Ordinary Council Meeting 27 May 2013

Transcription

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY,
27 MAY 2013 AT THE COUNCIL CHAMBERS, SCONE COMMENCING AT 5.00pm
PRESENT:
Cr Michael Johnsen, Cr Peter Bishop, Cr Lee Watts, Cr Lorna Driscoll, Cr Deirdre Peebles, Cr Wayne
Bedggood, Cr Kiwa Fisher, Cr Ron Campbell and Cr Maurice Collison.
APOLOGIES:
Nil
IN ATTENDANCE:
Mr Daryl Dutton (General Manager), Mr Steve Pryor (Director Corporate Services), Mr Ben Oliver (Acting
Director Environmental Services), Mr Alan Fletcher (Director Technical Services), Mr Damien Jenkins (Manager
Finance) and Mrs Robyn Cox (Executive Personal Assistant)
Mayor Michael Johnsen announced the General Manager’s decision to retire effective from the end of
September 2013.
Mayor Johnsen, on behalf of Councillors, extended congratulations and best wishes to Daryl Dutton on
his impending retirement.
ADOPTION OF MINUTES:
RESOLVED that the minutes of the ordinary Council meeting held on 22 April 2013 be adopted.
Moved: Cr D Peebles
Seconded: Cr K Fisher
CARRIED
DECLARATIONS OF INTEREST:
Nil
PUBLIC PARTICIPATION:
4.30pm
Citizenship Ceremony
Mrs Ellen Conway
Mr Richard Conway
Fintan Conway (son)
Mr Arifur Rahman
Mr Dominador Lumbres
Mrs Rama Malla Paudel
Mr Kishor Paudel
Kritik Paudel
Mr Okeksandr Trofymenko
Mr Mykola Trofymenko
G.05.1
Hunter Valley Research Foundation – Presentation to Council
Dr Wej Paradice
Page 1 of 82 of the Minutes of the Ordinary Meeting of the
Upper Hunter Shire Council held on Monday 27 May 2013
MAYOR
GENERAL MANAGER
UPPER HUNTER SHIRE COUNCIL
Ordinary Meeting - 27 May 2013
TABLE OF CONTENTS
MAYORAL MINUTES......................................... ERROR! BOOKMARK NOT DEFINED. A.05.1
REQUEST FOR WAIVER OF DEVELOPMENT APPLICATION FEES - ABERDEEN PLAYGROUP ....ERROR!
BOOKMARK NOT DEFINED. STANDING COMMITTEE REPORTS ................ ERROR! BOOKMARK NOT DEFINED. SC.05.1 SC.05.2 SC.05.3 FINANCE COMMITTEE............................................................. ERROR! BOOKMARK NOT DEFINED. DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE .. ERROR! BOOKMARK NOT DEFINED. WORKS AND TECHNICAL SERVICES COMMITTEE...................... ERROR! BOOKMARK NOT DEFINED. COMMITTEE/DELEGATES REPORTS ............. ERROR! BOOKMARK NOT DEFINED. C.05.1 C.05.2 C.05.3 C.05.4 HERITAGE ADVISORY COMMITTEE .......................................... ERROR! BOOKMARK NOT DEFINED. CONSULTATIVE COMMITTEE ................................................... ERROR! BOOKMARK NOT DEFINED. SCONE & UPPER HUNTER REGIONAL SALEYARDS ................... ERROR! BOOKMARK NOT DEFINED. SCONE AIRPORT MANAGEMENT COMMITTEE........................... ERROR! BOOKMARK NOT DEFINED. GENERAL ADMINISTRATION REPORTS ........ ERROR! BOOKMARK NOT DEFINED. G.05.1 G.05.2 G.05.3 G.05.4 G.05.5 G.05.6 G.05.7 G.05.8 HUNTER VALLEY RESEARCH FOUNDATION - PRESENTATION TO COUNCIL ERROR! BOOKMARK NOT
DEFINED. USU - NATIONAL SKILLS SHORTAGE IN LOCAL GOVERNMENT .. ERROR! BOOKMARK NOT DEFINED. MERRIWA CENTRAL SCHOOL - REQUEST TO WAIVE FEES FOR MERRIWA SCHOOL OF ARTSERROR!
BOOKMARK NOT DEFINED. UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC ................... ERROR! BOOKMARK NOT DEFINED. MERRIWA CAMPDRAFT & RODEO ASSOCIATION - REQUEST TO WAIVE FEES AT MERRIWA SHOWGROUND
............................................................................................ ERROR! BOOKMARK NOT DEFINED. REQUEST FOR SPONSORSHIP - JOEL GLEESON ....................... ERROR! BOOKMARK NOT DEFINED. RURAL HALLS REJUVENATION GRANTS 2013.......................... ERROR! BOOKMARK NOT DEFINED. UPPER HUNTER DRESSAGE ASSOCIATION CHAMPIONSHIPS .... ERROR! BOOKMARK NOT DEFINED. POLICY MATTERS ............................................ ERROR! BOOKMARK NOT DEFINED. H.05.1 COUNCIL POLICIES ................................................................ ERROR! BOOKMARK NOT DEFINED. CONFIDENTIAL REPORTS ............................... ERROR! BOOKMARK NOT DEFINED. CR.05.1 CR.05.2 CR.05.3 ACQUISITION OF LAND FOR ABERDEEN LANDFILL .................... ERROR! BOOKMARK NOT DEFINED. EXPRESSION OF INTEREST - SUPPLY OF SUPPLEMENTARY SERVICESERROR! BOOKMARK NOT DEFINED. TENDER - SUPPLY AND DELIVERY OF READY MIX CONCRETE .. ERROR! BOOKMARK NOT DEFINED. Page 2 of 82 of the Minutes of the Ordinary Meeting of the
MAYOR
GENERAL MANAGER
Ordinary Council Meeting
27 May 2013
MAYORAL MINUTES
Section:
REP-211/13
Mayoral Minutes
A.05.1
REQUEST FOR WAIVER OF DEVELOPMENT APPLICATION FEES ABERDEEN PLAYGROUP
RECOMMENDATION:
That Council waive development application fees for DA 83/2013 for the erection of a Shade Structure
by Aberdeen Playgroup.
BACKGROUND:
A development application has been submitted to Council by Aberdeen Preschool for the erection of a
10 metre by 15 metre shade structure over existing playground facilities and sandpit.
ISSUES:
The Aberdeen Playgroup has undertaken improvement works to facilitate the use of the site and the
erection of the shade structure is intended to protect the children’s play area. The cost of supply and
installation of the shade structure will be in excess of $30,000 which has been funded by community
fundraising.
SUSTAINABILITY:
Not applicable.
COMMUNITY INTERACTION:
The development application will be publicly notified and advertised.
OPTIONS:
To accept or reject the request to waive fees.
FINANCIAL CONSIDERATIONS & RISK IMPLICATIONS:
The fees consist of user fees and charges for lodgement of the development application and inspection
fees associated with construction, totalling $700. The development will require at least two critical stage
inspections to be undertaken by Council Officers.
1
Aberdeen Playgroup - Request to waive DA fees - Shade Sail
RESOLVED that Council waive development application fees for DA 83/2013 for the erection of a
Shade Structure by Aberdeen Playgroup.
Moved: Cr L Watts
CARRIED
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 1 - ABERDEEN PLAYGROUP - REQUEST TO WAIVE DA FEES SHADE SAIL
ITEM NO:
From: jodie mayall [mailto:[email protected]]
Sent: Wednesday, 15 May 2013 11:05 PM
To: Daryl Dutton
Cc: Manager SNRC
Subject: Aberdeen Playgroup
Dear Mr Dutton. Aberdeen Playgroup is in the process of lodging a development application on behalf of the Aberdeen Tennis Club to have a large shade sail erected in the fenced area at the tennis club. The shade sail has kindly been donated to us by Aberdeen Preschool. I’m writing to Council to ask them to waiver the lodgment fee of $700 for the Development Application. We are a small working group consisting of 19 registered parents and 29 registered children, who have undertaken the task of renovating the Tennis Clubhouse, which we use twice a week to run our Playgroup sessions from. In the past 9 months we have laid new lineo, painted the inside of the building, put in a cubbyhouse, built a sandpit, fixed a lot of OH&S issues, purchased and erected a garden shed to store our belongings. All of which we have done by holding various fundraising ventures like raffles, markets, pie drives, chocolate drives and many more. As a group we have put in countless hours to improve this building not just for our group but the whole Aberdeen community. We have been very lucky to book in a volunteer group to help with the painting the outside of the building and if we could have this lodgement fee waived and the DA approved the group would assist with the erection of the shade sail in July as well. We now have the funds to have a concrete slab poured for the garden shed to be moved onto, funds to purchase the paint to paint the outside of the building, funds to fix the kitchen area up, which is an OH&S issue. Unfortunately we have stretched our budget to the limit at this point in time and did not allow for a lodgment fee and are deeply concerned we may miss this opportunity to install shade over the area especially as there is currently no outdoor shade cover over the outdoor play equipment. If you have any questions or would like to talk further please do not hesitate to contact Jodie Mayall on 0407766374. With Kind Regards, Jodie Mayall Co‐ordinator Aberdeen Playgroup. Page 4 of 82 of the Minutes of the Ordinary Meeting of the
MAYOR
GENERAL MANAGER
27 May 2013
NOTICE OF MOTIONS
Nil
QUESTIONS WITH NOTICE
Nil
QUESTIONS WITHOUT NOTICE
Cr Lee Watts
Asked was Council aware how successful the Scone & Upper Hunter Horse Festival was? So many
people were involved and they are all to be congratulated.
Also asked was Council aware what a great initiative “Richo’s Playground” was and was great for
Council to take it on.
MAYOR
GENERAL MANAGER
27 May 2013
STANDING COMMITTEE REPORTS
Section:
Standing Committee Reports
SC.05.1
FINANCE COMMITTEE
REP-178/13
RECOMMENDATION:
That the recommendations of the Finance Committee, as circulated, be adopted.
BACKGROUND:
The Finance Committee meeting has been called for Friday, 24 May 2013. Recommendations from that
meeting will be available at the Council meeting.
ISSUES:
As per the minutes.
SUSTAINABILITY:
Not applicable.
Not applicable.
OPTIONS:
To adopt the recommendation.
As per budget allocation.
Enclosures:
Nil
RESOLVED that the recommendations of the Finance Committee, as circulated, be adopted.
Moved: Cr W Bedggood
CARRIED
MAYOR
GENERAL MANAGER
27 May 2013
REP-191/13
Section:
SC.05.2
DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE
RECOMMENDATION:
DESC.05.1 DA 15/2013 – CONSOLIDATION AND SUBDIVISION OF THREE (3) RURAL LOTS
1. That the Council note the concerns of the Committee in relation to the current application and the
creation of an undersized lot with no dwelling entitlement.
2. That Council note the applicant will consider amending the subdivision layout and submitting a
revised plan of subdivision.
3. That subject to the subdivision layout being amended, the Council approve DA 15/2013 for the
subdivision of Lot 31 DP 1050345, Lot 3 DP 713603 & Lot 1 DP 745963 into three (3) lots subject
to standard conditions of consent.
DESC.05.2 EXHIBITION OF THE WHITE PAPER - NSW PLANNING REFORMS
4. That Council note the exhibition of the White Paper and prepare a submission to the Department of
Planning and Infrastructure.
DESC.05.3 INQUIRY INTO DOWNSTREAM GAS SUPPLY AND AVAILABILITY IN NSW
5. That Council note the State and Regional Development Committee inquiry into downstream gas
supply and availability in NSW and advise the Committee that it does intend to make a submission
supporting the domestic supply of gas over the export of gas.
DESC.05.4 REVIEW OF COUNCIL POSITION STATEMENT ON COAL SEAM GAS AND MINING
6. That the Committee review the Councils Position Statement on Coal Seam Gas and Mining,
indicate whether it considers any amendments are required and if so, report those amendments to
Council for further consideration.
BACKGROUND:
A meeting of the Development and Environmental Services Committee was held on Tuesday 14 May
2013.
ISSUES:
In relation to Item DESC.05.1, the committee raised concern with the creation of an undersized lot with
no dwelling entitlement and the justification provided to demonstrate the future productive and efficient
use of the land for agriculture. The Committee requested that the applicant consider amending the
subdivision layout by deleting the undersized lot and consolidating the area into one of the other
proposed lots. The Applicant indicated that this would be considered and subject to landowner approval,
a revised plan of subdivision would be submitted to confirm their acceptance of this requirement.
In relation to Item DESC.05.3, the committee recommended that a submission be prepared to the
inquiry into downstream gas supply and availability in NSW with an emphasis on Councils support for
domestic supply of gas over the potential for gas to be exported.
SUSTAINABILITY:
As noted in the Agenda and attached Minutes.
As noted in the Agenda and attached Minutes.
OPTIONS:
To accept, reject or modify the recommendation.
MAYOR
GENERAL MANAGER
27 May 2013
As per budget allocation.
Enclosures:
1 Minutes D&E committee Meeting 14 May 2013
RESOLVED
DESC.05.1 DA 15/2013 – Consolidation and Subdivision of three (3) rural lots
1. That the Council note the concerns of the Committee in relation to the current application
and the creation of an undersized lot with no dwelling entitlement.
2. That Council note the applicant will consider amending the subdivision layout and
submitting a revised plan of subdivision.
3. That subject to the subdivision layout being amended, the Council approve DA 15/2013 for
the subdivision of Lot 31 DP 1050345, Lot 3 DP 713603 & Lot 1 DP 745963 into three (3) lots
subject to standard conditions of consent.
DESC.05.2 Exhibition of the White Paper - NSW Planning Reforms
4. That Council note the exhibition of the White Paper and prepare a submission to the
Department of Planning and Infrastructure.
DESC.05.3 Inquiry into downstream gas supply and availability in NSW
5. That Council note the State and Regional Development Committee inquiry into downstream
gas supply and availability in NSW and advise the Committee that it does intend to make a
submission supporting the domestic supply of gas over the export of gas.
DESC.05.4 Review of Council Position Statement on Coal Seam Gas and Mining
6. That the Committee review the Councils Position Statement on Coal Seam Gas and Mining,
indicate whether it considers any amendments are required and if so, report those
amendments to Council for further consideration.
Moved: Cr D Peebles
Seconded: Cr L Driscoll
CARRIED
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 1 - MINUTES D&E COMMITTEE MEETING 14 MAY 2013
ITEM NO: SC.05.2
MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE OF UPPER
HUNTER SHIRE COUNCIL HELD ON TUESDAY 14 MAY 2013 AT THE BARRY ROSE COMMITTEE
ROOM COMMENCING AT 10.00am
PRESENT:
Cr Fisher, Cr Bishop, Cr Peebles, Cr Watts, Cr Collison, Cr Bedggood, Cr Campbell.
APOLOGIES:
Nil
IN ATTENDANCE:
Mr Ben Oliver (Director Environmental Services), Mr David Casson (Applicant for DA15/2013)
ADOPTION OF MINUTES:
RECOMMENDATION: that the Minutes of the Development & Environmental Services Committee held
on 9 April 2013 be adopted.
Nil
PUBLIC PARTICIPATION:
Mr David Casson for DA 15/2013
DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS
Section:
REP-167/13
Development & Environmental Services Committee Reports
DESC.05.1 DA 15/2013 - SUBDIVISION OF THREE (3) RURAL LOTS INTO FOUR
(4) LOTS
RECOMMENDATION:
1. That the Committee request the applicant amend the subdivision by deleting the proposed
undersized lot with no dwelling entitlement and submit a revised plan of subdivision.
2. That subject to the subdivision being amended, the Council approve DA 15/2013 for the
subdivision of Lot 31 DP 1050345, Lot 3 DP 713603 & Lot 1 DP 745963 into three (3) lots
subject to standard conditions of consent.
Moved: D Peebles
Section:
Seconded: K Fisher
CARRIED
REP-170/13
DESC.05.2 EXHIBITION OF THE WHITE PAPER - NSW PLANNING REFORMS
RECOMMENDATION:
That Council note the exhibition of the White Paper and prepare a submission to the Department
of Planning and Infrastructure.
Moved: K Fisher
Section:
Seconded: D Peebles
CARRIED
REP-181/13
DESC.05.3 INQUIRY INTO DOWNSTREAM GAS SUPPLY AND AVAILABILITY IN
NSW
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 1 - MINUTES D&E COMMITTEE MEETING 14 MAY 2013
ITEM NO: SC.05.2
RECOMMENDATION:
That Council note the State and Regional Development Committee inquiry into downstream gas
supply and availability in NSW and advise the Committee that it does intend to make a
submission supporting the domestic supply of gas over the export of gas.
Moved: K Fisher
Section:
Seconded: P Bishop
CARRIED
REP-171/13
DESC.05.4 REVIEW OF COUNCIL POSITION STATEMENT ON COAL SEAM GAS
AND MINING
RECOMMENDATION:
That the Committee review the Councils Position Statement on Coal Seam Gas and Mining,
indicate whether it considers any amendments are required and if so, report those amendments
to Council for further consideration.
Moved: K Fisher
Seconded: D Peebles
CARRIED
MAYOR
GENERAL MANAGER
27 May 2013
REP-199/13
Section:
SC.05.3
WORKS AND TECHNICAL SERVICES COMMITTEE
RECOMMENDATION:
That Council:
1. Adopt the minutes of the meeting held on 14 May 2013
2. Waste and Sustainability Improvement Payments
i. Note the actions regarding Local Council Waste and Sustainability Improvement Payments
(WaSIP) for Council
ii. Commit to trials, investigations and actions to increase the diversion from landfill towards the
66% waste diversion target as recommended in Council’s adopted Integrated Waste
Management Strategies (IWMS).
iii. Adopt the “Waste Not DCP” as provided.
iv. Place the “Waste Not DCP” as provided on public display for twenty eight days prior to inclusion
within the Local Development Control Plan.
3. Strategic Analysis of Rural Unsealed Roads
i. Note the action undertaken to date
ii. Proposed actions to be undertaken with respect to the review of rural roads
4. Acquisition of Land – Aberdeen Landfill
Move into Closed Council pursuant to Section 10A(2) (d i) of the Local Government Act, as it deals
with commercial information of a confidential nature that would, if disclosed (i) prejudice the
commercial position of the person who supplied it.
5. Advertise the revised draft pesticides notification plan for public comment.
6. Adopt the “White Park Management and Operations Plan”
7. Make representation to the Minister of Roads, Hon Duncan Gay, and the Roads & Maritime Service
(RMS) for the implementation of the ‘browsing lane’ concept in Kelly Street in conjunction with road
safety improvement works currently approved by the RMS in relation to the decommissioning of
speed cameras.
8. That part of Lot 11 DP 1136908, Jefferson Park, sited on the northern side of the access road
between the tennis courts and New England Highway be further investigated and considered as the
preferred location for the Aberdeen Skate Park.
9. Advise the Hon Kevin Humphries MP that Upper Hunter Shire Council is interested in becoming
involved in the Inland Roads Plan Project.
10.Adopt the Capital Works Update report
11.Expression of Interest - Supply of Supplementary Services
Move into Closed Council pursuant to section 10A(1)-(3) of the Local Government Act 1993, the
media and public be excluded from the meeting on the basis that the business to be considered is
classified confidential under the provisions of section 10A(2) (c) information that would, if disclosed,
confer a commercial advantage on a person with whom the Council is conducting (or proposes to
conduct) business.
BACKGROUND:
The Works and Technical Services Committee met on Tuesday 14 May 2013.
ISSUES:
1. Meeting held 14 May 2013
2. Waste and Sustainability Improvement Payments - To be eligible to receive a 2012-13 Waste and
Sustainability Improvement Payment, councils in the regulated area are required to commit to
meeting the ongoing WaSIP Standards and Program requirements.
4. Acquisition of Land – Aberdeen Landfill. The Aberdeen Landfill is nearing the end of its useful life
and requires the acquisition of Crown land to the south of the facility to allow the continued operation
of the landfill and the expansion of the current resource recovery operations.
5. Pesticides notification plan
6. White Park Management and Operations Plan following public exhibition period
7. Implementation of the ‘browsing lane’ concept in Kelly Street in conjunction with road safety
improvement works currently approved by the
9 Preferred location for the Aberdeen Skate Park.
9. Inland Roads Plan Project.
10. Capital Works Update report
MAYOR
GENERAL MANAGER
27 May 2013
SUSTAINABILITY:
Ongoing works and technical functions of Council
As per Council’s Community Engagement Plan
OPTIONS:
To amend, adopt or reject the recommendations
As detailed in each report
Enclosures:
1 Cutups
RESOLVED
That Council:
1. Adopt the minutes of the meeting held on 14 May 2013
2. Waste and Sustainability Improvement Payments
i. Note the actions regarding Local Council Waste and Sustainability Improvement Payments
(WaSIP) for Council
ii. Commit to trials, investigations and actions to increase the diversion from landfill towards
the 66% waste diversion target as recommended in Council’s adopted Integrated Waste
iii. Adopt the “Waste Not DCP” as provided.
iv. Place the “Waste Not DCP” as provided on public display for twenty eight days prior to
inclusion
within the Local Development Control Plan.
i. Note the action undertaken to date
ii. Proposed actions to be undertaken with respect to the review of rural roads
4. Acquisition of Land – Aberdeen Landfill
Move into Closed Council pursuant to Section 10A(2) (d i) of the Local Government Act, as it
deals with commercial information of a confidential nature that would, if disclosed (i)
prejudice the commercial position of the person who supplied it.
5. Advertise the revised draft pesticides notification plan for public comment.
6. Adopt the “White Park Management and Operations Plan”
7. Make representation to the Minister of Roads, Hon Duncan Gay, and the Roads & Maritime
Service (RMS) for the implementation of the ‘browsing lane’ concept in Kelly Street in
conjunction with road safety improvement works currently approved by the RMS in relation
to the decommissioning of speed cameras.
8. That part of Lot 11 DP 1136908, Jefferson Park, sited on the northern side of the access road
between the tennis courts and New England Highway be further investigated and considered
as the preferred location for the Aberdeen Skate Park.
9. Advise the Hon Kevin Humphries MP that Upper Hunter Shire Council is interested in
becoming involved in the Inland Roads Plan Project.
10. Adopt the Capital Works Update report
Move into Closed Council pursuant to section 10A(1)-(3) of the Local Government Act 1993,
the media and public be excluded from the meeting on the basis that the business to be
considered is classified confidential under the provisions of section 10A(2) (c) information
that would, if disclosed, confer a commercial advantage on a person with whom the Council
is conducting (or proposes to conduct) business.
Moved: Cr R Campbell
CARRIED
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 1 - CUTUPS
ITEM NO: SC.05.3
MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE
COUNCIL HELD ON TUESDAY 14 MAY 2013 AT THE BARRY ROSE COMMITTEE ROOM
COMMENCING AT 2.00PM
PRESENT:
Cr Ron Campbell (Chair), Cr Maurice Collison, Cr Lorna Driscoll.
APOLOGIES:
Cr Deidre Peebles, Mr Jeff Bush (Manager Civil Assets),
RECOMMENDED that the apologies be accepted.
Moved: W Bedggood
Seconded: M Collison
MOTION CARRIED
IN ATTENDANCE:
Cr Wayne Bedggood, Mr Alan Fletcher (Director Technical Services), Mrs Coleen Pinkerton (Manager
Technical Support Services), Mr Stephen Ward (Manager Engineering Operations), Mr Paul Turri
(Manager Water Waste), Mr Tony Swallow (Works Engineer Merriwa)
Nil
Section:
REP-179/13
Works & Technical Services Reports
WTS.05.1 WASTE & SUSTAINABILITY IMPROVEMENT PAYMENTS (WASIP)
RECOMMENDATION:
That Council:
1. Note the actions regarding Local Council Waste and Sustainability Improvement Payments
(WaSIP) for Council
2. Commit to trials, investigations and actions to increase the diversion from landfill towards
the 66% waste diversion target as recommended in Council’s adopted Integrated Waste
3. Adopt the “Waste Not DCP” as provided.
4. Place the “Waste Not DCP” as provided on public display for twenty eight days prior to
inclusion within the Local Development Control Plan.
Moved: R Campbell
Section:
MOTION CARRIED
REP-182/13
WTS.05.2 STRATEGIC ANALYSIS OF RURAL UNSEALED ROADS
RECOMMENDATION:
That Council note:
1. Action undertaken to date
2. Proposed actions to be undertaken with respect to the review of rural roads
Moved: M Collison
Section:
Seconded: L Driscoll
MOTION CARRIED
REP-183/13
WTS.05.3 ACQUISITION OF LAND FOR ABERDEEN LANDFILL
RECOMMENDATION:
That Committee move into Closed Committee pursuant to Section 10A(2) (d i) of the Local
Government Act, as it deals with commercial information of a confidential nature that would, if
disclosed (i) prejudice the commercial position of the person who supplied it.
Moved: M Collison
MOTION CARRIED
MAYOR
GENERAL MANAGER
Section:
ITEM NO: SC.05.3
REP-184/13
WTS.05.4 REVIEW OF PESTICIDES NOTIFICATION PLAN
RECOMMENDATION:
That the revised draft pesticides notification plan be advertised for public comment.
Moved: M Collison
Section:
MOTION CARRIED
REP-185/13
WTS.05.5 WHITE PARK MANAGEMENT AND OPERATIONS PLAN
RECOMMENDATION:
That the “White Park Management and Operations Plan” be adopted.
Moved: M Collison
Section:
MOTION CARRIED
REP-186/13
WTS.05.6 NEW ENGLAND HIGHWAY (KELLY STREET) - BROWSING LANE
IMPLEMENTATION
RECOMMENDATION:
That Council make representation to the Minister of Roads, Hon Duncan Gay, and the Roads &
Maritime Service (RMS) for the implementation of the ‘browsing lane’ concept in Kelly Street in
conjunction with road safety improvement works currently approved by the RMS in relation to
the decommissioning of speed cameras.
Moved: R Campbell
Section:
MOTION CARRIED
REP-187/13
WTS.05.7 ABERDEEN SKATE PARK
RECOMMENDATION:
That part of Lot 11 DP 1136908, Jefferson Park, sited on the northern side of the access road
between the tennis courts and New England Highway be further investigated and considered as
the preferred location for the Aberdeen Skate Park.
Moved: L Driscoll
Section:
Seconded: R Campbell
MOTION CARRIED
REP-188/13
WTS.05.8 NSW INLAND COUNCILS ROADS PLAN PROJECT
RECOMMENDATION:
That Council advise the Hon Kevin Humphries MP that Upper Hunter Shire Council is interested
in becoming involved in the Inland Roads Plan Project.
Moved: R Campbell
Section:
MOTION CARRIED
REP-175/13
WTS.05.9 CAPITAL WORKS UPDATE
RECOMMENDATION:
That Council adopt the Capital Works Update report
Moved: L Driscoll
MOTION CARRIED
MAYOR
GENERAL MANAGER
Section:
ITEM NO: SC.05.3
REP-176/13
WTS.05.10 Expression of Interest - Supply of Supplementary Services
RECOMMENDATION:
That Committee move into Closed Committee pursuant to section 10A(1)-(3) of the Local
Government Act 1993, the media and public be excluded from the meeting on the basis that the
business to be considered is classified confidential under the provisions of section 10A(2) (c)
information that would, if disclosed, confer a commercial advantage on a person with whom the
Council is conducting (or proposes to conduct) business.
Moved: L Driscoll
MOTION CARRIED
CLOSED COUNCIL
RECOMMENDATION:
That Council move into Closed Council with the press and public excluded in accordance with
Section 10(2)(c) of the Local Government Act 1993.
Moved: L Driscoll
MOTION CARRIED
MAYOR
GENERAL MANAGER
ITEM NO: SC.05.3
CONFIDENTIAL REPORTS
REP-177/13
Section:
CR.05.1
EXPRESSION OF INTEREST - SUPPLY OF SUPPLEMENTARY
SERVICES
This matter is considered to be confidential under Section 10A(2) (c) of the Local
Government Act, as it deals with information that would, if disclosed, confer a commercial
advantage on a person with whom the Council is conducting (or proposes to conduct)
business.
RECOMMENDATION:
That Council accept the Expressions of Interest listed for the Supply of Supplementary Services
for the period 1 June 2013 to 30 May 2015.
Moved: M Collison
MOTION CARRIED
REP-189/13
Section:
CR.05.2
ACQUISITION OF LAND FOR ABERDEEN LANDFILL
This matter is considered to be confidential under Section 10A(2) (d i) of the Local
Government Act, as it deals with commercial information of a confidential nature that
would, if disclosed (i) prejudice the commercial position of the person who supplied it.
RECOMMENDATION:
That Council:
1.
Proceed to acquire Lots 69 & 126 DP 752485, Lots 160 & 161 DP 257347 and the northern
section of Lot 162 DP 257347, Wells Gully Road Aberdeen by Compulsory Acquisition under
the Just Terms Compensation Act 1991;
2.
Authorise the making of an application to the Minister/Governor in relation to the
acquisition;
3.
Authorise the Mayor and General Manager to complete the documentation under the
Common Seal of Council.
4.
The acquired land be classified as “Operational Land” under Section 31 of Local
Government Act 1993.
Moved: L Driscoll
Seconded: R Campbell
MOTION CARRIED
RETURN TO OPEN MEETING
RECOMMENDATION:
That the meeting move back into Open Council.
Moved: L Driscoll
MOTION CARRIED
Meeting closed at 4.30
MAYOR
GENERAL MANAGER
27 May 2013
COMMITTEE/DELEGATES REPORTS
REP-168/13
Section:
Committee/Delegates Reports
C.05.1
HERITAGE ADVISORY COMMITTEE
RECOMMENDATION:
That Council:
1. Note the minutes of the Heritage Advisory Committee held on 23 April 2013.
2. Endorse the amended Heritage Advisory Committee Charter.
BACKGROUND:
A meeting of the Heritage Advisory Committee was held on Friday 23 April 2013.
ISSUES:
The issues discussed were as raised in the Agenda and recorded in the attached Minutes.
SUSTAINABILITY:
As per minutes
As per minutes.
OPTIONS:
To accept, reject or modify the recommendation.
As per budget allocation and minutes.
Enclosures:
1 Minutes Heritage Advisory Committee Meeting - 24 April 2013
RESOLVED that Council:
1. Note the minutes of the Heritage Advisory Committee held on 23 April 2013.
2. Endorse the amended Heritage Advisory Committee Charter.
Moved: Cr M Collison
Seconded: Cr W Bedggood
MAYOR
CARRIED
GENERAL MANAGER
ATTACHMENT NO: 1 - MINUTES HERITAGE ADVISORY COMMITTEE MEETING - 24
APRIL 2013
ITEM NO: C.05.1
MINUTES OF THE UPPER HUNTER SHIRE COUNCIL HERITAGE ADVISORY COMMITTEE
MEETING HELD ON 24 APRIL 2013 AT THE SCONE ADMINISTRATION CENTRE
1.
Meeting Introduction & Members: Members: Cr Peebles, Cr Bedggood, Cr Driscoll, Bryan
Baker, Mary Woodlands, Matt Dickson, Bev Atkinson, Gordon Halliday.
2.
In Attendance: Ben Oliver (Director Environmental Services), Elizabeth Evans (Heritage
Advisor).
3.
Apologies: Geoff Fields, Kate Halliday
4.
Minutes of Previous Meeting:
That the minutes from the last meeting be noted.
MOVED: Cr Bedggood
5.
SECONDED: M Woodlands
CARRIED
INCOMING/OUTGOING CORRESPONDENCE
(i)
Resignation of Heritage Advisor (Lillian Cullen) and commencement of Elizabeth Evans
The Committee were advised of the resignation of Lillian Cullen from the position of Heritage
Advisor. To enable a continuation of Council business in relation to heritage matters, including
administration of the current funding arrangements with the Heritage Office, a temporary
replacement has been made from suitably qualified Heritage Advisors familiar with the Upper
Hunter. Following consultation with the Heritage Office, Elizabeth Evans was offered and
accepted the position of consulting Heritage Advisor to Council, until a permanent replacement
is found.
Recommendation: That the Committee note the resignation and recognise the valuable
contribution and leaderships of Lillian Cullen during her time with Council and welcome the
commencement of Elizabeth Evans in the position of consultant Heritage Advisor.
MOVED: B Baker
6.
SECONDED: M Woodlands
CARRIED
NEW BUSINESS ARISING
(i)
Confirmation of Committee Membership
The Committee currently comprises 5 permanent members and 3 alternate members, who
were nominated at the previous committee meeting. The alternate members are requested to
nominate which of the permanent members they are an alternate to. The committee requested
that the Charter reflect the ability of alternates to act for any permanent members.
(ii)
Heritage Advisory Committee Charter
An amended Heritage Advisory Committee Charter was presented to the committee for
endorsement (attached). The amendments update the objectives of the HAC, to align with
Councils Community Strategic Plan Objectives and also clarify the role and responsibilities of
the Heritage Advisor and the Committee. The Committee requested several minor changes to
the Charter which were accepted.
Recommendation: That the Committee endorse the amended Heritage Advisory Committee
Charter with requested changes.
MOVED: CR Bedggood SECONDED: B Baker
CARRIED
MAYOR
GENERAL MANAGER
APRIL 2013
7.
ITEM NO: C.05.1
COMMITTEE ACTIVITIES
Committee members were requested to suggest individual or collective projects that might be able to
be considered by the Committee and approved by the Council based on variables such as funding
availability, feasibility and a cost and benefit analysis. The objective was to develop a strategic work
plan that will allow council to allocate resources and funding to specific projects that can be managed
by committee members in partnership with council.
One (1) suggested project was recommended by Mary Woodlands for the Committee, involving a
review and updating of the register of War Memorials and Monuments in the Shire. The project will be
reviewed and reported to the next Committee Meeting for further discussion.
8.
GENERAL BUSINESS & QUESTIONS
(i) Confirmation of contact details and email addresses – Ray Hynes email details to be
provided to DES by B Baker.
(ii) Update requested on works to Civic Theatre and SCADS Building.
Basic repair and maintenance works have occurred on both buildings recently. Council staff
continue to have discussions with the owners of the Civic Theatre on plans for opening the
theatre late 2013. A grant application from NSW Heritage Branch was successful and
would partly fund the works required to the building. Commitment to further works is wholly
dependent on the landowner.
A Conservation Management Plan was prepared for the SCADS building to support a grant
for heritage funding. At this stage the application remains undetermined. In the meantime
Council has undertaken a pest control programme and repaired the building eaves to
exclude pigeons and other pest animals from the roof cavity. The building is to be used for
the upcoming SCADS performance.
(iii) Update requested on progress of Local Environmental Plan and Heritage Study.
Update to be provided by DES for next Committee Meeting.
9.
NEXT MEETING: Friday 19th July 2103 – 10.00am.
10.
MEETING CLOSE – 3.30pm.
MAYOR
GENERAL MANAGER
APRIL 2013
ITEM NO: C.05.1
COMMITTEE CHARTER
HERITAGE ADVISORY COMMITTEE
OBJECTIVES:
To assist Council in fulfilling it’s Community Strategic Objectives as follows:
“Preserve the local heritage of indigenous and modern cultures for the benefit of future generations.
 Identify and preserve heritage items through appropriate planning instruments
 Provide incentives and preserve heritage items by provision of adequate information
and funding opportunities.”
RESPONSIBILITIES:
1.
2.
3.
4.
To ensure that there is an open forum for effective and productive communications between
Council, the Committee and the Community.
To represent the interests of the broader community on heritage related matters.
To initiate and undertake projects approved by Council which assist the Council in meeting its
community strategic objectives.
To support the Council and Heritage Advisor in preparing and reviewing strategic planning
documents which are relevant to heritage matters.
TERMS OF REFERENCE:
1.
2.
3.
The Heritage Advisory Committee (HAC) will meet on a quarterly basis unless otherwise
advised by Council.
The activities of the Committee will be determined by Council’s Director Environmental
Services following liaison with the Heritage Advisor and concurrence of the General Manager.
Council will provide
i)
facilities for meetings of the Committee as considered necessary by the Chairperson
ii)
administrative support for the Committee including facilities for the production of
agendas and minutes of meetings
iii)
assistance with transport to meetings for Committee members where possible.
MEMBERSHIP OF THE COMMITTEE
The Committee will consist of three (3) representatives from Council, one of whom who will act as
Chairperson and at least five (5) permanent community members representing the towns and villages
within the Upper Hunter shire. Three (3) alternate members may act for any absent permanent members.
Council’s representative will be either an elected member or senior staff member. The Heritage Advisor
will attend meetings as directed by Council’s Director Environmental Services and be responsible for
providing input into the preparation of the Committee agendas.
Note:
a) The Mayor shall ex officio be a member of the Committee and may elect to
chair any meeting of the Committee.
b) All Councillors may attend. They may speak on any matter and ask questions
but cannot vote.
c) General Manager may ex officio attend any meeting and other Divisional
Directors or Managers when necessary and when required.
MAYOR
GENERAL MANAGER
APRIL 2013
ITEM NO: C.05.1
MEETINGS
QUORUM:
One Council representative and three other Committee members.
MEETING TIME:
Meetings to be held as considered necessary by the Chairman.
VENUE:
Council chambers at the Merriwa, Murrurundi or Scone office or other suitable
location as determined by the Chairman or the Committee.
COUNCIL CODES
The Committee members are obliged to comply with Council’s Code of Meeting Practice and Code of
Conduct.
MAYOR
GENERAL MANAGER
27 May 2013
REP-192/13
Section:
C.05.2
CONSULTATIVE COMMITTEE
RECOMMENDATION:
That Council note the minutes of the Consultative Committee meeting held on 1 May 2013.
BACKGROUND:
An ordinary meeting of the Consultative Committee was held on Wednesday, 1 May 2013.
ISSUES:
As per the minutes attached.
SUSTAINABILITY:
Not applicable.
Not applicable.
OPTIONS:
To accept, reject or amend the recommendation.
Nil
Enclosures:
1 Consultative Committee - Minutes - 1 May 2013
RESOLVED that Council note the minutes of the Consultative Committee meeting held on 1 May
2013.
Moved: Cr L Driscoll
Seconded: Cr R Campbell
MAYOR
CARRIED
GENERAL MANAGER
ATTACHMENT NO: 1 - CONSULTATIVE COMMITTEE - MINUTES - 1 MAY 2013
ITEM NO: C.05.2
Consultative Committee Meeting
9.00am, 1 May 2013
Barry Rose Room, Scone
PRESENT:
MANAGEMENT REPS:
D Dutton
A Fletcher
EMPLOYEE REPS:
J Binks
S Ward
C Robinson
G Blackadder
D Shields
C Flanagan
APOLOGIES:
S Pryor
R Phelps
I Hayward (USU)
B Tinsey
IN ATTENDANCE:
M Caban (Human Resources Manager)
MEETING OPENED:
9.10am
CHAIRPERSON:
S Ward
CONFIRMATION OF MINUTES:
RECOMMENDATION: That the minutes of the previous meeting of the Upper Hunter Shire Council
Consultative Committee held on 20 March 2013, a copy having been distributed to all members, be taken
as read and adopted, once Item 6 – Christmas Shutdown & Picnic Day is amended to the include the
following wording:
As some staff are required to be oncall during the shutdown period, they would prefer to work as they
can not go on holidays anyway. D Dutton confirmed that this request is reasonable and Council
would allow oncall staff to work. Council would consider allowing oncall staff to work in reasonable
circumstances.
MOVED:
J Binks
SECONDED:
C Robinson
CARRIED
BUSINESS ARISING:
1.
Code of Conduct Training
Code of conduct training is on the agenda and will be done once other high priority training has been
completed.
MAYOR
GENERAL MANAGER
ITEM NO: C.05.2
AGENDA
1. Staff Updates
Corporate Services
ELC Teacher – Anke Beyer appointed
Second ELC position readvertised
RTW & WHS Coordinator – preferred applicant awaiting sign-off by General Manager
Customer Service Trainee Merriwa – recommendation has been put to M Caban
Ruth Neave, Communications & Community Engagement Officer – Resigned - effective 22 May 2013
Technical Services
Parks & Garden Officer, Merriwa – Brian Nicholls appointed
Field Officer, Merriwa – applications closed 19 April 2013, being reviewed
Apprentice Plumber has been advertised
Building Maintenance Assistant – discussions taking place around details of position
Water & Waste Trainee Engineer – management currently discussing possibilities of future position
Environmental Services
Draft structure has been completed and is still being discussed. Will then come to the Consultative
Committee.
2.
Performance Review System
Corporate Services
Environmental Services
Technical Services



3.
Increased to 37.5% from 17.1%
Increased to 16.7% from 7.9%
Increased to 74.8% from 37%
A stronger focus needs to be placed on meeting the deadlines for competency reviews.
Concerns were raised over training opportunities allowing staff to progress are being missed
because of the delay in competency reviews being completed. It was advised that budgets
are completed with training in mind, and pays can be increased and back paid to the certain
date when the training had been completed.
If one item is holding someone back, arrangements can be made to allow the employee to
move forward.
Policy and Administrative Principle Updates
Parental Leave Policy – is still being reviewed by S Pryor. Will be distributed for staff review prior to,
and then brought to the next meeting.
Two EEO policies are to come to the Consultative Committee, once the Draft Code of Practice that
these policies are based around, has been ratified.
4.
Draft Administrative Principle – Transition to Retirement
Administrative Principle has been completed, including explanation of why Council would implement
a transition plan, a checklist for staff wishing to apply, an application form and an outcome form, to
be signed off by the General Manager.
All staff are entitled to apply, with each application being determined on a case by case basis,
considering knowledge transfer plans, and how the work load will be shared.
The administrative principle is to be distributed for staff review via newsletter and notice board, and
then brought to the next meeting.
MAYOR
GENERAL MANAGER
5.
ITEM NO: C.05.2
Draft Workforce Management Plan
The Draft Workforce Management Plan is currently available for review/comment on Council’s
website as part of the draft Delivery Program & Operational Plan 2013/14/ - 2016/17 exhibition
period.
6.
RMCC Update – Discussion deferred to Item 8
7.
Local Government Review Panel Report
The main points of the report release on 23 April 2013 included:








Workshops with Councils are being held – Upper Hunter Shire Council will attend in
Singleton on 21 May 2013 along with Singleton and Muswellbrook, followed by a workshop
including the public.
No amalgamation recommended for UHSC – to remain as standalone Council
Recommendation made for County Council to be formed with Upper Hunter, Muswellbrook,
and Singleton Councils for activities such as water and sewer management, with an
emphasis that water utilities remain in the hands of Local Government. Other possibilities for
County Council operations include planning, environmental management, flood plain
management, libraries and waste.
Recommendation for a new State Government Body to be formed to look after western
Councils with declining populations.
Proposed amalgamations close to Upper Hunter Shire include:
o Lake Macquarie and Newcastle
o Maitland, Cessnock and Dungog
o Port Stephens and part of Gloucestor
o Taree and part of Gloucestor
No definitive recommendation made regarding operation Hunter Councils.
Formula for State distribution of Federal funding to be revised.
NSW Treasury Corporation (TCorp) Report stated that UHSV has a Strong Financial
Sustainability Ratio, but has a negative outlook unless measures are taken to avoid this
(such as the Special Rate Variation). There were problems with this report, with TCorp
stating that the Upper Hunter Shire was in population decline, where in fact it has increased
by 2.1%, and also using the wrong map of the Shire.
Concerns were brought forward by staff about the possible relocation of employees to the main
administration area for the County Council should it go ahead.
It was advised that the formation of the County Council is just a recommendation and cannot be forced.
Upper Hunter Shire Council would support employees of the Councils involved remaining the employees
of the Council, rather than of the County Council as a separate entity. This would mean the employees
would remain local and just coordinate with the neighbouring Councils. It has been expressed that this is
the view of Muswellbrook and Singleton Councils as well.
8.
RMCC Update


As per last report, Upper Hunter Shire is in the median of Councils in regard to the financial
report.
The structure of the contract after the 2014 extension is yet to be determined.
MAYOR
GENERAL MANAGER
ITEM NO: C.05.2
GENERAL BUSINESS:
A request was made for the General Manager to present a briefing on the Scone Rail Level Crossing
Options to all staff in the Scone office, to give a better understanding of the situation for both personal
information, and for staff to be better informed when approached on the subject by the public.
The briefing was set for 4pm, 1 May 2013.
Next meeting: 12 June 2013
Meeting closed: 10.05am
MAYOR
GENERAL MANAGER
27 May 2013
REP-197/13
Section:
C.05.3
SCONE & UPPER HUNTER REGIONAL SALEYARDS
RECOMMENDATION:
That Council:
1. That the minutes of the meeting held on 9 May 2013 be adopted.
2. Note the correspondence including implementation of animal welfare strategies at Scone & Upper
Hunter Regional Saleyards.
3. Endorse that Scone & Upper Hunter Regional Saleyards be represented at the 2013 Saleyards
Expo by Mr Errol Bates (ALMA Board representative), Mr Stephen Kemp (Saleyards Manager) and
Mrs Coleen Pinkerton (Manager Technical Support Services) and Cr Maurice Collison (Committee
Chairman)
4. Forward correspondence to Primo Abattoirs regarding use of the saleyards as a drafting and
holding facility, especially in regards to lack of notification and animal welfare issues associated
with such use as a holding facility.
5. Endorse Mr Andrew Carter as a producer representative on the Committee
BACKGROUND:
The Scone & Upper Hunter Regional Saleyards Committee met on Wednesday 9 May 2013.
ISSUES:
1.
Minutes of the meeting held 9 May 2013
2.
Correspondence items including animal welfare issues for saleyards
3.
2013 Saleyards Expo to be held on the Gold Coast in July
4.
Overnight use of saleyards and concerns regarding animal health issues
5.
Vacancy for 2nd producer representative on the Committee
SUSTAINABILITY:
Ongoing operations of the Scone & Upper Hunter Regional Saleyards
Committee structure
OPTIONS:
To adopt, amend or reject the recommendations
As included within 2012/13 budget
Enclosures:
1 Minutes
RESOLVED
That Council:
1. That the minutes of the meeting held on 9 May 2013 be adopted.
2. Note the correspondence including implementation of animal welfare strategies at Scone &
Upper Hunter Regional Saleyards.
3. Endorse that Scone & Upper Hunter Regional Saleyards be represented at the 2013
Saleyards Expo by Mr Errol Bates (ALMA Board representative), Mr Stephen Kemp
(Saleyards Manager) and Mrs Coleen Pinkerton (Manager Technical Support Services) and
Cr Maurice Collison (Committee Chairman)
4. Forward correspondence to Primo Abattoirs regarding use of the saleyards as a drafting and
holding facility, especially in regards to lack of notification and animal welfare issues
associated with such use as a holding facility.
5. Endorse Mr Andrew Carter as a producer representative on the Committee
Moved: Cr W Bedggood
MAYOR
CARRIED
GENERAL MANAGER
ATTACHMENT NO: 1 - MINUTES
ITEM NO: C.05.3
MINUTES OF THE SCONE & UPPER HUNTER REGIONAL SALEYARDS COMMITTEE HELD ON WEDNESDAY 8
MAY 2013 COMMENCING AT 4.00PM IN THE MEETING ROOM, , 135 LIVERPOOL STREET SCONE
PRESENT:
Name
In attendance
Cr M Collison
X
Cr W Bedggood
X
Mr P MacCallum
X
Mr K Knight
X
Mr P Townsend
X
Cr R Campbell
X
Apology
IN ATTENDANCE:
Name
In attendance
Apology
Mr D Dutton (General Manager)
X
Mr A Fletcher (Director Technical Services)
X
Mrs C Pinkerton (Manager Technical Support)
X
Mr S Kemp (Saleyards Operations Manager)
X
Mr A Carter (Saleyard agent staff)
X
Mr E Bates (ALMA representative)
X
APOLOGIES
RECOMMENDED that the apology received from Mr Daryl Dutton be accepted.
MOVED:
Cr Bedggood
SECONDED:
Cr Campbell
MOTION CARRIED
DECLARATION OF INTEREST:
Nil
CONFIRMATION OF MINUTES
RECOMMENDED that the Minutes of the Meeting held 20 February 2013 as circulated be confirmed
MOVED:
K Knight
SECONDED:
R Campbell
MOTION CARRIED
MAYOR
GENERAL MANAGER
ITEM NO: C.05.3
1.
BUSINESS ARISING FROM MINUTES
1.1
Current capital works progress
RECOMMENDATION:
That the report be noted.
BACKGROUND:
Current works programmed and progress
0724. Holding Yards Additional holding yards ‐ 500 to 504 Additional holding yards ‐ 505 to 512 + 4 metre lane Yards 513 to 516 0725. Saleyards Upgrade Power Substation upgrade Lighting to back yards 0743. B‐Double Loading Ramp Seal truck turning area 0744. Yard Works TV's/Computers Rubber matting in drafting yards Two way draft Replace middle yard rails ‐ timber Handrail Headbail/crush 0755. Roofing Roof over dirt yards @ scales 0873. Raised Lanes Complete
Complete
Commenced
Complete
Quotations sought including shed power extensions
Complete
Complete
Stage 1 –Complete, Stage 2 ‐ dependent on available funds
Complete
Stage 1 –Complete, Stage 2 ‐ dependent on available funds/future DPOP
Complete
Complete
Complete
Complete
ISSUES:
 Original works program ongoing – dependent on contractors
 Grant funded works to include:
o Installation of AvData security system,
o Truck parking facilities with security gates and upgrade of lighting.
Grant $50,100
Council
$12,525
Total Project Cost: $62,625
SUSTAINABILITY:
Grant funding to be expended by 30 June 2014
OPTIONS:
To accept, modify or reject the recommendation.
FINANCIAL CONSIDERATIONS:


Loan borrowings $1,000,000 to be repaid by a $2.00 per head levy ($1.00 producer, $1.00 agent).
Council contribution to grant works included within DPOP
RECOMMENDED that the report be noted.
MOVED:
W Bedggood
SECONDED:
P MacCallum
MOTION CARRIED
MAYOR
GENERAL MANAGER
1.2
ITEM NO: C.05.3
Effluent system – future growth and issues
RECOMMENDATION:
The actions of the Council staff be noted.
BACKGROUND:
EnviroAg Australia was appointed to complete an Effluent Reuse Strategy for the saleyards complex.
A meeting involving Council and saleyard staff and adjoining landowners was held with the consultants in
November last year.
The last meeting noted the Draft Effluent Management Plan as presented and requested further detail be
provided.
Staff are continuing consultation with EnvirAg regarding options and financial options under investigation.
ISSUES:
 Inclusion within the Delivery Program & Operations Plan (DPOP) of an amount of $200,000 in 2014/15 and
$200,000 in 2015/16 dependent on grant funding availability or further investigation of financial resourcing
options.
 Proposals and costing received from EnviroAg for their involvement in:
o Wastewater Irrigation Investigation
o Truckwash upgrade
o Application for Environment Protection License
SUSTAINABILITY:
Requirement to meet liquid trade wast discharge requirements
OPTIONS:
Inclusion in DPOP
RECOMMENDED that the actions of the Council staff be noted.
MOVED:
W Bedggood
SECONDED:
P MacCallum
MOTION CARRIED
MAYOR
GENERAL MANAGER
1.3
ITEM NO: C.05.3
Head bails
RECOMMENDATION:
The actions of the Council staff be noted.
BACKGROUND:
Consideration of the safety aspects of the RPM head bails at the last meeting where the Committee resolved
“That the supplier of the new head bails, RPM, be sent a formal letter of complaint regarding the head bail
safety issues identified.”
The letter was also followed with representations from Council staff and Landmark Townsend, who were the
retailer of the head bails.
ISSUES:




One of the head bails has been removed from service and replaced with old head bail
Trials of additional replacement components failed
New head bail currently being provided for further testing prior to installation of 2 new head bails
No further reported incidents involving head bail usage
SUSTAINABILITY:
To meet safety requirements
OPTIONS:
Replacement of current assets
RECOMMENDED that the actions of the Council staff be noted.
MOVED:
P MacCallum
SECONDED:
W Bedggood
MOTION CARRIED
MAYOR
GENERAL MANAGER
1.4
ITEM NO: C.05.3
Work Health & Safety
RECOMMENDATION:
That the report be noted
BACKGROUND:
The formation of a WHS Committee for the Scone & Upper Hunter Regional Saleyards and inclusion within
budgets for the conduct of an external audit of the Saleyards WHS system.
ISSUES:




ALMA consultations and processes being developed with Workcover
Commencement of full review of Saleyards WHS Manual
Other saleyard processes sought and included within Scone & Upper Hunter Saleyard systems
Investigation of saleyard WHS auditors and quotations being sought for provision of service
SUSTAINABILITY:
To meet safety requirements
OPTIONS:
External audit cost subject to quotation – works within budget.
RECOMMENDED that the report be noted
MOVED:
R Campbell
SECONDED:
A Carter
MOTION CARRIED
MAYOR
GENERAL MANAGER
2.
ITEM NO: C.05.3
SCONE REGIONAL SALEYARDS OPERATING REPORT
RECOMMENDATION:
BACKGROUND:
As at 23 April 2013
Fat Cattle
Appraisal Cattle
Stud Cattle
Total Income from sales
NLIS proportion of income
Gross value All Stock $
No. of sale days
YTD
Budget
46,600
7,850
150
Annual
Budget
55,000
9,350
150
360,999
65,088
26,980,173
395,940
63,234
482,878
96,315
52
52
62
YTD Actual
44,033
4,437
0
MAYOR
GENERAL MANAGER
ITEM NO: C.05.3
RECOMMENDED that the report be noted
MOVED:
P MacCallum
SECONDED:
P Townsend
MOTION CARRIED
MAYOR
GENERAL MANAGER
ITEM NO: C.05.3
Original
Budget
Revised
Budget
YTD
Budgets
YTD
Actuals
YTD
$ Variance
(533,333)
(533,333)
(441,470)
(395,301)
(46,169)
Operating Revenue
01210. Saleyards Revenue
0110. User Fees & Charges
0115. Grants
0
0
0
0
0
0130. Other Income
(1,500)
(1,500)
(1,500)
0
(1,500)
01210. Saleyards Revenue
(534,833)
(534,833)
(442,970)
(395,301)
(47,669)
(58,329)
(58,329)
(48,590)
(48,590)
0
(8,350)
(103,290)
(101,900)
(101,900)
0
(455,000)
(473,238)
(473,238)
(473,238)
0
(521,679)
(634,857)
(623,728)
(623,728)
0
146,033
146,033
116,195
110,231
5,964
Non Operating Revenue
01211. Saleyards Non Op Rev
0920. Depreciation
6049. F-19016.8516.6408 Saleyards
6141. F-19015.8512.6495 Saleyards
Unspent Loan
01211. Saleyards Non Op Rev
Operating Expenditure
03210. Saleyards Expense
0301. Administration Costs
0415. Utilities
0508. Yards & Facility Maintenance
0530. Building Maintenance
0680. Depreciation
0980. Administration Overheads
03210. Saleyards Expense
28,612
35,612
31,737
32,417
(680)
142,631
132,631
104,273
90,640
13,633
4,000
7,000
6,300
8,179
(1,879)
58,329
58,329
48,590
48,590
0
38,998
38,998
32,490
32,490
0
418,603
418,603
339,585
322,547
17,038
73,911
73,911
60,628
60,629
(1)
73,911
73,911
60,628
60,629
(1)
492,514
492,514
400,213
383,176
17,037
23,998
23,998
19,935
19,936
(1)
23,998
23,998
19,935
19,936
(1)
23,998
23,998
19,935
19,936
(1)
20,000
20,000
5,000
5,230
(230)
0
33,178
33,178
33,178
0
03216. Loan Repayments Saleyard
0945. Loan Repayments
Operating Expenditure
Non Operating Expenditure
0945. Loan Repayments
Non Operating Expenditure
Capital Expenditure
07210. Saleyards Capital Works
0724. Holding Yards
0725. Saleyards Upgrade Power
0743. B-Double Loading Ramp
0
0
0
0
0
0744. Yard Works
0
20,000
20,000
19,944
56
420,000
480,000
480,000
331,447
148,553
35,000
35,000
2,500
9,634
(7,134)
0755. Roofing
0873. Raised Lanes
0874. Saleyards Security System
5,000
5,000
5,000
0
5,000
0881. Saleyards Water Reuse Strategy
40,000
40,000
40,000
36,914
3,086
1017. Saleyards Kitchen Upgrade
20,000
20,000
20,000
0
20,000
540,000
653,178
605,678
436,348
169,330
07210. Saleyards Capital Works
MAYOR
GENERAL MANAGER
ITEM NO: C.05.3
3. AUSTRALIAN LIVESTOCK MARKET ASSOCIATION (ALMA) REPRESENTATIVE REPORT
RECOMMENDATION:
BACKGROUND:
Report provided by Mr Errol Bates, ALMA Board Member
ISSUES:








Constitution changes
Proxy voting
Conference venue and program
Representations to the Shadow Agriculture Minister, John Cobb
Sheep NLIS – mob traceability
State of the beef industry
Animal welfare issues
Grant input
SUSTAINABILITY:
Mr Errol Bates has been Council delegate to the Australian Livestock Market Association (ALMA) since it’s
creation in 2010, and previously delegate to the former NSW Saleyards Association along with the Manager
Technical Support Services. Mr Bates is currently an elected Board member for ALMA.
OPTIONS:
Meeting attendance included in budget
RECOMMENDED that the report from Mr E Bates be noted
MOVED:
W Bedggood
SECONDED:
R Campbell
MOTION CARRIED
MAYOR
GENERAL MANAGER
ITEM NO: C.05.3
4. CORRESPONDENCE:
RECOMMENDATION:
That the correspondence be noted.
BACKGROUND:
Correspondence received from Tony White – Executive Officer – ALMA
 Code of Practice
The Saleyards Industry is continuing to be heavily scrutinised in regards to animal welfare particularly in
regard to pen densities.
A copy of the Code is provided under separate cover for member’s attention
 Anti Factory Farming media release
ISSUES:
Animal welfare strategies for Scone & Upper Hunter Regional Saleyards to include:
 Welfare / hospital pen
 Purchase of captive bolt weapon
 Ongoing development of welfare policy
SUSTAINABILITY:

RSPCA and animal welfare issues affect ongoing operations of the saleyards
OPTIONS:
Nil at this time
RECOMMENDED that the correspondence be noted including implementation of animal welfare strategies at
Scone & Upper Hunter Regional Saleyards.
MOVED:
K Knight
SECONDED:
R Campbell
MOTION CARRIED
MAYOR
GENERAL MANAGER
5.
ITEM NO: C.05.3
BUSINESS ITEMS
5.1
Saleyards Expo - 2013
RECOMMENDATION:
That Scone & Upper Hunter Regional Saleyards be represented at the Saleyards Expo by Mr Errol Bates
(ALMA Board representative), Mr Stephen Kemp (Saleyards Manager) and Mrs Coleen Pinkerton (Manager
Technical Support Services) and Cr Maurice Collison (Committee Chairman)
BACKGROUND:
 Previously known as the ALMA Conference and AGM, this year the inaugural “Saleyards Expo” will be held
on 23rd to 25th July 2013 on the Gold Coast Queensland
 This will be the first Association run and sponsored function of its kind.
 First time interstate since the formation of ALMA the Australian Association, from the previous NSW
Saleyards Operators Association.
ISSUES:
 Usual representation to the meetings is Chairman, Saleyards Manager and Manager Technical Support
 Mr Bates is currently Council’s delegate to the ALMA Board (refer to separate report)
SUSTAINABILITY:
 Input into saleyard management issues
 Consultation and communication
OPTIONS:
Included in operational budget
RECOMMENDED that Scone & Upper Hunter Regional Saleyards be represented at the Saleyards Expo by Mr
Errol Bates (ALMA Board representative), Mr Stephen Kemp (Saleyards Manager) and Mrs Coleen Pinkerton
(Manager Technical Support Services) and Cr Maurice Collison (Committee Chairman)
MOVED:
K Knight
SECONDED:
R Campbell
MOTION CARRIED
6. GENERAL BUSINESS
6.1 Singleton saleyards future
* EOI closed
* Market share and ‘draw down’ area for the saleyards
* Future fee structure
6.2 B double status – Bunnan Road
* Need to have this route updated to a b double route as soon as works on Owens Gap are completed
6.3 Cattle left in saleyards and use of yards outside sales
* Concerns re animal health issues especially for interstate cattle
* Payment of usage fees
* Security of the saleyards
RECOMMENDED that a letter be forwarded to Primo Abattoirs regarding use of the saleyards as a drafting
and holding facility, especially in regards to lack of notification and animal welfare issues associated with
such use as a holding facility.
MOVED:
W Bedggood
SECONDED:
R Campbell
MOTION CARRIED
MAYOR
GENERAL MANAGER
ITEM NO: C.05.3
6.4 Future strategic priorities
* Need to re-assess for future years
* Crush in yards under roof
* Site visit
6.5 Producer representative
RECOMMENDED that Mr Andrew Carter be endorsed at a producer representative on the Committee
MOVED:
7.
K Knight
SECONDED:
P MacCallum
MOTION CARRIED
DATE OF NEXT MEETING
7 August 2013 at the Saleyards involving a site inspection
MEETING CLOSED:
5.14pm
MAYOR
GENERAL MANAGER
27 May 2013
REP-198/13
Section:
C.05.4
SCONE AIRPORT MANAGEMENT COMMITTEE
RECOMMENDATION:
That Council:
1.
2.
3.
4.
Adopt the minutes of the meeting held on 24 April 2013
Note the election of Cr Maurice Collision as Chairman
Note the progress on the airport certification process and future of Scone Airport
Prepare a Drainage Feasibility Plan for the entire airport precinct.
BACKGROUND:
The Airport Management Committee met on Wednesday 24 April 2013
ISSUES:
1.
2.
3.
4.
Minutes of the meeting
Election of Chairman
Airport certification process and future development and management of the airport precinct
Drainage issues within the airport precinct
SUSTAINABILITY:
The airport is identified as an integral asset within the shire
Committee structure
OPTIONS:
To adopt, amend or reject the recommendations
Operations within current budgetary allocations.
$20,000 in 2014 DPOP for commencement of drainage work
Possible future vote for preparation of drainage feasibility plan
Enclosures:
1 Minutes
1. Adopt the minutes of the meeting held on 24 April 2013
2. Note the election of Cr Maurice Collision as Chairman
3. Note the progress on the airport certification process and future of Scone Airport
4. Prepare a Drainage Feasibility Plan for the entire airport precinct.
Moved: Cr L Watts
Seconded: Cr M Collison
MAYOR
CARRIED
GENERAL MANAGER
ITEM NO: C.05.4
MINUTES OF THE SCONE AIRPORT MANAGEMENT COMMITTEE HELD ON WEDNESDAY 24
APRIL 2013 COMMENCING AT 4.30PM IN THE
BARRY ROSE ROOM, , 135 LIVERPOOL STREET SCONE
PRESENT:
Name
In attendance
Cr M Collison
X
Cr W Bedggood
X
Mr N Partridge
X
Mr G Shopland
X
Apology
IN ATTENDANCE:
Name
In attendance
Cr M Johnsen (Mayor)
Apology
X
Mr D Dutton (General Manager)
X
Mr A Fletcher (Director Technical Services)
X
Mrs C Pinkerton (Manager Technical Support)
X
APOLOGIES
RECOMMENDED that the apology received from Mr Daryl Dutton & Mr A Fletcher be accepted.
MOVED:
N Partridge SECONDED:
W Bedggood
MOTION CARRIED
DECLARATION OF INTEREST:
Nil
ELECTION OF CHAIRMAN:
RECOMMENDED that Cr Maurice Collision be elected as Chairman
MOVED:
W Bedggood
SECONDED:
N Partridge
MOTION CARRIED
BUSINESS ITEMS:
1.
Upgrade of certification of Scone Airport
*
Progress to date
*
Plans required for certification
*
Update of ERSA
*
Benefits of re-marketing as ‘SCONE & UPPER HUNTER REGIONAL AIRPORT”
*
Airport is an integral part of the shire and here to stay
*
Major issue for airport operations is weather and fog situations
*
Development of airport masterplan commenced and will be available in the near future
RECOMMENDED that the certification process and future of Scone Airport be noted.
MOVED:
W Bedggood
SECONDED:
N Partridge
MOTION CARRIED
MAYOR
GENERAL MANAGER
2.
ITEM NO: C.05.4
Drainage issues
*
Designs being prepared for area around Aero Club
*
Runoff from sealed area
*
Impact on Aero Club
*
Drain pipes with grates
*
Possibility of using tanks and pumps
*
Runoff/catchment/rainfall data required for planning
*
Water catchment grant opportunities
*
Pays drain and issues associated with this end of taxiway
RECOMMENDED that a Drainage Feasibility Plan be developed for the entire airport precinct.
MOVED:
W Bedggood
SECONDED:
N Partridge
MOTION CARRIED
NEXT MEETING:
Wednesday 22 May 2013 at 4.30pm
Meeting closed at 5.25pm
MAYOR
GENERAL MANAGER
27 May 2013
GENERAL ADMINISTRATION REPORTS
REP-80/13
Section:
General Administration Reports
G.05.1
HUNTER VALLEY RESEARCH FOUNDATION - PRESENTATION TO
COUNCIL
RECOMMENDATION:
That Council welcome Dr Wej Paradice, AM, from the Hunter Valley Research Foundation to make a
presentation to Council.
BACKGROUND:
On 13 February 2013, Dr WEJ Paradice AM, from Hunter Valley Research Foundation, requested to
make a presentation to provide Council with an update on research relevant to our Shire and on the
activities of the Foundation.
ISSUES:
The proposed presentation will include:
 An update on the HVRF’s recently completed research centre upgrade;
 A briefing on the HVRF’s research capabilities and survey methodologies;
 A summary of key information on your LGA revealed in the 2011 Census data.
SUSTAINABILITY:
Not applicable.
OPTIONS:
Nil.
Nil.
Enclosures:
Nil
Council welcomed Dr Wej Paradice, AM, from the Hunter Valley Research Foundation to make a
presentation to Council.
MAYOR
GENERAL MANAGER
27 May 2013
REP-172/13
Section:
G.05.2
USU - NATIONAL SKILLS SHORTAGE IN LOCAL GOVERNMENT
RECOMMENDATION:
That Council not support the resolution of the Canterbury City Council to introduce targets or mandated
requirements for categories of employees in Local Government.
BACKGROUND:
The attached letter from the United Services Union requests that Council puts forward a motion to
address the national skills shortages by resolving the following (as per the minutes resolved by
Canterbury City Council):
1.
2.
To set a target of a minimum five percent engagement of youth employment in the categories of
apprentices, trainees, scholarships, interns, work experience, school based traineeships or mature
age study assistance;
To support the establishment of a retention/succession plan for youth in the abovementioned
categories, including mandatory mentoring training for designated council staff supervising these
young employees.
ISSUES:
Council has in the past and will continue to be committed to the employment of apprentices, trainees etc
and has a long history of providing employment opportunities to the youth of our shire. The success of
our current apprenticeship and trainee program can be shown by the number of skilled apprentices and
trainees who complete their training and have gone on to obtain employment within Council or within the
Upper Hunter community.
Council’s would currently exceed the minimum five percent engagement of youth in the above outlined
categories. Council has outlined in its current Workforce Plan strategies to maintain and grow our
current apprentice and traineeship program. This Workforce Plan also includes other strategies to be
put into place to address the national skills shortages. Therefore Council already has defined strategies
and processes in place and embedded in our organisational plans to address this issue and the above
resolutions are not required.
SUSTAINABILITY:
The request from the United Services Union may not be sustainable in the long term and takes away
the flexibility we currently have in our system.
Not applicable.
OPTIONS:
1. Council to continue with our current strategies as outlined in our organisational plans to address
the national skills shortage issue.
2. Council to make a resolution as per outlined above.
Nil
Enclosures:
1 USU - United Services Union - Addressing the National Skills Shortage in Local Government Canterbury City Council Minutes -13 December 2013
RESOLVED that Council not support the resolution of the Canterbury City Council to introduce
targets or mandated requirements for categories of employees in Local Government.
Moved: Cr L Watts
Seconded: Cr D Peebles
CARRIED
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 1 - USU - UNITED SERVICES UNION - ADDRESSING THE NATIONAL SKILLS
SHORTAGE IN LOCAL GOVERNMENT - CANTERBURY CITY COUNCIL MINUTES -13
DECEMBER 2013
MAYOR
ITEM NO: G.05.2
GENERAL MANAGER
ATTACHMENT NO: 1 - USU - UNITED SERVICES UNION - ADDRESSING THE NATIONAL SKILLS
SHORTAGE IN LOCAL GOVERNMENT - CANTERBURY CITY COUNCIL MINUTES -13
DECEMBER 2013
MAYOR
ITEM NO: G.05.2
GENERAL MANAGER
27 May 2013
REP-174/13
Section:
G.05.3
MERRIWA CENTRAL SCHOOL - REQUEST TO WAIVE FEES FOR
MERRIWA SCHOOL OF ARTS
RECOMMENDATION:
That Council waive fees for use of the Merriwa School of Arts by Merriwa Central School on 30 & 31
July 2013 for their Variety Night event.
BACKGROUND:
In a letter dated 24 March 2013, Merriwa Central School has requested financial support to in the
running of their Variety Night event in July 2013.
ISSUES:
Nil
SUSTAINABILITY:
Not applicable.
Not applicable.
OPTIONS:
To accept or reject the recommendation.
The revenue would not have a significant effect on Council’s budget.
Enclosures:
1 Merriwa Central School - request to have fees waived for use of Merriwa School of Arts for
Variety Night event
RESOLVED that Council waive fees for use of the Merriwa School of Arts by Merriwa Central
School on 30 & 31 July 2013 for their Variety Night event.
Moved: Cr L Watts
MAYOR
CARRIED
GENERAL MANAGER
ATTACHMENT NO: 1 - MERRIWA CENTRAL SCHOOL - REQUEST TO HAVE FEES WAIVED
FOR USE OF MERRIWA SCHOOL OF ARTS FOR VARIETY NIGHT EVENT
ITEM NO: G.05.3
Merriwa Central
Bow St
Merriwa
NSW 2329
March 24, 2013
Upper Hunter Shire
General Manager
To the General Manager,
I am writing to request the booking for the use of the School Of Arts for the Merriwa Central
School Variety Night event.
We would like to book the hall for rehearsals during the day on Tuesday 30th July from 9am2pm (we will not leave anything stored on this day).
As well we would like to book the hall for rehearsals and the performance on Wednesday 31st
July from 9am till 9pm (we will not use the hall from 3pm-5.30pm but will need to store the
chairs and equipment between rehearsal and performance).
The school would like to be invoiced for the use of the hall and hope the Shire would like to
sponsor the Merriwa Central School Variety Night. The night is a special occasion for all our staff
and students but unfortunately it can become costly due to costuming and props. If the cost of the
hall could be reduced it would be greatly appreciated. We would be more than happy to advertise
the sponsorship of the Shire should you choose to do so.
Please call if you need more information on (02) 6548 2101.
Thank you, and we look forward to hearing from you!
Sincerely,
Rebecca West
Assistant Principal
Merriwa Central School
MAYOR
GENERAL MANAGER
27 May 2013
REP-193/13
Section:
G.05.4
UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC
RECOMMENDATION:
That Council endorse the proposal for the creation of a new S355 Committee of Council for the Upper
Hunter Shire & Kia-Ora Youth Music Committee.
BACKGROUND:
Following a number of meetings with representatives of the Upper Hunter Shire & Kia-Ora Music
Committee, a request has been made for the Committee to become a S355 Committee of Council.
At present Council is one of the major sponsors of the program which is run to provide school age
children in the Upper Hunter Shire the opportunity to develop and extend their talent and performances
under the guidance of specialist professional tutoring.
Although the committee has the specialist creative expertise, they struggle with the committee structure,
administration and financial reporting.
Bringing the activity under Council as a S355 Committee would assist in the long term viability of the
program and give assurance to other sponsors. Council could become custodian of the Community
funds and provide administrative support for bookings, meeting agendas, minutes and financial
reporting.
ISSUES:


Some additional administrative tasks would be undertaken by staff.
Long term viability of program without Council assistance.
SUSTAINABILITY:
Becoming a S355 Committee of Council would give additional assurances to other sponsors.
If Council supports the proposal a draft charter would be established and expression of interests sought
from the Community to participate in the Committee.
OPTIONS:
To accept or reject the recommendation.
Council is already a major annual sponsor and this would give greater control over the public finds
involved.
Enclosures:
Nil
RESOLVED that Council endorse the proposal for the creation of a new S355 Committee of
Council for the Upper Hunter Shire & Kia-Ora Youth Music Committee.
Moved: Cr L Watts
CARRIED
MAYOR
GENERAL MANAGER
27 May 2013
REP-195/13
Section:
G.05.5
MERRIWA CAMPDRAFT & RODEO ASSOCIATION - REQUEST TO
WAIVE FEES AT MERRIWA SHOWGROUND
RECOMMENDATION:
That Council waive the fees at the Merriwa Showground for the Merriwa Campdraft and Rodeo being
held 21 – 23 June 2013.
BACKGROUND:
The Merriwa Campdraft and Rodeo Association will be holding an event on 21 - 23 June 2013. All
profits from the event are either donated to charities or spent on Showground improvements. The
Association has carried out improvements to the yards and other facilities. Council has supported the
campdrafts by waiving fees in past years.
ISSUES:
Nil
SUSTAINABILITY:
Not applicable
Not applicable
OPTIONS:
To accept or reject the request to waive fees.
The revenue including GST would be $237.00. This would not have a significant influence on Council’s
budget. The Association has, over a number of years, carried out extensive volunteer work on
improving the Showground.
Enclosures:
1 Merriwa Bushmans Campdraft & Rodeo Association Inc - Hire of Merriwa Showground for Annual
Campdraft & request to waiver fees - 31/03/2013
RESOLVED that Council waive the fees at the Merriwa Showground for the Merriwa Campdraft
and Rodeo being held 21 – 23 June 2013.
Moved: Cr D Peebles
CARRIED
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 1 - MERRIWA BUSHMANS CAMPDRAFT & RODEO ASSOCIATION INC HIRE OF MERRIWA SHOWGROUND FOR ANNUAL CAMPDRAFT & REQUEST TO WAIVER
FEES - 31/03/2013
MAYOR
ITEM NO: G.05.5
GENERAL MANAGER
ATTACHMENT NO: 1 - MERRIWA BUSHMANS CAMPDRAFT & RODEO ASSOCIATION INC HIRE OF MERRIWA SHOWGROUND FOR ANNUAL CAMPDRAFT & REQUEST TO WAIVER
FEES - 31/03/2013
MAYOR
ITEM NO: G.05.5
GENERAL MANAGER
27 May 2013
REP-200/13
Section:
G.05.6
REQUEST FOR SPONSORSHIP - JOEL GLEESON
RECOMMENDATION:
That Council provide sponsorship of $500 to Joel Gleeson to assist with financial costs to compete in
the European Unicycle Trials Championships in Italy in September 2013.
BACKGROUND:
In a letter dated received on 9 May 2013 Joel Gleeson has requested sponsorship to assist with
financial costs to compete in the European Unicycle Trials Championships in Italy in September 2013
(copy attached).
Joel is currently the Australian Expert Unicycle Trials Champion.
ISSUES:
Council policy allows up to $500 for an individual representation at an international event (held in
Australia or overseas).
SUSTAINABILITY:
Not applicable.
Policy is displayed on website and is subject to periodical review.
Policy falls within approved guidelines and is not subject to need for public comment.
OPTIONS:
To accept, reject or amend the recommendation.
Falls under s356 annual budget.
Enclosures:
1 Joel Gleeson - Request for financial assistance towards competing in European Unicycle Trials
Championships in September 2013
RESOLVED that Council provide sponsorship of $500 to Joel Gleeson to assist with financial
costs to compete in the European Unicycle Trials Championships in Italy in September 2013.
Moved: Cr D Peebles
CARRIED
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 1 - JOEL GLEESON - REQUEST FOR FINANCIAL ASSISTANCE TOWARDS
COMPETING IN EUROPEAN UNICYCLE TRIALS CHAMPIONSHIPS IN SEPTEMBER 2013
MAYOR
ITEM NO: G.05.6
GENERAL MANAGER
ATTACHMENT NO: 1 - JOEL GLEESON - REQUEST FOR FINANCIAL ASSISTANCE TOWARDS
COMPETING IN EUROPEAN UNICYCLE TRIALS CHAMPIONSHIPS IN SEPTEMBER 2013
MAYOR
ITEM NO: G.05.6
GENERAL MANAGER
27 May 2013
REP-201/13
Section:
G.05.7
RURAL HALLS REJUVENATION GRANTS 2013
RECOMMENDATION:
That Council:
1. Provide grants of $4,000 to Gundy Crown Reserve Trust, and $500 to Moonan Flat Soldiers
Memorial Hall Trustees under its Rural Hall Rejuvenation Grant Program 2013.
2. Approve the balance of the allocation of $5,500 be rolled over to the 2013-4 Budget for the Rural
Halls Rejuvenation Grants program 2014.
BACKGROUND:
This Upper Hunter Shire Council Grant Program provides assistance to rural communities to maintain
their halls and community facilities to ensure safety, efficiency and promote maximum usage. Funds
are provided on a 50/50 basis, with a total pool of $10,000 allocated. Non Council owned and operated
facilities are eligible only to apply including Bunnan Memorial Hall, Gundy Soldiers Memorial Hall,
Moonan Flat Soldiers Memorial Hall, Parkville Social Club Tennis Clubhouse, Rouchel School of Arts,
Timor Community Hall and Wingen School of Arts.
Applications opened in early April, with information sent to the Management of the Halls listed.
Applications closed Friday 10th May 2013.
ISSUES:
Two applications were received:
Gundy Soldiers Memorial Hall- $4,000 to replace four sets of Exit Doors.
Moonan Flat Soldiers Memorial Hall - $500 to separate the water supply for the toilet amenities block.
SUSTAINABILITY:
Both projects will be carried out in a short time frame, utilising volunteer labour and financial
contributions from the organisations.
Eligible shire organisations supported financially to enhance community infrastructure and usage.
OPTIONS:
To accept, amend or reject the recommendations.
Grants totalling $4,500 would be provided immediately with the remaining budget allocation of $5,500
rolled over into the 2013-4 budget.
Enclosures:
1 Gundy Crown Reserves Trust - Rural Halls Rejuvenation Grant Application - Gundy
Soldiers Memorial Hall - 10/05/2013
2 Moonan Flat Soldiers Memorial Hall Trustees - Rural Halls Rejuvenation Grant
Application - Moonan Flat Soldiers Memorial Hall - 10/05/2013
Excluded
Excluded
1. Provide grants of $4,000 to Gundy Crown Reserve Trust, and $500 to Moonan Flat Soldiers
Memorial Hall Trustees under its Rural Hall Rejuvenation Grant Program 2013.
2. Approve the balance of the allocation of $5,500 be rolled over to the 2013-4 Budget for the
Rural Halls Rejuvenation Grants program 2014.
MAYOR
CARRIED
GENERAL MANAGER
27 May 2013
REP-208/13
Section:
G.05.8
UPPER HUNTER DRESSAGE ASSOCIATION CHAMPIONSHIPS
RECOMMENDATION:
That Council:
1. Support the Upper Hunter Dressage Association (UHDA) in conducting the annual championships
2. Allocate funds for the purchase and spreading of sand for dressage arenas at an estimated cost of
$3,500.
3. Note the UHDA to meet the costs of toilet/shower hire, camping fees and generator hire.
BACKGROUND:
The Upper Hunter Dressage Association (UHDA) will be holding its annual Dressage Championships on
the weekend of July 6 and 7 2013 at White Park. This year UHDA has been successful in having their
championships be a part of the “Regional Dressage Festival Series”, an initiative of Dressage NSW
supported by Equestrian NSW.
As part of the planning for the event UHDA is requesting support from Council as attached.
ISSUES:
Council’s involvement in the event will be:
a. Maintenance and preparation of White Park.
b. Sponsorship in kind.
SUSTAINABILITY:
 Ongoing utilisation of White Park.
 Part of regional dressage festival series.
A meeting was held with two Dressage Committee representatives on 16 May to discuss requests in the
attached letter.
OPTIONS:
To adopt, amend or reject the recommendation.
UHDA has requested a range of ground improvement and facility services from Council (refer to
attached document) at a total estimated cost of $25,500
A meeting was held with members of UHDA and cost to Council revised to approximately $4,000 for
works to ground surface. All other costs to be met by UHDA
Other items are included within normal maintenance budget for White Park including maintenance and
repairs on gates. Animal washdown facilities are available adjacent to the horse boxes.
Enclosures:
1 Upper Hunter Dressage Association - Request for maintenance to White Park and sponsorship of
the UHDA Championships in July 2013
1. Support the Upper Hunter Dressage Association (UHDA) in conducting the annual
championships
2. Allocate funds for the purchase and spreading of sand for dressage arenas at an estimated
cost of $3,500.
3. Note the UHDA to meet the costs of toilet/shower hire, camping fees and generator hire.
Moved: Cr L Watts
MAYOR
CARRIED
GENERAL MANAGER
ATTACHMENT NO: 1 - UPPER HUNTER DRESSAGE ASSOCIATION - REQUEST FOR
MAINTENANCE TO WHITE PARK AND SPONSORSHIP OF THE UHDA CHAMPIONSHIPS IN
JULY 2013
MAYOR
ITEM NO: G.05.8
GENERAL MANAGER
ATTACHMENT NO: 1 - UPPER HUNTER DRESSAGE ASSOCIATION - REQUEST FOR
MAINTENANCE TO WHITE PARK AND SPONSORSHIP OF THE UHDA CHAMPIONSHIPS IN
JULY 2013
MAYOR
ITEM NO: G.05.8
GENERAL MANAGER
27 May 2013
POLICY MATTERS
Section:
Policy Matters
H.05.1
COUNCIL POLICIES
REP-194/13
RECOMMENDATION:
That Council adopt the following Policies:
1. Community Relations – Policy – Acknowledgement of Country
2. Governance – Policy – Public Interest Disclosures and Internal Reporting
3. Customer Service – Policy – Access and Equity
4. Community Services – Policy – Services Provision – Housing – Low Income Units, Merriwa
5. Personnel – Policy – Equal Employment Opportunities (EEO)
6. Council Properties – Policy – Naming of Community Facilities
7. Customer Service – Policy – Public Reaction – Complaints – Competitive Neutrality
8. Plant, Equipment & Stores – Policy – Acquisition – Purchasing – Local
9. Personnel – Policy – Workplace Health & Safety
BACKGROUND:
Council officers undertake an ongoing review of Council Policies. All policies of Council need to be
reviewed within 12 months of the election of a new Council.
All the above policies except for Personnel – Policy – Workplace Health & Safety are existing policies
that have been updated with minor changes.
The policy Personnel – Policy – Workplace Health & Safety has been developed to cover the new WHS
legislation and covers both staff and Councillors.
ISSUES:
Policies provide guidance to the Council and staff.
SUSTAINABILITY:
Not applicable.
All Council policies are displayed on Council’s website.
OPTIONS:
Council may:
 Adopt the draft policies with or without amendment
 Rescind previous policies which will be redrafted as Administrative Principles
 Seek additional information, prior to adopting a draft policy.
Nil
RESOLVED that Council adopt the following Policies:
1. Community Relations – Policy – Acknowledgement of Country
2. Governance – Policy – Public Interest Disclosures and Internal Reporting
3. Customer Service – Policy – Access and Equity
4. Community Services – Policy – Services Provision – Housing – Low Income Units,
Merriwa
5. Personnel – Policy – Equal Employment Opportunities (EEO)
6. Council Properties – Policy – Naming of Community Facilities
7. Customer Service – Policy – Public Reaction – Complaints – Competitive Neutrality
8. Plant, Equipment & Stores – Policy – Acquisition – Purchasing – Local
9. Personnel – Policy – Workplace Health & Safety
Moved: Cr D Peebles
CARRIED
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 1 - COMMUNITY RELATIONS - POLICY - ACKNOWLEDGEMENT OF
COUNTRY - DRAFT - MAY 2013
ITEM NO: H.05.1
COMMUNITY RELATIONS – POLICY – Acknowledgement of Country
Policy
At ceremonial events organised by Council within the Shire, Council will formally acknowledge the
traditional owners, custodians and their descendants.
Objective
To set a protocol for the formal recognition of the traditional owners, custodians and their
descendants.
Procedures/Practice
At any Council ceremonial event the Chair, Master of Ceremonies or invited delegate will
commence the event with a brief formal acknowledgement as shown below:I would like to show respect and acknowledge the traditional owners and custodians of the land
and of elders, both past and present, on which this meeting takes place.
References


DLG – Engaging with Aboriginal Communities – A Resource Kit for Local Government in NSW
2007
Department of Education local protocol
This policy replaces that of the same title adopted by Council on 28 September 2009.
This policy was adopted by Council on 27 May 2013.
Review Date
October 2016 by Director Corporate Services
Authorised by: …………………………………………………
Daryl Dutton, General Manager
............................
Date
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 2 - GOVERNANCE - POLICY - PUBLIC INTEREST DISCLOSURES AND
INTERNAL REPORTING - DRAFT - MAY 2013
ITEM NO: H.05.1
GOVERNANCE – POLICY - Public Interest Disclosures and Internal Reporting
Policy
Council shall take all possible action to minimise the potential for corruption, maladministration,
serious and substantial waste, contravention of government information or other wrongdoings.
Councillors, employees and members of Council committees will utilise this Administrative Principle
to disclose and protect persons disclosing such matters outlined above.
The Public Interest Disclosure Bill, 2011 requires Council to have such policies and procedures in
place.
Council has both Corporate Values and a Statement of Business Ethics which underpin Council’s
expectations of people both internally and externally in their dealings with the organisation.
Council is committed to ensuring compliance and will protect those people who disclose or report
potential non-compliance.
Objective
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To provide guidelines and assurances to both encourage and protect those people who
identify inappropriate conduct or potentially inappropriate conduct to report such conduct to
responsible members of staff or Mayor to act on such reports.
To demonstrate Council’s commitment to high standards of ethical and accountable conduct
and will not tolerate any form of wrongdoing.
To clearly state that staff or any person who come forward and report wrongdoing are
helping to promote good management, accountability and ethical conduct.
Procedures/Practice
Refer to GOVERNANCE - ADMINISTRATIVE PRINCIPLE – Public Interest Disclosures and
Internal Reporting.
References
Public Interest Disclosures Act, 1994
Ombudsman Act, 1974
Independent Commission Against Corruption Act, 1988
Council Policies and Administrative Principles:
 RISK MANAGEMENT – POLICY - Risk Assessment – Corruption Prevention
 PERSONNEL – POLICY – EMPLOYMENT CONDITIONS – Code of Conduct
 PERSONNEL – POLICY – EQUAL EMPLOYMENT OPPORTUNITY (EEO) – Harassment
and Workplace Bullying
 PERSONNEL – POLICY – GRIEVANCES – Grievance and Dispute Resolution
 CUSTOMER SERVICE – POLICY – Complaints Handling
This policy replaces that of the same title adopted by Council 25 July 2011.
Review Date
November 2016, by Director Corporate Services
Authorised by: …………………………………………………
……………………………..
Date
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 3 - CUSTOMER SERVICE - POLICY - ACCESS - ACCESS AND
EQUITY - DRAFT - MAY 2013
ITEM NO: H.05.1
CUSTOMER SERVICE – POLICY – ACCESS – Access and Equity
Policy
Council will provide equitable access to all members of the community and will:
1. Ensure that services are promoted appropriately.
2. Ensure that locations and premises are physically accessible.
3. Structure operational hours to the requirements of the community.
4. Ensure that services are sensitive to cultural values.
5.
Provide information in a manner that is understood and readily comprehended.
6.
Ensure that staff and Councillors are aware of the demographic make up of the
community.
7.
Implement appropriate policies, procedures and plans including Equal
Employment Opportunity, complaints handling procedures and community plan.
8.
Regularly consult with the community including people from linguistically diverse
and cultural backgrounds, older people, aboriginal people, young people,
women, men and people with a disability.
9.
Incorporate access for disabled people in all its projects, where possible,
including public buildings, footpaths and recreational facilities.
10.
Upgrade its existing public buildings as funds permit, to cater for access for
disabled people.
Objective
To ensure that there is no discrimination on the grounds of gender, race, religion, sexuality,
ethnicity, disability or age.
Procedures/Practice
Council holds regular consultations with the community for the purposes of the Community
Strategic Plan, State of the Environment Plan, Delivery Program & Operational Plan, on an
annual basis.
As required, Council holds consultations to achieve specific non-annual purposes eg
development of a new Local Environment Plan.
It also consults the local communities on development applications, traffic and community
development matters.
References
This policy replaces that of the same title adopted by Council on 28 July 2008.
Review Date
November 2016, by the Director Corporate Services.
Authorised by:…………………………………………………
MANAGER
…………………….
Date
MAYOR
GENERAL
ATTACHMENT NO: 4 - COMMUNITY SERVICES - POLICY - SERVICES PROVISION HOUSING - LOW INCOME UNITS MERRIWA - DRAFT - MAY 2013
ITEM NO: H.05.1
COMMUNITY SERVICES - POLICY – Service Provision – Housing – Low Income Units, Merriwa
Policy:
1.
The level of rental to be charged on the low income housing units in Langley Street shall
be calculated at 25% of the resident’s income (for example, the sole parent pension).
2.
This rental shall be reviewed annually.
3.
A residential tenancy (lease) agreement shall be signed in accordance with the NSW
Residential Tenancies Act 1987.
4.
A residential bond shall be paid equivalent to four weeks rent and lodged by the Council
with the NSW Department of Fair Trading - Residential Bond Board. The bond will be
lodged with the Rental Bond Board within seven days of receiving the bond money.
If the tenant does not have sufficient funds to pay the bond on the date of the first
rent payment, the bond can be paid in instalments. When each instalment is made, the
bond money will be sent to the Rental Bond Board within seven days.
5.
A condition report shall be completed with the new resident in accordance with the
Residential Tenancies Act. Two copies of the condition report will be completed by the
Community Services Officer on site and given to the tenant (at the new tenant briefing
meeting). The tenant will fill in their section of the two copies and return one copy to the
Council within seven days. A copy will be kept by the tenant as a record.
6.
New tenant briefing will be held by the Community Services Officer and the tenant on site
to discuss the terms of the agreement. Every new tenant will be given:
 A residential tenancy agreement and condition report.
 A copy of “The Renting Guide: Your Rights and Responsibilities as a Tenant or
Landlord” (as amended or updated from time to time), available free from the
Department of Fair Trading.
7.
Vacancies will be filled by the Community Services Officer with the following procedure:
Upon a vacancy, make contact with accommodation services in the following order:
(a)
Upper Hunter Crisis Accommodation Service Housing
(b)
Department of Housing and
(c)
Centrelink
including Murrane Women’s
to establish if there is a local person in urgent need of accommodation before advertising
the property for rental.
If the property is advertised, then the applicants would be interviewed by the Community
Services Officer and an independent worker from a local accommodation provider to
assess most need in accordance with the Office of Community Housing
definitions/classifications.
8.
All other conditions shall be in accordance with the Residential Tenancies Act 1987 and
the Residential Tenancies Amendment (Social Housing) Act 1998.
MANAGER
MAYOR
GENERAL
ATTACHMENT NO: 4 - COMMUNITY SERVICES - POLICY - SERVICES PROVISION HOUSING - LOW INCOME UNITS MERRIWA - DRAFT - MAY 2013
9.
ITEM NO: H.05.1
A waiting list shall be created when demand requires it utilising the “ARCH NSW Tenancy
Manual 1999”. The waiting list will be reviewed and updated every six months by the
Community Services Officer.
References
This policy replaces the policy of the same title which was adopted by Council on 3 June
2008.
Review Date
November 2016, by the Manager Community Services
Authorised by:…………………………………………………
MANAGER
…………………..
Date
MAYOR
GENERAL
ATTACHMENT NO: 5 - PERSONNEL - POLICY - EQUAL EMPLOYMENT OPPORTUNITY (EEO)
- DRAFT - MAY 2013
ITEM NO: H.05.1
PERSONNEL – POLICY – EQUAL EMPLOYMENT OPPORTUNITY (EEO)
Policy
Equal Employment Opportunity seeks to ensure that all employees have equal access to opportunities
within the workplace. Council is committed to upholding the principles of Equal Employment
Opportunity.
Objective
To ensure that all employees, present or potential receive fair and unbiased treatment in the workplace
in all employment practices including recruitment and selection, training, development, promotion or
any other benefits.
The merit principle will apply in assessing each person's skills and abilities against the needs of the job
and disregarding unlawful personal characteristics which are irrelevant to the job.
Equal employment opportunity is an integral part of sound business practice which will enhance
productivity and result in better services to the community.
Consistent with the requirements of the Local Government Act 1993, the broad objectives/purpose of
the administrative principle are to:
(a)
eliminate and ensure the absence of discrimination in employment on the grounds of race, sex,
marital status and physical impairment; and
(b)
promote equal employment opportunity for women, members of racial minorities and physically
handicapped persons.
Procedures
Equal Employment Opportunity applies to all employees and prospective employees.
The key principles are:
Non-discriminatory environment
Every person employed by Council is entitled to work in an environment which is free of discrimination
by Council and its employees. Discrimination can be intentional or unintentional, direct or indirect and
occurs when people are excluded from benefit or opportunity because of:
a) a characteristic which is irrelevant to the job, such as sex, age, race, disability, sexual preference,
transgender, marital status or carers responsibilities is used as a barrier, or
b) a stereotypical assumption is made about a person associated with these characteristics.,
Merit as the basis for recruitment, development and promotion
Those with the abilities, skills, qualifications and experience which are required for a particular job will
have an equal opportunity of being considered for the position.
The person selected will be the person who best meets the requirements for the particular position.
MAYOR
GENERAL MANAGER
- DRAFT - MAY 2013
ITEM NO: H.05.1
Selection criteria should be made explicit and may include the opportunity for career development and
potential for further promotion beyond that position. There will be equal opportunity of access to
appropriate training and development opportunities.
Access to information
All employees will have access to information about conditions and benefits pertaining to their
employment.
Access to entitlements
All employees will have equal access to the benefits and entitlements pertaining to the positions held.
Awareness Training
All employees will undergo Equal Employment Opportunity awareness training.
Affirmative Action
Positive and constructive measures will be taken to identify and eliminate barriers which may exclude
certain groups from the equal opportunity to be considered on their merits.
Affirmative action can also include strategies to assist previously disadvantaged groups, such as
special training or recruitment programs for women or Aboriginal and Torres Strait Islander people.
Workplace harassment
Workplace Harassment occurs when a person is subjected to unsolicited and unwelcome conduct
irrelevant to the performance of the job. Such behaviour is unlawful.
Workplace Harassment will be dealt with in accordance with Councils Harassment and Workplace
Bullying Administrative Principle.
Resolution of Grievance
Employees shall have access to the processes below for the resolution of grievances concerning
discrimination and/or harassment.
Grievances will be dealt with in accordance with Councils Grievance and Dispute Resolution
Administrative Principle. Appropriate disciplinary action will be taken against harassers where
complaints have been substantiated.
Responsibility
The overall responsibility for monitoring the effectiveness of this administrative principle and for
implementing an ongoing program of action to make the administrative principle fully operational is
vested in the General Manager and Directors.
MAYOR
GENERAL MANAGER
- DRAFT - MAY 2013
ITEM NO: H.05.1
However, it is the responsibly of every employee to accept his or her personal involvement in the
practical application of this administrative principle. Specific responsibility falls upon management,
supervisors and employees professionally involved in those employment practices including
recruitment and selection, training, development, promotion or any other benefits to ensure that the
administrative principle is upheld.
Council’s Consultative Committee will undertake the following tasks in relation to Equal Employment
Opportunity. It will:
 represent a forum for consultation and employee concerns
 assist with the developing and reviewing of Equal Employment Opportunity policies and programs
including specific strategies for Equal Employment Opportunity groups
 develop and monitor evaluation procedures
 consult with management about Equal Employment Opportunity administrative principle and plans
and review its implementation periodically.
Equal Employment Opportunity requires participation of all staff.
References
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Local Government Act 1993
Anti Discrimination Act 1977
Disability Discrimination Act 1992 (Commonwealth)
Upper Hunter Shire Council Code of Conduct
Harassment and Workplace Bullying Administrative Principle
Grievance and Dispute Resolution Administrative Principle.
This policy replaces the policy of the same title adopted by Council at its meeting held on 18 April
2011.
Review Date
November 2016 by Human Resources Manager.
Authorised by:…………………………………………………
......................
Date
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 6 - COUNCIL PROPERTIES - POLICY - NAMING OF
COMMUNITY FACILITIES - DRAFT - MAY 2013
ITEM NO: H.05.1
COUNCIL PROPERTIES – POLICY - Naming of Community Facilities
Policy
Council:1. In accordance with the guidelines issued from time to time by the Geographic Names
Board will consider proposals for the naming of community facilities.
2. In considering the merit of each proposal, names its facility in honour of a person or
persons who may be living or deceased and who the Council believes has either: made a contribution over and above what might be reasonably expected through
paid employment;
 demonstrated achievement at a high level;
 made a voluntary contribution to the community and stands out from others who may
have also made a valuable contribution; and
 where it can be established that a significant link can be made between the person or
persons and the location.
Objective
 To have a consistent approach to the naming of Council’s community facilities, excluding
roads and streets.
References
This policy replaces that of the same title adopted by Council on 31 March 2008.
Review Date
November 2016 – Director Corporate Services
Authorised by: …………………………………………..
MANAGER
.....................
Date
MAYOR
GENERAL
ATTACHMENT NO: 7 - CUSTOMER SERVICE - POLICY - PUBLIC REACTION - COMPLAINTS COMPETITIVE NEUTRALITY - DRAFT - MAY 2013
ITEM NO: H.05.1
CUSTOMER SERVICE – POLICY – PUBLIC REACTION – Complaints – Competitive Neutrality
Policy
Council staff will ensure that every complaint is received courteously, investigated and acted upon quickly
and appropriately. All complaints will be recorded in writing and into TRIM.
Objective
To ensure complaints relating to competitive neutrality are dealt with appropriately.
Procedure/Practice
A complaint regarding competitive neutrality is a complaint that Council has not met its requirements
under the National Competition Policy Statement or "Pricing and Costing for Council Businesses - A
Guide to Competitive Neutrality" or that Council has not abided by the spirit of competitive neutrality in
the conduct of a business activity.
Competitive neutrality is one of the principles of national competition policy. The principle of competitive
neutrality is based on the concept of a "level playing field" between persons competing in a market
place, particularly between private and public sector competitors. Essentially, the principle is that
government businesses should operate without net competitive advantages over other businesses as a
result of their public ownership.
Recording Complaints
Complaints may be received via telephone, in writing or over the counter.
All complaints will be recorded by the staff member receiving the complaint, and will include the
following:
 Date and time
 Staff member’s name
 Complainant's name, address and telephone numbers
 Nature and details of the complaint
Complaints will be recorded into the TRIM container CUSTOMER SERVICE – PUBLIC REACTION –
Complaints – Competitive Neutrality and assigned to the Public Officer for investigation.
Processing Complaints
The Public Officer will examine and investigate the complaint. All complaints are to be dealt with within
4 weeks of receipt of the complaint. At all times the complainant is to be kept informed of what action is
being taken in regard to their complaint and what follow-up action is being taken.
Remedies
Resolution of a complaint may be:
 To provide more information to the complainant for a more accurate understanding of competition
policy;
 To investigate / review Council's business activity if a legitimate complaint is made;
 To change Council's business practice where a complaint is justified.
Review
If the complaint cannot be resolved by Council officers, then the complainant will be referred to the most
appropriate agency:
 The Division of Local Government for review by the State Government where warranted.
 The Ombudsman's Office - may receive complaints and will determine whether the complaint is
dealt with by the Office or referred to the Division of Local Government.
 The Independent Commission Against Corruption - may investigate matters in it's jurisdiction.
Mechanisms are in place for complaints to be referred to the Division of Local Government.
 The Australian Competition and Consumer Commission - provides a phone information service to
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 7 - CUSTOMER SERVICE - POLICY - PUBLIC REACTION - COMPLAINTS COMPETITIVE NEUTRALITY - DRAFT - MAY 2013
ITEM NO: H.05.1
any person to assist in understanding the Trade Practices Act 1974 and it's application to local
government.
References
NSW Government Policy Statement on the Application of National Competition Policy to Local
Government, June 1996.
Pricing and Costing for Council Businesses - A Guide to Competitive Neutrality, NSW Division of Local
Government, July 1997.
Guidelines on the Management of Competitive Neutrality Complaints, NSW Division of Local
Government.
Division of Local Government, Promoting Better Practice Review Report - Bellingen Shire Council,
date 17/07/2008
Local Government (General) Regulation 2005 cl 217(1)(d)(vii) and (ix) which requires the annual report to
contain a statement re the establishment of a complaints handling mechanism for competitive
neutrality complaints, including:
Manner in which publicises and makes known to public
Summary of complaints received
Subject matter or nature of complaints
Statement as to outcome of complaints, includes number disposed of and number outstanding
CUSTOMER SERVICE – POLICY – STANDARDS – Service –
Telephone Calls, Written Correspondence, Face to Face
This policy replaces that of the same title that was adopted by Council at its meeting on 27 October 2008.
Review Date
November 2016 – Director Corporate Services
Authorised By: ……………………………………………………
D N Dutton, General Manager
............................
Date
MAYOR
GENERAL MANAGER
ATTACHMENT NO: 8 - PLANT EQUIPMENT & STORES - POLICY - ACQUISITION PURCHASING - LOCAL - DRAFT - MAY 2013
ITEM NO: H.05.1
PLANT, EQUIPMENT & STORES – POLICY – ACQUISITION – Purchasing - Local
Policy
 Council accepts a ‘local’ price within 10% of the otherwise best available price
subject to a maximum invoice value of $5,000 including GST (excluding any tradeins).
 The items purchased do not include any items that need to be covered by the
requirements of the Local Government (General) Regulations 2005 in regard to
tendering.
Objective
 To purchase items for use at the best available value to ratepayers through the use
of contracts, tenders and quotations, depending on the value of the items.
 To have a positive influence on the local economies within the Shire by purchasing
locally whenever possible within reasonable limits.
Procedures
Nil
References
This policy replaces that of the same title that was adopted by Council at its meeting on
28 July 2008.
Review Date
November 2016, by Director Corporate Services
Authorised by:………………………………………..............
MANAGER
.....................
Date
MAYOR
GENERAL
Confidential Ordinary Council Meeting
27 May 2013
PERSONNEL – POLICY – Work Health and Safety
Policy
Council, as a Person Conducting a Business or Undertaking (PCBU), and its Officers are committed to
providing a safe and healthy working environment for all workers, and other persons as far as
reasonably practicable. Such a commitment is backed and strengthened by management responsibility
and support, striving to apply best practice and continuously improve safety at all levels, stakeholder
consultation, monitoring and review and embedding a strong workplace culture.
Objective
This policy will provide an outline of Councils commitment to Work Health and Safety (WHS) and the
responsibilities of all those involved in creating a safe work place. Council will comply with the
Legislative requirements of the Work Health and Safety Act 2011 and Work Health and Safety
Regulation 2011. It will implement these requirements together with Codes of Practice, Australian
Standards and relevant guides throughout its operations.
Scope
This policy applies to:
a) All workers of the Council, which is to include all persons performing work under the direction of, or
on behalf of Council (for example, employees, outworkers, apprentices, trainees, work experience,
volunteers, contractors, subcontractors and their employees, agents, consultants, full time, part
time, casual and temporary staff).
b) All Council work sites and where work is carried out or where Council is represented (for example
when visiting a customer, client or supplier).
c) Others – including Councillors whilst acting in their official capacity and all other visitors to Council
work sites (as above).
Procedures
Work Health and Safety Objectives
Council will implement a WHS Management System which meets the following objectives:

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

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Ensure compliance with legislative requirements, Codes of Practice, guides and standards.
Provide a safe and healthy work environment for all workers and other persons.
Provide safe and healthy methods of work and ensure that a risk management approach is
adopted to prevent health and safety risks.
Actively consult and communicate with workers on matters affecting their health and safety.
Provide any information, instruction, training and supervision necessary to protect all persons
from risks to their health and safety and to carry out their tasks safely.
Assist and involve workers to proactively identify, assess and control workplace hazards.
Encourage and promote the general health and wellbeing of all workers, including health
monitoring.
Promote and support the function of the Health and Safety Committee.
Promptly investigate reported hazards, injuries and incidents.
Promote and support Council’s Return to Work Program through effective injury management
and the provision of appropriate suitable duties (where possible) for injured employees.
Monitor contractor WHS performance and compliance with Council policy.
Ensure effective emergency procedures are implemented.
Seek continuous improvement in WHS performance through ongoing monitoring and auditing of
the WHS Management System and periodic management reviews.
Responsibilities
Senior Management
MAYOR
GENERAL MANAGER
27 May 2013
Council staff in Senior Management positions are required to exercise due diligence to ensure Council
complies with the WHS legislation by taking reasonable steps to:
 Acquire up to date knowledge of WHS matters.
 Gain an understanding of the nature of the operations of Council and generally of the hazards
and risks associated with those operations.
 Ensure appropriate recourses and processes are available to enable hazards to be identified
and risks to be eliminated or minimised.
 Ensure information regarding incidents, hazards and risks is received and the information is
responded to in a timely way.
 Ensure Council has, and implements, processes for complying with any legal duty or obligation.
 Ensure the provision of appropriate resources to provide for the training and instruction to
workers about work health and safety.
 To provide effective consultation mechanisms with workers.
Managers/Supervisors
Each manager/supervisor is required to ensure that this policy and the WHS Management System is
effectively implemented within the limits of their control.
This will be achieved by:
 Ensuring that all operations comply with legal requirements and relevant policies are complied
with.
 Ensuring that all safe working procedures are defined in writing, communicated to and
understood by staff.
 Consulting with staff on matters such as planning, designing, procedural changes, purchase of
new equipment etc to ensure safety considerations are taken into account.
 Ensuring that accident /incident investigations are carried out and any required action is taken
in a timely manner.
 Identifying and providing WHS training for general or job specific tasks.
 Ensuring that risk assessment and hazard identification is carried out and reviewed when there
is a change in work procedure, where further risks have been identified, after any accident
occurs or after regular review.
 Ensuring that programs are in place for the issue, maintenance and replacement of personal
protective equipment (PPE) and ensure it is used correctly.
 Ensuring that new workers and staff attaining new positions are given appropriate induction
training.
 Workers are consulted in issues which affect their health and safety and any concerns they may
have are referred to the appropriate officer.
Workers
Workers include employees, contractors, employee of a contractor, work experience persons, labour
hired people, apprentices, trainees and volunteers.
While at work, a worker must:
 Take reasonable care of their own health and safety.
 Take reasonable care that any acts or omissions do not adversely affect the health and safety
of other persons.
 Comply with any reasonable instruction, as far as reasonably able given by Council to comply
with their legal obligations.
 Cooperate with any reasonable policy or procedure of Council in relation to health and safety in
the workplace.
 Participate in the consultation process on all matters in relation to WHS.
 Report hazards, incidents and near misses as soon as reasonably practicable using Councils
reporting procedure.
Others
A person at a workplace (whether they fall under the above categories or not) must:

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
Take reasonable care for their own health and safety.
Must take reasonable care their acts or omissions do not adversely affect the WHS of others.
Must comply as reasonably able with any instruction given by Council to allow Council to comply
MAYOR
GENERAL MANAGER
27 May 2013
with their legal obligations.
MAYOR
GENERAL MANAGER
27 May 2013
References



This is a new policy adopted by Council on 27 May 2013.
Work Health and Safety Act 2011 and Work Health and Safety Regulation 2011.
AS/NZ 4804:2001 Occupational Health & Safety Management Systems.
Review Date
April 2016 by Human Resources.
Authorised by: …………………………………………………
……………………………..
Date
MAYOR
GENERAL MANAGER
27 May 2013
CLOSED COUNCIL
RESOLVED that Council move into Closed Council with the press and public excluded in
accordance with Section 10(2)(c) of the Local Government Act 1993.
Moved: Cr D Peebles
CARRIED
CONFIDENTIAL REPORTS
REP-202/13
Section:
CR.05.1
This matter is considered to be confidential under Section 10A(2) (d i) of the Local
Government Act, as it deals with commercial information of a confidential nature that
would, if disclosed (i) prejudice the commercial position of the person who supplied it.
RECOMMENDATION:
That Council:
1. Proceed to acquire Lots 69 & 126 DP 752485, Lots 160 & 161 DP 257347 and the northern
section of Lot 162 DP 257347, Wells Gully Road Aberdeen by Compulsory Acquisition under the
Just Terms Compensation Act 1991;
2. Authorise the making of an application to the Minister/Governor in relation to the acquisition;
3. Authorise the Mayor and General Manager to complete the documentation under the Common
Seal of Council.
4. The acquired land be classified as “Operational Land” under Section 31 of Local Government Act
1993.
1. Proceed to acquire Lots 69 & 126 DP 752485, Lots 160 & 161 DP 257347 and the northern
2. Authorise the making of an application to the Minister/Governor in relation to the
acquisition;
3. Authorise the Mayor and General Manager to complete the documentation under the
4. The acquired land be classified as “Operational Land” under Section 31 of Local
CARRIED
REP-203/13
Section:
CR.05.2
EXPRESSION OF INTEREST - SUPPLY OF SUPPLEMENTARY
SERVICES
business.
RECOMMENDATION:
That Council accept the Expressions of Interest listed for the Supply of Supplementary Services for the
period 1 June 2013 to 30 May 2015.
RESOLVED that Council accept the Expressions of Interest listed for the Supply of
Supplementary Services for the period 1 June 2013 to 30 May 2015.
Moved: Cr D Peebles
MAYOR
CARRIED
GENERAL MANAGER
27 May 2013
REP-190/13
Section:
Works/Technical Reports
CR.05.3
TENDER - SUPPLY AND DELIVERY OF READY MIX CONCRETE
business.
RECOMMENDATION:
1. That Council adopt the recommendation of the Regional Procurement Division of Hunter Council’s
that the tenders of:
 All Day Concrete
 Boral Resources (Country) Pty Ltd
be accepted as panel tenderers to Upper Hunter Shire Council in the order listed for the period 1
July 2013 to 30 June 2015.
2. That provision be allowed for a one (1) year extension tho this panel contract based on satisfactory
supplier performance which may take this tender through to 30 June 2016.
RESOLVED
1. That Council adopt the recommendation of the Regional Procurement Division of Hunter
Council’s that the tenders of:
 All Day Concrete
 Boral Resources (Country) Pty Ltd
be accepted as panel tenderers to Upper Hunter Shire Council in the order listed for the
period 1 July 2013 to 30 June 2015.
2. That provision be allowed for a one (1) year extension tho this panel contract based on
satisfactory supplier performance which may take this tender through to 30 June 2016.
CARRIED
RETURN TO OPEN MEETING
RESOLVED that the meeting move back into Open Council.
Moved: Cr M Collison
Seconded: Cr D Peebles
CARRIED
Upon resuming Open Council the following recommendations were adopted:
CR.05.1
1.
2.
3.
4.
Proceed to acquire Lots 69 & 126 DP 752485, Lots 160 & 161 DP 257347 and the northern
Authorise the making of an application to the Minister/Governor in relation to the
acquisition;
Authorise the Mayor and General Manager to complete the documentation under the
The acquired land be classified as “Operational Land” under Section 31 of Local
MAYOR
GENERAL MANAGER
CR.05.2
27 May 2013
EXPRESSION OF INTEREST – SUPPLY OF SUPPLEMENTARY SERVICES
Accept the Expressions of Interest listed for the Supply of Supplementary Services for the
period 1 June 2013 to 30 May 2015.
CR.05.3
TENDER – SUPPLY AND DELIVERY OF READY MIX CONCRETE
1. Adopt the recommendation of the Regional Procurement Division of Hunter Council’s that
the tenders of:
 All Day Concrete
 Boral Resources (Country) Pty Ltd
be accepted as panel tenderers to Upper Hunter Shire Council in the order listed for the
period 1 July 2013 to 30 June 2015.
2. That provision be allowed for a one (1) year extension tho this panel contract based on
satisfactory supplier performance which may take this tender through to 30 June 2016.
Moved: Cr D Peebles
CARRIED
THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 6.12PM.
MAYOR
GENERAL MANAGER

Ordinary Council Meeting 27 May 2013

Transcription

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