April 2011 Minutes without confidential - Central Darling Shire · 2015. 7. 2. · Menindee A...

Mission Statement To promote the Central Darling Shire area by encouraging development through effective leadership,

community involvement and facilitation of services

Any public discussion of Council or Committee reports and recommendations is on the basis that such reports or recommendations do not have effect until adopted by a full meeting of Council.

CENTRAL DARLING

SHIRE COUNCIL

Minutes For the Ordinary Meeting

Tuesday 19th April 2011 at

Wilcannia

Council dedicated to serving its Communities.

RECEIPT OF APOLOGIES AND THE GRANTING OF LEAVE OF ABSENCE 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR


The above-mentioned Meeting of Council was held in the Council Chambers, Wilcannia on Tuesday 19th April 2011 commencing at 9:04am.

SECTION 1. RECEIPT OF APOLOGIES AND THE GRANTING OF LEAVE OF ABSENCE .......................... 4 SECTION 2. CONFIRMATION OF MINUTES OF PREVIOUS MEETING ........................................................ 5

2.1 Business Arising out of Minutes ................................................................................................................................. 5 2.2 Notices of Motion/Rescission ..................................................................................................................................... 5

SECTION 3. MAYORAL MINUTE OR REPORT...................................................................................................... 7 3.1 Motor Vehicle Policy – Clarification and Amendment .............................................................................................. 7

SECTION 4. PUBLIC ACCESS - QUESTIONS AND COMMENTS FROM THE PUBLIC .............................. 10 SECTION 5. GENERAL MANAGERS REPORT .................................................................................................... 12

5.1 Administration ........................................................................................................................................................... 12 5.1.1 Staff Matters......................................................................................................................................................... 12 5.1.2 Western Lands Advisory Council........................................................................................................................ 12 5.1.3 Councillor Weekend ............................................................................................................................................ 12 5.1.4 Wilcannia Boomerangs ........................................................................................................................................ 12 5.1.5 ALIV .................................................................................................................................................................... 12 5.1.6 Internal Audit Committee .................................................................................................................................... 12 5.2 Schedule of Investments............................................................................................................................................ 13 5.3 Rates Collection Statement ....................................................................................................................................... 14 5.4 2011 Shires Association Annual Conference ........................................................................................................... 14 5.5 Australian Local Government Women’s Association .............................................................................................. 15 5.6 2010 Community Building Partnership Program ..................................................................................................... 15 5.7 Motor Vehicle Policies .............................................................................................................................................. 16 5.8 Menindee Mens Shed ................................................................................................................................................ 16 5.9 Volunteer/Community Organisation Funding .......................................................................................................... 17 5.10 Revised Borrowing Order ......................................................................................................................................... 17 5.11 Wilcannia Post Office ............................................................................................................................................... 18

SECTION 6. MANAGER TECHNICAL AND ENGINEERING SERVICES ....................................................... 19 6.1 Activity Report March 2011 to April 2011............................................................................................................... 19 6.1.1 Councillor Questions ........................................................................................................................................... 19 6.1.2 Administration ..................................................................................................................................................... 19 6.1.3 Community Amenity ........................................................................................................................................... 21 6.1.4 Water Supplies ..................................................................................................................................................... 21 6.1.5 Sewerage .............................................................................................................................................................. 22 6.1.6 Central Darling Shire Assets ............................................................................................................................... 22 6.1.7 Transport & Communication ............................................................................................................................... 22 6.1.8 Aerodromes .......................................................................................................................................................... 24 6.2 Wilcannia Water and Sewer Project ......................................................................................................................... 24

SECTION 7. MANAGER, ENVIRONMENTAL SERVICES REPORT ................................................................. 26 7.1 Information Items ...................................................................................................................................................... 26 7.1.1 Staff Matters......................................................................................................................................................... 26 7.1.2 National Heritage Trust Awards .......................................................................................................................... 26 7.1.3 Aboriginal Lands Clean-up Program 2011 ......................................................................................................... 26 7.2 Heritage Funding ....................................................................................................................................................... 26 7.3 Wilcannia Post Office ............................................................................................................................................... 27 7.4 De-sexing Clinic ........................................................................................................................................................ 28 7.5 LEP Acceleration Fund ............................................................................................................................................. 28 7.6 Staffing Requirements ............................................................................................................................................... 29

SECTION 8. RECEPTION OF CORRESPONDENCE ........................................................................................... 30 8.1 Media Releases .......................................................................................................................................................... 30 8.2 Letters ........................................................................................................................................................................ 31 8.3 Circular/Newsletters .................................................................................................................................................. 31

SECTION 9. THE RECEPTION OF REPORTS FROM COMMITTEES ............................................................. 32 9.1 Lake Menindee Plantation Reserve R8685-9 s355 committee Page 33 ............................................................ 32 9.2 CDSC Internal Audit Committee Meeting Minutes Page 34-40 .................................................................... 32

SECTION 10. DELEGATES REPORTS ................................................................................................................... 42 SECTION 11. QUESTIONS WITH NOTICE ........................................................................................................... 51 SECTION 12. URGENT BUSINESS ......................................................................................................................... 52 SECTION 13. CONFIDENTIAL MEETING ........................................................................................................... 54

13.1 Council Asset ............................................................................................................................................................ 54 13.2 Engineering Staff ....................................................................................................................................................... 54 13.3 GM – Recruitment and Contract ............................................................................................................................... 54

SECTION 14. FIXING DATES AND VENUES FOR NEXT MEETING.............................................................. 56


SECTION 1. RECEIPT OF APOLOGIES AND THE GRANTING OF LEAVE OF ABSENCE

RECOMMENDATION That the apologies be received and noted and leave of absence be granted.

1-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Wellings that the apologies be received and noted and leave of absence be granted.

MOTION CARRIED

PRESENT: Councillors: Ray Longfellow Graham Wellings Peter Sullivan Paul Brown Moya Reid Clive Linnett Eamon Sammon Ron Page Lorraine Looney

ALSO PRESENT:

Reece Wilson Manager Technical and Engineering Services Mel Brown Executive Manager Jeff Forster Finance Manager

APOLOGIES: Tim Hazell General Manager Leeanne Ryan Manager of Environmental Services

CONFIRMATION OF MINUTES OF PREVIOUS MEETING 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 2. CONFIRMATION OF MINUTES OF PREVIOUS MEETING

RECOMMENDATION That the minutes of the previous meeting be received.

2-4-11 Resolved On the Motion Of Clr Wellings, Seconded Clr Sullivan that the minutes of the previous meeting be received and noted.

MOTION CARRIED

2.1 Business Arising out of Minutes Councillor Reid requested a copy of the Wilcannia Boomerangs Loan agreement.

2.2 Notices of Motion/Rescission

3-4-11 Resolved On the Motion Of Clr Page, Seconded Clr Wellings that the Notice of Motion be defered until after Public Access.

MOTION CARRIED

CONFIRMATION OF MINUTES OF PREVIOUS MEETING 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

MAYORAL MINUTE OR REPORT 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 3. MAYORAL MINUTE OR REPORT

RECOMMENDATION That the Mayoral Report be received and noted.

4-4-11 Resolved On the Motion Of Clr Brown,that the Mayoral Report be received and noted.

MOTION CARRIED

3.1 Motor Vehicle Policy – Clarification and Amendment Background:

The inclusion of the requirement for the words Central Darling Shire Council to be placed on all Council owned vehicles on the rear (or sides if this is not possible), was to ensure that Council owned vehicles are readily identifiable.

It would appear that the requirement has been adhered to but markings are of a minimal size.

Under the circumstances it would appear necessary to be prescriptive of the size of the lettering.

RECOMMENDATION That vehicle stickers be purchased with individual lettering to be no smaller in height than 25 mm or in the case of a combined logo / lettering the combined markings be no smaller than 250 mm in height.

5-4-11 Resolved On the Motion Of Clr Reid, Seconded Clr Linnett That vehicle stickers be purchased with individual lettering to be no smaller in height than 25 mm or in the case of a combined logo / lettering the combined markings be no smaller than 250 mm in height.

MOTION CARRIED

16th March - Wilcannia Interagency Group- Group formed by the RSD Coordinator to ensure Agency/Service providers are maintaining commitments to the RSD. Also plans to avoid clashes in programs and activities. Has the ability if run properly to streamline some services. 17th March Wilcannia CWP. Young leadership Course was explained and the Duke of Edinburgh Award will be introduced. Over 150,000 to be spent upgrading TAFE facility in Wilcannia Lifeline running a nationwide Gambling Survey


Advised of the RSPCA animal health programme to be run 4th 5th and 6th May. It has been suggested that RSPCA Animal Rescue may attend. 23rd March Australia Day Awards Presentation Ivanhoe. Unable to attend due roads closures. Clr Linnett was asked to represent the Shire 29th March Ivanhoe Community Working Party Issue of proposed location of the Playground discussed. CWP prefer the existing playground at the oval be upgraded. Police raised the issue of Dogs on the streets at night. Asked for help with de-sexing programmes Signs recognising Traditional owners to be erected. Asked for a change to the sign on the Cobar Road. 30th March Menindee Lakes RAMSAR project Meeting – Menindee A presentation by RDA on the proposal. It included a case study by Tony Sharley of the Banrock site in South Australia. Preliminary figures from an economic study suggested that there could be up to $15m increase in Tourism value p.a. Craig Knowles the new Chair of the Murray Darling Basin Authority was present to talk with stakeholders including Local Councillors and myself. 5th April Audit Committee Meeting- Audit reports on Credit Card procedures and control of Council Assets were presented. A number of recommendations were accepted by the Committee and have been referred back to Council 6th April First Budget Workshop. This was very successful with 7 of 9 Councillors spending the better part of the day going through projected Income and Expenditure. Another Workshop is needed before the May Council Meeting. 12th April Lisa Baker and Jodie Janaway from Dept Transport – Re Community Buses. They had requested a meeting and were also meeting with the Finance Manager to discuss funding issues. They wished to know if Council would continue to endorse the services from Menindee and Wilcannia. Issues with funding will need to be discussed during budget sessions. 13th April Andrea Harms Corporate Connect – MPREC. This organisation is working on the Learn Earn Legend program and the PaCE funding. This will be coordinated with existing services and programmes. 14th April Wilcannia CWP Meeting


Of particular interest to Council were proposed playground development by Save The Children and a call for a SkatePark/BMX facility. There was also preliminary discussion of the concept of a Family Community Centre possibly attached to the School. CDSC Bush Fire Management Committee – unable to attend Over the period staffing issues have been ongoing and will be the subject of discussion later in the meeting. I would also refer to a letter from the Murray Darling Assoc. thanking Council and Staff for their support and interest in their Natural Resource Management workshop in the Shire.

Councillor Sammon joined the meeting at 9:17am

PUBLIC ACCESS - QUESTIONS AND COMMENTS FROM THE PUBLIC 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 4. PUBLIC ACCESS - QUESTIONS AND COMMENTS FROM THE PUBLIC

The following was presented in Public Access.

PUBLIC ACCESS - QUESTIONS AND COMMENTS FROM THE PUBLIC 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

Mr Dick Dustain, resident of Sunset Strip addressed Council and suggested that the residents of Sunset Strip have been dictated to by Council and would like to see an end to this. Mr Bill Elliott informed Council of a letter from the Wilcannia Tourism Committee regarding the Wilcannia website and noted that no response had been received.

6-4-11 Resolved On the Motion Of Clr Page, Seconded Clr Sullivan that item 2.2 be dealt with

MOTION CARRIED

Councillor Page spoke against the motion suggesting that if the motion was adopted and the matter was presented to the Minister it would be found that due process had not been followed due to lack of consultation with the community. The Mayor requested further information from Management regarding the Progress Association and the s355 committee and that a further report be bought to Council.

7-4-11 Resolved On the Motion Of Clr Longfellow, Seconded Clr Linnett that a further report on the matter be bought to Council.

MOTION CARRIED

Councillors Reid and Looney withdrew the motion subject to a report to the next meeting of Council.

GENERAL MANAGERS REPORT 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 5. GENERAL MANAGERS REPORT

5.1 Administration

5.1.1 Staff Matters The Manager Community and Economic Development, Mr Kym Fuller has resigned from this position and left Council on the 30th March. A replacement for this position has yet to be considered.

Councillors requested a copy of the position description for the above listed position.

The Administration Officer – Revenue Services, Ms Margaret Sanderson has resigned from this position and will leave Council in May. The recruitment process for a replacement for this position is underway and it is hoped that this position will be filled shortly.

It was noted that Mr Graeme Peake has commenced in the position of AO – Revenue Services.

5.1.2 Western Lands Advisory Council Council has received correspondence from The Hon Tony Kelly MLC, Minister for Lands regarding the appointment of Councillor Clive Linnett to the Western Lands Advisory Council for a three year term commencing 1 February 2011 and expiring 31 January 2014. Councillor Linnett is to be congratulated on his reappointment to this Council.

5.1.3 Councillor Weekend LGSA Learning Solutions is holding a Councillor Weekend at Coffs Harbour on the 27th and 28th May to explore the principles of managing stress, community leadership, meeting skills for Councillors and more. The cost for the weekend is $990 per Councillor including workshops, manuals, and dinner. This workshop is open for any interested councillor wishing to attend.

5.1.4 Wilcannia Boomerangs In relation to a question from Councillor Reid at the March meeting of Council requesting further information on the details of the loan given to the Wilcannia Boomerangs Rugby League Incorporated, the funds were loaned for the initial purchase of jerseys, shorts, socks and other promotional goods. As previously reported to Council the original loan was for $3,558.50 over a three year period and to date a total of $2,000.00 has been repaid.

5.1.5 ALIV As reported to the Mayor the costs associated with having the ALIV group stay in the ATCO’s in Wilcannia amounted to $504.39 which consisted of $446.70 for electricity and $57.69 for domestic waste collection. These figures are estimates based on consumption patterns from previous years.

5.1.6 Internal Audit Committee Councils Internal Auditor, UHY Haines Norton has completed the Review of Asset Stewardship Arrangements and Review of Credit Card Transactions reports. These reports are presented as attached for Councils information.

RECOMMENDATION That the Administration Report be received and noted.


8-4-11 Resolved On the Motion Of Clr Longfellow, Seconded Clr Sullivan that the Administration Report be received and noted.

MOTION CARRIED

5.2 Schedule of Investments

DATE TIME

PERIODINTEREST

RATEDUE

DATETOTAL ($)

Deposits at Call

Commonw ealth 4.45% $0.00

Westpac 4.55% $760,000.00

Australian Corporate Mortgage Backed Securities (Face Value)

Castlereagh Trust 90 Points over 3mth BBSW 6.05% 21-Jun-13 $1,500,000.00

1,200,015.00$

Total Investments as at 31st March 2011

$760,000.00

$1,200,015.00

$0.00

$1,960,015.00

Schedule of Investments - March 2011

Capital Value 31st March, 2011

11 am Call Account

Mortgage Backed Security

requires measurement at fair value at the end of the Period.

Commercial Bills and Term Deposits are short term investments issued by a bank w ith a promise to

pay a specif ied amount on settlement (being the face value plus interest).

Term Deposits

At Call refers to funds held at a f inancial institution that can be recalled w ithin 24 hours.

The Mortgage Backed Security is a longer term investment w ith a f loating interest rate on the Notes.

The rate is adjusted every 3 months. Council classif ies this facility as 'available for sale' w hich

The Collateralised Debt Obligation that Council holds with the Westpac Bank and Castlereagh Trust was valued at $1,200,015 at the end of March 2011.

RECOMMENDATION That the Schedule of Investments report for March be received and adopted.

9-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Linnett that the Schedule of Investments report for March be received and adopted.


MOTION CARRIED

5.3 Rates Collection Statement The rate collection statement for the month of March is attached for information.

RECOMMENDATION That the Rates Collection Report for March be received and adopted.

10-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Wellings that the Rates Collection Report for March be received and adpoted.

MOTION CARRIED

5.4 2011 Shires Association Annual Conference Advice has been received that the 2011 Shires Association Annual Conference is to be held in Sydney from the 30th May – 1st June 2011. Registrations are being called, with a deadline of Monday the 17th May 2011. A copy of the Draft Conference Program is attached for Councils reference.

Council’s policy provides for attendance at this conference by the Mayor or nominated delegate, General Manager and one Councillor from each ward along with their spouse or partner.

Councillors are reminded that the Mini Conference of the Western Division Shires Association will be held on the afternoon of Monday 30th May.

Councillors Sullivan, Reid, Brown and Linnett will be in attendance at the conference together with Councillor Longfellow as a member of the Executive Committee. It was agreed that Council representatives arrange meetings with the Minister for Roads and the Minister for Western NSW whilst in Sydney. A suggestion to meet with Ryde City Council at the completion of the conference was also agreed to.

RECOMMENDATION That Council consider representation at this Conference in line with the adopted Council policy.

11-4-11 Resolved On the Motion Of Clr Reid, Seconded Clr Wellings that Council be represented by Councillors Sullivan, Brown, Reid and Linnett at the LGSA Conference and also by Councillor Longfellow as a member of the Executive.

MOTION CARRIED


5.5 Australian Local Government Women’s Association Correspondence has been received from the New South Wales Branch of the Australian Local Government Women’s Association (ALGWA) indicating that the annual conference is to be hosted by the Blacktown City Council from the 26th to the 28th May 2011. Registrations are open and details of the conference agenda are now available.

Council has supported the membership of the Women’s Association and the attendance at the annual conference. It is considered appropriate for Council to support the attendance any interested Councillor. Provision has been made for two members of staff to be invited to attend the conference.

No Councillors were interested in the attendance at this conference.

RECOMMENDATION That Council support and endorse any interested Councillors attendance at the Annual Conference to be hosted by the Blacktown City Council from the 26th to the 28th May 2011.

12-4-11 Resolved On the Motion Of Clr Longfellow, Seconded Clr Sullivan That Council support and endorse any interested Councillors attendance at the Annual Conference to be hosted by the Blacktown City Council from the 26th to the 28th May 2011

MOTION CARRIED

5.6 2010 Community Building Partnership Program As a result of the recent discussion at the Council budget workshop, contact has been made with the Community Building Partnership office to ascertain the details surrounding this application. Confirmation has been received that the funding is still available even with the recent change in the State Government and that the funding was signed off late 2010. The program has granted $50,000 to the project which includes town entrance signs for Wilcannia, Menindee, Ivanhoe and White Cliffs. Subsequent to this, Council are required to contribute $30,000 in the form of cash and the Menindee Regional Tourist Association, White Cliffs Opal Field Tourist Association, Ivanhoe Revival Group and the Wilcannia Community are to each contribute $5,000 ‘in-kind’ support to the project totalling the remaining $20,000. The suggested ‘in-kind’ support from the above listed groups is to be in the form of labour and it is also suggested that each of the community groups are responsible for the community consultation process. The completion date for this project is 31st December 2011.


RECOMMENDATION That Council allocates $30,000 in the 2011/2012 Budget for the erection of town entrance signage in the towns of Menindee, Wilcannia, White Cliffs and Ivanhoe.

13-4-11 Resolved On the Motion Of Clr Sullivan, Seconded clr Page that Council accept the funding agreement and authorise the signing of the funding documents and commence community consultation immediately.

MOTION CARRIED

5.7 Motor Vehicle Policies Following the ongoing amendments to the following two policies, Motor Vehicles – Private Use Of and Motor Vehicles – Use of and Prevention of Injury, the final policies are now presented to Council for adoption.

The policy Motor Vehicle - Private Use Of was agreed to with the inclusion of the recommendation included in the Mayoral Minute and the removal or point Q.

RECOMMENDATION That Council adopt the policies Motor Vehicles – Private Use Of and Motor Vehicles – Use of and Prevention of Injury.

14-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Reid that Council adopt the policies Motor Vehicles – Private Use of and Motor Vehicles – Use of and Prevention of Injury.

MOTION CARRIED

5.8 Menindee Mens Shed Correspondence has been received from UnitingCare Ageing Western Region following an approach from the Menindee Mens Shed to be the auspice for the Shed. As the Shed is on the grounds of the Menindee Transaction Centre, UnitingCare Ageing have requested to enter into an agreement with the Council regarding the use of the Shed. Uniting Care Ageing on behalf of the Shed and its members have requested a ‘peppercorn’ rental for the Shed to be placed in the agreement.

The Shed is to be a stand alone facility from the Menindee RTC and is to be in no way associated with the Centre and its current services.


Council requested a full and comprehensive report regarding the History and Operations of the Menindee Mens Shed to be presented at the May Council Meeting.

RECOMMENDATION That Council consider entering into an agreement with UnitingCare Ageing regarding the use of the Menindee Mens Shed and place a ‘peppercorn’ rent on the facility.

15-4-11 Resolved On the Motion Of Clr Page, Seconded Clr Longfellow that a full and comprehansive report on the Menindee Mens Shed be presented to the May meeting of Council.

MOTION CARRIED

5.9 Volunteer/Community Organisation Funding At the Councillor workshop held regarding the 2011/2012 Budget, Council discussed the possibility of allocating $5,000 to each Shire town for volunteer/community organisations to assist with small projects around the towns for the better of the communities. This funding is to be separate from the current financial assistance grants offered on a yearly basis and is to be allocated at the authorisation of Council.

RECOMMENDATION For Council’s consideration

16-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Reid for Council’s consideration in the 2011/2012 Budget.

MOTION CARRIED

5.10 Revised Borrowing Order A revised Borrowing order pursuant to S.624 of the Local Government Act 1993 was released in 2009 and while retaining the limitation on councils to borrow only in Australia and in Australian currency, has removed all other limitations and restrictions. In practice this means council can borrow so long as reasonable care and diligence is exercised and the cumulative effects with regard to the long term are understood. The decision to borrow cannot be delegated and includes all borrowings including bank overdraft and credit card limits. Council is still required to submit borrowing projection for the next year in the month of May and to advise of amendments to these projection, after the event.

19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

RECOMMENDATION That the Revised Borrowing Order report be received and noted.

17-4-11 Resolved On the Motion Of Clr Wellings, Seconded Clr Reid that the revised borrowing order report be received and noted.

MOTION CARRIED

Items 5.11 and 7.3 were discussed in conjunction.

5.11 Wilcannia Post Office Correspondence has been received from Summit Employment and Training (as attached) following discussion with Robinson College and Centre Care to form a four way partnership with the Central Darling Shire Council to complete repairs and maintenance on the Wilcannia Post Office for the use of the four organisations. The request is to open a Culture and Training Centre/Keeping Place as well as a coffee shop in the old post office, a conference/training centre in the downstairs residence and accommodation on the second floor for service providers.

Given the importance of this building in Wilcannia and its location, it is important that Council take consideration in this matter.

RECOMMENDATION For Councils Consideration

18-4-11 Resolved On the Motion Of Clr Wellings, Seconded Clr Reid that a response be sent to Summit Employment informing them that other options for the building are currently being pursued.

MOTION CARRIED

Meeting adjourned at 10:19am, resuming at 10:54am

MANAGER TECHNICAL AND ENGINEERING SERVICES 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 6. MANAGER TECHNICAL AND ENGINEERING SERVICES

6.1 Activity Report March 2011 to April 2011

6.1.1 Councillor Questions When will the Pot holes on the Sunset Strip road be fixed – Works are programmed to commence Wednesday 13th April 2011. Any delays due to inclement weather, mechanical breakdowns etc will be addressed and all potholes will be completed by Easter.

What is the full cost of replacing any damaged water drinking station units – Approximately $3,000 for a new unit + installation costs (estimated $1,500)

6.1.2 Administration Workshops, Meetings and Conferences

Peer Exchange Group (PEG), Cobar, 5th and 6th April

Roads and Assets Engineer attend PEG meeting in Cobar. Attended by Western region Councils and RTA to discuss RMCC contract issues and progress to date. Contract management, best practice and environmental procedures were addressed.

Reflect Workshop, Wilcannia, 16th March

Roads and Asset Engineer, Technical Officer and 3 outdoor staff attended Reflect training at Wilcannia to gain a better understanding of the Reflect computer tablet use. The tablet is used in the RMCC contract for Highway inspections and defect logging, repairs and maintenance.

Willandra Creek Meeting, Willandra National Park, 18th March

Manager Technical and Engineering Services, Cr Linnett attended the Willandra Creek meeting to discuss the future flows and direction proposed by the NSW Office of Water. The meeting was well attended by local property owners, 19 in number, and the Mayor of Carathool Shire, Peter Laird. Andy Stellie, President of the Willandra Creek Water Users association was happy with the day’s proceedings and the NSW Office of Water gathered valuable local knowledge.

RDA Meeting, Menindee, 30th March

Manager Technical and Engineering Services, Mayor, Cr Reid, Cr Looney attended a public meeting arranged by RDA Far West NSW.

The meeting consisted of presentations from State Water on the current situation with Menindee lakes and future direction. Guest speaker, Tony Sharley, provided information on RAMSAR and in particularly his past experiences with Banrock Station and Riverland Wetland areas.

Mr Craig Knowles and other dignitaries attended the meeting for a meet and greet session in the afternoon.

Wilcannia Water and Sewer Steering Committee, 7th April, Wilcannia


Manager Technical and Engineering Services, Contract Project Engineer attended the first Steering Committee Meeting for the Wilcannia Water and Sewer Project.

The meeting was attended by NSW Office of Water, Ian Burton and Shyamala Manorothan, Lands Council, Jack Beetson, Department of Sustainability and Environment Australia and Department of Public Works.

The office based meeting addressed the roles of the Steering Committee, funding arrangements and any questions any parties had concerning the project. The Department of Public Works had 5 technical staff assessing the proposed works and any technical enquiries were addressed in the afternoon session.

The Steering Committee will meet on a 3 monthly basis or as needed.

Depot Office

Location Task Comments Manager of Technical and Engineering Services

Office/Shire Supervision, Enquiries, Inspections, Invoices Ongoing

Works Programme 2010/2011 Programme 60% Complete

Water/Sewer Asset Capture and implement In Progress

Grant Applications Remote Airstrip Service Program In Progress

Natural Disaster Funding In Progress

Regional Roads REPAIR Program

Submit Application 2010/2011 Complete

Ivanhoe Bores To be reassessed in December 2011.

On hold

Wilcannia 2nd Bore Install pumps and power and connect to town water supply

As part of the

Remote Communities

Program Plant Replacement Wilcannia Roads Maintenance

Truck In progress,

estimated mid April

Project Engineer

Wilcannia Weir Immediate works to minimise leakage New Weir proposal

Application completed In progress

Wilcannia Water and Sewer

Remote Communities Assistance Aboriginal Communities

Approved In progress

Drought Management Plan

Review and Update Completed to final draft

Aboriginal Communities Water and Sewer Program – Warrali and Mallee

Provide water and sewer services in accordance with the draft management plan and interim arrangements between Council,

Interim arrangements

commenced on 19/9/10


WALC and NSW Office of Water

Darling River Monitoring Station

Meet stakeholders on-site to discuss issues and consider alternatives. NSW Office of Water to provide a response to the issues raised by interested residents.

Received reply from NSW

Office of Water.

Wilcannia Weir Meeting

Convene meeting with all relevant stakeholders on the future of the Wilcannia Weir.

Meeting will now be convened

given release of the Murray

Darling Basin Plan.

Assets Roads Manager

State Roads RMCC

Works Proposals submitted this Month

2

Works Orders received (total for the year)

5

RTA Works Proposals and Works Orders. Routine Maintenance Register. Highway routine inspections.

Start RMCC 3 WO

Completed On Going On Going

Overseer

Office/Shire Staff supervision, Enquiries, Inspections.

Ongoing

Shire Roads Flood Damage Assessment 2010 Flood Damage Assessment 2011

Complete In Progress

MR 428 Reconstruction Works 100% Complete

6.1.3 Community Amenity

Public Conveniences

General maintenance all towns

6.1.4 Water Supplies Wilcannia

Wilcannia Filtered and Raw Water

Filtered and Raw Water for the town is sourced from the Darling River Weir Pool

Water levels at the Weir

On Monday 11th April 2011 the Darling River was approx. 5.5m

See graph below.


Pumps

Wilcannia Water Treatment Plant.

Satisfactory operation at the Water Treatment Plan.

White Cliffs

Satisfactory Operation

Water Levels, April 2011. All dams at capacity

Tank 1 = 6.0m

Tank 2 = 5.5m

Tank 3 = 8.75m (Wakefield) Supply for the Town

Ivanhoe

Satisfactory Operation, water supplied from the bore field’s storage; Flow rate is steady at 4.5 l/sec. Water Levels, February 2011.

Town storage 45 megalitres.

Morrison’s lake storage 400 megalitres. (capacity)

6.1.5 Sewerage Satisfactory operations, general maintenance, Wilcannia.

Routine Maintenance and inspections on the pump stations and pump wells.

6.1.6 Central Darling Shire Assets Roads, Water and Sewer assets

Inspected and logged into the Asset data system.

NAMS (National Asset Management System) purchased by Council and training has been completed. Asset register is to be updated and submitted to the NAMS web site to enable Council to produce the draft Asset Management Plan.

6.1.7 Transport & Communication General


State Roads - RTA Routine Maintenance Council Contract (RMCC)

Road Activity Comments

SH 8 Barrier Highway = 167.32 km Routine maintenance (RMCC)

75% Complete

SH21 Cobb Highway = 219.38 km Routine maintenance (RMCC) Maintenance Grade

75% Complete

Regional Roads

Road Activity Comments

MR 416 = 65.72 km Ivanhoe to Cobar Shire

Flood Damage Restoration

Complete

MR 428 = 34.91 km White Cliffs - Kayrunnera


Complete

MR 435 = 93.14 km Opal Miners Way


In Progress

MR 68A = 127.66 km Wilcannia To Tilpa


Complete

MR68C = 69.80 km Menindee to Pooncarie


Complete

Local Roads

Roads Activity Comments SR 1 Tilpa East Flood Damage

Restoration In Progress

SR 3 Tongo Flood Damage Restoration

In Progress

SR 4 Monolon Road Flood Damage Restoration

In Progress

SR 5 Wanaaring Road Flood Damage Restoration

In Progress

SR 6 Mandalay Road Flood Damage Restoration

In Progress

SR 9 Norma Downs Road Flood Damage Restoration

In Progress

SR 13 Ashmont Flood Damage Restoration

Complete

SR 14 Coolaminyah Flood Damage Restoration

Complete

SR 20 Baden Park Flood Damage Restoration

In Progress

SR 22 Cultowa Flood Damage Restoration

In Progress

SR 32 Glendara Flood Damage Restoration

In Progress

SR 49 Yancannia Flood Damage Restoration

In Progress


Councillor Sullivan requested the percentage road funding grants that is spent on roads.

6.1.8 Aerodromes

Menindee, Wilcannia, White Cliffs, Ivanhoe, Tilpa and Emmdale

Routine Inspections and maintenance ongoing.

Remote Airstrip Safety Program:

Emmdale airstrip works completed

White Cliffs airstrip completed

Wilcannia airstrip works completed

RECOMMENDATION That the Monthly Activity Report be received and noted

19-4-11 Resolved On the Motion Of Clr Looney, Seconded Clr Wellings that the Monthly Activity Report be received and noted.

MOTION CARRIED

6.2 Wilcannia Water and Sewer Project Further to the discussions that were had at the Wilcannia Water and Sewer Steering Committee Meeting on Thursday 7th April, the following Draft Project Timing milestones have been compiled.

Target Dates Milestone

February 2011 NOW call tenders for Project Management & Design √

April 2011 Appoint Project Manager √

Improvements to Water Treatment Plant and pump station on river

August 2011 Complete Water Treatment Plant Design & Construct (D&C)

contract documentation (Water Treatment Plant improvements

and repairs to river raw water pump station).

September 2011 Call tenders for D&C contract.

December 2011 Let tender (9 month contract)

September 2012 Complete improvements to WTP.

Improvements to Sewage Treatment Plant, Sewerage System, replace AC water

main.

December 2011 Complete Survey, Investigation and Design (SID) and contract documentation for works in proposed “Construct-only” contract. (Replace AC rising main, upgrade STP, replace STEP system in The Mallee, replace two existing council pump stations at Warrali Mission).

January 2012 Call tenders for “Construct-only” contract


Target Dates Milestone

March 2012 Let tender for sewerage works (etc) (6 month contract)

September 2012 Complete sewerage works / new raw water rising main.

Re-paint filtered water reservoir (CDSC to arrange) Tba – 2011 Invite tenders to repaint the reservoir

“ Complete required pipework to use raw water reservoir as filtered water reservoir during the repainting

“ Let tender “ Complete reservoir repainting

Project Management - construction October 2011 NOW call tenders for contract administration/construction

supervision. December 2011 Appoint Project Manager

Council is now in a position to call for tenders for the Filtered Water Reservoir relining and arrange associated pipe work diversions.

RECOMMENDATION That the Wilcannia Water and Sewer report be received and noted

20-4-11 Resolved On the Motion Of Clr Wellings, Seconded Clr Sullivan that the Wilcannia Water and Sewer report be received and noted.

MOTION CARRIED

MANAGER, ENVIRONMENTAL SERVICES REPORT 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 7. MANAGER, ENVIRONMENTAL SERVICES REPORT

7.1 Information Items

7.1.1 Staff Matters The position of Maintenance Officer has closed and a number of applications have been received, interviews will be held shortly.

7.1.2 National Heritage Trust Awards Council’s Heritage Adviser, Ms Liz Vines recently won the Cathy Donnelly award for heritage work undertaken in Broken Hill and Wilcannia at the 2011 National Trust Heritage Awards. Council was unsuccessful in picking up any individual awards on this occasion.

7.1.3 Aboriginal Lands Clean-up Program 2011 Some months ago Council lodged an Expression of Interest in conjunction with the Wilcannia Local Aboriginal Land Council to undertake a clean up of illegally dumped rubbish in and around Wilcannia. Notification was received from the funding body inviting Council to submit a full application. This application was lodged on the 11th April 2011 and is for approx. $50,000. It is unknown at this stage whether the application will be successful or not.

RECOMMENDATION That the Information Items be received and noted

21-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Longfellow that the Information Items be received and noted.

MOTION CARRIED

7.2 Heritage Funding Recently Council lodged an application for funding with the NSW Heritage Branch for funding to carry out conservation works to the Old Wilcannia Bridge. The application was for $45,000 to be matched $ for $ by Council. This application has been successful and works are to be completed by May 2013.

Council has also been advised that the owner of the Wilcannia Convent was successful with a funding application to rebuild the north east wall. This funding is for $50,000 to be matched $ for $ by the owner.

The Wilcannia Community Tourism Association has also been successful securing $3,000, to be matched $ for $, to undertake a feasibility study (or conservation management plan) for the rebuilding of the Old Wilcannia Wharf.

RECOMMENDATION That the Heritage Funding report be received and noted


22-4-11 Resolved On the Motion Of Clr Longfellow, Seconded clr Sullivan that the Heritage Funding report be received and noted.

MOTION CARRIED

7.3 Wilcannia Post Office Council has been advised that the application for funding under the National Historic Sites Program Round One (2010 – 2011) for the Wilcannia Post Office has been unsuccessful.

However, staff are currently reviewing and considering preparation of an application for funding through Regional Development Australia Fund. This funding is available for projects over $500,000. It is proposed that the Wilcannia Post Office could be considered under this funding round, for future use as a meeting room/space. Previous estimations indicate that costs for final works are in the vicinity of $500,000. It has been identified that seeking meeting room space in Wilcannia is proving difficult to secure due to the array of different meetings happening in Wilcannia at any given point in time. The site would be suitable for this purpose, and would not require the services of any additional staff to administer the bookings etc. This funding would seek the third stage of works being undertaken to the Post Office and would include works to the toilets, kitchen area, upstairs and remaining un-renovated downstairs rooms. Works to the exterior and the yard area could also be included. Funding under $5M is not required to have $ for $ contribution, however some contribution is expected unless extenuating circumstances can be identified. In this instance Council would seek eligibility for extenuating circumstances. It is viewed that using the building for meeting space would benefit the whole community and will assist to meet current demands.

RECOMMENDATION That Council support lodgement of an application for funding for the Old Wilcannia Post Office under the Regional Development Australia Fund.

23-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Longfellow that Council support lodgement of an application for funding for the Old Wilcannia Post Office under the Regional Development Australia Fund.

MOTION CARRIED


7.4 De-sexing Clinic The RSPCA are proposing to hold a dog de-sexing clinic in Wilcannia in early May 2011. Assistance is sought from Council to provide microchips, the services of Council’s Ranger/Animal Control Officer and a suitable venue. At this stage Council has been asked whether the community hall could be considered as a venue. An inspection of the hall has been undertaken, and it is viewed that the two back rooms behind the stage could be suitable and available. The RSPCA is seeking this location as opposed to previous locations due to the presence of running hot water and toilet facilities. They have advised they need to set up a field hospital which is a very clean and sterile environment. It is noted that community halls have been used in the past for these clinics including the Ivanhoe Community Hall.

At this stage the clinic is only being run in Wilcannia, to improve Aboriginal health. The RSPCA was questioned as to whether other communities such as Ivanhoe and Menindee would be included; at this stage there are no plans to hold this clinic in these locations.

Council requested that an information sheet regarding the responsibilities of owning a dog be sent out with the next rates instalment notices.

RECOMMENDATION That the De-sexing Clinic report be received and noted

24-4-11 Resolved On the Motion Of Clr Reid, Seconded Clr Sullivan that the De-sexing Clinic report be received and noted.

MOTION CARRIED

7.5 LEP Acceleration Fund Council has been offered funding to assist with the forward advancement of Council’s Comprehensive LEP. The funding is offered as in-kind through provision of the services of a planner and the undertaking of GIS Mapping. This contribution is on-top of the current assistance Council has been provided and seeks to benefit the joint LEP project being undertaken by Bourke, Brewarrina and Central Darling. The value of the funding is $148,400 (ex GST) to be provided to these Council’s as in-kind only, no cash component is attached. This additional assistance is expected to see Council’s Comprehensive LEP advance quicker towards gazettal at the end of 2011. At this stage Council’s consultant planner is preparing landuse tables and a draft LEP is expected to be ready for presentation to the June 2011 meeting of Council. The agreement for offer of in-kind assistance has been signed and returned to the Department of Planning as required.


RECOMMENDATION That Council endorse the actions of the Manager Environmental Services

25-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Reid that council endorse the actions of the Manager Environmental Services

MOTION CARRIED

7.6 Staffing Requirements For an extended time, Council has utilised the services of Mr Gordon Scott from Broken Hill to assist with expertise and technical advice relating to difficult building and town planning issues. These services have been on a casual basis when required pending on workload. To further secure these services it is requested that this position be made permanent part-time for 10 hours per week. It is requested that this position be added to Council’s organisation structure as part of the 2011-12 Management Plan.

It is noted through the DLG Healthy Check report that specific areas in Environmental Services are expected to implement responsibilities to a higher standard eg illegal development investigations, annual septic tank inspections etc. At present the Environmental Services Dept does not have enough staff or resources to undertake these duties to the levels indicated and expected in the report. It is proposed to further review staffing levels in conjunction with the 2011/2012 Operational Plan.

RECOMMENDATION That the current casual position within Environmental Services providing expert technical building and town planning advice be made a permanent part-time position for 10 hours per week.

26-4-11 Resolved On the Motion Of Clr Reid, Seconded Clr Page that the current casual position within Environmental Services providing expert technical building and town planning advice be made a permanent part-time position for 10 hours per week and the organisational structure be amended accordingly.

MOTION CARRIED

RECEPTION OF CORRESPONDENCE 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 8. RECEPTION OF CORRESPONDENCE

RECOMMENDATION That the Correspondence for Council be received and noted.

27-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Longfellow that the Correspondence for Council be received and noted.

MOTION CARRIED

8.1 Media Releases

Date Sender Contents 8/3/2011 Member for Murray-Darling Shocking Incompetence 9/3/2011 Local Government and Shires

Assocaitions of NSW ‘Planning system has lost its way’ in NSW, say Councils

9/3/2011 Local Government and Shires Associations of NSW

‘Bigger does not mean better, Minister Borger’ say Councils

9/3/2011 Member for Murray-Darling NSW Sport and Recreation Grants Now Open


Councils welcome Green’s plans for ‘Reinvigorating Local Government’

11/3/2011 Office of Water Revised meeting dates for northern NSW water sharing plans announced

14/3/2011 Member for Murray-Darling Safer Waters for Murray Darling 15/3/2011 Member for Murray-Darling Polling Places for 26 March 2011 15/3/2011 Local Government and Shires

Associations of NSW Councils keen to explore tourism opportunities


NSW Government library funding is well overdue, say Councils


$20 million needed to help weed out billion dollar problem


Constitutional Recognition of Local Government a step closer – All NSW parties support LGSA’s proposal for direct federal funding

22/3/2011 Member for Murray-Darling Police Announcement Welcomed By Williams

23/3/2011 Member for Murray-Darling Labor To Blame for Increase In Power Prices


Simple State Solutions key to stronger Support for families

23/3/2011 Member for Murray-Darling Williams Supporter of Royal Flying Doctors Service

24/3/2011 Member for Murray-Darling NSW Seniors Week Achievement Awards Recipients Announced

RECEPTION OF CORRESPONDENCE 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

24/3/2011 Member for Murray-Darling Our Policies Are the Best for Regional NSW: Williams


Vote for candidate that backs your council and community


Councils look forward to a new era with O’Farrell Government

28/3/2011 Member for Murray-Darling Election Result Shows Overwhelming Support for John Williams


Don’t contain deposit legislation any longer, say Councils


Compensation sought by councils for the loss of rates from national parks


Councils eagerly await review of funding for emergency services


Councils praise O’Farrell for swift scrapping of Part 3A

4/4/2011 Member for Murray-Darling Williams Looking Forward to Working with New Ministry

11/4/2011 Office of Water Increase for LachlanValley General Security Irrigators

11/4/2011 Member for Murray-Darling Barooga Public School Kitchen and Garden Opened

8.2 Letters

Date Sender Regarding 1/2/2011 Minister for Lands Appointment of Clr Clive Linnett to

Western Lands Advisory Council Councillor Reid tabled 2 letters from Menindee Homes for the Aged residents.

8.3 Circular/Newsletters

Sender Date Contents Local Government (NSW Dept Of)

10/3/2011 Long Service Leace – Amending Regulation

Local Government Association of NSW and the Shires Association of NSW

11/3/2011 Local Government Weekly 9/11



Local Government (NSW Dept Of)

23/3/2011 Swimming Pools Regulation – Commencement of Amendment







THE RECEPTION OF REPORTS FROM COMMITTEES 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 9. THE RECEPTION OF REPORTS FROM COMMITTEES

9.1 Lake Menindee Plantation Reserve R8685-9 s355 committee Page 33

RECOMMENDATION That Council receive and note the resignation from the Lake Menindee Plantation Reserve R8685-9 s355 committee.

28-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Reid that Council receive and note the resignation from the Lake Menindee Plantation Reserve R8685-9 s355 Committee.

MOTION CARRIED

9.2 CDSC Internal Audit Committee Meeting Minutes Page 34-40

RECOMMENDATION That Council receive and note the CDSC Internal Audit Committee Meeting minutes.

29-4-11 Resolved On the Motion Of Clr Page, Seconded Clr Sullivan that Council receive and note the CDSC Internal Audit Committee Meeting Minutes.

MOTION CARRIED


Minutes of the Central Darling Shire Council Audit Committee meeting held on Tuesday 5 April 2011 at 10.14am Venue: Council Chamber – Reid Street, Wilcannia PRESENT: John Brennan (Chair & Independent Member) Clr Paul Brown (Mayor) Clr Moya Reid Clr Peter Sullivan ALSO PRESENT: Clr Lorraine Looney Tim Drew – UHY Haines Norton, Internal Auditor Jeff Forster - Finance Manager 1. Welcome

The Chairperson opened the meeting and welcomed everyone in attendance. 2. Apologies

Clr Ray Longfellow, Vern Hembrow (Independent Member), Tim Hazell (General Manager)

3. Declaration of Conflicts of Interest

Nil 4. Confirmation of the minutes of the last meeting

Resolved on the Motion of Clr Brown, Seconded Clr Sullivan that the minutes of the Audit Committee meeting held on 22 February 2011 be adopted as a true and correct record. MOTION CARRIED

5. Business arising from the minutes

Nil.

6. Internal Audit – Corporate Credit Card Transactions

Internal auditor, Tim Drew, provided an overview of the internal audit undertaken on corporate credit cards. Discussion then took place in relation to various aspects of the report, including the purchase of fuel on corporate credit cards, fringe benefits tax implications of transactions, the corporate credit card policy and management and Council oversight functions.


Resolved on the Motion Of Clr Sullivan, Seconded Clr Brown that the Audit Committee accept the recommendation that “Council review and update its corporate credit card policy as a matter of priority.” MOTION CARRIED Resolved on the Motion Of Clr Reid, Seconded Clr Sullivan that the Audit Committee accept the revised recommendation “That the corporate credit card policy be amended to specifically exclude fuel purchases as an acceptable transaction type, except in exceptional circumstances where the fuel card cannot be used; and that the circumstances of any such use be recorded.” MOTION CARRIED Discussion then took place in relation to use of the corporate credit card assigned to the Manager Community and Economic Development, item 2.4 of the internal audit report. The Chairperson expressed concern at the lack of scrutiny of this issue, stating that he was of the view that it was worth further investigation. Resolved on the Motion Of Clr Reid, Seconded Clr Brown that the Audit Committee accept the revised recommendation “That all travel and accommodation expenses incurred by all staff with corporate credit cards be supported by explanatory information as to the nature of the travel and the outcomes achieved. That all such explanatory information be signed by the relevant staff member and authorised by the General Manager.” MOTION CARRIED Resolved on the Motion Of Clr Sullivan, Seconded Clr Reid that the Audit Committee accept the recommendation “That each credit card holder be required to sign a declaration to be attached to each monthly credit card statement, detailing the nature of all purchases made during the month and stating that all purchases have been made for legitimate business purposes. That such declarations be counter-signed by the General Manager, or in the case of the General Manager’s card, by the Mayor.” MOTION CARRIED


Resolved on the Motion Of Clr Sullivan, Seconded Clr Reid that the Audit Committee accept the recommendation “That Council develop an internal control policy and a comprehensive purchasing/procurement policy, as well as associated procedures.” MOTION CARRIED Resolved on the Motion Of Clr Sullivan, Seconded Clr Brown that the Audit Committee accept the recommendation “That all credit card holders be required to provide all relevant (for fringe benefits tax purposes) details of all people receiving meals when such expenditure is incurred on their corporate credit cards. That Council review its fringe benefits tax procedures to ensure that meals entertainment expenses are receiving the proper tax treatment.” MOTION CARRIED The Chairperson adjourned the meeting for lunch at 12:15pm. The meeting resumed at 12:34pm. Resolved on the Motion Of Clr Sullivan, Seconded Clr Reid that the Audit Committee accept the recommendation “That the provisions of the corporate credit card policy pertaining to record-keeping be vigorously enforced.” MOTION CARRIED Resolved on the Motion Of Clr Reid, Seconded Clr Sullivan that the Audit Committee accept the recommendation “That the General Manager be responsible for approving all monthly credit card statements for all other cardholders. In the case of the General Manager, the Mayor be responsible for approving all monthly credit card statements. That physical evidence of oversight and approval, by way of signatures, be made on all credit card statements by credit card holder and General Manager (or in the case of the General Manager’s card, the Mayor).” MOTION CARRIED Resolved on the Motion Of Clr Brown, Seconded Clr Sullivan that the Audit Committee recommend to Council that the corporate credit card policy be reviewed as a matter of priority and that all recommendations arising from the Internal Audit Report on


Credit Card Transactions – April 2011, be included in the revised policy. MOTION CARRIED

7. Internal Audit Report – Asset Stewardship

Internal auditor, Tim Drew, provided an overview of the internal audit undertaken on asset stewardship. Discussion took place in relation to the circumstances surrounding the transfer of ownership of the vehicle, registration number, AJ28EP. The committee also discussed the policy framework associated with the disposal of assets. Further discussion took place in relation to the responsibility for the asset management function and roles and responsibilities in relation to determining the organisation structure. Resolved On the Motion Of Clr Sullivan, Seconded Clr Brown that the Audit Committee accept the recommendation “All original documentation relating to the registration of Council vehicles be maintained in a secure location, with access limited to the General Manager and the Finance Manager. A register of access to vehicle registration be maintained that records the access to and movement of such registration papers. The General Manager retain sole responsibility for the overall management of the vehicle registration papers.” MOTION CARRIED Resolved On the Motion Of Clr Sullivan, Seconded Clr Brown that the Audit Committee accept the recommendation “That the fleet management function, including responsibility for asset disposals, but excluding responsibility for vehicle registration document management, remain with the Manager Technical and Engineering Services.” MOTION CARRIED Discussion took place in relation to item 2.4 from the audit report, security at Council depot. Resolved On the Motion Of Clr Brown, Seconded Clr Reid that the Audit Committee accept the revised recommendation “That the recommendation in relation to the security of Council depots be referred to the Engineering Department for comment and the development of solutions to minimise risk; and that a report be provided to the Audit Committee on the matter.” MOTION CARRIED


Discussion took place in relation to item 2.5 from the audit report, security of motor vehicle keys. Resolved On the Motion Of Clr Brown, Seconded Clr Reid that procedures be reinforced for allocation of keys and the use of vehicles and that vehicle usage be registered. MOTION CARRIED Discussion took place in relation to item 2.6 from the audit report, asset stock-takes. Resolved On the Motion Of Clr Sullivan, Seconded Clr Brown that the Audit Committee accept the recommendation “Regular stock-takes of assets be conducted at least once per annum, with irregular spot checks to be undertaken at random and without prior notice, by a person independent of Council’s normal asset stewardship functions.” MOTION CARRIED Resolved On the Motion Of Clr Sullivan, Seconded Clr Brown that the Audit Committee accept the recommendation “Council’s Finance department produce a monthly report for the General Manager in relation to vehicle usage, based on all available data sources, highlighting any exceptional or unusual usage patterns. Vehicle log book inspections to be undertaken on a quarterly basis and any exceptional or unusual usage patterns be reported to the General Manager for action. That a summary vehicle usage report based on the above be prepared and presented to the Audit Committee for its information and for monitoring purposes.” MOTION CARRIED Resolved On the Motion Of Clr Reid, Seconded Clr Sullivan that the Audit Committee accept the recommendation “That Council develop and implement a Fraud & Corruption Control Policy, an Internal Control Policy, an Asset Management Policy and an Asset Sale and Disposal Policy as a matter of urgency. That accompanying procedures be developed and implemented as soon as practicable, independent of the development of the related policies.” MOTION CARRIED


8. Risk Management Assessment

Internal auditor, Tim Drew, provided an overview of the draft risk register, explaining that it incorporated feedback from management and the Audit Committee following discussions held in October 2011, as well as information gained from other sources. Mr Drew also explained the need for further discussions and review of the risk register, as there had been no detailed discussion with management or the Audit Committee to this stage regarding the assignment of ratings to the various risks. Discussion then took place in relation to various aspects of the risk register.

9. Reputational risk to Council

The Chairperson, John Brennan, spoke of his concerns regarding the risk to Council’s reputation arising from the poor condition of Council’s assets, as well as the lack of enforcement of local laws, orders, etc. and the poor standard of service delivery generally. Clr Reid spoke of similar concerns she held, particularly in relation to service delivery, the lack of communication of changes to electoral boundaries and electoral rolls, and the associated impact these issues were having on Council’s reputation. Discussion then took place in relation to these issues and the need for improved complaints handling processes. Clr Brown advised that the Division of Local Government’s Promoting Better Practice review report contained a number of recommendations in relation to these issues, recommendations which must be implemented by Council. Clr Brown also spoke of his desire to see improvements in service delivery. Clr Looney spoke in relation to her concerns about playground equipment at Menindee which had been in storage for 12 months, but not erected.

10. Other Business

Council’s Finance Manager, Jeffrey Forster, advised the Committee that the external auditor’s interim visit was taking place in the week commencing 9 May.

11. Next meeting and agenda items


To be held on Tuesday, 7th June at the Council Chamber, Reid Street, Wilcannia. Council’s draft 2011/12 Budget will be reviewed by the Committee at this meeting.

12. Closure

The Chairperson thanked everyone for their attendance and declared the meeting closed at 3.00pm.


Councillor Page expressed an interest in becoming Councils representative on this committee and would fill the representative role until the matter is formally resolved.

DELEGATES REPORTS 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 10. DELEGATES REPORTS

RECOMMENDATION That the Delegates reports be received and noted.

30-4-11 Resolved On the Motion Of Clr Reid, Seconded Clr Sullivan that the Delegates reports be receive and noted.

MOTION CARRIED

Councillor Reid attended the West Darling Arts Board Meeting on the 31st March and tabled the Business Paper Reports.


The Mayor to provide a full report to the May meeting of Council regarding West Darling Arts. Councillor Linnett reported that he along with wife Fay attended the farewell dinner for Mr Brian Dobson, Rural Counsellor held in Balranald.

19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 11. QUESTIONS WITH NOTICE

RECOMMENDATION That the Councillors Questions with Notice be received and noted.

31-4-11 Resolved On the Motion Of Clr Looney, Seconded Clr Sullivan that the Councillor Questions with Notice be received and noted.

MOTION CARRIED

Councillor Looney

1. Does Murdi Paarki Regional Enterprise Corporation pay rental on Victory Park Caravan Park while the park is flooded?

2. Can you please let me know when the Menindee Cemetery was last surveyed?

Response:

1. The park is held under a 5 year lease - lease payments are at a peppercorn rate and due annually. Rent is charged for the house, and continues to be utilised while the park is closed therefore generates rental.

2. No specific date available. The cemetery may or may not have been surveyed before it was fenced.

URGENT BUSINESS 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 12. URGENT BUSINESS

Councillor Linnett requested that a letter of support be sent to the Lower Lachlan CMA and National Parks and Wildlife Service regarding the future flows of the Willandra Creek.

32-4-11 Resolved On the Motion Of Clr Linnett, Seconded Clr Page that correspondence be sent to the Lower Lachlan CMA and the National Parks and Wildlife Service regarding the future flows of the Willandra Creek.

MOTION CARRIED

Councillor Looney requested that the advertising for the Waste To Art program be reviewed as there is currently a lack of information regarding this.

Councillor Longfellow informed the Council of the possible changes to the current divisional structure with the combining of the LGA and LGSA. He stressed the importance of the need to multiple representatives from the Western Division of NSW.

33-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Page that Council support the retention of regional representation, similar to the divisional structure of the current Shires Association, within the proposed merger of the LGA and Shires Association to ensure representation of their unique issues and representation thereof.

MOTION CARRIED

Meeting adjourned at 12:35pm, resuming at 1:20pm

Budget Review Finance Manager distributed updated Income and Expenditure details for Councillors to review prior to the next workshop. Finance Manager commented on the issue of Costing the supply of Water and Sewerage services given the revaluation of assets last year. He explained that the increased value together with upgrade work being done on the Wilcannia system with grant funding could lead to a threefold cost increase in services.

URGENT BUSINESS 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

He indicated that under the guidelines it was acceptable for direct cost recovery only. Council agreed that for a costing point of view recognition of the costs was paramount if a true assessment of the ongoing viability of providing the service was to be made. It was recognised that there was little likelihood of Council being able to replace these assets without external funding. Council resolved that the next workshop would be held on 3rd May in Wilcannia

34-4-11 Resolved On the Motion Of Clr Reid, Seconded Clr Sullivan that a Councillor workshop regarding the Budget be held on the 3rd May.

MOTION CARRIED

CONFIDENTIAL MEETING 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 13. CONFIDENTIAL MEETING

RECOMMENDATION That Council formally close the meeting to the public to discuss matters in accordance with Section 10(2) (a) of the Local Government Act, 1993 being personnel matters concerning particular individuals (other than Councillors).

35-4-11 Resolved On the Motion Of Clr Longfellow, Seconded Clr Linnett that Council formally close the meeting to the public to discuss matters in accordance with Section 10(2) (a) of the Local Government Act, 1993 being personnel matters concerning particular individuals (other than Councillors),

MOTION CARRIED

13.1 Council Asset

13.2 Engineering Staff

13.3 GM – Recruitment and Contract

All staff left the meeting at 2:10pm

39-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Linnett that Council meeting revert to normal status.

MOTION CARRIED

40-4-11 Resolved On the Motion Of Clr Reid, Seconded Clr Wellings that all decisions taken in confidential meeting be made public.

MOTION CARRIED

36-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Reid that the Council Asset report be received and noted with further clarification expected.

MOTION CARRIED

CONFIDENTIAL MEETING 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

37-4-11 Resolved On the Motion Of Clr Page, Seconded Clr Wellings that Council offer the Assistant Overseer an extension of employment for 6 months to assist with the new bridge construction and the period of recruitment, employment and training process for the replacement Assistant Overseer.

MOTION CARRIED

38-4-11 Resolved On the Motion Of Clr Sullivan, Seconded Clr Linnett that the GM – Recruitment and Contract report be noted.

MOTION CARRIED

FIXING DATES AND VENUES FOR NEXT MEETING 19/05/11 CERTIFIED TRUE AND CORRECT GENERAL MANAGER MAYOR

SECTION 14. FIXING DATES AND VENUES FOR NEXT MEETING

The next meeting of Council will be held on the 17th May 2011 in Darnick commencing at 9:30am

There being no further business Council meeting concluded at 3:15pm

April 2011 Minutes without confidential - Central Darling Shire · 2015. 7. 2. · Menindee A...

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