Glen Innes Severn Council Meeting 28 November 2013€¦ · Glen Innes Severn Council – Open...

Glen Innes Severn Council Meeting

28 November 2013

Glen Innes Severn Council – Open Ordinary Meeting – 28 November 2013

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GLEN INNES SEVERN COUNCIL

OPEN ORDINARY MEETING OF COUNCIL

MINUTES

From the meeting held at the Glen Innes Severn Learning Centre,

William Gardner Conference Room on

THURSDAY, 28 NOVEMBER 2013 AT 5.15 P.M.

Table of Contents

1 ACKNOWLEDGEMENT TO COUNTRY ...................................................................... 5

2 OPENING BY MINISTER FROM THE FRATERNAL .................................................. 5

3 APOLOGIES ................................................................................................................ 6 1.11/13 RESOLUTION ......................................................................................... 6

4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS ........................................................................................... 6

5 MINUTES OF PREVIOUS ORDINARY MEETING HELD ON 24 OCTOBER 2013 TO BE CONFIRMED .................................................................................................... 6

2.11/13 RESOLUTION ......................................................................................... 6

6 MAYORAL MINUTE ..................................................................................................... 6

6.1 Public Meeting .................................................................................................... 6

7 NOTICE OF MOTIONS ................................................................................................ 6

8 NOTICE OF MOTION OF RESCISSION ...................................................................... 7

9 REPORTS .................................................................................................................... 7

9.1 Corporate Management: Reporting: Glen Innes Severn Council Annual Report 2012-2013 ............................................................................................... 7 3.11/13 RESOLUTION ......................................................................................... 7

9.2 Corporate Management: Policy: Review of Staff Annual Christmas Party Policy .................................................................................................................. 7 4.11/13 RESOLUTION ......................................................................................... 7


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9.3 Corporate Management: Policy Register: Review of Council Involvement in Projects Driven by Community Groups Policy ............................................ 7

5.11/13 RESOLUTION ......................................................................................... 8

9.4 Information Management: Government Information (Public Access) Act (GIPA): Agency Information Guide ................................................................... 8

6.11/13 RESOLUTION ......................................................................................... 8

9.5 Finance: Presentation of Financial Reports for the year ended 30 June 2013 ..................................................................................................................... 8 7.11/13 RESOLUTION ......................................................................................... 8

9.6 Finance: Financial Assistance Grant Calculations – 2013-14 Details .......... 9

8.11/13 RESOLUTION ......................................................................................... 9

9.7 Finance: Presentation of Scenarios for Long Term Financial Plan .............. 9 9.11/13 RESOLUTION ......................................................................................... 9

9.8 Finance: Quarterly Budget Review – September 2013 ................................. 10 10.11/13 RESOLUTION ..................................................................................... 10

9.9 Financial Management: Finance Report – October 2013 ............................. 10 11.11/13 RESOLUTION ..................................................................................... 10

9.10 Rates and Valuations: Reporting - Rates and Charges Collections October 2013 .................................................................................................... 11

12.11/13 RESOLUTION ..................................................................................... 11

9.11 Community Services: Policy: Youth Services Policy .................................. 11

13.11/13 RESOLUTION ..................................................................................... 11

9.12 Corporate Management: Policy Register: Glen Innes Severn Council – Drug and Alcohol Policy .................................................................................. 11 14.11/13 RESOLUTION ..................................................................................... 11

9.13 Corporate Management: Policy Register - Glen Innes Severn Council – Town Hall Hiring Policy ................................................................................... 12 15.11/13 RESOLUTION ..................................................................................... 12

9.14 Work Health and Safety: General: Workplace Injury Management Report – October 2013 .................................................................................................... 12 16.11/13 RESOLUTION ..................................................................................... 12

9.15 Community Services Reporting: Reporting – Library/Learning Centre Report – October 2013 ..................................................................................... 12 17.11/13 RESOLUTION ..................................................................................... 12

9.16 Corporate and Community Services: Reporting – September and October 2013 ................................................................................................................... 13 18.11/13 RESOLUTION ..................................................................................... 13


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9.17 Development and Building Controls: Applications: Review of Determination DA 109/11-12 – Rural/Residential Subdivision – 393 Grafton Street, Glen Innes ............................................................................... 13 19.11/13 RESOLUTION ..................................................................................... 13

9.18 Economic Development: Flying School: Use of Glen Innes Airport: Deed of Funding Agreement NSW Trade and Investment ...................................... 17 20.11/13 RESOLUTION ..................................................................................... 17

9.19 Department of Development, Regulatory and Sustainability Services: Monthly Reporting – October 2013 ................................................................. 18 21.11/13 RESOLUTION ..................................................................................... 18

9.20 Governance: Committees of Council: Infrastructure Services Committee – Adoption of Minutes ..................................................................................... 18 22.11/13 RESOLUTION ..................................................................................... 18

9.21 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.1 Governance: Committees of Council: Special Purpose Committee: Infrastructure Services Committee ................................................................. 18 23.11/13 RESOLUTION ..................................................................................... 18

9.22 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.2 Roads: Bridges – Timber Bridge at Nine Mile Road Severn River ............... 19

24.11/13 RESOLUTION ..................................................................................... 19

9.23 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.3 Corporate Management: CBD Upgrade ......................................................... 19 25.11/13 RESOLUTION ..................................................................................... 19

9.24 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.4 Financial Management: Emmaville Beautification Master Plan .................. 20 26.11/13 RESOLUTION ..................................................................................... 20

9.25 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.5 Plant, Equipment and Stores: Fleet Management: Light Vehicles ............... 21

27.11/13 RESOLUTION ..................................................................................... 21

9.26 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.6 Corporate Management: Policy Register: Repeal of Policy ....................... 21 28.11/13 RESOLUTION ..................................................................................... 21

9.27 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.7 Corporate Management: Pesticide Use Notification Plan Policy ................ 22 29.11/13 RESOLUTION ..................................................................................... 22

9.28 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.8 Department of Infrastructure Services: Monthly Reporting – September 2013 ................................................................................................................... 22 30.11/13 RESOLUTION ..................................................................................... 22


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9.29 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 5.1 Corporate Management: Glen Innes CBD Upgrade Project ......................... 22 31.11/13 RESOLUTION ..................................................................................... 22

10 CORRESPONDENCE, MINUTES, PRESS RELEASES ........................................... 23

10.1 Correspondence and Press Releases ............................................................ 23

32.11/13 RESOLUTION ..................................................................................... 23

10.2 Minutes of Committee Meetings for Information ........................................... 23 33.11/13 RESOLUTION ..................................................................................... 23

10.3 Minutes of Community Committees for Information ..................................... 23

34.11/13 RESOLUTION ..................................................................................... 23

10.4 Minutes of Other Organisations for Information ........................................... 24 35.11/13 RESOLUTION ..................................................................................... 24

11 REPORTS FROM DELEGATES ................................................................................ 24

36.11/13 RESOLUTION ..................................................................................... 25

12 REPORTS FROM COMMITTEES .............................................................................. 26

13 ITEMS OF AN URGENT NATURE ............................................................................ 26

14 CLOSED COUNCIL REPORTS ................................................................................. 26 37.11/13 RESOLUTION ..................................................................................... 26

14.1 Glen Innes Aggregates: Business Plan Implementation .............................. 26 38.11/13 RESOLUTION ..................................................................................... 26

14.2 Corporate Management: Performance Management: General Manager ..... 27 39.11/13 RESOLUTION ..................................................................................... 27 40.11/13 RESOLUTION ..................................................................................... 27

41.11/13 RESOLUTION ..................................................................................... 27


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COMMUNITY CONSULTATION (Commenced at 5.04pm) Mr John Chappell, as a representative of the Dundee Reserve Trust, thanked Council for the opportunity to address them in regards to the Nine Mile Bridge. Mr Chappell sought information on the following items relating to the Nine Mile Bridge:

Clarification in regards to the Local Timber Bridge Rehabilitation budget in the Draft Transport Infrastructure Capital Program 2013/14 to 2023/24;

Requested an update on the timber bridges testing; and

Requested a timeframe for the grading of Nine Mile Road. Mr Chappell also informed Council that the Australia Post Contractor has again stopped delivering mail to residents on the Nine Mile Road. Mr Chappell said that the Dundee Reserve Trust welcomed the $300 million Bridge Renewal funding and implored Council to apply for any, and all, available funding, so that the Nine Mile Bridge could be repaired. The Director of Infrastructure Services provided answers to the questions raised by Mr Chappell. PRESENT: Cr Colin Price (Mayor), Cr Dianne Newman, Cr Andrew Parsons, Cr Mick Scherf and Cr Malcolm Schumacher. IN ATTENDANCE: Mr Hein Basson (General Manager), Mrs Vanessa Menzie (Director of Infrastructure Services), Mr Graham Price (Director of Development, Regulatory and Sustainability Services), Mrs Anna Watt (Director of Corporate and Community Services), Mr Eric Brown (Manager of Finance) and Mrs Cathi Tibbs (Minute Taker). OPENED: 5.17p.m.

1 ACKNOWLEDGEMENT TO COUNTRY The Mayor read the following “Acknowledgement to Country”: “I acknowledge the Ngoorabul people as the traditional custodians of our land. I give respect to past and present Elders and extend that respect to other Aboriginals present. I also recognise the role of our early setters, Celtic and Anglo, in shaping the community that we have become.”

2 OPENING BY MINISTER FROM THE FRATERNAL

Reverend Chris Brennan opened the Meeting with a prayer.


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3 APOLOGIES

Apologies were given for Cr Graeme Quinn and Cr James Graham. Moved: Cr Newman Seconded: Cr Parsons 1.11/13 RESOLUTION That Cr Graeme Quinn and Cr James Graham be granted absence of leave from the Council Meeting. CARRIED

4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

No disclosure of conflict of interests/pecuniary and non-pecuniary interests were received.

5 MINUTES OF PREVIOUS ORDINARY MEETING HELD ON 24 OCTOBER 2013 TO BE CONFIRMED

Moved: Cr Scherf Seconded: Cr Newman 2.11/13 RESOLUTION That the Minutes of the Ordinary Meeting of the Council held on 24 October 2013, copies of which were circulated, be taken as read and confirmed as a correct record of the proceedings of the Meeting. CARRIED

6 MAYORAL MINUTE

6.1 Public Meeting The Mayor recapped on the public meeting held on Tuesday, 26 November 2013, regarding the CBD-Upgrade which was attended by approximately 120 members of the community. The Mayor advised that senior and technical staff delivered presentations that provided the community with good information regarding the various aspects of this project. The Mayor also mentioned that a range of views were expressed by different community members.

7 NOTICE OF MOTIONS There were no notices of motions received.


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8 NOTICE OF MOTION OF RESCISSION There were no notices of motions of rescission received.

9 REPORTS

9.1 Corporate Management: Reporting: Glen Innes Severn Council Annual Report 2012-2013

REPORT FROM: GENERAL MANAGER Author: Debbie Duffell – Executive Assistant Moved: Cr Scherf Seconded: Cr Parsons 3.11/13 RESOLUTION 1. That Council notes the Glen Innes Severn Council Annual Report for 2012-2013, as

distributed under separate cover with the Business Paper.

2. That Council requests the General Manager to lodge the Glen Innes Severn Council Annual Report 2012-2013 with the Division of Local Government by 30 November 2013.

CARRIED

9.2 Corporate Management: Policy: Review of Staff Annual Christmas Party Policy

REPORT FROM: GENERAL MANAGER Author: Debbie Duffell – Executive Assistant

Moved: Cr Parsons Seconded: Cr Schumacher 4.11/13 RESOLUTION That Council approves the reviewed Staff Annual Christmas Party Policy, attached as Annexure A to the Business Paper, noting that the Christmas Party for 2013 will be held on the afternoon of Friday, 13 December, commencing at 1.30pm. CARRIED

9.3 Corporate Management: Policy Register: Review of Council Involvement in Projects Driven by Community Groups Policy

REPORT FROM: GENERAL MANAGER Author: Debbie Duffell – Executive Assistant


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Moved: Cr Newman Seconded: Cr Schumacher 5.11/13 RESOLUTION That Council adopts the reviewed Council Involvement in Projects Driven by Community Groups Policy, attached as Annexure B to the Business Paper. CARRIED

9.4 Information Management: Government Information (Public Access) Act (GIPA): Agency Information Guide

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell – Executive Assistant Moved: Cr Scherf Seconded: Cr Newman 6.11/13 RESOLUTION That Council adopts the reviewed Agency Information Guide for the Glen Innes Severn Council attached as Annexure C to the Business Paper. CARRIED

9.5 Finance: Presentation of Financial Reports for the year ended 30 June 2013

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Eric Brown – Manager of Finance and Sujeewa Ranawake –

Financial Accountant Ms Nicole Lavender, representative from Council’s auditing firm Crowe Horwath (formerly known as WHK), provided Council with an overview of the financial statements and the outcome of the audit performed as part them signing off on Council’s set of Annual Financial Reports. Moved: Cr Parsons Seconded: Cr Schumacher 7.11/13 RESOLUTION That Council notes the audited Annual Financial Statements for the year ended 30 June 2013, included as Annexure A of the Annual Report 2012-2013, which was distributed under separate cover with the Business Paper. CARRIED


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9.6 Finance: Financial Assistance Grant Calculations – 2013-14 Details

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Anna Watt – Director of Corporate and Community Services Moved: Cr Newman Seconded: Cr Scherf 8.11/13 RESOLUTION That Council notes the information in this report. CARRIED

9.7 Finance: Presentation of Scenarios for Long Term Financial Plan REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Authors: Hein Basson – General Manager, Anna Watt – Director of

Corporate and Community Services and Eric Brown - Manager of Finance

Moved: Cr Scherf Seconded: Cr Schumacher 9.11/13 RESOLUTION 1. That Council notes the information in the body of this report, in conjunction with

Annexures E, F and G, and in particular the effect on the TCORP financial and infrastructure ratios of the five (5) different scenarios discussed.

2. That Council, in principle, adopts Scenario 5 as its preferred option for consultation with the Community.

3. That Council notes the deadlines to IPART for the notification and application of a Special Rates Variation; being 13 December 2013 and 24 February 2014 respectively.

4. That Council requests the General Manager to notify IPART of the intent to apply for a Special Rates Variation by 13 December 2013; recognising that a process of Community consultation will follow after this mentioned date.

5. That Council requests the Director of Corporate and Community Services to make the necessary arrangements for Community consultation sessions throughout the Local Government Area towards the end of January and beginning of February 2014, to properly inform the Community of the effect and extent of the proposed Special Rates Variation.

6. That Council requests the Director of Corporate and Community Services to amend Council’s Delivery Program in order to reflect the effect of the proposed Special Rates Variation in this document.

7. That Council requests the Director of Infrastructure Services to revisit and revise Council’s Road Infrastructure Asset Management Plans for the December 2013 Ordinary Council Meeting – identifying the effect of the proposed Special Rates Variation on these Plans.


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8. That Council approves for an Extraordinary Meeting to be held on 20 February 2014 to consider the revised Long Term Financial Plan, including a Special Rates Variation, in its final format.

9. That Council requests the Director of Infrastructure Services to prepare an application for round three (3) of the Local Infrastructure Renewal Program for $4 million to address the state of Council’s local bridge infrastructure.

CARRIED

9.8 Finance: Quarterly Budget Review – September 2013 REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Eric Brown – Manager of Finance Moved: Cr Schumacher Seconded: Cr Newman 10.11/13 RESOLUTION That Council notes and adopts the information in this report, with the estimated annual Operational Surplus of $3million being the result of the September 2013 Quarterly Budget Review. CARRIED

9.9 Financial Management: Finance Report – October 2013 REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Eric Brown – Manager of Finance Moved: Cr Scherf Seconded: Cr Schumacher 11.11/13 RESOLUTION That Council notes the following information: 1. The cash book report disclosing total reconciled cash balance of $592,355.77; 2. The investment report disclosing total invested funds of $12,822,137.05 with total

cash and investments of $13,414,492.82 (compared with $11,306,404.64 in November 2012); and

3. The loan liability report showing a total loan liability of $12,674,545.79 (compared

with $10,572,342.08 in November 2012). CARRIED


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9.10 Rates and Valuations: Reporting - Rates and Charges Collections October 2013

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Andrea Davidson – Rates Officer Moved: Cr Schumacher Seconded: Cr Newman 12.11/13 RESOLUTION That Council notes the information in this report. CARRIED

9.11 Community Services: Policy: Youth Services Policy REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Robyn Condon - Manager Community Services Moved: Cr Schumacher Seconded: Cr Scherf 13.11/13 RESOLUTION That Council approves the adoption of the amended Glen Innes Severn Council Youth Services Policy attached as Annexure I to the Business Paper. CARRIED

9.12 Corporate Management: Policy Register: Glen Innes Severn Council – Drug and Alcohol Policy

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers – Manager of Administration and Human

Resources Moved: Cr Parsons Seconded: Cr Newman 14.11/13 RESOLUTION 1. That Council adopts the revised Drug and Alcohol Policy, attached as Annexure J to

the Business Paper.

2. That Council notes the information in the Drug and Alcohol Testing Procedures, attached as Annexure K to the Business Paper.

CARRIED


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9.13 Corporate Management: Policy Register – Glen Innes Severn Council – Town Hall Hiring Policy

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers – Manager of Administration and Human

Resources Moved: Cr Parsons Seconded: Cr Newman 15.11/13 RESOLUTION

That Council adopts the reviewed Town Hall Hiring Policy attached as Annexure L to the Business Paper. CARRIED

9.14 Work Health and Safety: General: Workplace Injury Management Report – October 2013

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Ann Blunt – Work Health and Safety Coordinator Moved: Cr Scherf Seconded: Cr Parsons 16.11/13 RESOLUTION That Council notes the information in this report. CARRIED

9.15 Community Services Reporting: Reporting – Library/Learning Centre Report – October 2013

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne – Manager – Library/Learning Centre Moved: Cr Parsons Seconded: Cr Scherf 17.11/13 RESOLUTION That Council notes the information in this report.

CARRIED


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9.16 Corporate and Community Services: Reporting – September and October 2013

REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Anna Watt – Director of Corporate and Community Services Moved: Cr Newman Seconded: Cr Parsons 18.11/13 RESOLUTION That Council notes the information in this report. CARRIED

9.17 Development and Building Controls: Applications: Review of Determination DA 109/11-12 – Rural/Residential Subdivision – 393 Grafton Street, Glen Innes

REPORT FROM: DIRECTOR OF DEVELOPMENT, REGULATORY AND

SUSTAINABILITY SERVICES Author: Keiley Hunter - Consultant Town Planner Moved: Cr Parsons Seconded: Cr Scherf 19.11/13 RESOLUTION As a consequence of the request for a S82A Review of Determination and the amendments to the development proposal, it is recommended that the Determination of Consent made by Council on 22 August 2013 of Development Application 109/11-12 for a Rural/Residential Subdivision of land at 393 Grafton Street, Glen Innes (Lot 2 DP 1168696) be revised and that Development Application 109/11-12 be APPROVED subject to the following conditions of consent:

General Conditions (Section 80A(1) EP&A ACT)

1) An Indicative Building Envelopes of no less than 15 metres x 15 metres in perimeter for proposed Lot 1 is to be shown on the final Subdivision Plan. The Indicative Building Envelope is to be set back from Grafton Street a minimum distance of 15 metres and located in the north western corner of the lot, as shown on the Landscape Plan prepared by East Coast Planning Consultants (25 October 2013).

Reason: To ensure that the subdivision is in agreement with that approved in the development consent.

Driveway Construction

2) The provision of a bitumen sealed vehicular entrance to proposed Lots 1 and 2, perpendicular and from the proposed public road to each allotment, comprising:


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i. a gate or stock grid set back a minimum distance of ten (10) metres from the carriageway on the public road;

ii. a minimum 3.0 metre wide bitumen sealed footway crossing, extending from the edge of the public road to the entrance gate or stock grid.

iii. a minimum 3.0 metre wide, 375mm diameter reinforced concrete pipe culvert with headwalls, or 150mm thick concrete dish drain, aligned with the table drain in the public road;

All work is to be constructed at the full cost of the developer, in accordance with Council standards.

Reason: Because this work is necessary to enable adequate means of vehicular access to the proposed allotments.

Headworks Charges

3) The payment to Council of a contribution for water headworks at the following rate:

$6,946.00 per new lot.

Reason: Because the development will create an increased demand for water and sewer services, and put an increased load on the existing infrastructure.

Onsite Waste Management

4) Any future on-site sewage management systems for dwelling(s) within proposed Lot 1 is to be an AWTS unless a land capability assessment demonstrates that the site is suitable for conventional septic tank and trenches.

Reason: To ensure that the on-site effluent management system is suitable for the site.

Gwydir Highway Access

5) A restrictive covenant is to be placed along the full length of the Gwydir Highway frontage, prohibiting access from the site to the highway. The 88B instrument creating the covenant is to be lodged with the Subdivision Certificate for certification by Council.

Reason: To increase road safety and reduce potential for ribbon development.

Public Utilities

6) A public utility assessment shall be carried out on all public utility services in the vicinity of the subject site prior to the commencement of any construction work, and for any service requiring adjustment, the submission to Council of documentary evidence that the relevant utility authorities’ requirements have been satisfied.

Reason: Because it is in the public interest that utility services be protected from damage and remain operational.


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Closed Road

7) The section of Herbert Street road reserve that traverses the southern section of Proposed Lot 1 is to be closed via application to the Crown Lands Department.

Reason: To ensure legal access to all of proposed Lot 1.

Local approval

8) Prior to any plumbing work commencing, a section 68 local approval is to be lodged with Council.

Reason: To comply with the Local Government Act 1993.

Water connection

9) The connection to water mains such that there is one (1) separate and distinct reticulated water connection located wholly within the boundary of each allotment, in compliance with the Local Government (General) Regulation 2005.

Reason: This utility is necessary to service the proposed subdivision.

Sediment and Erosion Control

10) Effective and appropriate sediment and erosion control facilities must be installed during the initial stages of construction and maintained throughout the construction period. These works must be designed and installed in accordance with guidelines from the Soil Conservation Service of the NSW Land and Property Management Authority.

Reason: To ensure the impact of the work on the environment in terms of soil erosion and sedimentation is minimised.

Road Reserve

11) Prior to commencement of any works within the road reserve for the provision of services, the applicant or their nominated contractor shall obtain a road opening permit from Council’s Director of Infrastructure Services.

Reason: To ensure the public road and footpath facilities are reinstated to an appropriate standard as a result of additional requirements of the development.

Conditions to be Complied with prior to Issuing a Subdivision Certificate

Landscaping

12) Landscaped mounds of no less than one (1) metre in height and five (5) metres in width are to be provided between the proposed Building Envelopes and the Grafton Street road frontage and along the south eastern boundary of Proposed Lot 1, as described in the ‘Inset Plan – Landscaping and Mounds’ prepared by East Coast Planning Consultants dated 25 October 2013. The landscaped mounds are to be constructed and plants established in accordance with the planting schedule provided on Page 8 of the ‘Additional Information’ report prepared by East Coast Planning Consultants dated 25 October 2013 prior to an occupation certificate being issued for any new dwelling erected on the site. An 88B instrument is to be created and attached


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to the title of the lots identifying the location of the landscaped mounds and the need for their ongoing maintenance and is to be lodged with the Subdivision Certificate for certification by Council.


Onsite Waste Management

13) The Subdivision Certificate application is to be accompanied by verification that the existing on-site sewage management system (including tank, pipework, and disposal trenches) is wholly contained within proposed Lot 2 and is located a minimum of six (6) metres from the proposed boundaries.

Reason: To ensure that the on-site effluent management system for the existing dwelling is wholly contained within proposed Lot 2.

Subdivision

14) The subdivision is to be carried out generally in accordance with the layout plan submitted with the development application, except as varied by any conditions listed herein. Any minor modification to the approved subdivision plan will require the lodgement and consideration by Council of amended plans. Major modifications will require the lodgement of a new development application.


15) The original plan of survey and two (2) copies are to be submitted to Council for approval and endorsement by the General Manager.

Reason: To ensure that the subdivision is in agreement with the approved plans.

16) If the Subdivision Certificate is not issued, for any reason whatsoever, within twelve (12) months of the date of determination, then the charges and contributions contained in this consent may be increased to the current rate at the time of payment.

Reason: Because it is in the public interest that the timing of charges coincides with the delivery of services.

17) Prior to the issue of a Subdivision Certificate:

a) all contributions must be paid to Council and all works required by the consent be completed in accordance with the consent, or

b) an agreement be made between the developer and Council

i. as to the security to be given to Council that the works will be completed or the contribution paid, and

ii. as to when the work will be completed or the contribution paid.

Reason: Because it is in the public interest that works are completed and fees are paid in accordance with Council’s Management Plan in a timely manner.


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18) Under the Environmental Planning & Assessment Act 1979, a Subdivision Certificate is required before the plan of survey can be registered with the Land Titles Office.

Note: Council's fee to issue a Subdivision Certificate is set out in Council's fees and charges.

Reason: Because it is in the public interest that the plan is certified in accordance with the provisions of the Environmental Planning and Assessment Act 1979, as amended.

19) Certification shall be submitted to Council by a Registered Surveyor, prior to endorsement of the final plan of survey and release of the Subdivision Certificate, that all services and domestic drainage lines are wholly contained within each of the respective lots.

Reason: To ensure that all services are wholly contained within each new lot created.

20) The registered proprietor will be responsible for ensuring that any damage caused to Council’s infrastructure during construction works is repaired prior to issue of the Subdivision Certificate.

Reason: To ensure any damage caused to Council’s infrastructure is rectified. All Councillors present voted unanimously in favour of the above resolution by show of hands. CARRIED

9.18 Economic Development: Flying School: Use of Glen Innes Airport: Deed of Funding Agreement NSW Trade and Investment


SUSTAINABILITY SERVICES Author: Graham Price - Director Development Regulatory and

Sustainability Services Moved: Cr Scherf Seconded: Cr Schumacher 20.11/13 RESOLUTION That Council resolves to approve of the affixing of Council’s Seal to the funding agreement between Council and NSW Trade and Investment for the upgrade of infrastructure at the Glen Innes Airport, as detailed in the Funding Agreement attached as Annexure S to the Business Paper. CARRIED


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9.19 Department of Development, Regulatory and Sustainability Services: Monthly Reporting – October 2013


SUSTAINABILITY SERVICES Author: Lin Manwarring – Administration Officer Moved: Cr Newman Seconded: Cr Schumacher 21.11/13 RESOLUTION That Council notes the information in this report. CARRIED The meeting adjourned at 6.08 pm for a refreshment break. The meeting resumed at 6.34 pm.

9.20 Governance: Committees of Council: Infrastructure Services Committee – Adoption of Minutes

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Vanessa Menzie – Director of Infrastructure Services Moved: Cr Scherf Seconded: Cr Schumacher 22.11/13 RESOLUTION That the Minutes of the Infrastructure Services Committee Meeting held on 5 November 2013, copies of which were circulated, be taken as read and confirmed as a correct record of the proceedings of the Meeting. CARRIED

9.21 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.1 Governance: Committees of Council: Special Purpose Committee: Infrastructure Services Committee

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Vanessa Menzie – Director of Infrastructure Services Moved: Cr Parsons Seconded: Cr Newman 23.11/13 RESOLUTION 1. That Councillor James Graham be elected as Chairperson for the Infrastructure

Services Committee for the November 2013 to February 2014 Committee meetings.


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2. That Councillor Graeme Quinn be elected as Chairperson for the Infrastructure Services Committee for the March to June 2014 Committee meetings.

3. That Councillor Malcolm Schumacher be elected as Chairperson for the Infrastructure Services Committee for the July to September 2014 Committee meetings.

CARRIED

9.22 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.2 Roads: Bridges – Timber Bridge at Nine Mile Road Severn River

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Vanessa Menzie – Director of Infrastructure Services Moved: Cr Newman Seconded: Cr Schumacher 24.11/13 RESOLUTION That Council notes the information in this report. CARRIED

9.23 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.3 Corporate Management: CBD Upgrade

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Authors: Vanessa Menzie – Director of Infrastructure Services

David Dadley – Project Manager – CBD Revitalisation Mike Stone – Senior Design Officer

Moved: Cr Schumacher Seconded: Cr Scherf 25.11/13 RESOLUTION 1. That the concrete pavement be retained and that the required rehabilitation and

bitumen sealing works be undertaken in conjunction with other project works.

2. That the parking lanes be rehabilitated with granular pavement with a 30mm asphalt surfacing.

3. That Council undertakes the drainage upgrade work shown on Plan 10/043 between Bourke and Meade Streets at an estimated cost of $148,000.00 and that Council fund this upgrade from the Drainage Charge, as this upgrade is not directly related to the implementation of the Master Plan, and yet must be constructed to facilitate the Master Plan and to improve the level of flooding immunity to businesses.


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4. That Council adopts Plan 10/039, designed with the minimum 2.6 metre parking space width, as per the Australian Standard, as the minimum width for the centre parking spaces, acknowledging that some spaces will be wider due to the spacing of the street lights etc.

5. That Council formally adopts the implementation of a shared zone within the Town Square.

6. That Council requests Essential Energy to defer the works in Grey Street, between Wentworth and Lang Streets, until February 2014 when Essential Energy resumes work after the Christmas close down, and then proceed with the energy upgrade works in the block between Bourke and Meade Streets immediately after completing this section and in conjunction with Council’s works.

7. That the recommendations received from Glen Innes Community Voice be included as part of Council’s consideration of the Central Business District’s upgrade.

8. That Council hosts a public meeting to discuss the findings and options contained in the Director of Infrastructure Services’ report. (Note: This public meeting was held on Tuesday, 26 November 2013 at 7.30pm.)

9. That Council consults with Business in Glen (BIG) to discuss the most appropriate manner in which to execute the works, given budgetary constraints and other resource considerations, in order to diminish disruptions to businesses.

CARRIED

9.24 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.4 Financial Management: Emmaville Beautification Master Plan

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Vanessa Menzie – Director of Infrastructure Services Moved: Cr Scherf Seconded: Cr Newman 26.11/13 RESOLUTION 1. That Council advertises Version Two (2) of the draft Emmaville Beautification

Master Plan, attached as Annexure D to the Infrastructure Services Committee Business Paper, for a period of not less than 28 days for public comment.

2. That any public submissions are considered and the appropriate changes made to the draft Emmaville Beautification Master Plan following the consultation period, and a further report be furnished to Council for consideration prior to adoption of the Plan.

3. That, in the event of no significant comments being received during the public display period, the above-mentioned Plan becomes the adopted Emmaville Beautification Masterplan.

4. That Council calls for nominations for four (4) community members to form an Implementation Committee, as a Section 355 Committee of Council, and that Council considers the nominations at the February 2014 Ordinary Council Meeting.

CARRIED


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9.25 Infrastructure Services Committee Meeting Minutes 5/11/13: Item

3.5 Plant, Equipment and Stores: Fleet Management: Light Vehicles

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Malcolm Donnelly – Manager of Technical Services Moved: Cr Newman Seconded: Cr Scherf 27.11/13 RESOLUTION 1. That Council disposes of an additional seven (7) light fleet vehicles, as discussed in

the body of the report of the Director of Infrastructure Services, upon giving notice to any leaseback participants in accordance with the Local Government (State) Award 2010.

2. That the fleet booking system be extended across Council’s entire fleet, including heavy vehicles, and that an investigation take place into any further vehicles which can be made redundant through more efficient scheduling – for consideration in the draft 2014/15 Operational Plan.

CARRIED

9.26 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.6 Corporate Management: Policy Register: Repeal of Policy

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Tim Meyer – Acting Coordinator of Recreation and Open Spaces Moved: Cr Schumacher Seconded: Cr Newman 28.11/13 RESOLUTION 1. That Council repeals the former Glen Innes Municipal Council’s 26.04/02 Control of

Young Children Entering Glen Innes Swim Centre Policy. 2. That Council endorses the use of the Aquatic Responsibility Code, attached as

Annexure F to the Business Paper. CARRIED


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9.27 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.7 Corporate Management: Pesticide Use Notification Plan Policy

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Tim Meyer – Acting Coordinator of Recreation and Open Spaces Moved: Cr Scherf Seconded: Cr Schumacher 29.11/13 RESOLUTION 1. That Council adopts the reviewed Policy.

2. That Council notes the information in the attached Pesticides Notification Plan attached as Annexure G to the Infrastructure Services Committee Business Paper.

CARRIED

9.28 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 3.8 Department of Infrastructure Services: Monthly Reporting – September 2013

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Vanessa Menzie – Director of Infrastructure Services Moved: Cr Schumacher Seconded: Cr Newman 30.11/13 RESOLUTION That Council notes the information in this report. CARRIED

9.29 Infrastructure Services Committee Meeting Minutes 5/11/13: Item 5.1 Corporate Management: Glen Innes CBD Upgrade Project

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Authors: Vanessa Menzie – Director Infrastructure Services David Dadley – Project Manager – CBD Revitalisation Moved: Cr Schumacher Seconded: Cr Scherf 31.11/13 RESOLUTION That Council authorises the General Manager and Director of Infrastructure Services to advise Sharpe Bros (Aust) Pty Ltd that:


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1. Council neither requires them to repair the defects in Grey Street, between Wentworth and Lang Streets, nor to complete the associated road works, as Council has decided to complete the works itself in conjunction with the undergrounding of the electricity supply and installation of street lighting.

2. Council has finalised designs for the Central Business District upgrade works and has determined not to appoint a main contractor as the scope of works now requires specialist services that Council is best placed to project manage and subcontract.

CARRIED

10 CORRESPONDENCE, MINUTES, PRESS RELEASES

10.1 Correspondence and Press Releases REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Sarah Bundy – Acting Records Supervisor Moved: Cr Scherf Seconded: Cr Newman 32.11/13 RESOLUTION That the information be noted. CARRIED

10.2 Minutes of Committee Meetings for Information REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Sarah Bundy – Acting Records Supervisor Moved: Cr Scherf Seconded: Cr Newman 33.11/13 RESOLUTION That the information be noted.

CARRIED

10.3 Minutes of Community Committees for Information REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Author: Sarah Bundy – Acting Records Supervisor Moved: Cr Scherf Seconded: Cr Newman 34.11/13 RESOLUTION That the information be noted.

CARRIED


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10.4 Minutes of Other Organisations for Information REPORT FROM: DIRECTOR OF CORPORATE AND COMMUNITY SERVICES Actioning Officer: Sarah Bundy – Acting Records Supervisor Moved: Cr Scherf Seconded: Cr Newman 35.11/13 RESOLUTION That the information be noted. CARRIED

11 REPORTS FROM DELEGATES The following is a list of meetings of Section 355 Committees of Council recently attended by Councillors.

Name of Councillor Name of Section 355 Committee of Council Date attended

Cr Colin Price Deepwater Progress Association 8 October 2013

Glen Innes Showground Trust 9 October 2013

Glen Innes Severn Learning Centre Management Committee

10 October 2013

Australian Standing Stones Management Board

16 October 2013

Cr Michael Scherf Glen Innes Severn Tourist Association 14 October 2013

Emmaville Mining Museum Committee 17 October 2013

Cr Schumacher presented a report to the Councillors regarding the 2013 Local Roads and Transport Congress. The Congress was held in Alice Springs and the theme was the “Last Mile”. The following extract is from the President’s address: ‘Local Governments, as a collective, can influence the future management of roads and transport. The recent changes of Federal Government offers changes of ideas, changes in policy and changes in priorities and most importantly, it offers opportunities. A new Government offers opportunities for Councils to advocate policies to a new audience, to explain specific needs and propose sensible solutions to the problems we all face. This change also provides opportunities to review what Councils have been doing and to think about better ways of doing things and working together.’ A range of speakers, including roads and transport experts from Canada and New Zealand, outlined their experience in Local Government infrastructure and associated finance issues.


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The CEO of the National Heavy Vehicle Regulator provided an update on road reforms, and the new access regime, along with information regarding changes to heavy vehicle charging and investment. Deputy Prime Minister Warren Truss and Opposition Spokesman for Infrastructure and Transport were unable to attend due to the first sitting of Parliament, but both spent messages to Congress. The following is an extract from Minister Warren’s address: ‘Through the Bridge Renewal Programme, the Government has committed $300 million to replacing old and unsafe bridges, which will help address concerns highlighted in a study commissioned by ALGA and found that $1.4 billion worth of bridges are in poor to very poor condition.’ Funding, to be matched by Councils and State Governments, will be allocated on a transparent, competitive basis, giving priority to community need and economic return. Grants between $20,000 and $10 million will be available from 2015 to meet the infrastructure needs of Regional Australia. The State of the Assets Report represents the findings from analysis of data provided by 344 Councils, which manages almost $100 billion worth of transport assets, including sealed local roads, unsealed local roads, concrete bridges and timber bridges. Key findings suggest that $8.3 billion in sealed roads are in poor or very poor condition together with a further $1.9 billion in unsealed roads and $1.4 billion in concrete and timber bridges. Money will still be available to continue “Black Spot Programme” at the rate of $60 million per year. Other challenges for local Councils for the next 10 years will be the increase in freight (80%) and truck traffic (60%), without all the passenger vehicles. The Government is committed to building another 500 rest stops, even though road crashes are down on previous years. The National Heavy Vehicle Regulator has set February 2014 as the start date to administer one heavy vehicle rule book and the new National Heavy Vehicle Regulator Law will commence in Queensland, New South Wales, Victoria, Tasmania and South Australia. In total this will effectively replace up to five (5) different sets of legislation with one (1) national rule book.” Cr Schumacher reported that talking with other Councillors and General Managers, and seeing pictures and hearing stories of their Council roads and bridges, confirmed to him that we are certainly not alone in our plight. Cr Schumacher thanked Council for entrusting Director Menzie and himself to represent Glen Innes Severn Council at this conference. Moved: Cr Schumacher Seconded: Cr Scherf 36.11/13 RESOLUTION That Council notes the information in this report.

CARRIED


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12 REPORTS FROM COMMITTEES No reports were received from Committees.

13 ITEMS OF AN URGENT NATURE There were no items of an urgent nature.

14 CLOSED COUNCIL REPORTS Moved: Cr Schumacher Seconded: Cr Newman 37.11/13 RESOLUTION 1. That Council considers the confidential report listed on the Order of Business at

Item 14.1 in a meeting closed to the public in accordance with Section 10A(2)(a) and 10A(2)(d)(ii) of the Local Government Act 1993.

2. That Council considers the confidential report listed on the Order of Business at Item 14.2 in a meeting closed to the public in accordance with Section10A(2(a) of the Local Government Act 1993.

CARRIED

14.1 Glen Innes Aggregates: Business Plan Implementation REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Vanessa Menzie – Director of Infrastructure Services Moved: Cr Schumacher Seconded: Cr Scherf 38.11/13 RESOLUTION 1. That Council notes the outcome of the additional geological investigation and testing

results confirming that there is an adequate number of years of extraction of high-quality hard rock remaining within the existing approved limit of extraction area, exceeding the minimum requirement of 10 years for the implementation of campaign crushing and associated operational changes recommended in the Quarry Business Plan to be feasible.

2. That Council approves the progression of items five (5), six (6), seven (7) and eight (8) in the implementation table contained in the body of this report from the Director of Infrastructure Services.


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3. That Council requests the Director of Infrastructure Services to prepare a six (6) monthly report to Council’s Infrastructure Services Committee, in order for it to review the position of Glen Innes Aggregates in detail and to monitor the impact of the implementation of the Business Plan on a regular basis.

CARRIED

14.2 Corporate Management: Performance Management: General Manager

REPORT FROM: GENERAL MANAGER Author: Hein Basson – General Manager Moved: Cr Schumacher Seconded: Cr Scherf 39.11/13 RESOLUTION

1. That Council notes the overall rating and summary of comments by the General Manager’s Appraisal Committee regarding the performance of the General Manager for the period 1 July 2012 to 30 June 2013.

2. That the General Manager’s remuneration package be adjusted in terms of Clause 8.5 of the (Standard) Contract of Employment, as from 1 August 2013.

CARRIED Moved: Cr Schumacher Seconded: Cr Newman 40.11/13 RESOLUTION That Council moves out of Closed Council into Open Council. CARRIED Moved: Cr Parsons Seconded: Cr Newman 41.11/13 RESOLUTION That the Confidential Closed Council Resolutions be recommended for adoption to the Ordinary Meeting of the Whole of Council. CARRIED The Meeting closed at 7.05 pm.

Glen Innes Severn Council Meeting 28 November 2013€¦ · Glen Innes Severn Council – Open...

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