Policy

1 Document Information

Version Date
(Draft or Council Meeting date)

27 July 2018

Author

Administration Manager

Owner

(Relevant director)

Director of Finance & Corporate Services

Status –

Draft, Approved,  Adopted by Council, Superseded or Withdrawn

Draft

Next Review Date

Within 12 months of Council being elected

Minute number
(once adopted by Council)

 

 

2 Summary

The Cabonne Council Procurement Framework consists of this Cabonne Council Procurement Policy document and the accompanying Cabonne Council Procurement Guidelines.

This Procurement Framework aims to provide an effective and transparent control over the purchasing process using public funds and to manage the purchasing process in such a way that Council will benefit economically and attain its environmental and social objects including local benefit.

3 Approvals

Title

Date Approved

Signature

General Manager

 

 

4 History

Minute No.

Summary of Changes

New Version Date

 

Petty cash limit amended to $30

12 February 2008

10/02/17

Readopted by Council

15 February 2010

11/02/13

Incorporated previous Tendering Policy relating to requirement that all tenders be by an open tender unless an alternative report has been prepared on the benefits of an alternative tendering method.

Amended to incorporate recommendations made by the DLG in the Tendering Guidelines issued October 2009; Council resolution to include GIPA Act clauses as appropriate; and resolution by Council to include a 5% buffer for local preference in procurement. 

21 February 2011

 

Tidied

June 2013

13/09/30

Readopted as per s165(4)

17 September 2013

14/10/19

11.3.3 amended – typo at $150,000 corrected

28 October 2014

15/02/25

Replacing the Procurement (including local preference) Policy

24 February 2015

15/04/19

Replacing the Procurement (including local preference) Policy

28 April 2015

5 Reason

Expenditure on third party goods and services represent the most significant portion of Council expenditure.

Accordingly, Council is committed to having a Procurement Framework that effectively:

·    Manages compliance requirements;

·    Ensures appropriate probity, equity, transparency and ethical behaviour across all procurement activities;

·    Seeks value for money outcomes;

·    Manages risk;

·    Consists of best practice elements;

·    Drives accountable decision making;

·    Recognises and accounts for social and sustainable impact; and

·    Is accessible to all Council staff  

The purpose of this Policy is to:

•        Establish the procurement framework in which procurement activities are conducted by Council and ensure a consistent and controlled process is deployed at all times.

•        Establish an ethical procurement process through a transparent and equitable procurement framework that focuses on probity considerations throughout.

•        Establish a procurement framework to pursue optimal outcomes from each and every process achieved through best practice methodology.

•        Demonstrate accountability.

Council will also aim to encourage the development and promotion of business and industry within the local economy and in so doing will assist in creating the growth of such business or industry.  To this end, this Policy consists of the Council’s policy position with regards to Local Supplier Preference, detailing a framework to support Cabonne’s local industry and businesses.

6 Scope

This policy applies to all contracting and procurement activities at Council and is binding upon Councillors, Council Staff, temporary employees, contractors and consultants while engaged by the Council.

The purchase cost determines the procurement method / requirements to be used. 

7 Associated Legislation, Supporting Policies, Resources and Documents

7.1 Associated Legislation / Legislative Framework

Local Government Act 1993 (NSW)

Local Government (General) Regulations 2005

OLG Tendering Guidelines for NSW Local Government (October 2009)

Government Information (Public Access) Act 2009

7.2 Supporting Policies / Procedures

Cabonne Council Code of Conduct

Cabonne Council  Delegations Index

Cabonne Council Corporate Credit Cards Procedure

Cabonne Council Procurement Guidelines

7.3 Supporting Resources and Documents

OLG Circular to Councils No 06/07 – Procurement in NSW Local Councils

OLG Circular to Councils No 09/39 – Tendering Guidelines in NSW Local Government

ICAC Pitfalls or Probity: Tendering and Purchasing Case Studies (provide guidance on Local Supplier Preference)

ICAC Purchase and Sale of Local Government Vehicles publication

8 Definitions

Act

Local Government Act 1993

Buffer

Refers to percentage based pricing concession applied to identified Local Supplier’s quote or tender price for comparative assessment purposes only.  The current local preference buffer is 5%.

Council

Cabonne Council

OLG Tendering Guidelines

OLG Tendering Guidelines for NSW Local Government (October 2009)

GIPA Act

Government Information (Public Access) Act 2009

Guidelines

The Cabonne Council Procurement Guidelines

Framework

The Cabonne Council Procurement Policy framework consisting both the Policy and the Guidelines

Local Benefit

Having the ability to positively impact upon the local economy by Council purchasing locally within policy provisions.

OLG

Office of Local Government (previously the Division of Local Government – note the DLG Tendering Guidelines are titled as such as they were developed under the previous name)

Open tendering

Means the tendering method as detailed in the Regulations (see section 166-167)

Policy

The Cabonne Council Procurement (Incorporating Local Supplier Preference) Policy

Prescribed Entity

An entity identified and prescribed in the Local Government Act allowing Councils to access contracts established by the ‘prescribed entity’ without having to go to tender in their own right. Local Government Procurement (LGP) and Strategic Purchasing are noted in the Regulations as being prescribed.

Regulations

The Local Government (General) Regulations 2005 (NSW) 

Selective tendering

Means the tendering method as detailed in the Regulations (see section 166,168-169)

Value for Money

Value for money is determined by considering all the factors that are relevant to the proposed contract and may include: experience, quality, reliability, timeliness, service, risk profiles and initial and ongoing costs. These are all factors that can make a significant impact on benefits and costs. Value for money does not automatically mean the ‘lowest price’.(reference OLG Tendering Guidelines)

9 Responsibilities

9.1 General Manager

The General Manager is responsible for the overall control and implementation of the policy.  Where special circumstances exist, the General Manager or his/her delegate may vary the “quotation(s)/process required” at 11.7 upon receipt of a written request outlining the circumstances.

9.2 Directors and Managers

Directors and Managers are responsible for the control of the policy and procedures within their area of responsibility.

9.3 Delegated Officers

Incumbents of positions with delegation to sign purchase orders in writing for the supply of services, goods and materials in accordance with Clause 211 of the Local Government (General) Regulation 2005 are limited to issue purchase orders only in accordance with approved budgets, approved votes, relevant statutory requirements and within Council’s policies.

10 Policy Provisions and Guiding Principles

The Cabonne Council procurement policy framework is governed by the following principles. Cabonne Council’s procurement of goods and services by Council must have regard to the following principles:

·    Compliance

·    Probity, Equity, Transparency and Ethical Behaviour

·    Value for Money

·    Best Practice Elements

·    Accountable Decision Making

·    Risk Management

·    Social and Sustainable Impact

10.1 Compliance

Ensure that all relevant legislative requirements are complied with, both through the development of compliant policy and process, and by the individual application on each process.

10.2 Probity, Equity, Transparency and Ethical Behaviour

All procurement conducted by Cabonne Council must be conducted in a fair, equitable, transparent, honest and ethical manner, with the highest levels of integrity and in the public interest and compliant with all relevant requirements.

10.2.1 Standards of Behaviour and Ethics

(1)             Honesty and Fairness

Council will conduct all tendering, procurement and business relationships with honesty, fairness and probity at all levels.  Council must not disclose confidential or proprietary information.

(2)             Consistency of Process

Council must ensure consistency in all stages of the procurement process.  All requirements must be clearly specified in the tender documents and criteria for evaluation must be clearly detailed; all potential tenderers should be given the same information; and the evaluation of tenders must be based on the conditions of tendering and selection criteria as defined in the tender documents.

(3)             No Conflicts of Interest

Council must ensure that procurement processes are conducted in an environment devoid of Conflicts of Interest. A council official with an actual or potential conflict of interest must address that interest without delay in accordance with Council’s Code of Conduct.

(4)             Rule of Law

The procurement of goods and services by Council must be in accordance with the legislative framework prescribed by the Act and the Regulations and other applicable law and legislation.

(5)             Open and Fair Competition

Council must not engage in practices that are anti-competitive or engage in any form of collusive practice.

Open and fair competition between suppliers supports Council’s commitment to obtaining best value for money and ensuring probity, equity transparency and ethical behaviour.

All prospective contractors and suppliers must be afforded an equal opportunity to tender or quote.

Impartiality must be maintained throughout the procurement process so it can withstand public scrutiny.

Potential suppliers are provided with consistent information and opportunity and are evaluated against defined criteria and in a consistent manner as documented in the approved Evaluation Plan;

Specifications and tender documentation will not be prepared to favour or disadvantage particular suppliers provided that the Council’s strategic and business requirements are met.

(6)             No Improper Advantage

Council must not engage in practices that aim to give a potential tenderer an advantage over others, unless such advantage stems from an adopted Council procurement policy such as a local preference policy (as stated in clause 12.1).

(7)             Intention to Proceed

Council must not invite or submit tenders without a firm intention and capacity to proceed with a contract, including having funds available.

(8)             Co-operation

Council must encourage business relationships based on open and effective communication, respect and trust, and adopt a non-adversarial approach to dispute resolution.

10.3 Value for Money

Value for public money to achieve positive outcomes for the community is the core principle underpinning Council’s procurement system.  This will involve a comparative analysis of all relevant costs and benefits of each proposal throughout the whole procurement cycle.  To carry out the comparative analysis, Council will use appropriate evaluation criteria with a weighting applied to each evaluation criterion.  Evaluation criteria and weighting will be set by the responsible officer. 

10.4 Best Practice Elements

Where practicable, elements of Best Practice are to incorporated and continually evolving into procurement in Council.

10.5 Accountability Decision Making

Council must ensure that the process for awarding contracts is not only open, clear, fully documented and defensible; it must also be consistent in its application across the whole organisation in every procurement activity.

Furthermore, Cabonne Council staff must be able to account for all procurement decisions made over the whole-of-life of all goods, services and works purchased with supporting, auditable, documentation.

All decisions and actions must be accountable, defensible and withstand scrutiny.

10.6 Risk Management

Strategies for managing risks associated with all procurement processes are in place and consistent. Risk Management is a primary consideration in the Cabonne Council procurement processes, potential risks will be identified, analysed, evaluated, treated and monitored across all stages of procurement activity with reference Council’s interests and appetite for risk.

In order to mitigate the risks to Council, Purchase Requisitions are to be raised and approved in accordance with the Procurement Guidelines.

10.7 Social and Sustainable Impact

Cabonne Council recognises it has an implicit role in furthering sustainable development, through its procurement of goods, and services and works.  Cabonne Council recognises the potential impact it’s spend has on the environment, communities and markets and where applicable will integrate sustainability, environmental and social issues into the procurement process.

11 Procurement Policy Framework

11.1 Procurement Policy Framework

The Cabonne Council Procurement Policy framework comprises this Cabonne Council Procurement Policy document, the accompanying Cabonne Council Procurement Guidelines document and all related template documents and process guides.

This Policy documents provides the policy position and statements with regards to Procurement whilst the accompanying Guidelines provides details on process and procedures.

To be compliant with the Cabonne Council Procurement Policy framework requires compliance with all relevant requirements detailed in both the Policy and the Guidelines.

11.2 Procurement Strategy

The completion of a Procurement Strategy is required for:

·    Any procurement where the anticipated cost exceeds $50,000; and / or

·    Any procurement which is identified as presenting significant risk; and / or

·    Any procurement for the engagement of professional consultants

The Procurement Strategy is to be completed as per the requirements detailed in the Guidelines.

The Procurement Strategy is to be approved by the relevant Delegated Authority.

11.3 Use of existing contracts

Wherever an existing contract is available for use by Cabonne Council (including State Government, Local Government Procurement (LGP) or (CENTROC contracts) is in place, it shall be reviewed in the first instance to ascertain whether the existing contract(s) satisfies the identified requirement.

Should the identified contract satisfy the identified requirement it should be utilised. Where the available contract does satisfy the identified requirement however it is determined that the use of the contract is not in the best interest of Council, then an Exemption from Process application is to be made for approval by the General Manager (see section 11.7)

Any purchases in excess of $150,000 must be resolved by Council regardless of whether it is acquired through the utilisation of available contracts that legislation allows access to (i.e. LGP and other ‘prescribed entities’) or as a result of a separate tender process.

Where there is no available contract to review or if the available contract does not satisfy the identified requirement then the appropriate procurement process as determined by value and risk is to be completed as detailed in this Procurement Policy Framework.

 This provision seeks to remove duplication of effort and research; and saves Council’s resources in not having to go through the Tender / procurement process unnecessarily.

11.4 Quotations

Expenditure by means of a quotation process represents the majority of Council expenditure. Accordingly, Council through the procurement Framework has identified appropriate processes to be completed when completing procurement via a quotation process.

Quotation processes are to be approached considering the detailed Cabonne Council Procurement Guidelines, in accordance with the detailed procedures and requirements dependent upon value of the procurement.

11.5 Tendering

Any tender process undertaken by Cabonne Council must comply with all aspects of the legislative and regulatory considerations applicable; including the Act, the Regulations and the OLG Tendering Guidelines.

Council will seek tenders where required by the Act and at other times as detailed and qualified in the approved Procurement Strategy. 

Council requires that all purchases anticipated to be in excess of $150,000 (inc GST) be sourced by an open tender or by accessing an approved panel contract (e.g. LGP, NSW State Government contracts etc), unless an alternative report to council has been prepared on the benefits of an alternative tendering method, and the Recommendation to utilise an alternative procurement method is approved, most notably a Selective Tender (see section 166-169 of the Regulations). 

Council officers must not split tenders in order to fall below the $150,000 threshold.

11.6 Process Requirements by Spend Threshold

Purchases for less than $150,000 (inc GST) will be authorised by appropriate council officers who have been delegated to give orders in writing for the supply of services, goods and materials in accordance with Clause 211 of the Local Government (General) Regulation 2005.  Levels of delegation are set out in the Cabonne Council Delegations Index.

Orders can only be given in accordance with approved budgets, approved votes, relevant statutory requirements and within Council’s policies through the appropriate process required as shown below.

Value of Goods and Services (GST Incl)

Process Required

Up to $100

Seek 1 quote

Up to $3,000

Minimum of 1 quote

$3,001 to $10,000

Minimum of 2 written quotes

$10,001 to $50,000

Minimum of 3 written quotes

$50,001 to $149,999

Formal Request For Quotation (RFQ) – treat similar to Tender

$150,000 and above

Full Tender process to be followed

11.7 Exemptions from Process

Where applicable by law, the General Manager may at his/her discretion, provide an exemption from the processes required by the Cabonne Council Procurement Framework.

Any request for exemption from the established processes and requirement of the Framework must be well qualified and detailed to provide the General Manager with all relevant factors to consider when making a determination.

The process and requirements with regards to an exemption from process is fully detailed in the Guidelines.

Note – the General Manager does not have the delegation to approve any exemption to legislative or regulatory requirements as detailed in the Act, the Regulations, the OLG Tendering Guidelines or any other relevant legislation including exemptions or variations with regards to the requirement and process for procurement in excess of $150,000.

11.8 Contract Management

To ensure that the identified value for money at the time of engagement is realised, Council will implement appropriate Contract Management frameworks to manage all contracts that Council enter into.

Details of the Contract Management framework is provided in the Guidelines.

12 Local Supplier Preference

12.1 Local Benefit

Council is committed to supporting the local economy and enhancing the capabilities of local business and industry by including a Local Supplier Preference framework in this Policy.

The objective of this policy provision is to create a framework that ensures Council gives due consideration to the actual and potential benefits to the local economy of sourcing goods and services locally where possible, whilst maintaining a value for money approach at all times.

Locally sourced goods and services will be used where price, performance, quality, suitability and other evaluation criteria are comparable with non-locally sourced goods and services. 

To assist local industry and local economic development, Council will:

a)   Use a local preference ‘buffer’ when assessing prices as defined in this policy framework.

b)   Encourage a ‘buy local’ culture within the Council where applicable;

c)   Disseminate contract and tender information to local industry, in a manner deemed appropriate;

d)   Ensure that buying practices, procedures and specifications do not disadvantage local suppliers and ensure transparency in quotation, tendering and contract management practices; and

e)   Encourage local businesses to promote their goods and services to Council.

Council must seek quotes from Local Suppliers where possible.

For the purposes of evaluating the pricing component only, in effect a percentage-based pricing concession will be applied to the bid price of identified Local Supplier – the current pricing concession is 5%. Accordingly, the submitted price from identified Local Suppliers will be reduced by 5 %.

Where all submissions are received from identified Local Suppliers, the 5% buffer will not be used in the assessment.

12.2 ICAC

It is noted that the ICAC has previously published its findings into research it undertook into Local Preference practices/policies by Local Government.  This policy acknowledges the findings and requires that Council be precise about the local preference rule and includes it in tender documentation.  Council will also monitor the cost of the policy, including adverse impact on competitiveness as recommended in the ICAC report.  After regular reviews Council may alter its policy to provide a buffer which it has included with a view to supporting local industry.

12.3 Identification of ‘Local Suppliers’

Local suppliers are identified for the purposes of the application of the Local Supplier Preference utilising the following qualification:

Local Suppliers are those suppliers that have maintained a registered business address in the Cabonne Council Local Government area for the preceding 12 months prior to the procurement activity for which they are seeking Local Supplier status.

12.4 Application of Local Supplier Preferencing

The price concession buffer will be applied in the evaluation and decision making process for all procurement activity up to $150,000. The Process with regards to the application and use of the buffer in evaluating offers is detailed in the Cabonne Council Procurement Guidelines.

 


Item 10 Ordinary Meeting 28 August 2018

Item 10 - Annexure 3

 

After School Hours Care Policy

1 Document Information

Version Date
(Draft or Council Meeting date)

 08 August 2018

Author

Community Services Manager

Owner

(Relevant director)

Director of Finance & Corporate Services

Status –

Draft, Approved,  Adopted by Council, Superseded or Withdrawn

Draft

Next Review Date

For consistency all policies will be adopted after review within 18 months of being adopted by Council or within 12 months of Council being elected.

The Sun Protection policy will not be changed unless advised by Cancer Council NSW and Network of Community Activities.

Minute number
(once adopted by Council)

 

2 Summary

This document contains all policies and procedures relating to the operation of Cabonne After School Hours Care.

3 Approvals

Title

Date Approved

Signature

Director of Finance & Corporate Services

 

 

4 History

Minute No.

Summary of Changes

New Version Date

13/08/22

First formal adoption by Council.  Will replace Mullion Creek After School hours Care Service policy. 

20 August 2013

13/09/30

Readopted as per s165(4)

17 September 2013


 

5 Reason

Please refer to individual policies

6 Scope

Please refer to individual policies

7 Associated Legislation

Please refer to individual policies

8 Definitions

A body of water:

The service recognises the following locations are bodies of water;

•        Swimming pools and/or water fun parks

•        Wading pools

•        Lakes

•        Ponds

•        The sea/ocean

•        Creeks

•        Dams

•        Rivers

•           Equipment used by the service that could contain 5cm or more of water and would allow a child to submerge both nose and mouth at the same time.

9 Responsibilities

Please refer to individual polices

 

10 Related Documents

Document Name

Document Location

 

 

 


 

11 Policy Statement

Table of Contents

Cabonne After School Hours Care Services. 4

Our Philosophy. 7

Acceptance and Refusal of Authorisations. 8

Animals. 10

Behaviour Guidance. 13

Complaints Procedures. 16

Confidentiality. 18

Dealing with Medical Conditions and Medical Administration. 21

Delivery and Collection of Children. 25

Emergency and Evacuation. 28

Enrolment and Orientation. 31

Environmental Sustainability. 35

Excursions. 37

Fees. 41

Food and Nutrition. 45

Governance and Management 48

Hygiene. 53

Inclusion. 56

Infectious Diseases. 59

Interactions with Children. 63

Isolation Policy. 66

Management of Basic First Aid. 67

Management of Incident, Injury and Trauma. 70

Policy Development and Review.. 74

Providing a Child Safe Environment 76

Removal and Assumption of care of a Child from the Service by Community Services. 84

Social Media. 87

Staffing. 89

Sun Protection. 104

Water Safety. 108


 

Cabonne After School Hours Care Services

Philosophy, Policies and Procedures

Index

Cabonne After School Hours Care Services Philosophy

Policies

Acceptance and Refusal of Authorities - required authorities for excursions, activities, medications, access to personal records, collection of children.

Animals – requirements and considerations for keeping a pet at the service.

Behavioural Guidance – procedures for ensuring a safe and secure environment for staff, children and families.

Complaints Procedure – procedures for persons to make a formal or informal complaint and subsequent actions.

Confidentiality – procedures for collecting personal information, disclosing information and maintenance of information. Storage of records. Guidelines for personal conversations with families.

Dealing with Medical Conditions and Medical Administration – requirements on enrolment of a child with a medical condition including management plans and communication plans.  Staff’s responsibilities if a child attends who has a medical condition or allergy. Requirements and authorisations for administrating medication.

Delivery and Collection of Children – procedures for collection of children at beginning of session, collection of children at the end of the session, completion of attendance register and actions to take if a child is absent or missing.

Emergency and Evacuation – requirements for emergency evacuation procedures, required floor plans, assembly points, fire protection and prevention equipment and children’s practice drills.  Procedures if an unknown person harasses or threatens staff or children.

Enrolment and Orientation – guidelines for priority of access and enrolment waiting list, inclusion of children with special needs, required attendance and enrolment records, staff’s responsibilities regarding children enrolled and booked in, cancellation of enrolments and orientation for new families.

Environmental Sustainability – strategies for implementing environmentally friendly practices.

Excursions - required risk management plans, equipment to be carried, authorisations, transportation guidelines and staff supervision responsibility.  Procedures should a child be lost.  Water safety and definition of a body of water.

Fees – requirements for making and cancelling a booking, a child’s absence and closure of service.  Guidelines for paying fees including CCS (Child Care Subsidy) CCB and CCR information and charges for late collection of child/children. Action to be taken for overdue fees and debt recovery.  Procedures for fee increases.

Food and Nutrition – procedures for provision of a menu detailing food and drink provided at the service including any individual’s special needs.  Guidelines for education and modelling of healthy eating habits.  Encouragement of contributions to menu and cooking from families.  Requirements for storage and hygiene in regards to food handling.

Governance and Management – responsibilities of the Approved Provider, Cabonne Council, the services Nominated Supervisors and the Coordinator in regards to administrative requirements, financial management, facilities and environment, equipment and maintenance, review and evaluation of the service, confidentiality and work, health and safety.

Hygiene – requirements of staff to educate and model good hygiene practices for children upon entering and during a session.  Staffs responsibilities in regards their own hygienic practices and their environment including keeping the environment, toys and equipment clean.  Guidelines for safe storage and handling of food for staff and children.

Inclusion – procedures for being inclusive of all children in the service, practices to be followed, support available for inclusion of diversity.

Infectious Diseases – procedures for dealing with a sick child on arrival, a child who becomes unwell during a session and resumption of their attendance.  Procedures to follow for infection control when dealing with cuts, bodily fluids etc.  Management of HIV/AIDS/Hep B and C.  Management of an infectious disease outbreak.

Interactions with Children – the required attitudes and actions required from staff during interactions with children.  Dealing with inappropriate children’s behaviour.  Exclusion for unacceptable behaviours.

Isolation – Procedures to be followed when a solitary staff member is working at a service.

Management of Basic First Aid – requirements for qualifications for first aid for staff. Provision of, and maintenance of, first aid kits.  Emergency first aid procedures and contact numbers.

Management of Incident, Injury, Illness and Trauma – requirements regarding families consent to medical treatment for child/children. First aid procedures to be conducted by staff. Procedures for a serious injury or death of a child or staff member. Defining a ‘serious incident’.

Policy Development and Review – requirements when developing or reviewing policies and procedures, introduction of new policies to deal with events, stakeholder’s involvement, notification and endorsement of new or amended policies.

Providing a Child Safe Environment – requirements and guidelines for staff, Coordinator and Management to follow when managing the facility, buildings, equipment, storage spaces, temperature and lighting, pests and vermin and play areas. Procedures for reporting beliefs that a child is at a significant risk of harm, information exchange guidelines and Working with Children Checks.

Removal and Assumption of care of a child from the Service by Community Services – guidance and staff procedures should Community Serves arrive to assume care of child.

Social Media – guidelines for using technologies, social networking sights etc., the viewing by children of TV shows or DVD’s and consequences for breaches

Staffing – a document outlining staff matters including staff recruitment, conditions of employment, staff orientation, staff professionalism, in-service training and development, review and appraisal, grievance procedure, disciplinary action, termination of employment, relief educators, volunteers, students and visitors, educator to child ratio’s, communication between Management, Coordinator, staff, children and families and staffing arrangements.

Sun Protection – guidelines provided by the Cancer Council of NSW includes information regarding UV index, protecting clothing, the use of sunscreen, suitable times to play outdoors, staff role modelling and collaboration with children.

Transportation – requirements when staff have to transport children in private cars, buses or by foot. –

Supervision of Children - guidelines for supervision that ensures the children’s health, safety and well-being at all times whether it is on the service premises or outside the service premises

Water Safety – a definition of a body of water, supervision requirements when near a body of water and when conducting a water based activity or when using water in the service environment.

 

 


 

Our Philosophy

We, at Cabonne After School Hours Care Services, are committed to providing high quality care for school aged children in an environment in which they will feel comfortable, safe and happy.

Our practices are guided by the “My Time, Our Place” Framework for School Age Care in Australia as we share their beliefs.  We implement them by ensuring that;

·    Children feel safe, secure and supported in our environment.  They will be encouraged to feel ownership and a sense of belonging during their time with us by being valued and respected as individuals with their own emotions, ideas, opinions and goals.  They will be encouraged to respect these characteristics in others during their participation in play and activities.

·    Our Program includes a range of activities and experiences that cater to children’s physical, emotional, social and cultural needs taking into account the diversity of ages, abilities, skills and interests.

·    Our routines and practices foster children’s respect for our environment and develop their sense of responsibility towards nature and the interdependence between all living things.

·    Our routines include education on, and role modelling of, health and hygiene practices for children.  Children will understand the importance of keeping their environment safe and clean, the benefits of their own hygiene practices and the benefits of good nutrition.

·    We encourage open communication between staff, children, families and visitors to our service, respecting the beliefs, values and input of all.  We will foster an interest in each other and the wider community to enhance the children’s feeling of belonging and their confidence in their world.

 


 

Acceptance and Refusal of Authorisations

Policy Statement

Our service will request authorisation from families when required to ensure the safety of the children and staff and may refuse a request unless the appropriate authorisation is provided. For example, if a child is to attend an extracurricular activity for which authorisation is required, but has not been given, this will result in the child not being able to participate in the activity. Authorisation must be in a written format, preferably on services forms designed for this purpose. Staff discretion may be used in some circumstances.

The Education and Care Services National Regulations require services to ensure that an authorisation (permission) is obtained from parents in certain circumstances. For example, the Regulation stipulates an authorisation must be obtained for:

·    Administering medication to children (Regulation 93)

·    Children leaving the premises of a service with a person who is not a parent of the child (Regulation 99)

·    Children being taken on an excursion (Regulation 102)

·    Access to personal records (Regulation 181)

Authorisations from parents may also be required if:

·    A child is leaving the service to attend an extra-curricular activity away from the service, for example, attending a sporting activity, dance, drama etc. that is run by another provider other than the after school care service.

·    Children are leaving the service to make their own way home.

Considerations

·    Education and Care Services National Regulation 93, 94, 99, 102, 157, 158, 161

·    National Quality Standard: Quality Area 2.3 , 7.3

·    Parent Information Booklet

·    Staff Handbook

·    Enrolment and Orientation Policy

·    Dealing with Medical Conditions and Administration of Medication Policy

·    Providing a Child Safe Environment Policy

Procedure

The Nominated Supervisor, or the person in day to day charge of the service will:

1. Ensure documentation relating to authorisation (permission) from parents/guardian contains:

·    The name of the child enrolled in the service

·    The date

·    Signature of the child’s parents/guardian or nominated person who is on the enrolment form

·    The approximate time the child will return to the service if the child is leaving the service to attend an extra-curricular activity and the time they will return to the service, if applicable

·    Original form/letter provided by the centre

2. Apply these authorisations to the collection of children, administration of medication, excursions and access to records.

3. Keeps these authorisations in the child’s enrolment record.

4. Ensure the child will not be permitted to leave the service to attend any extra-curricular activity until authorisation is obtained from the parent/guardian

5. Ensure that children are not permitted to sign themselves out or leave the service without an authorised adult, unless written authorisation from the parent/guardian has been given or verbal permission with a subsequent written confirmation.

6. Obtain written authorisation, if a person other than parent/guardian or other nominated person cannot collect the child.

7. In certain circumstances verbal authorisation may be accepted at the discretion of the senior staff member on duty.  In these instances staff will record in the sign in register, the time of the phone call with the parent/guardian and name of the person who will be collecting the child.  Identity of the person collecting the child should be confirmed by sighting ID, preferably photographic ID, example current driver’s license. This would be relevant in situations where there has been an emergency situation and no one from the child’s authorised list is able to collect the child.

8. Exercise the right to refuse if written or verbal authorisations do not comply with the requirements as outlined above.

9. Waive compliance for authorisation where a child requires emergency medical treatment for conditions such as asthma and anaphylaxis. The service can administer medication without authorisation in these cases, provided they contact the parents/guardian as soon as practicable after the medication has been administered.

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Service 04/06/2013

Policy to be reviewed as per cover page.


 

Animals

Policy Statement

Although animals are not a necessary part of the program, we believe that animals can be a valuable source of learning and enjoyment for the children.  Any animals that enter the service must be safe and present no danger to the children in any way.  Staff will ensure that everyone in the service will treat with respect and in a humane way all animals, at all times. Strict supervision will be maintained.

Considerations

·    Dealing with Infectious Diseases Policy

·    Management of Illness, Injury, Incident and Trauma Policy

·    Providing a Child Safe Environment Policy

·    Staying Health in Childcare

·    Companion Animals Act 1998

·    Prevention of Cruelty to Animals Act 1979

Procedure

The decision to keep a pet or have an animal visit the service will be made by the senior staff, based on an observed need or value to the children. The Supervisor will inform families of the benefits and potential risks associated with animals in the service and the procedures relating to pets and children. The Supervisor will consult with parents to determine special considerations needed for children whose immunity is compromised or who have allergies or asthma.

a) Educators will;

·    Wash hands after contact with animal, animal products or feed or animal environments.

·    Supervise human-animal contact, particularly involving the younger children.

·    Display animals in enclosed cages or under appropriate restraints.

·    Do not allow animals to roam or fly free or have contact with wild animals/birds.

·    Designate a specific area for contact with animals.

·    Do not allow food in animal contact areas, do not allow animals in areas where food and drink are prepared and consumed.

·    Clean and disinfect all areas where animals have been present. Children should only perform this task under adult supervision.

·    Not clean animal cages or enclosures in sinks or other areas used to prepare food and drink.

·    Obtain appropriate veterinary care if and when necessary and ensure the animals are kept immunized, clean and free of intestinal parasites, fleas, ticks, mites and lice.

·    Prepare a weekly roster to ensure the animal is appropriately fed and cared for.

·    Ensure any bedding, toys, litter tray, food feeding container or water container used or consumed by animals is inaccessible to children.

 

 

·    Ensure that a procedure is in place for the care of animals over the weekend, public holidays and school development days if the service does not operate on these days. In this instance it may be necessary for staff to take the animal home with them or alternatively a family enrolled at the service may agree to care for the animal on these days.

·    Remind children about hygiene practices required for handling an animal and ensure the practices are followed.

·    Maintain adequate supervision of the children and animals at all times.

·    Follow the services policies in relation to risk assessment, providing a child safe environment and/or any incidents, injuries sustained as a result of an interaction with an animal.

 

b) Minimising risk to health and safety

The mouths and claws of all animals carry bacteria that can cause infections in flesh around a bite, eventually, if untreated, may spread into the blood stream. The following preventative measures will be followed to help minimize risk to health and safety from contact with animals;

·    A vet should promptly treat animals that are ill, or thought to be ill. An animal that is irritable because of pain or illness is more likely to bite or scratch.

·    All children will be supervised when they have contact with animals. Children should be discouraged from putting their face close to animals or playing with animals while animals are eating.

·    Do not allow animals to contaminate sandpits, soil, pot plants and vegetable gardens.

·    Gloves will be worn when handling animal faeces, emptying litter trays and cleaning cages.

·    Dispose of animal faeces and litter daily. Faeces and litter will be placed in a plastic bag, sealed and put out with the garbage.

·    Pregnant women in particular should avoid contact with cat faeces.

·    If the animal is a bird, wet the floor of the cage before cleaning to avoid inhalation of powdered, dry bird faeces.

·    Avoid bringing in or keeping ferrets, turtles, iguanas, lizards or other reptiles, birds of the parrot family, or any wild or dangerous animals.

·    Children and educators must wash their hands thoroughly after touching animal and cleaning their cage/litter trays.

 

In addition to the above, the following must be noted;

·    Bat bites- Australian bats harbor a Lyssavirus, which is very similar to rabies virus. If you are scratched or bitten by a bat, immediately clean the wound with soap and running water for five minutes and contact your doctor or public health unit.

·    Fish and other marine organisms- Scratches from fish and other marine organisms such as coral can cause unusual infections. If an injury caused by a fish, or a wound contaminated by sea, pond or aquarium water becomes infected, it is important to see a doctor and explain how the injury occurred.

·    Fleas- Fleas can infect both animals and humans, causing irritation and inflammation of the skin. Treat animals, their bedding and their immediate environment (that is, where they usually rest) to destroy adult and immature fleas.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 05/06/2013

Policy to be reviewed as per cover page.


Behaviour Guidance

 

Policy Statement

Our service believes that children have the right to feel physically and psychologically safe. We aim to provide an environment where all children and educators feel safe, cared for and relaxed and which encourages cooperation and positive interactions between all persons My Time, Our Place Outcome 1).

This behaviour management policy is based on guidance, redirection and positive reinforcement. Educators will aim to guide rather than control the behaviour of children in our care.

Basic rules will be established based on safety, respect for others, order and cleanliness and will be communicated to all families, children and educators along with consequences for inappropriate behaviour. The service recognises the importance of children input into developing the basic rules and helping to determine appropriate consequences for inappropriate behaviour (My Time, Our Place Outcome 2). Our service promotes a positive approach to managing the behaviour of all children. Children will be encouraged to resolve problems, defeats and frustrations where appropriate. This can be achieved by exploring possible solutions and helping children understand and deal with emotions. This will depend on the child’s age and level of development (My Time, Our Place Outcome 3).

Considerations

·    Education and Care Services National Regulations 73, 74, 76, 155, 156, 157, 168

·    National Quality Standard 1.2, 2.3, 3.1, 3.2, 5.1, 5.2, 6.1, 6.3

·    Confidentiality policy

·    Enrolment and Orientation Policy

·    Providing a Child Safe Environment Policy

·    Interacting with Children Policy

·    Management of Incident, Injury, Illness and Trauma Policy

·    Child Protection Policy

·    Children’s ( Education and Care Services National Law Application) Act 2010

·    UN Convention on the Rights of the Child

·    My Time, Our Place

Procedures

a) Guidelines

·    Educators will ensure that expectations relating to children’s behaviour are clear and consequence for inappropriate behaviour are consistently applied.

·    Educators will act as a positive role model for acceptable behaviour and encourage and reward acceptable behaviour

·    Educators will have access to training and support in positive approaches to behaviour management. This will be made available as part of the training budget when possible.

Whist at the service we expect that the children will comply with the following basic rules;

·    Respect each other

·    Respect other people’s property and that of the service

·    Share with other children and be inclusive

·    Accept and respect individuals needs and differences

·    Clean up after activities

·    Be polite to educators and each other

·    Follow the instructions from the educators

·    Play only in the allocated areas and as directed by educators and not enter areas that educators have designated “out of bounds”

·    Remain in the supervised areas of the program until the authorised person collecting them has signed them out

·    Not participate in physical fighting (play or real), for example, spitting, throwing toys, stones or dangerous objects, using sticks

·    Not bully or engage in any form of aggressive behaviour

·    Use appropriate language at all times

 

b) Guiding children’s behaviour

Steps that educators take towards establishing good behaviour management include;

 

·    Establishing positive relationships which are the foundation for building children’s self-respect, self-worth and feelings of security

·    Observing children to identify triggers for challenging behaviours. Paying attention to the child’s developmental level and any program issues that may be impacting on the behaviour.

·    Using positive approaches to behaviour guidance. Some of these include positive acknowledgment, redirection, giving explanations, encouragement, giving help, collaborating to solve problems and helping children to understand the consequences and impact of their behaviour

·    Supporting children by providing acceptable alternative behaviours when challenging behaviours occur

·    Ensuring limits are consistent, carried out in a calm, firm manner, followed through. And that children are helped to behave within the limits

·    Involving family and the child in appropriate ways in addressing challenging behaviour

·    Using other professionals when necessary to help with behavioural guidance, for example, the Inclusion Support Facilitator (ISF)

·    Identifying children’s strengths and building on them

·    Seeking support from other educators and management

 

c) Correction steps

·    When a child’s behaviour  is deemed inappropriate to either him/herself or others, or if a child’s behaviour is intrusive to another’s personal enjoyment, then educators will actively intervene and take steps to attempt to resolve the situation

·    Inappropriate behaviour can include bullying, being uncooperative, not listening to reasonable requests from educators or consistently disregarding the basic rules. In these instances, the following steps will be taken;

-     The educator will explain to the child that this type of behaviour is inappropriate

-     The educator will redirect the child to a different activity within the room (or outdoors)

-     If aggressive or inappropriate behaviour continues, the child will sit away from the group to calm down and think about their actions. After a short period of time, the educator will have a discussion with the child with respect to their actions and then the child will return to play

-     A discussion will be held with the child’s family when the child is collected.

d) Persistent inappropriate behaviour

If inappropriate behaviour continues over a period of time, a meeting between educators, nominated supervisor, child and family will be arranged. The meeting agenda will cover;

-     Alternate approaches to behaviour guidance

-     The child’s life outside the service

-     Any problems that may be causing the behaviour

·    A mutual strategy for improving behaviour will be discussed and closely monitored by educators, the nominated supervisor and the child’s family. Should it be necessary, and with the consent of the family, advice and assistance will be sought from relevant external specialists to address the matter

·    In extreme cases, to protect other children and educators, the service reserves the right to exclude the child from the service. This may be a temporary or permanent measure. Exclusion will only be considered after;

-     The child’s family has been notified and been given the opportunity to discuss the child’s behaviour

-     Educators, nominated supervisor and Approved Provider have given careful consideration to the problem.

-     Adequate support and counselling is sought (if necessary) clear procedures have been established for accepting the child back into the service.

-     Clear procedures have been established for accepting the child back into the service.

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Care Services 06/06/2013

Policy to be reviewed as per cover page.


 

 

Complaints Procedures

Policy Statement

The service will maintain a complaints and grievance management system to ensure that all Educators, families and community members know that complaints and grievances will be taken seriously and investigated promptly and fairly. Complaints and grievances will be investigated and documented in a timely manner. Our complaints and grievance management system will be promoted in the Parent Information Booklet.  We will identify complaints and grievances as opportunities to improve the quality of our service.

Considerations

·    National Regulation 168 “Education and Care service must have policies and procedures” (dealing with complaints)

·    National Standard 7: Element 7.3.4 “processes are in place to ensure that all grievances and complaints are addressed, investigated fairly and documented in a timely manner”

·    Community Services complaints, Appeals and Monitoring Act 1994

·    Parent Information Handbook

·    Staff Handbook

·    Providing a Child Safe Environment Policy

·    Excursion Policy

·    Authorisations and Refusals Policy

Procedure

The service will support an individual’s right to complain and will help them to make their complaints clear and try to resolve them.

A complaint can be formal or informal.  It can be anything which an individual thinks is unfair or which makes them unhappy with the service.

Every parent will be provided with clear written guidelines detailing the grievance procedure in the Parent Information Booklet.

All confidential conversations with individuals who have a complaint or grievance will take place in a quiet place away from children, other parents or staff not involved.

If an individual has a complaint or comment about the service, they will be encouraged to talk to the Supervisor or Coordinator who will arrange a time to discuss their concern and come to a resolution to address the issue.

If the complaint is not handled at this level to the satisfaction of the person making the complaint they should discuss with the Manager of Community Services, Cabonne Council either in writing or verbally.

The Manager Community Services will discuss the issue with the Coordinator and develop a strategy for resolving the problem, this will be discussed further with the individual or if necessary a meeting will be organized with the Coordinator and individual to resolve the problem.

All complaints will be recorded and dated including the issue of concern and how it was resolved.  All information on complaints and grievances will include evidence that complaints are investigated within satisfactory time frames and have led to amendments to policies and procedures where required. The Coordinator and Manager Community Services will inform the person making the complaint of what has been decided regarding the issue.  Staff will also be informed of any relevant issues that they may need to address or be aware of.

This could be done verbally or if the issue has been dealt with on a more formal basis, then the Manager Community Services or Coordinator will write personally to the individual making the complaint.

If any complaint cannot be resolved internally to the person’s satisfaction, external options will be offered such as an unbiased third party.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 04/06/2013

Policy to be reviewed as per cover page.

Confidentiality

Policy Statement

Our service will make every effort to protect the privacy and confidentiality of all individuals associated with the service by ensuring that all records and information about individual children, families, educators, staff and management are kept in a safe and secure place and is not divulged or communicated, directly or indirectly, to another person other than:

·    To the extent necessary for the education and care of the child

·    To the extent necessary for medical treatment of the child

·    A parent/guardian of the child to whom the information relates

·    The regulatory Authority or an authorised officer as expressly authorised, permitted or required under the Education and Care Services National Law and Regulations

·    With the written consent of the person who provided the information

Considerations

·    Education and Care Services National Regulations 145, 146, 147, 148, 149, 150, 151, 152, 168, 174, 175, 176, 177, 183

·    National Quality Standard 4.2, 5.1, 7.3

·    Governance and Management Policy

·    Enrolment Form

·    Parent Information Booklet

·    Staff Handbook

·    Personnel Files

·    My Time, Our Place

·    Network OSHC Code of Conduct

·    Network record Keeping factsheet

·    Work, Health and Safety Act (2011)

·    Privacy Act (1988)

·    Child Care Service Handbook (DEEWR)

·    Child Care Benefit legislation

Procedures

a) Collection of personal information

Before collecting personal information, the service will inform individuals of the following;

·    The purpose for collecting the information

·    What types of information will be disclosed to the public or other organisations

·    When disclosure will happen

·    Why disclosure needs to occur

·    How information is stored

·    The strategies used to keep information secure

·    Who has access to the information

·    The right of the individual to view their personal information

·    The length of time the information needs to be retained

·    How the information will be disposed of

All information regarding children and their families attending the service is to be used solely for the purpose of providing childcare and meeting the administration requirements of operating the service.

All information regarding any child/family enrolled in the service will only be accessible to authorised persons.  The Approved Provider and the Coordinator will determine who is authorised to access records. 

b) Retention and Storage of Records

·    The service will ensure the documents set out in the Education and Care Services National Regulations (Regulation 177) are kept in a safe and secure place for the length of time as outlined in Regulation 183 (2).

·    The Approved Provider will develop a practice in relation to the retention and disposal of records.

·    In the event that the approval of the service is transferred, the requirements of Regulation 184 will be followed.

c) Disclosure of Information

·    Personal information regarding the children and their families is not to be discussed with anyone outside the service except in circumstances outlined in Regulation 181.

·    Parents/guardians may seek access to personal information collected about them and their child by contacting the Coordinator or Nominated Supervisor of the service.  Children may also seek access to personal information about themselves.  However, access may be denied where access would impact on the privacy of others, where access may result in a breach of the service’s duty of care to the child or where the child has provided information in confidence.

·    Lists of children’s or parents/guardians names, emails and phone numbers are deemed confidential and are not for public viewing and will not be issued to any other person or organisation without prior consent.

·    No personal information regarding a staff member is to be given to anyone without his/her written permission.

d) Personal Conversations

·    Personal conversations with families about their children or other matters that may impact on the child’s enrolment, for example, fees, will take place in an area that affords them privacy.

·    Personal conversations with educators and staff about matters relating to their performance will take place in an area that affords them privacy.

e) Maintenance of Information

·    The Coordinator and Nominated Supervisor is responsible for maintaining all service records required under the Education and Care Services National Regulation (Regulation 168) and other relevant legislation, for example, Work, Health and Safety, Australian Taxation Office, Family Assistance Office, Department of Education, Employment and Workplace Relations (DEEWR) and for ensuring that the information is updated regularly.

·    The service takes all reasonable precautions to ensure personal information that is collected, used and disclosed is accurate, complete and up to date.

·    Individuals will be required to advise the service of any changes that may affect the initial information provided.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 040/06/2013

Policy to be reviewed as per cover page.


Dealing with Medical Conditions and Medical Administration

Policy Statement

Our service will work closely with children, families and where relevant schools and other health professionals to manage medical conditions of children attending the service.  We will support children with medical conditions to participate fully in the day to day program in the service in order to promote their sense of wellbeing, connectedness and belonging to the service (“My Time, Our Place” 1.2, 3.1). Our educators will be fully aware of the nature and management of any child’s medical condition and will respect the child and the family’s confidentiality (“My Time, Our Place” 1.4). Medications will only be administered to children in accordance with the National Law and Regulations.

Considerations

·    National Law Section 173

·    National Regulation 90-91, 92-96, 178, 181-184

·    National Standard 2.1

·    National Standard 6: Element 6.2.1 “The expertise of families is recognised and they share in the decision making about their child’s learning and wellbeing”.

·    National Standard 6: Element 6.3.1 “Links with relevant community and support agencies are established and maintained”

·    National Standard 6: Element 6.3.3. “Access to inclusion and support assistance is facilitated”

·    Disability Discrimination Act 1975

·    NSW Anti-discrimination Act 1977

·    Work Health and Safety Act 2011

·    Individual Medical Management Plans and corresponding resources

·    Parent Information Booklet

·    Staff Handbook

·    Service policy on “Administration of Medication”

·    Providing a Child Safe Environment Policy

·    Enrolment and Orientation Policy

·    Management of Incident, Injury, Illness and Trauma Policy

·    Administration of First Aid Policy

·    My Time, Our Place

Procedure

a) Dealing with medical conditions

Parents will be asked to inform the service of any medical conditions the child may have at the time of enrolment. This information will be recorded by the parent on the child’s enrolment form.

Upon notification of a child’s medical condition the service will provide the parent with a copy of this policy in accordance with regulation 91.

Specific or long term medical conditions will require the completion of a Medical Management Plan developed in conjunction with the parent, and child’s doctor. This will be followed up by a Service Medical Management Plan and a Medical Communication Plan.

It is a requirement of the service that a risk minimisation plan and communication plan is developed in consultation with the child’s family. The Nominated Supervisor or Coordinator will meet with the family and relevant health professionals, if necessary, as soon as possible prior to the child’s attendance to discuss the content of the plan to assist in a smooth and safe transition of the child into the service.

Content of the planning will include:

Identification of any risks to the child or others by their attendance at the service.

Identification of any practices or procedures that need adjustment at the service to minimise risk eg. food preparation procedures.

 Process and time line for orientation or training requirements of educators.

Methods for communicating between parents and educators any changes to the child’s medical management plan.

The medical management plan will be followed in the event of any incident relating to the child’s specific health care need, allergy or relevant medical condition. All educators including volunteers and administrative support will be informed of any special medical conditions affecting children and orientated regarding the necessary management. In some cases specific training will be provided to educators to ensure that they are able to implement effectively the medical management plan.

Where a child has an allergy the parents will be asked to supply a letter from their doctor explaining the effects if the child is exposed to whatever they are allergic to and explain ways staff can help the child if they do become exposed.

Where possible the service will endeavour to not have that allergen accessible in the service.

All medical conditions including food allergies will be placed on a noticeboard near the kitchen area (out of sight of general visitors and children). It is deemed the responsibility of every educator at the service to regularly read and refer to the list.

All relief staff will be informed of the list on initial employment and provided orientation on what action to take in the event of a medical emergency involving that child.

Where a child has a life threatening food allergy and the service provides food, the service will endeavour not to serve the particular food allergen in the service when the child is in attendance and families in the service will be advised not to supply that allergen for their own children. Parents of children with an allergy may be asked to supply a particular diet if required (eg. soy milk, gluten free bread).

Where it is necessary for other children to consume the particular food allergen (eg. milk or other dairy foods) the child with a food allergy will be seated separately during meal times and all children will wash their hands before and after eating.

Where medication for treatment of long term conditions such as asthma, epilepsy, anaphylaxis, diabetes or ADHD is required, the service will require an individual medical management plan from the child’s medical practitioner or specialist detailing the medical condition of the child, correct dosage of any medication as prescribed and how the condition is to be managed in the service environment.

In the event of a child having permission to self-medicate this must be detailed in an individual medical management plan including recommended procedures for recording that the medication has been administered. The doctor must provide this plan. In one off circumstances the service will not make an exception to this rule and will require families to complete the procedure for educators to administer medication.

b) Administration of Medication

Prescription medication will only be administered to the child for whom it is prescribed, from the original container bearing the child’s name and with a current use by date. Non-prescription medication will not be administered at the service unless authorized by a doctor.

Educators will only administer medicine during service operating hours.

Permission for a child to self-medicate will be administered with the family’s written permission only, or with the verbal approval of a medical practitioner or parent in the case of an emergency.

In the event that a case of emergency requires verbal consent to approve the administration of medication, the service will provide written notice to the family as soon as practical after administration of the medication.

An authorisation is not required in the event of asthma or anaphylaxis emergency however the authorisation must be sought as soon as possible after the time the parent and emergency services are notified.

A sweet drink containing sugar will be given in a diabetic emergency and parents or, emergency services if necessary will be notified as soon as possible after the emergency.

Families who wish for medication to be administered to their child or have their child self-administer the medication at the service must complete a medication form providing the following information;

·    Name of child

·    Name of medication

·    Details of date, time and dosage to be administered (general time eg: afternoon tea time will not be accepted)

·    Where required, indicate if the child is allowed to administer the medication themselves or have an educator do it

·    Signature of family member

 

Medication must be given directly to an educator and not left in child’s bag. If child is being collected from school by staff, staff will remove medication from child’s bag. Educators will store the medication in a designated secure place, clearly labelled and ensure that medication is kept out of reach of children at all times.

If anyone other than the parent is bringing the child to the service, a written permission note from the parent, including the above information, must accompany the medication.

An exception to the procedures is applied for asthma medication for severe asthmatics in which case the child may carry their own medication on their person with parental permission. Where a child carries their own asthma medication, they should be encouraged to report to an educator their use of the puffer as soon as possible after administering and the service maintain a record of this medication administration including time, educator advised and if the symptoms were relieved.

Before medication is given to a child, the educator (with current First Aid Certificate) who is administering the medication will verify the correct dosage for the correct child with another educator, if possible, who will also witness the administration of the medication.

After the medication is given, the educator will record the following details on the medication form;

·    Name of medication

·    Date

·    Time

·    Dosage

·    Name and signature of person who verified and witnessed.

 

Where a medical practitioner’s approval is given, educators will complete the medication form and write the name of the medical practitioner for the authorisation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 04/06/2013

Policy to be reviewed as per cover page.


 

Delivery and Collection of Children

Policy Statement

Our service will ensure that the children arrive at and leave the service in a manner that safeguards their health, safety and wellbeing.  Educators will manage this by adhering to clear procedures regarding the delivery and collection of children, ensuring families understand their requirements and responsibilities and accounting for the whereabouts of children at all times whilst in the service’s care.

Considerations

·    Education and Care Services National Regulation 99

·    Education and Care Services National Regulation 158 – 161

·    Education and Care Services National Regulations 168

·    Education and Care Services National Regulations 176

·    National Quality Standard 2.3

·    National Quality Standard 7.3

·    Parent Information Booklet

·    Staff Handbook

·    Acceptance and Refusal of Authorisations Policy

·    Enrolment and Orientation Policy

·    Dealing with Medical Conditions and Medical Administration

·    Providing a Child Safe Environment Policy

Procedures

a) Delivery of Children

·    Children are not to be left at the service unattended at any time prior to the opening hours of the service

·    The attendance register must record the child’s time of arrival and have a signature recorded

·    Educators will be aware of each child’s arrival at the service and exchange information with the person delivering the child such as who will be collecting the child, if applicable

·    If a child requires medication to be administered whilst at the service, the person delivering the child must document this in writing as per the services Medical Conditions and Medical Administration Procedures, if the child is being collected from school by staff, Parent/guardian must contact Coordinator to make arrangements

b) Collection of Children

·    Children must be collected by closing time of the service i.e.: 6.00pm

·    Any person who is collecting a child from the service must be listed as an authorised nominee on the child’s enrolment form with their contact details. The collection list must be kept current and be updated on a regular basis.

·    The authorised nominee who is collecting a child must sign the attendance register and record time of collection

·    Written authorisation must be given with the child’s enrolment form if children have permission to leave the service themselves. In this case, the responsible Person would sign the child out of the service.

·    Educators will be aware of each child’s departure from the service to ensure children are only collected by an authorised nominee listed on their collection list

·    Educators should be notified as soon as possible if the authorised nominee will be later than expected and the child will be informed to avoid unnecessary anxiety

·    If a person who is not on the collection list arrives to collect a child, written authorisation will be sought from an authorised nominee before the child is able to leave the service.  The Responsible Person will also request identification from the person collecting the child.

·    In the case of an emergency where a child’s authorised nominee cannot collect the child and someone not on the collection list will be collecting the child, the service must be notified by phone as soon as possible by an authorised nominee.  Written authorisation should be gained where possible however verbal consent and an identification check will be sufficient in the case of emergency.

 

c)  Absent and Missing Children

 

·    Families are required to notify Educators as early as possible if children will be absent from the service.  Educators will record the absences in an appropriate place where other educators will be aware of the information (In sign on register for day of expected attendance)

·    Families will be informed of their notifying responsibilities upon enrolment and through the Parent Information Booklet

·    Should a child not arrive at the service or not be waiting in the designated area when expected, Educators will:

-      Ask the other children of their knowledge of where the child might be

-      Approach the school office and ask for information regarding the child’s attendance at school

-      If the child was absent from school, call the child’s authorised nominee  to confirm nonattendance and remind them of their notifying responsibilities

-      If a child was present at school and the other children and school staff are unaware of their whereabouts, educators will ask the school staff for assistance in searching for the child in the school area. Ensure supervision is maintained for other children during this process.

-      If the child is still unable to be located, educators will return to the service and call the child’s authorised nominee to gain further information. Continue to call the authorised nominees on the contact list until contact has been made. Maintain contact with the authorised nominees until the child has been located.

-      Continue to keep in contact with the school during this time.

-      Arrange for appropriate supervision of children at the service and send an educator back to the school area to continue looking for the child. Follow up on any leads regarding children going to a friend’s home and check common places in the local area.

-      If the child remains missing, contact the police and keep the authorised nominees and school informed of the situation.

-      Educators will notify the Department of Education and Communities (DECS) within 24 hours of the incident occurring.

d) Acknowledgement of Child’s arrival

·   Educators will acknowledge children’s arrival at the service during after school care by recording the child’s name and arrival time at the service. If the children are arriving by transport, ensure that child’s arrival is recorded when they are collected from transport meeting place.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Care Services 06/04/2013

Policy to be reviewed as per cover page.


Emergency and Evacuation

Policy Statement

The service will provide an environment that provides for the safety and wellbeing of the children at all times (“My Time, Our Place” 1.1, 3.1).  All children and educators will be aware of and practiced in, emergency and evacuation procedures.  In the event of an emergency, natural disaster or threats of violence these procedures are to be immediately implemented.  In implementing the practice sessions of emergency procedures with children, educators will encourage children to discuss possible scenarios where emergency procedures may be required and support children to come up with solutions and ideas for improving on the procedures or discussing ways to avert emergency situations (“My Time, Our Place” 4.2). Opportunities for older children to access and use the written emergency procedures to orientate new children prior to an emergency drill will be provided by educators on a regular bases prior to carrying out the emergency drill (My Time, Our Place” 5.1, 5.2).

Considerations

·    National Regulation 97 “Emergency and evacuation procedures

·    Education and Care Services National Amendment Regulations 2013

·    National Standard 2;2.3.3 “Plans to effectively manage incidents and emergencies are developed in consultation with relevant authorities, practiced and implemented”

·    Parent Information Handbook

·    Staff Handbook

·    Providing a Child Safe Environment Policy

·    Excursion Policy

·    Authorisations and Refusals Policy

·    My Time, Our Place Framework

·    Network OSHC Code of Professional Standards

·    Work, Health and Safety Act (2011)

Procedure

A risk assessment will be conducted by educators and coordinator annually to review and refine emergency procedures.

Emergency evacuation procedures and floor plan will be clearly displayed in a prominent position near the main entrance and exit of each room used by the service.

All educators, including relief staff, will be informed of the procedure and their specific duties identified in their orientation to the service. Educators will make arrangements as to duties undertaken in the absence of other staff.

Educators will discuss the emergency procedures with the children and the reasons for practicing the drills prior to each emergency drill being undertaken. Following each drill, children should be reassured and their suggestions and comments welcomes for how the drill might be improved to provide them with a sense of control and understanding of the process.

Children and educators will practice the emergency procedures at least twice a term, in all types of care, before school, after school and at the beginning of vacation care.

All Emergency Drills will be recorded with date, time and length of time it took to leave building.  Additional comments on recommendations for improvements can also be included in the record.

Drills will be conducted more regularly when there are new children.

Parents will be informed of the procedure and assembly points in the Parent Information Booklet.

No child or Educator is to go to their bags to collect personal items during an emergency evacuation.  This would lead to confusion and delays.

The service will maintain a fire blanket and smoke detectors and have them checked regularly as per the manufacturer’s instructions.

Fire extinguishers will be installed and maintained in accordance with Australian Standard 2444. Educators will be instructed in their operation.

Educators will only attempt to extinguish fires if the fire is small, there is no threat to their personal safety and they feel confident to operate the extinguisher and all the children have been evacuated from the room.

Educators should be aware of bush fire danger and if relevant have appropriate training on the necessary procedures. Services in bush fire prone areas must have a plan.

The local Fire Authority should be contacted for advice and training on fire safety and this plan included in your procedures.

The evacuation plan will include:

·    Routes for leaving the building suitable for all ages and abilities. These should be clearly marked.

·    Plan of where the fire extinguishers are located, displayed in a public place.

·    A safe assembly point away from access of emergency services.

·    An alternative assembly area in case the first one becomes unsafe.

·    List of items to be collected and by whom.

·    List of current emergency numbers.

·    Staff duties in the emergency.

Educators will be nominated to:

·    Make the announcement to evacuate, identifying where and how.

·    Collect children’s attendance records and parent’s contact numbers.

·    Collect emergency numbers.

·    Make the phone call to 000 or other appropriate service, management and parents as required.

·    Collect the first aid kit.

·    Check that the building and playground is empty and that all doors and windows are closed as far as possible, to reduce the spread of a fire.

·    Supervise the children at the assembly area and take a roll call of children. Educators should be aware of any visitors.

When the emergency service arrives the Supervisor will inform the officer in charge of the nature and location of the emergency and if there is anyone missing.

No one should re-enter the building until the officer in charge has said it is safe to do so.

Harassment and Threats of Violence

If a person/s known or unknown to the service harasses or makes threats to children or Educators at the service or on an excursion, Educators will:

·    Calmly and politely ask them to leave the service or the vicinity of the children.

·    Be firm and clear and remember your primary duty is to the children in your care.

·    If they refuse to leave, explain that it may be necessary to call the police to remove them.

·    If they still do not leave call the police.

·    If the Supervisor is unable to make the call another staff member should be directed to do so. Educators should liaise with team members in advance to determine a code phrase that will alert another team member to a threat situation arising and prompt them to call police.

·    Where possible Educators must endeavour to calmly move the children away from the person and this may be achieved quickly with the use of another code phrase that will encourage word of mouth transmission between children to move quickly from the area to another safer environment without causing alarm (as an example, the reminder to a child that ice cream is being served today at XXXX location for all children).

·    No Educator should attempt to physically remove the unwelcome person, but try to remain calm and keep the person calm as far as possible and wait for police.

·    Educators should be aware of any unfamiliar person on the premises and find out what they want as quickly as possible and try to contain them outside the service.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services – 23/01/2013

Policy to be reviewed as per cover page.


Enrolment and Orientation

Policy Statement

Our service accepts enrolments to the service for primary age children in accordance with funding priorities and guidelines.  An orientation process is in place for children and families. The purpose of this is to:

·    Enable Educators to meet and greet children and their families.

·    Provide essential operational information

·    Form the foundation for a successful and caring partnership between home and the service

·    To help children develop a sense of belonging, feeling accepted, develop attachments and trust those who care for them (“My Time, Our Place” Outcome 1)

Considerations

·    Education and Care Services National Regulations 158, 159, 160, 161, 162, 168, 177, 183

·    National Quality Standard 6.1, 7.3

·    Service policies and documents

-   Service enrolment form

-   Family Information Booklet

-   Fee Policy

-   Confidentiality Policy

-   Delivery and Collection of Children Policy

-   Acceptance and Refusal of Authorisations Policy

-   Governance and Management Policy

·    Network Record Keeping factsheet

·    Child Care Service Handbook (DEEWR)

·    A new tax system (Family Assistance) Act 1999

·    Child Care Management Subsidy System

Procedure

a) Eligibility

Access and eligibility will be subject to the Priority of Access Guidelines set down by the Department of Education and Training (DET), Employment and Workplace Relations (DEEWR), these are:

·    Priority 1 – a child at risk of serious abuse or neglect

·    Priority 2 – a child of a single parent who satisfies, or of parents who both satisfy the work, training, study test under section 14 of the A New Tax System (Family Assistance) Act 1999

·    Priority 3 – any other child

Within these main categories priority should also be given to the following children:

·    Children in Aboriginal and Torres Strait Islander families

·    Children in families which include a disabled person

·    Children in families on low income

·    Children in families from culturally and linguistically diverse backgrounds

·    Children in socially isolated families

·    Children of single parents

As well as the above, the service policy is that children must be enrolled in primary school, or older at Coordinators discretion, in order to be eligible to attend the service.  Children of Preschool age will not be accepted into the program.

b) Inclusion of children with additional needs

Provision of places for children with additional needs will be made wherever possible, with a regular review period. Access to care will focus on the needs of the child and the service’s ability to meet these needs. Ongoing arrangements will be at the discretion of the Nominated Supervisor in consultation with parents and centre staff.

c) Waiting List

Where demand for care exceeds the services number of approved places, families will be placed on the service waiting list. When completing waiting list details, families will be advised of the Priority of Access Guidelines.

Waiting lists will be refreshed annually by mail. A request for updating family details and contact numbers will be sent to each family on the waiting list. If the service does not receive an updated reply by mail and the form is not returned to the service, families will be removed from the list, as it is presumed the family is no longer requiring care.

d) Enrolment

Enrolments will be created in line with Priority of Access Guidelines and the Child Care Subsidy Management System (CCMS) (CCSS). There are three enrolment types under the CCMS CCSS:

·    Formal enrolments

·    Informal enrolments

·    AMEP/Other enrolments

Enrolments will not be accepted from families without full completion of the enrolment form which requests mandatory information for CCCS.

e) Attendance and enrolment records

Accurate attendance records will be kept, which:

·    Records the full name of each child attending the service

·    Records the date and time each child arrives and departs

·    Is signed on the child’s arrival and departure by either:

- the person who delivers or collects the child

- the Nominated Supervisor or an Educator (Regulation 158) and

·    Meets the requirements of the Child Care Subsidy Management System (CCMS) (CCSS)

An enrolment record for each child will be kept at the service which includes all details outlined in Regulation 160, 161 and 162.

 

f) Child’s attendance once enrolled

The service’s responsibility for the child begins when placed in staff’s care by parent or guardian, or when they arrive from school for the afternoon session.  If a child is to be absent on a day they are normally booked, the family must notify the Co-coordinator or Nominated Supervisor as soon as possible.  The rules for allowable absences under CCMS CCSS will be followed in relation to all absences.

If a child who is enrolled with the service, but is not on the roll for a particular day, arrives at the service, the nominated supervisor or other relevant staff member will contact the family immediately to see if the child should have been booked in for the day.

If a child has not been enrolled they must not be taken into care under any circumstances. In this case, the school or child’s parents (if possible) will be contacted immediately.

g) Cancellation of an enrolment

Cancellation of an enrolment may be initiated in two different situations.

·    A parent advises the service that no further care needs to be provided

·    The service identifies that care is no longer required or being provided (CCMS CCSS ending enrolments)

The family must give one weeks’ notice if they wish to cancel a child’s enrolment.

CCMS CCSS guidelines will be followed once an enrolment is cancelled.

h) Confidentiality and storage of records

Enrolment information will be kept in the strictest confidence according to the services Confidentiality Policy.  All enrolment records will be kept in a safe and secure place and kept for the time specified in the regulations (Regulations 158, 159, 160, 183).

i) Orientation

Families who are enrolling their child for the first time will be given a Parent Information Booklet and the key policies for families prior to the child’s first day at the service.  Families should read this booklet so that their child is prepared for their first day at the service and to give them time to complete all relevant forms.

Parents should advise staff when they are greeted that it is their child’s first day at the service and the staff member will introduce themselves and guide them through the sign in/sign out process, check that all relevant forms and authorities have been signed and show them around the centre. The parent will meet the Nominated Supervisor, who will answer any questions the parent may have or refer them to the coordinator. The staff member will introduce the child to the other children, if applicable, and engage them in an activity.  The staff member will remain with the child until they are settled and comfortable in the new environment.

Policy first developed for Cabonne After School Hours Care Services 4/6/2013

Policy to be reviewed as per cover page.


Environmental Sustainability

Policy Statement

Environmental Sustainability is making decisions and taking actions that are in the interests of protecting the natural world. It is preserving the capability of the environment to support human life and about making responsible decisions that reduce our negative impact on the environment.

A healthy environment is necessary for the survival of humans and other organisms.

We aim to encourage and increase knowledge and awareness of environmental sustainability for our staff, the children and the children’s families. We will promote responsible environmental practices wherever possible and make them an integral part of our service. We will endeavour to instil in all, a respect for our environment that fosters a sense of wonder and a need to nurture and protect what we have. We will strive to provide experiences that create connections with the natural environment in meaningful ways and increases awareness of the inter connectedness of plants, animals, humans and our planet.

Considerations

·    My Time Our Place Learning Outcome 2 “Children are connected with and contribute to their world. Children become socially responsible and show respect for environment”

·    Education and Care Services Law Act 2010

·    Education and Care National Regulations 2011

        Reg 113 - Outdoor space, natural environment

        Reg 155 - Interactions with Children

·    National Quality Standard

- 3.1.1 Outdoor and indoor spaces, buildings, furniture, equipment, facilities and resources are suitable for their purpose

- 3.2 The environment is inclusive, promotes competence, independent exploration and learning through play

- 3.2.1 Outdoor and indoor spaces are designed and organised to engage every child in quality experiences in both built and natural environment

- 3.2.2 Resources, materials and equipment are sufficient in number, organised in ways that ensure appropriate and effective implementation of the program and allow for multiple uses

-  3.3 The service takes an active role in caring for its environment and contributes to a sustainable future

-  3.3.1 Sustainable practices are embedded in service operations

- 3.3.2 Children are supported to become environmentally responsible and show respect for the environment

·    littlegreenstep.com

·    Planet Ark

Procedures

Educators will:

·    Identify areas within the service that can be improved by environmental sustainability strategies or implementation of new practices.

·    Collaborate with other staff to evaluate practices at the service and identify areas for improvement

·    Keep up to date with resources and communicate best practices through notices and newsletters

·    Actively engage in activities, where possible being mindful of shared spaces, that promote environment sustainability

·    Incorporate education of environmental sustainability into program

·    Seek campaigns to be actively involved in, for example, National Tree Day, Clean Up Australia Day, Earth Hour

·    Role model sustainable practices and endeavour to minimise waste, for example, but not limited to;

-      turn off lights that aren’t needed

-      turn off air conditioner when not using room

-      turn off fridge for extended holidays

-      limit chemical use,

-      ensure taps are turned off properly

-      purchase items with minimal packaging

-      replace disposable products, where possible while adhering to hygiene standards, with non-disposable products

-      reuse water from water play as grey water for garden

-      have separate bins for rubbish and recycling

-      save food scraps for someone’s chickens

·    Reduce, Reuse, Recycle, for example but not limited to;

-      Use sticks to hang and display children’s work

-      Use old pots, pans etc. for dramatic play

-      Promote recycling used in the community, for example, old cards, phones, print cartridges, be a drop off point

·    Take every opportunity to discuss sustainable practices with children and challenge their own thoughts and practices with discussion

·    Incorporate into your program, activities and experiences that connect children to nature, for example but not limited to;

-      Art and craft using natural materials for example, wood, stone, sand, recycled items, seeds, plant matter

-      Build a vegetable garden

-      Make nesting boxes

-      Go for nature walks

-      Start a compost

-      Start a worm farm

·    Invite visitors from bush care groups, wildlife rescue groups etc.

·    Develop educational programs around seeds growing to plants. Include plants you can eat and include harvesting and cooking

·    Explore environmentally friendly pest management

·    Introduce pictures, books, stories or discuss current news items with children.

·    Involve children in making posters to display what they learn about environmentally sustainable practices so they can help to educate their families and visitors to the service.

·    Ensure families and friends are made aware of this policy and your intentions. Encourage their input and feedback.

·    Use newsletters, displays, notes etc. to inform families and friends of achievements.

Policy adopted for Cabonne After School Care Services January 2018

Policy to be reviewed June 2019

 

Excursions

Policy Statement

Our service will endeavour to plan excursions to extend the educational programming at the centre, bearing in mind the difficulties due to the Centres isolation.  Excursions are designed to allow children to explore the physical and social environment, including the local community, away from the centre’s premises (“My Time, Our Place” Outcome 2.1).  Parental permission will be sought for all excursions and each excursion will be carefully planned and the potential risk assessed. When planning excursions, educators will take into consideration experiences that encourage children to investigate ideas, solve problems and use complex concepts and thinking, reasoning and hypothesising and to transfer and adapt what they have learned from one context to another (“ My  Time, Our Place” Outcomes 4.2, 4.3).

Considerations

·    Education and Care Services National Regulations 100, 101, 102, 168

·    National Quality Standard 2.3

·    Health and Safety Policies

·    My Time, Our Place

Procedure

Planned excursions will take into account:

·    Children’s ages, abilities and interests

·    Ways to maximise the children’s developmental experiences and opportunities to practice new skills

·    Suitability of the venue

·    Clothing and equipment required

·    Travel arrangements

a) Risk Management

A risk Management Plan must be prepared for each excursion. They will include

·    The proposed route and destination for excursion

·    Any water hazards

·    The transport to and from proposed destination for the excursion

·    The number of adults and children involved in the excursion

·    The number of educators or other responsible adults required to ensure appropriate supervision. This number will be determined by taking into consideration the risks posed by the excursion and whether any adults with specialized skills are required

·    The proposed activities

·    The likely length of time of the excursion

·    The items that should be taken on the excursion, for example, first aid kit, mobile phone, list of emergency contact numbers

·    Verbal instructions to children on appropriate behaviour expected whilst on excursion

b) Policies

The services Health and Safety policies will be taken into consideration and implemented on excursions when necessary

c) Permission

·    Parents’ permission must be obtained before any child is taken outside of the centre and specific permission is required for swimming. By signing the excursion permission form, the parent is authorising their child to attend the activities stated.

·    Excursions to locations visited on a regular basis such as local parks may be undertaken without prior notice if parents of children in the group have given excursion permission.  If an excursion is a regular outing, the authorisation is only required to be obtained once in a 12 month period.  Once an initial risk assessment has been carried out for regular outings, risk assessments are not required for subsequent outings to the same place, unless there is a change of place or venue.

d) Supervision

·    Children will be orientated to the risk elements and procedures prior to attending the excursion. This would include elements such as what to do if they become separated from the group, toilet procedures, talking to strangers, etc.

·    Adequate numbers of educators to effectively supervise the children must be rostered on for excursions. Number of educators must take into consideration the ages and developmental stage of the children attending the excursion and be based on risk assessment of the excursion

·    Head counts must be conducted regularly throughout the duration of the excursion

·    An educator must inspect all public toilets before children use them.  An educator and at least one other child, if possible, must accompany any child when using a public toilet.

·    When walking the children, one educator must lead the group, another to follow at the back.  Any remaining educators can be spaced along the group, walking on the road side of the footpath

·    When crossing a road, a pedestrian crossing must be used if possible. If there is no pedestrian crossing, the safest way to cross the road must be determined. One educator must step out onto the road, and if necessary, stop traffic from both directions.  The remaining educators then lead children across the road

e) Information and Equipment

Information and equipment to be taken on excursions will include:

·    A list of all children with relevant personal details and parent contact phone numbers

·    A list of emergency procedures and contact numbers

·    A first aid kit, including SPF 30+ broad spectrum water resistant sunscreen

·    Any medication for children attending the excursion

·    A fully charged mobile phone

·    Other information/equipment  noted on Risk Assessment Plan

f) Lost child

In the event that a child is lost during an excursion the wellbeing and safety of the other children in the group will be considered and at least one educator will remain with the group.

·    Inform other educators in your group

·    Ask the children if they have seen the missing child recently

·    Reassure any child who may be upset

·    Search the premises

·    Check the meeting points

·    Ask the venue staff, if applicable, to begin a search and make an announcement over a loudspeaker if possible.

·    Once initial checks have been undertaken and if the lost child has not been found, the Nominated Supervisor or another educator with a supervisor’s certificate will call the police and the parents.

 

g) Transporting children to/from an excursion

·    Children are only permitted to travel to an excursion on any form of transport with written permission from a parent

·    If using public transport (such as bus, Taxi) children must be effectively supervised at all times and never left unattended

·    In some circumstances where the site of the excursion is close to the centre, it will be appropriate for staff and children to walk to the site

·    The decision to walk should be preceded by a risk assessment and the route should be determined consistent with the objective of ensuring the safety of educators and children

·    Public transport should be used for centre excursions where appropriate

·    When using public transport or private transport it is important that each journey is risk assessed, for example, when travelling by bus

-        Ensure all bus operators hold appropriate licenses and insurance

-        Ensure they provide correct facilities ie: wheelchair access if applicable

-        Ensure adequate adult supervision

-        Ensure children display appropriate behaviour

h) Water Safety

The service recognises the risk posed by bodies of water. The service will ensure that every precaution is taken so that children are able to enjoy water based activities safely. Risk assessments will be carried out for programmed water based activities.

The regulations do not specify a specific educator to child ratio for activities where eater is a feature. The number of educators present is to be determined by a risk assessment of the proposed activity.

It must also be noted that in section 165, 167 and 169 of the National Law there are clear statements about adequate supervision. A range of factors shall determine the adequacy of supervision, including:

·    Number, ages and abilities of the children

·    Number and positioning of educators

·    Each child’s current activity

·    Areas where children are playing, in particular the visibility and accessibility of these areas

·    Risks in the environment and experiences provided to children

·    Educators knowledge of each child and each group of children, the experience, knowledge and skill of each educator

Definition of a body of water:

The service recognises the following locations are bodies of water;

·    Swimming pools and/or water fun parks

·    Wading pools

·    Lakes

·    Ponds

·    The sea/ocean

·    Creeks

·    Dams

·    Rivers

·    Equipment used by the service that could contain 5cm or more of water and would allow a child to submerge both nose and mouth at the same time.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 4/6/2013

Policy to be reviewed as per cover page.

 

 

Fees

Policy statement

Our service sets fees in accordance with its annual budget in order to meet the income required to develop and maintain a quality service for children and families. We strive to ensure that our service is affordable and accessible to families in our community. The Approved Provider assesses and approves the budget annually or as necessary and monitors it throughout the year.

Considerations

·    Education and Care Services National Regulations 168, 172, 173

·    National Quality Standard 7.3

·    Enrolment Form

·    Enrolment and Orientation Policy

·    Delivery and Collection of Children Policy

·    Confidentiality Policy

·    Governance and Management Policy

·    Parent Information Booklet

·    Child Care Management Subsidy System

Procedure

a) Bookings and cancellations

Each family is expected to make bookings in advance, for the care sessions required. Bookings will only be accepted when families have completed the service’s enrolment form in full. The enrolment form requests mandatory information to meet the requirements of the Child Care Subsidy System.

Casual bookings need to be made prior to 12 noon on day care is required unless there are exceptional circumstances.

Families wishing to cancel their child’s place at the service are required to give one week’s notice to the nominated supervisor or coordinator or they are liable to pay the extra weeks fees.

b) Absences

Fees are payable for family holidays and sick days if those days fall on a day that a child is booked into the service.

The service can provide families with information about approved and allowable absences and will adhere to the Child Care Management Subsidy System (CCMS) (CCSS) in relation to absences.

c) Service closure

No fee is charged while the service is closed on public holidays or school holidays.

d) Payment of fees

Fees must be paid once invoiced. Families will be provided with a statement of fees charged by the service (Regulation 168).

Failure to pay fees may result in debt recovery action being taken by Cabonne Council and discontinuation of care for the child unless the family has initiated a repayment schedule for the unpaid fees with the coordinator.

e) Child Care Benefit Subsidy

Most Australian families are eligible to receive Child Care Subsidy. Families who are eligible for the Federal Government’s Child Care Subsidy will only be required to pay the daily gap fee applicable to their financial circumstances. To have CCS applied to their account, families must first register with Centrelink. The service must then be provided with the guardians Customer Reference Number and date of birth and the child’s Customer Reference Number and date of birth

Most Australian families are eligible to receive Child Care Benefit Subsidy. Families who are eligible for the Federal Government’s Child Care Assistance subsidy will only be required to pay the daily gap fee applicable to their financial circumstances. To have CCB CCS applied to their account, families must first register with the Family Assistance Office. The service must then be provided with the guardians Customer Reference Number and date of birth and the child’s Customer Reference Number and date of birth. The service must also be advised of the number of children in the family attending approved care as this impacts on the percentage rate applied by the Family Assistance Office. In addition, the government provides an additional 50% tax rebate to families for out of pocket child care expenses via the Child Care Rebate (CCR). CCR is paid fortnightly either to the service or the family. The service encourages families to authorise the CCR to be paid directly to the service to further reduce your fees.

The service will provide families with information relating to Special Child Care Benefit, Job Education and Training and Grandparents Child Care Benefit.

f) Debt recovery

The Approved Provider reserves the right to take action to recover debts owing to the service.

Where a family has overdue fees, the child’s place may be suspended until the outstanding monies are paid or a payment plan is agreed upon.  Fees not kept up to date, may be followed up as follows;

·    A statement advising parents of outstanding amount

·    A phone call from coordinator advising parents of outstanding amount and arrangements made for payment.

·    A phone call from coordinator advising parents that the outstanding debt will be referred to Cabonne Council to be followed up using their debt recovery process.

g) Late collection fee

The service operates from 3.00pm to 6.00pm. The staff are unable to accept children outside these hours.

The hours and days of operation of the service will be displayed prominently within the service (Regulation 173).

Any parent who collects their children after 6.00pm will be charged a late fee of $10.00 per every 15 minutes or part thereof per child. Wherever possible, parents should advise the service when they will be late to collect their child.

If a parent continues to collect their child after 6.00pm, the co-ordinator will need to discuss other options with them and suitable arrangements made or the child’s place in the service may be cancelled.

 

In circumstances that are beyond the control of the families, for example weather and traffic accidents, which may result in them arriving late to collect their child, the coordinator will have the discretion to decide if families will be charged the late fees.

h) Methods of payment

Fees can be paid by:

·    Cash or cheque made out to Cabonne Council, given to the Nominated Supervisor or staff at your service.

·    Cheque made out to Cabonne Council and posted to the coordinator:

Toni Searl

P O Box 1133

Orange NSW 2800

Families will be given a minimum of fourteen days’ notice of any changes to the way in which fees are collected (Regulation 172).

i) Confidentiality

All information in relation to fees will be kept in strict confidence.  Members of staff and management will not discuss individual names and details openly.  Information will only be available to the nominated persons required to take action, for example, to initiate debt recovery.

Families may access their own account records at any time, or in particulars of fees will be available in writing to families, upon request.

j) Increase of fees

The fees are set by the coordinator and Approved Provider in order to meet the budget for each financial year.  There will be ongoing monitoring of the budget and should it become necessary to amend fees, families will be given a minimum of fourteen days’ notice (Regulation 172).

k) Acknowledgement of responsibility to pay fees

Families are required to read and sign on their enrolment for, the Payment of Fees paragraph and Disclaimer / Informed consent paragraphsection 13, Payment of fees and Section 14, Disclaimer/Informed consent of the services enrolment form.

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 04/06/2013

Policy to be reviewed as per cover page.


 

Food and Nutrition

Policy Statement

Our service believes that good nutrition is essential for a child’s healthy growth and development.  For this reason the service will provide nutritious, good quality food consistent with the Dietary Guidelines for Children and Young People in Australia.

We will aim to provide a relaxed and enjoyable environment for children to eat their meals and snacks (“My Time, Our Place” 1.1).  All food served at the service will be consistent with the child’s own dietary requirements and take into consideration the children’s likes and dislikes as well as meet any cultural requirements of families (“My Time, Our Place” 3.2)

High standards of hygiene will be maintained throughout food preparation. We will encourage the development of the children’s good eating habits through modelling and reinforcing of healthy eating and nutrition practices by educators. Parents will be encouraged to share family recipes and traditions to enrich the variety and enjoyment of food by the children and support the children’s development of respect for and understanding of diversity (“My Time, Our Place” 1.3).

Where possible we will seek out opportunities to learn about growing our own food and collaborate with children to produce our own opportunities to use food we have grown ourselves in our menu planning (“My Time, Our Place” 3.4).

Considerations

·    National Regulation 77, 78 ; Food and Beverages

·    National Regulation 79; Service providing Food and Beverage

·    National Regulation 80; Weekly Menu

·    National Quality Standard 2.2 Element 2.2.1 “Healthy eating is promoted and food and drinks provided by the service are nutritious and appropriate for each child”.

·    Parent Information Handbook

·    Staff Handbook

·    Dealing with Infectious Disease Policy

·    Australian Dietary Guidelines for children and adolescents

·    National Food Standards Code (FSANZ)

·    Food Act 2003 (NSW)

·    Food Regulation 2010 (NSW)

·    NRG@OOSH (Network of Community Activities)

·    Service Hygiene Policy

Procedure

a) Nutrition

A menu developed using the principles set out in the Australian Dietary Guidelines for Children and Adolescents, will be on display for families and children. The menu will be an accurate representation of food and drink that is being served.

All children’s individual needs such as allergens, cultural requirements and health needs etc. will be addressed in the menus and parents advised if they will be required to supply specific foods for their child.

Food and drink consistent with the menu will be provided for afternoon tea.

Fresh drinking water will be available at all times for the children and educators.

Children and parents will be encouraged to share family and cultural traditions, ideas and recipes to contribute to the menu.

Education of healthy eating habits will developed through ongoing example, specific activities, notices, posters and information sheets to parents.

The denial of food will never be used as a punishment.

Children’s cooking activities will be encouraged to develop life skills.

Educators are required to stay up to date with professional development on nutrition and food safety practices and document changes to practice as a result.

b) Food safety

All food will be prepared and stored in a hygienic manner as per the current Australian New Zealand Food Standards.

Opened food will be stored in tightly sealed containers, away from chemicals

Kitchen equipment will be cleaned and stored appropriately.

Surfaces are cleaned and sanitised before and/or after food preparation.

All perishable foods will be stored in the refrigerator and the temperature should be monitored to ensure it is less than 5 degrees C.

Children will be encouraged not to share their drinking and eating utensils.

Tongs and spoons will be used for the serving of food. Where possible, educators will encourage children to self-serve food and drinks encouraging the development of their food handling skills as well as acknowledging their growing sense of independence.

All cups, plates and utensils will be washed in hot soapy water.

Children should be seated while drinking and eating.

Educators are not required when handling food to use gloves if correct hand washing practices have been implemented (See Food Act). If gloves are used, care must be taken to avoid contaminating food by only using them for one continuous task and then discarding them. Gloves must be removed, discarded and replaced with a new pair before handling food and before working with ready to eat food after handling raw food.

Gloves must be removed, discarded and replaced after using toilet, smoking, coughing, sneezing, using a handkerchief, eating, drinking or touching the hair, scalp or body.  They will then be replaced if food preparation continues.

All rubbish or left over food is to be disposed of immediately in lidded bins and bins emptied at least daily and the wiped with disinfectant.

Containers are to be cleaned and stored appropriately to ensure pests cannot contaminate them.

Children will be encouraged to be involved in food preparation to assist them to have opportunities to learn more about hygienic practices when preparing food. This participation should always be supervised and explanation provided to children on the reasons why hygienic conditions are maintained.

The service will provide food handling and hygiene information to parents.

The service will regularly review and evaluate food handling and practices in line with current best practice guidelines from recognised authorities.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 17/6/2013

Policy to be reviewed as per cover page.

Governance and Management

Policy Statement

Our service aims to provide a quality education and care service and will operate according to all legal requirements and recognised best practice in service management.  We will ensure there are appropriate governance arrangements in place at all times (as per Quality Area 7.1.1). There will be ongoing process of review and evaluation and all relevant information will be readily available to stake holders.

For the purpose of Regulations, the Management Committee is the Approved Provider.  The Approved Provider being Cabonne Council.

The Approved Provider will ensure that all aspects of governance and management are clearly articulated and compliment the service Philosophy.

The Approved Provider will ensure that copies of the current policies and procedures required under Regulation 168 are available for inspection at the service at all times (as per Regulation 171).

Considerations

·    Education and Care Services National Regulations 103, 168, 171, 172, 173, 177, 183, 184, 185

·    National Quality Standard 7.3

·    Service Philosophy

·    Quality Improvement Plan

·    Parent Information Booklet

·    Staff Handbook

·    Fee Policy

·    Confidentiality Policy

·    Food Safety Standards

·    Network Record Keeping fact sheet

·    Child Care Service Handbook (DEEWR)

·    Work, Health and Safety Act (2011)

·    Child Care Benefit Legislation

Responsibilities

The responsibilities of the Approved Provider that cannot be delegated to any other person or body include:

·    Compliance monitoring – ensuring compliance with the objects, purposes and values of the service

·    Organisational governance – setting or approving policies, plans and budgets to achieve those objectives and monitoring performance against them

·    Strategic Planning- reviewing and approving strategic direction and initiatives

·    Regulatory monitoring – ensuring that the service complies with all relevant laws, regulations and regulatory requirements

·    Financial monitoring – establishing and maintaining systems of financial control, internal control and performance reporting, reviewing the service’s budget, monitoring management and financial performance to ensure the solvency, financial strength and good performance of the service

·    Financial reporting – considering and approving annual financial statements and required reports to government

·    Organisational structure – setting and maintaining a framework of delegation and internal control

·    Staff selection and monitoring – selecting, evaluating the performance of, rewarding and, if necessary, dismissing the staff. Delegate the functions of coordinator, nominated supervisor and other staff.

·    Risk management – reviewing and monitoring the effectiveness of risk management and compliance in the service, agreeing or ratifying all policies and decisions on matters which might create significant risk to the service, financial or otherwise.

·    Dispute management – dealing with and managing conflicts that may arise within the organisation, including conflicts arising between staff or volunteers.

The Nominated Supervisor is responsible for day to day running of the service and to support the Coordinator in their role.

The Coordinator is responsible for the day to day management of the service and to address key management and operational issues under the direction of, and the policies laid down by, the Coordinator and the Approved Provider, including:

·    Developing and implementing organisational strategies and making recommendations to the Approved Provider on significant strategic initiatives

·    Making recommendations for the appointment of staff, determining terms of appointment,  evaluating performance, and developing  and maintaining succession plans for staff

·    Having input into the annual budget and managing day to day operations within the budget

·    Maintaining an effective risk assessment framework

·    Keeping the Approved Provider and Regulators informed about any developments that may impact on the organisations performance

Procedures

This policy will encompass the following;

·    Philosophy and policies

·    Financial management

·    Facilities and environment

·    Equipment and maintenance

·    Review and evaluation of service

·    Records management

·    Work, Health and Safety

a) Philosophy and policies

·    The development and review of the Philosophy and policies will be an ongoing process.

·    The philosophy and associated statement of purpose will underpin all other documentation and the practices of the service and will reflect the principles of the approved national framework for school age care “My Time, Our Place”. There will be a collaborative and consultative process to support the development of the philosophy that will include children, parents and educators.  The statement of philosophy will be included in the Quality Improvement Plan for the service.  The statement of purpose will define how the statement of philosophy will be implemented in the service.

·    Policies and procedures will provide clear documentation that will define agreed and consistent ways of doing things to achieve the stated outcomes.

·    The Approved Provider will ratify the Philosophy and the policies.  Policies can only be altered by the coordinator in conjunction with the approved provider and the changes minuted as a record.

·    All documents will be dated and include nominated review dates.

·    There will be a comprehensive index for the service policies as it is likely that some policies may address several aspects of operational practice.

·    The service philosophy and policies will be available for all stakeholders and there will be reference to this in parent information booklet and staff handbook and general service information.

b) Financial management

·    The Approved Provider will be responsible for developing and overseeing the budget of the service and for ensuring that the service operates within a responsible, sustainable financial framework.

·    In line with this responsibility, the Approved Provider will conduct a budget planning meeting each year as part of its annual business planning.  The details of budgeting and fee setting are set out under the Fee Policy.

·    Financial reporting including an income and expenditure statement and balance sheet will be presented to the coordinator on a regular basis and the opportunity provided to ask questions or seek further advice from any staff member.

c) Facilities and Environment

·    The management will ensure regulations 103 to 115 relating to physical environment required for an OSHC service are maintained at all times.

·    In the event of the relocation of the site, management will ensure that the requirements of the regulations are considered if and when site rearrangements are proposed.

·    Work, Health and Safety implications will be considered by management in relation to educators locking up and leaving the service at the end of the day and risk assessments of the practices will be undertaken.

d) Equipment and Maintenance

·    Appropriate equipment and furniture, to meet the needs of the children and educators will be maintained and safe.

·    Processes will be in place for routine cleaning of toys and equipment.

 

 

e) Review and evaluation of the service

·    Ongoing review and evaluation will underpin the continuing development of the service. Management will ensure that the evaluation involves all stakeholders, especially families, children and educators/staff.

·    The development of a Quality Improvement Plan (QIP) will form part of the review process.  Reflection on what works well and what aspects of the service need further development will be included in the QIP and discussed at meetings with management.

f) Confidentiality

All members of management will maintain confidentiality. This is addressed in the confidentiality policy.

g) Maintenance of Records

·    Regulation 177 outlines requirements and includes references to records services must keep. Regulations 183 – 184 detail storage of records.

·    The service has a duty to keep adequate records about staff, families and children in order to operate responsibly and legally.  The service will protect the interests of the children and their families and the staff, using procedures to ensure privacy and confidentiality.

·    The Approved Provider assists in determining the process, storage place and time line for storage of records.

·    The services orientation and induction process will include the provision of relevant information to staff, children and families.

·    Clear guidelines on who will have access to which particular records will be given to management, educators and families. These will be available at all times at the service.

The Approved Provider will need to ensure that the record retention process meets the requirements of the following government departments:

-        Australian Taxation Office (ATO)

-        Family Assistance Office (FAO)

-        Department of Education (DET) Employment and Workplace Relations (DEEWR)

 

·    In the event of ceasing to operate, the services management will identify where the records will be kept and seek professional advice on the winding up of the service.

·    A list of nominated contacts for Child Care Subsidy Management System, Australian Taxation Office and Superannuation Funds as well as any other accounts, will be maintained and available to all members of management.  These contacts will be reviewed annually and updated as contacts change to ensure currency in communication for effective governance.

h) Work, Health and Safety

·    Policies and Procedures will be in place to address the legal requirements relating to safety in the workplace and this information should underpin any service specific requirements, including grievance/complaints procedures.

·    The Nominated Supervisor will report back to management on any Work, Health and Safety issues as they arise.

·    Management will be provided with information to assist them in meeting their obligations under the legislation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 05/06/2013

Policy to be reviewed as per cover page.


 

Hygiene

Policy Statement

Our service will maintain a healthy and hygienic environment that promotes the health of the children, educators and parents using our service.  Children and parents using the service will be encouraged to share ownership of maintaining hygienic practices in the service. Educators will ensure that they maintain and model current best practice hygiene procedures as advised by NSW health authorities.  Educators will engage children in experiences, conversations, routines and responsibilities that promote children’s understanding of the importance of hygiene for the well-being of themselves and others (My Time, Our Place Outcomes 3.2, 4.2, 4.3).

Considerations

·    Regulations 77 (Health, hygiene and safe food practices)

·    National Quality Standard 2; Children’s Health and Safety (Element 2. 1.3)

·    National Food Standards Code (FSANZ)

·    Food Act 2003 (NSW)

·    Food Regulation 2010 (NSW)

·    NSW Department of Health

Procedure

Educators will maintain and model appropriate practices and encourage the children to adopt hygiene practices.  As part of children taking increasing responsibility for their own health and physical wellbeing educators should acknowledge children modelling hygiene practices and look for opportunities to provide opportunities for children who have not developed the same level of awareness.

Informal education in proper hygiene practices will be conducted on a regular basis, either individually or as a group through conversations, planned experiences, inclusion in service routines and reminders. Health and hygiene practices will be highlighted to parents, and where appropriate information sheets or posters will be used by Educators to support these practices.

Educators will aim to provide a non-judgmental approach to differences in hygiene practices and standards between families in order to support children’s developing sense of identity. Where practices differ to standards expected in the service remind children that these are practices to be followed in the service but they may be different for them at home.

Hand washing will be practiced by all educators and children upon entering the service, before preparing or eating food and after all dirty tasks such as toileting, cleaning up any items, wiping a nose, before and after administering first aid, playing outside or handling an animal. In addition educators will wash their hands before leaving the service.

All educators must wear disposable gloves when in contact with blood, open sores or other bodily substance, clothes contaminated with bodily fluids or cleaning up a contaminated area. Educators must wash hands with soap and water after removing the gloves.  Educators with cuts, open wounds or skin disease such as dermatitis should cover their wounds and wear disposable gloves.  Used gloves should be disposed of safely.

The service will be cleaned daily and rosters maintained as evidence of the cleaning tasks being undertaken.

All toilet facilities will have access to a basin or sink with running water and soap and paper towel for washing and drying hands.

Women and girls will have access to feminine hygiene disposal.

Soap and paper towel will also be available in the kitchen area.

All toilets, hand basins and kitchen facilities used by the service will be cleaned daily. Surfaces will be cleaned with detergent after each activity and at the end of each day and all contaminated surfaces will be disinfected at the end of each day.

Toys will be washed, cleaned and disinfected on a regular basis with material items such as dress ups and cushion covers laundered as required but with a minimum of quarterly.

Food

All food will be prepared and stored in a hygienic manner.

Children will be encouraged to be involved in food preparation to assist them to have opportunities to learn more about hygienic practices when preparing food.  This participation should always be supervised and explanation provided to children on the reasons why hygienic conditions are maintained.

Food will be stored in tightly sealed containers, away from chemicals.

Containers are to be cleaned and stored appropriately to ensure pests cannot contaminate them.

Kitchen equipment will be cleaned and stored appropriately.

Surfaces are cleaned before and/or after food preparation.

All perishable foods will be stored in the refrigerator and the temperature should be monitored to ensure it is less than 5 degrees C.

The service will provide food handling and hygiene information to parents.

The service will regularly review and evaluate food handling and practices in line with current best practice guidelines from recognised authorities.

Children will be encouraged not to share their drinking and eating utensils.

Tongs and spoons will be sued for the serving of food.  Where possible educators will encourage children to self-serve food and drinks encouraging the development of their food handling skills as well as acknowledging their growing sense of independence.

All cups, plates and utensils will be washed in hot soapy water.

Educators are not required when handling food to use gloves if correct hand washing practices have been implemented (See Food Act).  If gloves are used, care must be taken to avoid contaminating food by only using them for one continuous task and then discarding them.  Gloves must be removed, discarded and replaced with a new pair before handling food and before working with ready to eat food after handling raw food.

Gloves must be removed, discarded and replaced after using toilet, smoking, coughing, sneezing, using a handkerchief, eating, drinking or touching the hair, scalp or body.

All rubbish or left over food is to be disposed of immediately in lidded bins and bins emptied at least daily and the wiped with disinfectant.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 4/6/2013

Policy to be reviewed as per cover page.


 

Inclusion

Policy Statement

Our service aims to provide an environment that is free from bias and prejudice in which children learn the principles of fairness and respect for the uniqueness of each person. Children are encouraged to develop their own sense of identity and educators will facilitate this in a way that embraces the needs and abilities of each child (My Time, Our Place Outcome 1).  Educators will ensure that children become aware of fairness and equity and have opportunities to practice challenging bias in their play (My Time, Our Place Outcome 2).  The service involves the community to assist educators and children to understand and accept the range of cultures and abilities of members of the local community, where possible. Differences in backgrounds, culture and abilities are valued and families are actively encouraged to share their experiences with educators and other families and cultural competence in children will be fostered.  The service will ensure the appropriate inclusion support services are accessed and families are referred to them in order to support children’s wellbeing and full access to the program.

Considerations

·    Education and Care Services National Regulations 73, 74, 75, 76, 155, 156, 168

·    National Quality Standard 1.1, 1.2, 4.2, 5.1, 5.2, 6.1, 6.2, 6.3

·    Providing a Child Safe Environment Policy

·    Confidentiality Policy

·    Enrolment and Orientation Policy

·    Interactions with Children Policy

·    Complaints Policy

·    NSW Anti-Discrimination Act 1977

·    UN Convention on the Rights of the Child

·    My Time, Our Place Framework for School Age Care in Australia

Procedures

a) Inclusive Practices

·    Educators will actively seek information from children, families and the community about their cultural traditions, customs and beliefs and use this information to provide children with a variety of experiences that will enrich the environment within the service

·    Educators will work in partnership with families to provide care that meets the child’s needs and is consistent with the family’s culture, beliefs and child rearing practices. Specific requests will be acknowledged where practical to demonstrate respect and ensure continuity of care of the child

·    Educators will obtain and use resources that reflect the diversity of children, families and the community and increase awareness and appreciation of Australia’s Aboriginal and Torres Strait Islander and multicultural heritage

·    Educators will be sensitive and attentive to all children and respect their backgrounds, gender, unique qualities and abilities. The service will ensure that the service environment reflects the lives of the children and families using the service and the cultural diversity of the broader community and ensure children’s individual needs are accommodated in the service

·    Children with additional needs will be provided with the necessary support and resources to allow them to fully participate in the service.  This may require the assistance of speciality services, adaptation of the environment, changes to routines and educator arrangements in order to facilitate inclusion. The service will achieve this this in collaboration with the child’s family.

·    Educators will treat all children equitably and encourage them to treat each other with respect and fairness

·    Educators will act as positive role models by encouraging all children to be involved in a variety of activities regardless of gender

·    Educators will role model appropriate ways to challenge discrimination and prejudice and actively promote inclusive behaviours in children

·    Children will never be singled out or made to feel inferior to or better than theirs. Educators and children will discuss incidents of bias or prejudice in children’s play or relationships with each other to help children understand and find strategies to counteract these behaviours

·    The program will include experiences for the children that are not based on sex role stereotypes

·    Resource materials and equipment used in the service will, as far as possible, be non-stereotyped

·    Families will be consulted in the development of holistic programs that are responsive to children’s lives, interests, learning styles, genders and reflect children’s family, culture and community

·    Educators will create opportunities for children to learn about, develop respect for, and celebrate the diversity that exists in the service and broader community by;  

-        Encouraging all families, children and other educators to share their experience, skills, cultures and beliefs       

-        Inviting community members to the service to share their stories, songs, experiences, skills, cultures and beliefs

-        Assessing and using a range of resources (including multicultural and multi lingual resources)  that reflect the diversity of children and families in the service and in the broader community

b) Educator recruitment and professional development

·    Where possible, our service will aim to recruit educators from diverse cultural and linguistic backgrounds that reflect the  cultural diversity of our community and employ staff from both genders

·    The Nominated Supervisor and educators will, where possible, attend professional development that builds awareness of their own cultural beliefs and values, increases their cultural competence and helps them to challenge discrimination and prejudice

·    All educators will be provided with a copy of the Outside School Hours Care Code of Professional Standards

 

c) Inclusion Support Agencies

·    The service will access bicultural support workers where necessary and/or telephone translation services and provide information on aspects of the service in languages that are spoken in the local community to assist in communication with families from diverse cultural backgrounds, if appropriate

·    The service will access additional support, assistance and resources for children with additional needs including children from diverse cultural backgrounds, children with high ongoing support needs and Aboriginal and Torres Strait islander children.

·    Educators will talk to children’s families about any concerns they have and offer the family links to other support services within the community such as Inclusion Support Agencies, Community Health Services etc.

·    Educators will work with families, inclusion support agencies and other specialists associated with the child to develop individual support plans.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Policy first developed for Cabonne After School Hours Care Services 18/06/2013

Policy to be reviewed as per cover page.


 

 

Infectious Diseases

Policy Statement

Our service will aim to provide a safe and hygienic environment that will promote the health and well-being of our children (My Time, Our Place” Outcome 3).  We will take all reasonable steps to prevent the spread of infectious diseases through the implementation of procedures that are consistent with guidelines of State Health Authorities.

Considerations

·    National Regulation 85 “Incident, Injury and Illness policies and procedures”

·    National Regulation 86 “Notification to parents of Incident, Injury, Trauma and Illness”

·    National Regulation 87 “ Incident, Injury, Trauma and Illness Record”

·    National Regulation 88 “Infectious Diseases”

·    National Standard 2; Element 2.1.4 (“Steps are taken to control the spread of infectious diseases and to manage illness and injuries in accordance with recognized guidelines”)

·    Parent Information Handbook

·    Staff Handbook

·    Enrolment and Orientation Policy

·    Providing a Child Safe Environment Policy

·    Incident, Injury, Illness and Trauma Policy

·    NSW Department of Health guidelines

·    Disability Discrimination Act 1975

·    NSW Anti-Discrimination Act 1977

·    Work Health and Safety Act 2011

·    Staying Healthy in Child Care (5th Edition)

 

Procedure

a) Prevention

·    Universal precautions will be consistently applied across service practices to ensure prevention of the spread of infection is effective.

·    A regularly updated copy of Department of Health guidelines on infectious disease from NSW Department of Health website

http://www.health.nsw.gov.au/publichealth/Infectious/a-z.asp will be kept at the service for reference by staff, management and families.

·    If a child is showing symptoms of an infectious disease whilst at home, families are not permitted to bring the child to the service.  Children who appear unwell when being signed in by their family will not be permitted to be left at the service.

·    Hand washing will be practiced by all educators and children upon entering the service, before preparing or eating food and after all dirty tasks such as toileting, wiping a nose, before and after administering first aid, playing outside or handling an animal.  In addition, educators will wash their hands before leaving the service.

·    The service will be cleaned daily and rosters maintained as evidence of the cleaning tasks being undertaken.

·    All toilet facilities will have access to basin or sink with running water and soap and paper towel for washing and drying hands.

·    Women will have access to feminine hygiene disposal.

·    Soap and paper towel will also be available in the kitchen area.

·    All toilets, hand basins and kitchen facilities used by the service will be cleaned daily.  General surfaces will be cleaned with detergent after each activity and at the end of the day and all contaminated surfaces will be disinfected.

·    Toys will be washed, cleaned and disinfected on a regular basis with material items such as dress ups and cushion covers laundered as required but a minimum of quarterly.

·    Educators will maintain and model appropriate hygiene practices and encourage the children to adopt effective hygiene practices.  As part of children taking increasing responsibility for their own health and physical well-being, educators should acknowledge children who are modelling hygienic practices.

·    Informal education in proper hygiene practices will be conducted on a regular basis, either individually or as a group through conversations, planned experiences, inclusion in service routines and reminders.  Health and hygiene practices will be highlighted to parents and where appropriate, information sheets or posters will be used by educators to support these practices.

·    Educators will aim to provide a non-judgmental approach to differences in hygiene practices and standards between families in order to support children’s developing sense of identity.  Where practices differ to standards expected in the service remind children that these are practice to be followed in the service but they may be different for them at home.

·    All educators will be advised upon appointment to the position to maintain their immunity to common childhood diseases, tetanus and Hepatitis B through immunization with their local health professional.

 

b) Management

·    Children and staff with infectious diseases will be excluded from the service for the period recommended by the Department of Health.

·    Where there is an outbreak of an infectious disease, each enrolled child’s family/emergency contact will be notified within 24 hours under ordinary circumstances.  The service will maintain confidentiality when issuing notification and ensure it is not prejudicial or identifies any children.

·    In the event of an outbreak of a vaccine preventable disease at the service or the school attended by children at the service, parents and children not immunised will be required to stay at home for the duration of the outbreak, for their own protection.

·    If a child develops symptoms of a possible infectious disease whilst at the service, their family will be contacted to take the child home.  Where they are not available, emergency contacts will be called to ensure the child is removed from the service promptly.

·    All staff dealing with open sores, cuts and bodily fluids with any child or adult shall wear disposable gloves and practice universal precautions.

·    Staff with cuts, open wounds or skin diseases such as dermatitis should cover their wounds and wear disposable gloves.

·    Disposable gloves will be properly and safely discarded and staff are to wash their hands after doing so.

·    If a child has an open wound it will be covered with a waterproof dressing and securely attached.

·    If bodily fluids or blood gets on the skin but there is no cut or puncture. Wash away with hot soapy water.