Minutes of Ordinary Meeting

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, Acting Director of Engineering & Technical Services, Administration Manager, Finance Manager and IT Manager.

ITEMS FOR DETERMINATION

ITEM - 1 APPLICATIONS FOR LEAVE OF ABSENCE

Motion (Weaver/Treavors)

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

20/04/01

Carried

	ITEM - 2 DECLARATIONS OF INTEREST
	Proceedings in Brief It was noted the General Manager declared an interest in Item 4 of the confidential business paper.
	Motion (Treavors/Oldham) THAT the declaration of interest be noted.
20/04/02	Carried

It was noted the time being 2.03pm the Mayor announced the Ordinary meeting would be temporarily suspended to attend to a technical issue.

It was noted the time being 2.11pm the Mayor resumed the Ordinary meeting.

ITEM - 3 DECLARATIONS FOR POLITICAL DONATIONS

Motion (Weaver/Oldham)

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

20/04/03

Carried

	ITEM - 4 MAYORAL MINUTE - APPOINTMENTS
	Proceedings in Brief Clr Beatty 24/3/20 – Attended the Business Paper Review with the General Manager, directors and Deputy Mayor. Attended the Ordinary Council meeting. 25/3/20 – Attended the Molong Office for Western Area Health webinar. Attended meeting with the General Manager. 1/4/20 – Attended the Molong Office for NSW Health webinar. Attended webinar meeting with J.O. regarding Regional Water Strategies. 8/4/20 – Attended the Molong Office for a webinar with the working party regarding the Molong Community Centre project. Attended a meeting with the General Manager. 9/4/20 – Attended the Molong Office for webinar meeting with J.O., The Hon. Mark Coulton MP - Minister for Regional Health, Regional Communications and Local Government regarding COVID-19 issues. 14/4/20 – Attended the Molong Office for Councillor Workshop and meeting with Canowindra Councillors (via webinar meetings). 22/4/20 – Attended funding announcement at the Molong Recreation Ground by the Hon. Sam Farraway, MLC regarding Molong water and round three of Stronger Country Community Grants. 23/4/20 – Attended the Molong Office for webinar with councillors. Meeting with Canowindra councillors and the General Manager. Clr Durkin Wished to acknowledge the work done by the Canowindra Branch of Country Education Fund who have distributed approximately $18,000 in the past couple of weeks for tertiary scholarships to young people and post high school studies, throughout the Cabonne Shire to assist them with studies, accommodation, textbooks and tools etc.
	Motion (Beatty/-) THAT the information contained in the Mayoral Minute be noted.
20/04/04	Carried

ITEM - 5 MAYORAL MINUTE - COVID 19 FINANCIAL SUPPORT

Motion (Treavors/Walker)

THAT Council:

1. Calls on the Federal Government and NSW Government to urgently deliver comprehensive and multifaceted financial support and stimulus packages to local government to enable them to continue to operate effectively and provide essential services during the COVID-19 pandemic.

2. Calls for the packages to include the following measures:

· Increasing Financial Assistance Grants payments to 1% to help councils maintain essential functions and services, acknowledging the increased costs and mounting revenue losses arising from COVID-19 (and drought and bushfire where affected) as well as giving councils capacity to provide hardship assistance to businesses and residents.

· Immediate financial assistance to support council employees, particularly those employed in early education and care.

· Providing stimulus funding to councils for projects that will help sustain council operations and boost local economies. This could be achieved through increasing or bringing forward funding under existing funding programs or introducing new programs.

· Increased access to TAFE, VET and other apprenticeship opportunities that council staff can undertake to address skill shortages, especially for staff in non-essential services who are unable to be redeployed.

3. Commends the NSW and Federal Governments on their stewardship during this crisis and commits to working in partnership to protect community health and sustain local economies through this crisis.

4. Write to the local State and Federal Member(s) Mr Philip Donato MP and the Hon Andrew Gee MP, Prime Minister the Hon Scott Morrison MP, NSW Premier the Hon Gladys Berejiklian MP, Federal Treasurer the Hon Josh Frydenburg MP, NSW Treasurer the Hon Dominic Perrottet MP, NSW Local Government Minister the Hon Shelley Hancock MP, Federal Minister for Local Government the Hon Mark Coultan, Federal Opposition Leader the Hon Anthony Albanese, NSW Opposition Leader Jodi McKay MP, Federal Shadow Minister for Local Government Jason Clare MP and NSW Shadow Minister for Local Government Greg Warren MP to confirm their support for increased financial assistance and stimulus funding for local government to help councils maintain essential services and employment during the COVID-19 pandemic.

5. Endorses Local Government NSW’s sector-wide campaign to obtain financial assistance, employment support and stimulus funding for the local government sector.

6. Advise LGNSW President Linda Scott of the passage of this Mayoral Minute.

20/04/05

Carried

	ITEM - 6 COMMITTEE OF THE WHOLE
	Proceedings in Brief Clr Jones requested that items 13 and 14 be moved to be debated in Committee of the Whole.
	Motion (Davison/Durkin) THAT items 13 and 14 were called to be debated in Committee of the Whole.
20/04/06	Carried

ITEM - 7 GROUPING OF REPORT ADOPTION

Motion (Weaver/Nash)

THAT items 8 to 10 be moved and seconded.

20/04/07

Carried

ITEM - 8 CONFIRMATION OF THE MINUTES

MOTION (Weaver/Nash)

THAT the minutes of the Ordinary meeting held 24 March 2020 be adopted.

20/04/08

Carried

ITEM - 9 FUNDING AGREEMENT 'EVERYONE CAN PLAY' GRANT PROGRAMME

MOTION (Weaver/Nash)

THAT Council authorise the affixing of the Common Seal to the funding agreements under the Everyone Can Play Grant Round 2 for:

1. Canowindra Morris Park Inclusive Playground $87,430

2. Molong Recreation Ground Inclusive Playground $95,865

20/04/09

Carried

ITEM - 10 TREE MANAGEMENT POLICY

MOTION (Weaver/Nash)

THAT Council adopt the Tree Management Policy and note answer to Clr Newsom’s question.

20/04/10

Carried

ITEM - 11 REQUEST FOR DONATION EQUIVALENT TO FEES PAID FOR DA 2020/0109

Motion (Walker/Weaver)

THAT Council donate from its s356 budget to the Canowindra Showground Racecourse Land Managers the sum of $3,342.79, being the development application fee (excluding GST) paid to council in relation to DA 2020/0109 for amenities blocks at the Canowindra Showground.

20/04/11

Carried

	ITEM - 12 DRAFT RATES AND CHARGES HARDSHIP ASSISTANCE POLICY FOR RATEPAYERS SUFFERING FROM THE EFFECTS OF NATURAL DISASTERS
	Proceedings in Brief Clr Nash noted that there are a number of residents currently experiencing hardship and the introduction of this policy will greatly assist these residents. Clr Newsom queried the introduction of this policy, noting that this matter was raised approximately 18 months ago for residents suffering from drought and a policy was not put in place at that time and queried if this policy would be retrospective. The General Manager explained that a request for hardship can include accumulated debt (including interest accrued) and that consideration would be on a case by case basis. The General Manager further explained that any submission received that may not fall within the guidelines of the policy could be reported to Council for consideration.
	Motion (Nash/Jones) THAT Council adopt the draft Rates and Charges Hardship Assistance Policy.
20/04/12	Carried

It was noted that items 13 and 14 were moved to be debated in Committee of the Whole.

ITEM - 15 DRAFT SPONSORSHIP POLICY

Motion (Newsom/Treavors)

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

20/04/13

Carried

It was noted the time being 2.24pm the Mayor announced the Ordinary meeting would be temporarily suspended to attend to a technical issue.

It was noted the time being 2.26pm the Mayor resumed the Ordinary meeting.

	ITEM - 16 CABONNE COMMUNITY CENTRE - DESIGN CHARETTE OUTCOMES
	Proceedings in Brief Clr Durkin noted that in the first paragraph of the report there is a typing error. It should read: In November 2019, Council engaged the services of King and Campbell Pty Ltd to undertake the process of architectural conceptualisation of a Cabonne Community Centre.
	Motion (Jones/Mullins) THAT Council endorse the concept plan – Option D, Cabonne Community Centre, as the final concept design, and move the project to detailed design and approvals phase
20/04/14	Carried

ITEM - 17 MOLONG BORE WATER SUPPLY PROJECT PROCUREMENT

Motion (Treavors/Jones)

THAT Council:

1. In accordance with the Local Government Act 1993, section 55(3)(i) determine to not invite tenders, with the intent of entering into a contract, the Molong Bore Water Supply Project due to the following extenuating circumstances:

a) Establishment of emergency water supply is time bound to ensure security of the essential town water needs of Molong,

b) Cost of supply of water from Orange City of $90,300 during the procurement time period, and

c) Provision of stimulus to the local economy effects and reduced accessibility to statewide contractors to undertake work following from COVID-19 restrictions.

2. Authorise the General Manager to seek quotations from selected contracting companies to construct the Molong Bore Water Supply Project.

3. Authorise the General Manager to enter into a contract with the successful quoting contracting company to construct the Molong Bore Water Supply Project.

20/04/15

Carried

ITEM - 18 MOLONG TOWN CENTRE UBRAN DESIGN PROJECT

Motion (Nash/Mullins)

THAT:

1. The Molong Town Centre Review of Submissions Table, dated April 2020, be noted and a copy of the document sent to all submission makers for their information as well as uploaded onto Council’s website for a period of no less than 21 days;

2. Council’s General Manager commence preliminary enquiries with private land owners on the activation of the rear parking space of commercial premises north of Bank Street, Molong, to investigate possible connection opportunities to Bank Street and key attractors in the Molong Town Centre.

3. A further report be provided to Council following the engagement of the urban designer to set the program for the Enquiry-by-Design Phase and the completion of the Molong Town Centre Plan.

20/04/16

Carried

ITEM - 19 CABONNE COMMUNITY PARTICIPATION PLAN PROPOSED AMENDMENT

Motion (Walker/Nash)

THAT Council adopt the draft amendments to Cabonne Community Participation Plan to allow for a variation to exhibition requirements as required.

20/04/17

Carried

ITEM - 20 LOCAL HERITAGE FUND APPLICATION - EUGOWRA MASONIC LODGE

Motion (Batten/Mullins)

THAT Council allocates $1,500 of the 2019/2020 Local Heritage Fund to Regina Nugent for the restoration of the Eugowra Masonic Lodge, Barrack Street, Eugowra.

20/04/18

Carried

	ITEM - 21 QUESTIONS FOR NEXT MEETING
	Proceedings in Brief Clr Mullins requested that the Molong Creek Dam (Molong Water Supply) levels be provided regularly to enable the details to be published locally.
	Motion (Treavors/Durkin) THAT it be noted there were nil questions for next meeting.
20/04/19	Carried

	ITEM - 22 BUSINESS PAPER ITEMS FOR NOTING
	Proceedings in Brief It was noted Clr Davison called Item 5 to be further considered.
	Motion (Davison/Nash) THAT: 1. Item 5 be further consider; and 2. The balance of the items be noted.
20/04/20	Carried

	ITEM - 5 LACHLAN REGIONAL TRANSPORT COMMITTEE (LRTC)
	Proceedings in Brief Clr Davison commented on the letter from Deputy Prime Minister Mr McCormack and noted that there is little mention of the Parkes to Orange rail connection. The Mayor advised that in paragraph three of the letter it does state Sydney to Newcastle, Sydney to Wollongong and Sydney to Parkes but is unsure if those routes go through Orange. The Mayor commented that the matter does require further clarification. Clr Mullins commented that there is intention to bring a train to Orange, and split the service in two – sending one to Parkes and one to Dubbo, meeting back in Orange and then traveling back to Sydney. Clr Mullins stated this would include a stop at Molong and noted the intention for the Molong station to be reopened in 2022/23.
	Motion (Davison/Mullins) THAT the information be noted.
20/04/21	Carried

ITEM - 23 MATTERS OF URGENCY

Motion (Newsom/Durkin)

THAT it be noted there were nil matters of urgency.

20/04/22

Carried

ITEM - 24 COMMITTEE OF THE WHOLE SECTION OF THE MEETING

Motion (Treavors/Durkin)

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

20/04/23

Carried

	ITEM - 13 2020/2021 INTEGRATED PLANNING AND REPORTING
	Proceedings in Brief Clr Davison queried if the expenses for public halls included grants for hall improvements. The General Manager advised that the funds listed are for general operational expenditure. Clr Davison queried the Canowindra Retirement Village – Design and Investigation. The General Manager advised the funds are for a concept design but could also be utilised for investigation into the governance of Council undertaking the project or whether it would be undertaken by developers or the Public Private Partnership that was originally put in place. Clr Oldham stated that funding for the Cabonne Acquisitive Art Prize funding was not included in the Budget. The General Manager advised that some funding will rollover from the 2019/20 Budget and that a submission will be completed for the additional funds. Clr Oldham queried the Molong Rotary Park Toilets – Project Preplanning item and noted those particular toilets are operated on a septic system and located in a floodplain area, she queried what the funds in the budget would be utilised for and suggested a review of the location of the toilet block. The Acting Director of Engineering and Technical Services advised that the intent of the funds in the budget are to undertake a design process but stated if Council wished to extend the scope to include a business case or options analysis that could be included in the scope. Clr Batten commended the efforts of the Mayor, General Manager and Council staff for their efforts in securing external funding, acknowledging the recent funding announcements. Clr Batten commended the Budget as presented, noting Council still have healthy reserves which puts it in a good financial position should grant funding cease or reduce considerably in the future. Clr Jones noted the media release from Local Government Minister, the Hon. Shelley Hancock advising Council of the one month extension to adopting its Operational Plan and Budget and wanted to note Council would not require the additional time to adopt the documents as this is a budget that Council have been working towards for two and half years, it is a budget that Council can be proud of and it shows that Council is in touch with its communities and meeting their expectations. Clr Jones commented that a few years ago the trending phase in local government was fit for the future, and noted that the Budget presented today would provide confidence to Council staff and the communities of Cabonne that Council will maintain this level of service. Clr Jones stated that with the unprecedented drought and the current global pandemic this budget provides an important economic stimulus for the Cabonne community and local business. It also shows the success Council has had in lobbying the state and federal governments for grant funding. Clr Jones wished to thank Council staff for their ongoing work and acknowledged the efforts of the finance and engineering teams in preparing these plans for Council.
	Recommendation (Walker/Oldham) THAT Council: 1. Adopt the Draft Operational Plan 2020/2021. 2. Adopt the 2020/21 Draft Budget including Fees and Charges. 3. Publicly exhibit the Draft Budget and Operational Plan 2020/21 for a period of 28 days from Monday 4 May 2020. 4. Adopt an interest rate equivalent to the maximum allowable percentage allowed by the Office of Local Government for the 2020/2021 financial year to be charged on arrears of Rates and Charges. 5. Hold an Extraordinary Council meeting on 9 June 2020 to consider any submissions received.
1.	Carried

ITEM - 14 QUARTERLY BUDGET REVIEW

Recommendation (Newsom/Davison)

THAT Council note the variances in the report and authorise those changes to be included in the 2019/2020 Council Budget.

Carried

It was noted the time being 3.06pm 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 (Weaver/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 (Nash/Weaver)

THAT the Committee endorse the accuracy of the Report of the Proceedings of Confidential Matters at the Ordinary Council meeting held on 24 March 2020 and notes the recommendations recorded in the Official Ordinary Minutes of that meeting are sufficient to state the general effect of the proceeding in Closed Committee.

Carried

ITEM - 3 CONTRACT 1039770 - DESIGN, CONSTRUCTION AND DEMOLITION OF SAINT GERMAINS BRIDGE ON BOCOBRA ROAD MANILDRA

Recommendation (Durkin/Newsom)

THAT Council:

1. Accept the tender from Murray Constructions Pty Ltd for the design, construction & demolition of Saint Germains Bridge on Bocobra Road, Manildra at the tendered price of $621,456 including GST.

2. Authorise any variation to the contract for the project provided the variations are contained within the overall approved budget.

Carried

It was noted the time being 3.09 the General Manager declared an interest in the following item and left the meeting.

ITEM - 4 GENERAL MANAGER'S PERFORMANCE REVIEW

Recommendation (Newsom/Weaver)

THAT Council:

1. Note the conduct of the General Manager’s annual performance review.

2. Provide any feedback on the General Manager’s performance to the Mayor.

Carried

ITEM - 5 HARDSHIP SUPPORT REQUEST

Recommendation (Mullins/Nash)

THAT Council endorse the General Manager to negotiate an agreement as detailed in the Proceedings in Brief.

Carried

It was noted the time being 3.38pm the Mayor resumed the Ordinary meeting.

REPORT & RESOLUTIONS OF COMMITTEE OF THE WHOLE

Motion (Nash/Jones)

THAT the Report and Recommendations of the Committee of the Whole Meeting held on Tuesday 28 April, 2020 be adopted.

20/04/24

Carried

There being no further business, the meeting closed at 3.39pm.

CHAIRMAN.

Chairman of the Ordinary Meeting of Cabonne Council held on the 26 May, 2020 at which meeting the listed minutes were confirmed and the signature hereon was subscribed.