Minutes of Ordinary Meeting - 25 February 2020

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

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

ITEMS FOR DETERMINATION

ADJOURNMENT OF MEETING

Motion (Weaver/Oldham)

THAT Council adjourn the Ordinary Council meeting until the conclusion of the Youth of the Month and Outstanding Service Award presentations.

20/02/01

Carried

It was noted the time being 2.10pm the Youth of the Month award for January was presented to Shaun Coyte.

It was noted the time being 2.13pm an Outstanding Service Award was presented to Graham Whiting.

It was noted the time being 2.29pm the Mayor resumed the Ordinary Meeting.

ITEM - 1 APPLICATIONS FOR LEAVE OF ABSENCE

Motion (Durkin/Oldham)

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

20/02/02

Carried

	ITEM - 2 DECLARATIONS OF INTEREST
	Proceedings in Brief Clr Newsom declared an interest (identified as a perceived conflict of interest, significant, non-pecuniary) in Item 17 as there is a perception of commercial interest. Clr Batten declared an interest (identified as a perceived conflict of interest, non-significant, non-pecuniary) in Item 18 as the Molong Advancement Group provided a letter of support for an events assistance application by Molong P&C.
	Motion (Davison/Jones) THAT the declarations of interest be noted.
20/02/03	Carried

ITEM - 3 DECLARATIONS FOR POLITICAL DONATIONS

Motion (Davison/Newsom)

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

20/02/04

Carried

	ITEM - 4 MAYORAL MINUTE - APPOINTMENTS
	Proceedings in Brief Clr Beatty 17/12/19 – Attended Councillor Workshop and business paper review with the General Manager and directors. Attended Ordinary Council meeting. Attended councillors and staff Christmas party in Molong. 20/12/19 – Attended the Council staff Christmas lunch at Waratah Sports Club. 06/01/20 – Attended Molong Office for a meeting with the General Manager and attended to correspondence. 08/01/20 – Attended Heifer Station Wines with General Manager for a meeting with Stivens regarding A Day on the Green. 11/01/20 to 20/01/20 – On leave 22/01/20 – Attended Orange 360 board meeting. Attended Canowindra with General Manager for a meeting with Adam Barrow, Canowindra Balloon Challenge. 23/01/20 – Attended Balloon Challenge meeting at Canowindra. Attended the PCYC Drought Disco at Molong. 24/01/20 – Attended Borrodell Vineyard with General Manager and Australia Day Ambassador. 26/01/20 – Attended Australia Day celebrations with Official Party and Ambassador – Mullion Creek, Cargo and Canowindra. 28/01/20 – Attended Orange Regional Theatre with General Manager for a Drought Forum. Meeting with Prime Minister. Attended Molong Office for a meeting with the General Manager. 31/01/20 – Attended Heifer Station Wines with General Manager for a tour of the Day on the Green site, dinner with management and VIP guests. 05/02/20 – Radio interview with Neil Gill. 10/02/20 – Attended the Molong Office for a meeting with the General Manager. Attended meeting with Dr Kaipu. 11/02/20 – Attended Councillor Workshop. Reviewed Molong Community Centre/Library plans with General Manager. Attended EPA meeting in Eugowra with Deputy Mayor and General Manager. 14/02/20 – Attended to correspondence at Molong Office and attended a meeting with General Manager. Prepared recording of speech for Community Centre/Library Workshop day. 22/02/20 – Attended Banjo Paterson Festival Dinner in Molong. The Mayor wished to acknowledge and thank Council’s Tourism and Community Development Coordinator, Lynne Hawkes for her assistance with the Australia Day celebrations, and in particular, her assistance with the Ambassador. Clr Nash 26/01/20 – Attended Australia Day Celebrations in Cargo, Cudal and Manildra. 18/02/20 – Attended Health Council meeting in Molong. 22/02/20 – Attended the Banjo Paterson Festival Dinner in Molong. Clr Newsom 23/01/20 – Attended Canowindra Balloon Challenge meeting and Canowindra Chamber and Progress Association meeting. 24/01/19 – Attended Canowindra Golf Club meeting. 26/01/20 – Attended Australia Day Celebrations in Canowindra. Clr Jones 17/12/19 – Attended the business paper review and Council meeting. 26/01/20 – Attended Australia Day Celebrations in Canowindra, Eugowra and Molong. 11/02/20 – Attended the Councillor Workshop and Eugowra Progress Association meeting. 13/02/20 – Attended the Molong Advancement Group meeting. 19/02/20 – Attended the Molong Community Centre – inquiry by design session. Attended a meeting with representatives from the Cudal Preschool and Cudal Corden Store. 20/02/90 – Attended the Orange App Launch. 22/02/20 – Attended the Banjo Paterson Festival Dinner in Molong. Clr Weaver 23/01/20 – Attended Canowindra Balloon Challenge meeting. 24/01/20 – Attended Canowindra Golf Club meeting. 26/01/20 – Attended Canowindra Australia Day Celebrations and Citizenship Ceremony. 05/02/20 – Attended CTAC meeting in Molong. 11/02/20 – Attended Councillor Workshop. 25/02/20 – Attended Council meeting. Clr Weaver wished to acknowledge and thank Council’s Administration Officer, Heidi Thornberry for all the hard work involved with arrangements for Australia Day celebrations in the shire and in particular her assistance with organising the Canowindra Australia Day and Citizenship ceremony. Clr Davison 22/02/20 – Attended the Banjo Paterson Poet’s Brunch and Lunch Day at Yeoval.
	Motion (Beatty/-) THAT the information contained in the Mayoral Minute be noted.
20/02/05	Carried

ITEM - 5 COMMITTEE OF THE WHOLE

Motion (Weaver/Nash)

THAT it be noted there were nil items called to be debated in Committee of the Whole.

20/02/06

Carried

ITEM - 6 GROUPING OF REPORT ADOPTION

Motion (Durkin/Nash)

THAT Items 7 to 14 be moved and seconded.

20/02/07

Carried

ITEM - 7 CONFIRMATION OF THE MINUTES

MOTION (Durkin/Nash)

THAT the minutes of the Ordinary meeting held 17 December 2019 be adopted.

20/02/08

Carried

ITEM - 8 SOUTHERN LIGHTS NSW PROJECT

MOTION (Durkin/Nash)

THAT the Council proceed to implement the Southern Light Streetlighting Program.

20/02/09

Carried

ITEM - 9 AUDIT, RISK, IMPROVEMENT COMMITTEE

MOTION (Durkin/Nash)

THAT Council adopt the minutes from the meeting of the Audit, Risk Improvement Committee held 12 December 2019.

20/02/10

Carried

ITEM - 10 DRAFT TREE MANAGEMENT POLICY

MOTION (Durkin/Nash)

THAT Council endorse the draft Tree Management Policy and place the draft policy on public exhibition.

20/02/11

Carried

ITEM - 11 DRAFT RATES AND CHARGES HARDSHIP ASSISTANCE POLICY FOR RATEPAYERS SUFFERING FROM THE EFFECTS OF NATURAL DISASTERS

MOTION (Durkin/Nash)

THAT Council endorse the draft Rates and Charges Hardship Assistance Policy for Ratepayers Suffering from the Effects of Natural Disasters and place the draft policy on public exhibition for no less than 28 days.

20/02/12

Carried

ITEM - 12 INTEGRATED PLANNING AND REPORTING TIMETABLE

MOTION (Durkin/Nash)

THAT Council note the attached Integrated Planning and Reporting Timetable for financial year 2020-2021.

20/02/13

Carried

ITEM - 13 ENTERPRISE RISK MANAGEMENT POLICY

MOTION (Durkin/Nash)

THAT Council adopt the attached updated Enterprise Risk Management Policy.

20/02/14

Carried

ITEM - 14 AUSTRALIA DAY AWARDS COMMITTEE MEETING

MOTION (Durkin/Nash)

THAT the report and recommendations of the Australia Day Awards Committee meetings of Cabonne Council held 24 September 2019, 22 October 2019 and 17 December 2019 be adopted.

20/02/15

Carried

ITEM - 15 2020 NATIONAL GENERAL ASSEMBLY

Motion (Jones/Newsom)

THAT:

1. Council authorise the Mayor and General Manager to attend the 2020 National General Assembly.

2. The General Manager prepare a motion for submission to the NGA in consultation with the councillors.

20/02/16

Carried

Motion (Davison/Nash)

THAT Council hereby resolve itself into Committee of the Whole to discuss Item 16.

20/02/17

Carried

	ITEM - 16 QUARTERLY BUDGET REVIEW
	Proceedings in Brief The Director of Finance and Corporate Services advised of a slight change to the QBR report, page 7 should read deficit of $678K, which corresponds to page 4 of the QBR report and page 16 of the business paper. The General Manager and the Director of Finance and Corporate Services summarised the major issues affecting the quarter and clarified any queries raised by councillors.
	Motion (Durkin/Batten) THAT Council note the variances in the report and authorise those changes to be included in the 2019/2020 Council Budget.
20/02/18	Carried

It was noted the time being 2.47pm Clr Newsom declared an interest (identified as a perceived conflict of interest, significant, non-pecuniary) in the following item and left the Chamber.

ITEM - 17 2020 CANOWINDRA INTERNATIONAL BALLOON CHALLENGE

Motion (Durkin/Oldham)

THAT:

1. Council provides funding of $30K to Canowindra Challenge Inc from the 2019-20 Events Assistance Program.

2. Council increases the 2019-20 Events Assistance Program allocation by $10K and reduces the 2020-21 Events Assistance Program budget allocation by $10K.

3. Council place on public exhibition for 28 days its intention to provide funding of $60K to pay creditors of Canowindra Challenge Inc to be funded from the Canowindra Town Improvement Reserve.

20/02/19

Carried

It was noted the time being 2.50pm Clr Newsom returned to the Chamber.

ITEM - 18 EVENTS ASSISTANCE PROGRAM 2019/20

Motion (Jones/Weaver)

THAT Council approve funding under the 2019/2020 Events Assistance Program (EAP) to the following events:

1. Molong SMARTS Festival for $500;

2. Australian 3 Day Orienteering Championship in Molong for $500; and

3. Garingal Orienteers in Eugowra for $500.

20/02/20

Carried

ITEM - 19 REQUEST FOR DONATION EQUIVALENT TO DEVELOPMENT APPLICATION FEE PAID - DA 2019/132 - TEMPORARY EVENT (CHARITY FUNDRAISER) - 125 NASHDALE LANE, NASHDALE

Motion (Nash/Durkin)

THAT Council donate from its s356 budget to NG & TH Segger an amount of $285, being equivalent to the DA fee paid to council in relation to DA 2019/132 for a temporary event (charity fundraiser – Vinyl in the Vines) held on land described as 125 Nashdale Lane, Nashdale.

20/02/21

Carried

ITEM - 20 QUESTIONS FOR NEXT MEETING

Motion (Oldham/Weaver)

THAT it be noted there were nil questions raised for the next meeting

20/02/22

Carried

ITEM - 21 BUSINESS PAPER ITEMS FOR NOTING

Motion (Newsom/Jones)

THAT the notation items be noted.

20/02/23

Carried

ITEM - 22 MATTERS OF URGENCY

Motion (Oldham/Treavors)

THAT it be noted there were nil matters of urgency.

20/02/24

Carried

ITEM - 23 COMMITTEE OF THE WHOLE SECTION OF THE MEETING

Motion (Durkin/Treavors)

THAT Council hereby resolve itself into Committee of the Whole.

20/02/25

Carried

ITEM - 24 WALUWIN COMMUNITY CENTRE - LEASE AGREEMENT WESTERN NSW LOCAL HEALTH DISTRICT

Recommendation (Davison/Weaver)

THAT Council:

1. Enter a varied lease with the Health Administration Corporation and Western NSW Local Health District for part of the building known as Waluwin Community Centre at the address known as part 103 Bank Street, Molong and Lot 11 DP 1127953. The lease is to expire on 30 November 2049 and includes an option for a further 40 years; and

2. Authorise the General Manager to execute any document necessary for the purposes of entering the varied lease, including the affixing of Council’s Seal to any such document.

Carried

ITEM - 25 ELECTION COMMITMENTS FUNDING DEED - MOLONG COMMUNITY CENTRE & LIBRARY CONSTRUCTION PROJECT

Recommendation (Durkin/Nash)

THAT Council:

1. Accept funds of $5,000,000 from the NSW Department of Planning, Industry and Environment for the construction of the Molong Community Centre

2. Authorise the affixing of the Common Seal to the funding agreements for the NSW Government’s Election Commitments Fund.

Carried

	ITEM - 26 CHANGE OF MEETING DATE - MARCH COUNCIL MEETING
	Motion (Weaver/Newsom) THAT Council reschedule the March 2020 Ordinary Council meeting to Thursday 26 March 2020 commencing at 2pm.
	Amendment (Batten/Nash) THAT Council reschedule the March 2020 Ordinary Council meeting to Tuesday 24 March 2020 commencing at 4pm. The amendment was put and carried becoming the motion, the motion was put and carried.
	Recommendation (Batten/Nash) THAT Council reschedule the March 2020 Ordinary Council meeting to Tuesday 24 March 2020 commencing at 4pm.
3.	Carried

It was noted the time being 3.05pm the Director of Finance and Corporate Services, Director of Environmental Services and Acting Director of Engineering and Technical Services left the Chamber.

It was noted the time being 3.05pm the Chair announced that the Council would now be resolving into a Closed Committee of the Whole.

CONFIDENTIAL ITEMS

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

Recommendation (Durkin/Davison)

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

Carried

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

Recommendation (Davison/Jones)

THAT the Committee endorse the accuracy of the Report of the Proceedings of Confidential Matters at the Australia Day Committee meetings held 22 October 2019 and 17 December 2019 and notes the recommendations recorded in the Official Ordinary Minutes of those meetings are sufficient to state the general effect of the proceeding in Closed Committee.

Carried

ITEM - 3 ORGANISATION RESTRUCTURE

Recommendation (Nash/Treavors)

THAT Council:

1. Determines the organisation structure as outlined in the report to come into effect no later than 1 July 2020, pursuant to section 332 of the Local Government Act.

2. Determines the positions of:

i Deputy General Manager Cabonne Infrastructure; and

ii Deputy General Manager Cabonne Services,

As Senior Staff positions within the organisation structure of Council pursuant to section 332 of the Local Government Act.

3. Determines the roles and reporting lines of the Deputy General Manager positions as outlined in the report pursuant to section 332 of the Local Government Act.

4. Approves the Mayor, Deputy Mayor and General Manager as the recruitment panel for the Deputy General Manager positions.

5. Acknowledges that the General Manager will progressively implement changes, below the Executive Team level as is necessary to deliver on Council’s strategic priorities and the Cabonne 2025 Transformation Program.

Carried

It was noted the time being 3.10pm the Mayor resumed the Ordinary meeting.

REPORT & RESOLUTIONS OF COMMITTEE OF THE WHOLE

Motion (Oldham/Newsom)

THAT the Report and Recommendations of the Committee of the Whole Meeting held on Tuesday 25 February, 2020 be adopted.

20/02/26

Carried

There being no further business, the meeting closed at 3.11pm.

CHAIRMAN.

Chairman of the Ordinary Meeting of Cabonne Council held on the 24 March, 2020 at which meeting the listed minutes were confirmed and the signature hereon was subscribed.