MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER...

of 102 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 18 January 2016

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 18 JANUARY 2016 IN THE COUNCIL CHAMBERS COMMENCING AT 5.00PM

PRESENT: CR WAYNE BEDGGOOD (MAYOR), CR MAURICE COLLISON (DEPUTY MAYOR), CR PETER BISHOP, CR RON CAMPBELL, CR LORNA DRISCOLL, CR KIWA FISHER, CR MICHAEL JOHNSEN, CR DEIRDRE PEEBLES AND CR LEE WATTS. APOLOGIES: RESOLVED THAT THE APOLOGIES RECEIVED FROM CR PETER BISHOP BE ACCEPTED.

MOVED: CR D PEEBLES SECONDED: CR M COLLISON CARRIED IN ATTENDANCE: MR STEVE PRYOR (ACTING GENERAL MANAGER), MR MATHEW PRINGLE (DIRECTOR ENVIRONMENTAL & CUSTOMER SERVICES), MR ALAN FLETCHER (DIRECTOR INFRASTRUCTURE SERVICES), MR WAYNE PHELPS (MANAGER FINANCE), MS DAELE HEALEY (COMMUNICATIONS OFFICER) AND MRS ROBYN COX (EXECUTIVE ASSISTANT). ADOPTION OF MINUTES: RESOLVED THAT THE MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON 25 DECEMBER 2015 BE ADOPTED.

MOVED: CR K FISHER SECONDED: CR D PEEBLES CARRIED DECLARATIONS OF INTEREST: NIL PUBLIC PARTICIPATION: G.01.1 REFERENDUM – MAYORAL ELECTION

MS ELIZABETH FLAHERTY MAYORAL MINUTES NIL NOTICE OF MOTIONS NIL


UUPPPPEERR HHUUNNTTEERR SSHHIIRREE CCOOUUNNCCIILL

OOrrddiinnaarryy MMeeeettiinngg -- 1188 JJaannuuaarryy 22001166

TTAABBLLEE OOFF CCOONNTTEENNTTSS

STANDING COMMITTEE REPORTS .......................................................................... 3

SCR.01.1 FINANCE COMMITTEE ................................................................................................ 3

COMMITTEE/DELEGATES REPORTS ....................................................................... 4

C.01.1 COMMUNITY SERVICES COMMITTEE ........................................................................... 4 C.01.2 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE ........................ 15 C.01.3 MERRIWA AGED HOSTEL COMMITTEE ...................................................................... 24 C.01.4 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE ................................................... 30 C.01.5 SCONE & UPPER HUNTER AIRPORT COMMITTEE ...................................................... 36 C.01.6 UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC COMMITTEE ................................. 40

FINANCE REPORTS.................................................................................................. 43

F.01.1 TENDER - PANEL CONTRACT FOR COMBINED FIXED VOICE AND MOBILES ................... 43

GENERAL ADMINISTRATION REPORTS ................................................................ 45

G.01.1 REFERENDUM - MAYORAL ELECTION ........................................................................ 45

POLICY MATTERS .................................................................................................... 81

H.01.1 COUNCIL POLICY ..................................................................................................... 81 H.01.2 COUNCIL POLICY - MANAGEMENT OF ASBESTOS ...................................................... 84 H.01.3 POLICY - LOCAL ORDERS - KEEPING OF ANIMALS AND BIRDS IN UPPER HUNTER

SHIRE ..................................................................................................................... 87

RESPONSES TO PREVIOUS QUESTIONS .............................................................. 98

RPQ.01.1 RESPONSES TO COUNCILLORS' QUESTIONS ............................................................. 98

CONFIDENTIAL REPORTS ..................................................................................... 101

CR.01.1 TENDER - PANEL CONTRACT FOR COLLECTION, TRANSPORT & RECYCLING OF FERROUS & NON FERROUS SCRAP METALS AND USED LEAD ACID BATTERIES (ULAB) ................................................................................................................. 101

Report To Ordinary Council Meeting 18 January 2016

Corporate & Community Services


STANDING COMMITTEE REPORTS SCR.01.1 FINANCE COMMITTEE RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Wayne Phelps - Manager Finance

RECOMMENDATION That Council: 1. Endorse the minutes of the Finance Committee meeting held on 15 January 2016. 2. Appoint Cr Ron Campbell as an alternate member of the Finance Committee. BACKGROUND The Finance Committee meets prior to each monthly Council Meeting to consider the Financial Summary Reports, the Cash and Investment Report, and the Responsible Accounting Officer’s Statement. REPORT/PROPOSAL The next meeting of the Finance Committee has been called for Friday, 15 January 2016 and recommendations from that meeting will be presented to Council. ATTACHMENTS

Nil. RESOLVED that Council: 1. Endorse the minutes of the Finance Committee meeting held on 15 January 2016. 2. Appoint Cr Ron Campbell as an alternate member of the Finance Committee.

Moved: Cr M Johnsen Seconded: Cr K Fisher CARRIED




COMMITTEE/DELEGATES REPORTS C.01.1 COMMUNITY SERVICES COMMITTEE RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Heather Ranclaud - Community Services Officer - Murrurundi RECOMMENDATION That Council:

1. Adopt the minutes of the Community Services Committee meeting held on 8 December 2015.

2. Receive the draft Murrurundi Community Action Plan. BACKGROUND The Community Services Committee is a Section 355 Committee of Council, responsible for overseeing development and implementation of a suite of plans and strategies as listed in the Committee’s Charter. REPORT/PROPOSAL The Murrurundi Community Action Plan was developed through two community workshops, convened by the Murrurundi Community Leader’s Forum, in October and November 2015. A list of prioritised actions identifies Council as having a role in implementation. The Action Plan was reviewed by the Community Services Committee with a recommendation that Council endorse the Plan. The Committee recommended the endorsement of the Murrurundi Community Action Plan. If Council was to do this, then it would effectively be committing Council to resources and funding associated with the Action Plan. It is Officers’ view that the plan should be received only at this stage. Actions from the plan should be considered as part of the DPOP process or Community Strategic Plan review. ATTACHMENTS

1 Minutes of the Community Services Committee meeting held 8 December 2015 2 Draft Murrurundi Action Plan RESOLVED that Council:

1. Adopt the minutes of the Community Services Committee meeting held on 8 December 2015.

2. Receive the draft Murrurundi Community Action Plan.

Moved: Cr K Fisher Seconded: Cr L Watts CARRIED

ATTACHMENT NO: 1 - MINUTES OF THE COMMUNITY SERVICES COMMITTEE MEETING HELD 8 DECEMBER 2015

ITEM NO: C.01.1


MINUTES OF THE COMMUNITY SERVICES COMMITTEE MEETING TUESDAY 8 DECEMBER 2015 – 4.00PM

PRESENT: Cr Lorna Driscoll (acting Chairperson), Mr John Driscoll, Inspector Guy Guiana, Mrs Phoebe Begg, Ms Helen Hope, Ms Susan McClure, Mrs Marie Laurie, Ms Kylee Mavin, Mr Rodney Swansborough.

IN ATTENDANCE: Mrs Kerri Cone, Mrs Amanda Catzikiris, Mrs Tash Taaffe, Ms Kim Hartmann, Mrs Heather Ranclaud (minutes).

1. APOLOGIES

RECOMMENDATION That the apologies received from Cr Lee Watts, Mrs Beryl Bates, Mrs Caroline Hayes, Ms Mary Spora and Charlotte Heaton be accepted.

2. DISCLOSURE OF INTEREST- Nil declared 3. PREVIOUS MINUTES

RECOMMENDATION That the minutes of the Community Services Committee Meeting held on 13 October 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Ms Susan McClure Seconded: Ms Helen Hope CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Ageing Strategy: the Ageing Strategy was adopted by Council at the meeting held on Monday 26 October 2015. 4.2 Cultural Plan Update: Members were advised that a meeting is planned with staff from Newcastle City Council to discuss Cultural Plan development. Events are planned for 2015 to progress consultation. 4.3 Blue Star Awards: Members were advised that Aberdeen’s storyboard project was a finalist, however, the project did not receive an award at the recent Awards Weekend at Gloucester. 4.4 White Ribbon Day and 16 Days of Activism events: a display was installed in the library foyer, including information about the “love bites” program which is about healthy relationships. A proposed White Ribbon Ball was not held this year, and it is expected the event will be held in 2016 with more support with planning. 5. AGENDA ITEMS 5.1 Youth Services Report: Kim Hartmann reported that attendances have been good at drop in centres. Holiday programs have been developed. The Merriwa Youth Worker position has been filled. There has been an underspend in the early intervention budget which will enable addition programs to be run including “snack and wrap” in Aberdeen, homework


ITEM NO: C.01.1


support and additional counselling.


ITEM NO: C.01.1


5.2 Children’s and Youth Services Coordinator Report: Kim Hartmann reported that there have been several enquiries regarding Family Day Care educators. Vacation Care activities have been planned including excursions, gymnastics, cooking and details will be in “What’s On”. Recruitment will be undertaken during January to fill a number of positions at the ELC in response to a change in staffing ratios, and increasing the capacity of the service. 5.3 Safety Precinct Report: Insp Guy Guiana presented statistics for Hunter Valley LAC and Upper Hunter Shire. It was suggested that future events to implement the Crime Prevention Plan could focus on information and programs for young people. 5.4 International Volunteers Day (IVD): This event is held annually in December. This year Upper Hunter Shire is holding an event in Aberdeen on Friday 12 December to acknowledge the efforts of volunteers in the development of recreational facilities for the town. 5.5 Murrurundi Community Action Plan: The draft report on recent community workshops was provided to committee members. A range of projects and initiatives were prioritised by the community and some of these identify Council in implementation. These include promotion and tourism. RECOMMENDATION: that Council endorse the draft Murrurundi Action Plan. Moved: Inspector Guy Guiana Seconded: Mr John Driscoll CARRIED 5.6 Murrurundi Meals on Wheels: the service commenced on Monday 19 October and provides hot meals to local clients 5 days per week. Meals are prepared at the hospital. There are currently 8 clients and 24 volunteers. 5.7 Children’s services partnership Merriwa – Tash Taaffe reported on an innovative program in Merriwa. The Merriwa Family Support Network has been established. The first project has been to hold a series of 4 workshops for families with children 0-6years. Attendances have grown from 5, to 17 and 26 at the first 3 workshops, with 18 families participating. The MAC building is to be used for Playgroup. A flow chart will be developed for families to navigate the health system in the event of a diagnosis requiring specialist services. 5.8 Neighbour Day- is celebrated across Australia on the last Sunday in March. Following discussion about the large number of events in March, it was suggested that a Facebook promotion could run, featuring local identities and neighbours in the Upper Hunter. 6. ACTION SHEET 7. CORRESPONDENCE

Out: Letter to Susan McClure confirming membership of the Committee.

8. GENERAL BUSINESS

8.1 Murrurundi Services: Rodney Swansborough reported that Hunter New England Health have convened a meeting to progress planning for an upgrade of health services in Murrurundi. A new Fire Station is planned for completion by May 2017. Rodney emphasised that the community will not allow services to be lost, such as Meals on Wheels, Fire and Rescue and the local Hospital. The Murrurundi preschool and Public School are liaising with planning proposed for a purpose built preschool, which currently operates behind the RSL Hall. The Preschool Committee is continually fundraising to complete upgrades to comply with licensing requirements.


ITEM NO: C.01.1


8.2 Disability Inclusion Access Plans(DIAP) : Councils in NSW are required to have a DIAP completed by June 2017. Committee members were advised that input from the Community Services Committee will be required and the plan will be a major focus for staff in coming months. 9. NEXT MEETING-Tuesday 9 February 2016 Committee members were wished a Merry Christmas and Happy New Year. The meeting was declared closed at 5.20pm

ATTACHMENT NO: 2 - DRAFT MURRURUNDI ACTION PLAN ITEM NO: C.01.1



General Manager's Unit


C.01.2 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM

COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Sean Constable - Manager Business Enterprise & Tourism RECOMMENDATION That Council:

1. Endorse the minutes of the Economic Development & Tourism Committee meeting held on 17 December 2015;

2. Endorse the Upper Hunter Rail Trail Feasibility Study and accept the recommendation of the report to proceed to undertake a Trail Development Plan and commit approximately $20,000 from the ED&T budget subject to financial support from Muswellbrook Shire Council;

3. Commit funds of up to $5,000 from its ED&T Projects budget to purchase and install a container for the storage of hire bikes and equipment at the Scone Visitor Information and Horse Centre; and

4. Make representation to the Member for Upper Hunter to express concerns over the lack of progress in planning for Lake Glenbawn State Park.

BACKGROUND The Economic Development & Tourism Committee provides recommendations to Council in relation to matters impacting the delivery of the ED&T Strategic Plan. Upper Hunter Rail Trail The Upper Hunter Rail Trail Feasibility Study was undertaken by Mike Halliburton and Associates and was completed in September 2015. This project was jointly funded by UHSC and Muswellbrook Council. A series of community open days were held in Merriwa, Sandy Hollow and Denman, with the aim of providing people with information about the proposed trail and others that have been successfully completed across Australia. Scone Bicycle Hire The proposed bike hire business located within the Scone VIC would provide at least 10 bicycles for visitors and locals to hire. This project is mirrored on a successful one administered by Dubbo City Council. Lake Glenbawn State Park Council was notified in early 2015 that a stakeholder workshop would be conducted in April 2015 where the draft Lake Glenbawn Master Plan and Plan of Management would be presented. The ED&T Committee was considered an important stakeholder with important input to the planning process, and along with other council staff and park users, would be offered the opportunity to provide feedback on the plans.




That meeting was postponed until August 2015, and Council was later notified that the workshop would be conducted towards the end of 2015. At this point no notification has been received about when the workshop will now be held, and due to Inland Waters Holiday Parks management staff changes it could be some time before the workshop is organised. REPORT/PROPOSAL Upper Hunter Rail Trail The report suggests that the project is feasible, either in staged development or as a whole, but needs to have towns at each end of the trail. The report also recommends that the next phase of the project, a Trail Development Plan, should be undertaken to identify all the issues of individual land owners adjacent to the trail, provide agreed solutions to these issues, and then provide a detailed design, construction costs, ongoing operational costs, and a management plan for the trail. Based on previous trail plans it is expected that the total cost of the Trail Development Plan would be in the vicinity of $30,000 (if a bridge engineer is included to assess the bridge crossings on the route). Council is awaiting a response from Muswellbrook Council to support the Trail Development Plan through a financial contribution. The balance of funds would need to come from UHSC ED&T Projects budget. Scone Bicycle Hire Dubbo City Council has kindly provided all its documentation in relation to their bicycle hire operation. This material has been adapted to suit the UHSC. Bicycle trails have been identified around the town and region, providing for different experiences and levels of ability. People can use the bikes to follow the town heritage trail or local cycle paths, or take a journey around Scone’s rural areas on relatively safe roads. Following a request for quote process, the purchase of 10 bicycles and equipment, along with a servicing contract for the first 2 years will cost in the order of $6,000. A container is required to store the bikes and equipment safely. The container, with site establishment, skylight and crane will cost in the order of $5,000. Funding for the purchase of the bikes and equipment is provided through Council’s water and waste department, forming part of their education on reducing waste. The cost of storage on site should be met by the Tourism budget and there are sufficient funds for this to occur in the current financial year. The bike hire operation will be operated through the Scone Visitor Information and Horse Centre. Income from the hire of bikes will be used to reimburse the establishment costs and to replace equipment and bikes over time. If successful, it would be expected that this project would be rolled out to other towns in the shire. Lake Glenbawn State Park The committee is aware that a draft plan of management for Lake Glenbawn was prepared some 4-5 years ago. This draft was never released for comment. Since that time a restructure within the State Government created the Inland Waters Holiday Parks, of which Lake Glenbawn is one. These inland water parks are now managed by a single management structure. Each park is undergoing a review and master planning process to identify opportunities for increased activities and profit.




With a lack of communication from the Inland Waters management there is a level of frustration within the committee and community that the planning process for Lake Glenbawn has stalled and the Upper Hunter’s most important visitor economy asset is not operating at its best level. For this reason it is time to contact the Member for Upper Hunter and ask that he make representation on Council’s behalf to ensure that the planning process for Lake Glenbawn is now fast tracked and the community is involved in the process. ATTACHMENTS

1 Upper Hunter Economic Development & Tourism Committee - 17 December 2015 - Minutes

RESOLVED that Council:

1. Endorse the minutes of the Economic Development & Tourism Committee meeting held on 17 December 2015;

2. Endorse the Upper Hunter Rail Trail Feasibility Study and accept the recommendation of the report to proceed to undertake a Trail Development Plan and commit approximately $20,000 from the ED&T budget subject to financial support from Muswellbrook Shire Council;

3. Commit funds of up to $5,000 from its ED&T Projects budget to purchase and install a container for the storage of hire bikes and equipment at the Scone Visitor Information and Horse Centre; and

4. Make representation to the Member for Upper Hunter to express concerns over the lack of progress in planning for Lake Glenbawn State Park.

Moved: Cr L Driscoll Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE - 17 DECEMBER 2015 - MINUTES

ITEM NO: C.01.2


MINUTES OF THE UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE

THURSDAY 17 DECEMBER 2015 - 11.30AM

PRESENT: Cr W Bedggood (Chair), Cr R Campbell, Cr K Fisher, K D Peebles, P

Hale, R Swansborough

IN ATTENDANCE: S Constable, J Sinclair

1. APOLOGIES

RECOMMENDATION That the apologies received from Peta Norris, Tony Harris, Julianne Christopher, Kylie Magner, Brad Collins, Scott Taylor be accepted. Moved: Cr Peebles Seconded: Cr Campbell CARRIED

2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RECOMMENDATION That the minutes of the Upper Hunter Economic Development & Tourism Committee Meeting held on 12 August 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Cr Fisher Seconded: Cr Campbell CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Drone Footage and Event Video Noted: The aim is to develop a promotional video for the Upper Hunter major events. The drone footage that was acquired for the festivals in 2015 is not particularly useful for use in promotional videos. They do provide great overviews of the event sites and how they function during the event, but do not get close enough to activities and people to capture what is happening on the ground. Need good quality high definition video footage for each festival across the region. The possible cost to acquire this is maybe $5,000 - $6,000. Most local videographers do not produce high enough quality product. With NBN Television sponsoring most of the events, it may be possible to get some of their footage. Also need to approach Destination NSW about providing funding from its general promotional fund to produce the video. Need to prepare a brief that can be taken to production companies to get some quotes.


ITEM NO: C.01.2


RECOMMENDATION TO COMMITTEE That the committee agrees in principal to produce a promotional video and use budgeted funds, however a brief must be prepared and quotes sourced before the committee makes a final decision. Moved: Cr Bedggood Seconded: Cr Peebles CARRIED 4.2 Promotional Banners for UHSC Sponsored Events Noted: Council owns one large banner that is used at events that are sponsored by UHSC. Needs to be investment in more of these banners for future use. 4.3 Scone and Aberdeen Community Portals Noted: SNRC had not been contacted about its interest in administering the Scone website as yet, so discussion needs to be held with the manager to determine if there is any interest. ACTION FOR COMMITTEE R Swansborough to liaise with Jan Sinclair regarding whether there is a need to develop these portals, given the number of websites and other digital platforms that are available for communication. If it is deemed necessary to develop the portals, the next step will be identify a working group for Scone and Aberdeen so that the portal development can commence.

5. AGENDA ITEMS EDT.11.1 Upper Hunter Rail Trail RECOMMENDATION TO COUNCIL That the Upper Hunter Rail Trail Feasibility Study be endorsed by Council and accept the recommendation of the report to proceed to undertake a Trail Development Plan subject to financial support from Muswellbrook Council. Moved: Cr Campbell Seconded: P Hale CARRIED The Rail Trail Feasibility Study provides a comprehensive outline of the proposed rail trail and identifies all the issues that need to be considered in relation to the trail and its potential impacts on stakeholders. A request for quote process will need to be undertaken, however previous correspondence from Mike Halliburton & Associates suggests that the Trail Development Plan will cost in the vicinity of $25,000 plus about $8,000 for a bridge engineer to assess the bridges on the route. Muswellbrook Council will be approached to provide financial support for this next phase of the project. 5.1 Festival and Events Policy Noted: A letter was sent to each of the four major festivals, advising that Council encourages the use of the Upper Hunter Country branding and membership of Upper Hunter Country Tourism (UHCT). All four major events have since committed to becoming associate members of UHCT and utilising the branding where possible.


ITEM NO: C.01.2


Once the draft Festival and Events Policy has been prepared, it will be provided to each festival committee for comment. 5.2 Town Centre Revitalisation Project Noted: The community consultation phase is continuing through to mid December 2015. Draft plans will be provided in January/February 2016. The committee is looking forward to the outcomes of the master planning process for each of the towns. 5.3 Bike Hire from Scone VIC Noted: A bike hire project has been developed, modelled on a successful one being run by Dubbo Council, whereby Council will purchase 10 push bikes and gear and hire these through the Scone VIC. The bikes will carry material that promotes recycling and waste and water saving measures. Risk Management Plans and Terms and Conditions of Hire templates have been provided by Dubbo Council. Cycle routes have also been identified and will be loaded onto the UHCT website. A secure storage area is required at the Scone VIC. Initial estimates are that the site establishment and purchase of a container could cost up to approximately $5,000. The committee is in full support of this project and will commit funds from the ED&T Projects budget to ensure that the project proceeds. RECOMMENDATION TO COUNCIL That Council commit funds from its ED&T Projects budget to purchase and install a container for the storage of hire bikes and associated equipment at the Scone Visitor Information and Horse Centre. Moved: Cr Bedggood Seconded: Cr Peebles CARRIED 5.4 Dedicated RV sites in UHSC Noted: Given the desire to encourage RV and caravans to stay in the Upper Hunter, it is important that suitable parking sites be identified and developed in each town. Parking for larger vehicles such as horse trailers and work trucks should also be included in main street parking designs. These have been forwarded to the consultants to include within the scope of the Town Centre Revitalisation Project. 5.5 Co-branding Barrington Tops National Park with Gloucester Council Noted: Gloucester Council has invested funds into promoting the fact that that area is the gateway to the Barrington Tops. Little has been done to promote the fact that the Upper Hunter is also the eastern gateway to the Barrington Tops, and directional signage is lacking on the New England Highway. Need to install a billboard similar to the one at Aberdeen. National Parks and Wildlife Service would be interested in discussing any promotional activities Council looked to undertake in the future.


ITEM NO: C.01.2


5.6 Public Amenities in CBDs Noted: Some towns have a shortage of public toilets and baby change rooms within the CBD. These need to be included in the master plans for each town. 5.7 Linked Calendar of Events Noted: Upper Hunter Country Tourism website now as an extensive calendar of events and the staff of UHSC and MSC provide a bi-weekly e-newsletter to let people know what is coming up. 5.8 Networking of Media Platforms Across the Upper Hunter Noted: There is a large number of digital platforms being used across the shire. Many share similar information but are managed by different people or organisations. Adobe now provides a product (Digital Publishing) whereby all digital platforms can be updated from one primary source. Peter Hale has been in contact with Adobe, and they are willing to provide a presentation to Muswellbrook and Upper Hunter Council staff. It would be important to invite the communications teams from each Council to this presentation. 5.9 Lake Glenbawn State Park Noted: Council has been notified of the change in personnel within the management of Inland Water Parks. Recruiting is underway at present for replacement staff. Therefore, the proposed stakeholder workshop to review the Lake Glenbawn Plan of Management and Master Plan will be delayed even further. The Committee is frustrated with the delays that have occurred with the process, as originally the workshop was to be held in April 2015. RECOMMENDATION TO COUNCIL That Council make representation to the Member for Upper Hunter, Michael Johnsen, to express concerns over the lack of progress in planning for Lake Glenbawn. Moved: Cr Fisher Seconded: Cr Campbell CARRIED

6. ACTION SHEET

See attached sheet

7. CORRESPONDENCE

Email from Peta Norris, Area Manager NPWS Noted: NPWS is planning to build an office extension to its depot in Hayes Street Scone. This will proceed if grant funding is secured for the build. Office staff will then relocate to Hayes Street. The role of NPWS Areas was recently redefined to focus wholly on operational park management. A new division of OEH, the NPWS Customer Experience Division, was created to focus on the tourism side of the business. Local rangers and staff will continue to provide information and support as needed, even if they will no longer be leading tourism initiatives.


ITEM NO: C.01.2


8. GENERAL BUSINESS

8.1 Heavy Vehicle and Caravan Parking in Murrurundi Noted: With the number of trucks parking opposite the Shell Service Station and the issues concerning truck drivers relieving themselves in the garden beds near the truck stop, an amenities block needs to be constructed in the vicinity. Caravans are noticed parked in Wilson Memorial Oval overnight. Is this practice allowed when there is an operating caravan park in the town? ACTION FOR COMMITTEE S Constable to investigate the caravan parking issue and advise the committee at the next meeting. 8.2 Kelpies – Scotland Noted: A major tourism project in Scotland was the construction of two “Kelpies” – mythological water creatures that look like horses – that are 30m high and built within a tourism precinct. 3m high replicas (maquettes) of these Kelpies have been displayed in major cities such as New York in 2015. J Sinclair has contacted the council controlling the kelpies and is seeking permission and costs to have the maquettes brought to Scone for the 2016 Hose Festival. The proposal is then to make them available to travel around the major cities of Australia. The committee will be kept informed regarding progress of this project.

9. NEXT MEETING The next meeting is scheduled for Thursday 17 March from 10.00am. The meeting was declared closed at 1.30pm.

ATTACHMENT NO: 1 - UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE - 17 DECEMBER 2015 - MINUTES ITEM NO: C.01.2


ECONOMIC DEVELOPMENT & TOURISM COMMITTEE

DECEMBER 2015 ACTION SHEET

Item No Action Responsible Officer

Progress Completion due by

5 Investigate co-branding opportunities with Barrington Tops towns

S Constable & W Bedggood 2016

6 To instigate the Scone and Aberdeen Community Portal projects Contact SNRC for site administrator

J Sinclair & R Swansborough

Initial discussions held, Scone to be the focus first Oct 2015

8 Stud Trail App Development – scope and engage contractor to undertake development

Muswellbrook & UHSC

Scope for UHC App being developed for quotes and funding application

30 June 2016

9

Lake Glenbawn stakeholder planning meeting – contact B Collins with list of contacts for August meeting Letter to be sent to Michael Johnsen advising of frustration at inertia with the Lake planning

S Constable Deferred until 2016 October 2015

11 Promotional events video compiled from drone and still footage Jan Sinclair Some initial quotes received February 2016

12 Investigate free caravan parking situation in Murrurundi S Constable March 2016

13 Letter to Member for Upper Hunter outlining concerns over delays in planning for Lake Glenbawn State Park. S Constable January 2016




C.01.3 MERRIWA AGED HOSTEL COMMITTEE RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Shinead Taylor - Governance & Executive Support Officer RECOMMENDATION That Council: 1. Endorse the minutes of the Merriwa Aged Hostel Committee Annual General Meeting held

on 7 December 2015. 2. Endorse the minutes of the Merriwa Aged Hostel Committee held on 7 December 2015. 3. Endorse the tabled nominations as the new Merriwa Aged Hostel Committee for the 2016

term. BACKGROUND The Merriwa Aged Hostel Committee provides advice and recommendations to Council in relation to the provision of a 16 bed low care aged facility in Merriwa. REPORT/PROPOSAL The Committee meets every two months looking at the operational and financial aspects of the facility. The Committee also holds an Annual General Meeting in December each year. Minutes of the Merriwa Aged Hostel Committee Annual General Meeting are included as attachment 1. Minutes of the ordinary Merriwa Aged Hostel Committee Meeting are included as attachment 2. ATTACHMENTS

1 Merriwa Aged Hostel Committee - AGM - 7 December 2015 - Minutes 2 Merriwa Aged Hostel Committee - 7 December 2015 - Minutes RESOLVED that Council: 1. Endorse the minutes of the Merriwa Aged Hostel Committee Annual General Meeting

held on 7 December 2015. 2. Endorse the minutes of the Merriwa Aged Hostel Committee held on 7 December

2015. 3. Endorse the tabled nominations as the new Merriwa Aged Hostel Committee for the

2016 term.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - MERRIWA AGED HOSTEL COMMITTEE - AGM - 7 DECEMBER 2015 - MINUTES

ITEM NO: C.01.3


MINUTES OF THE MERRIWA AGED HOSTEL COMMITTEE ANNUAL GENERAL MEETING

MONDAY 7 DECEMBER 2015 - 3.30pm

PRESENT: Jan Cronin, Maree Goodear, Ross Bishop, Margaret Witney, Barry

Ghersi, Cr Deirdre Peebles

IN ATTENDANCE: Steve Pryor, Kerri Cone, Sue Duggan, Jodie Wilton, Tash Taaffe

1. APOLOGIES

RECOMMENDATION That the apologies received from Rose Witney be accepted. Moved: M. Goodear Seconded: R. Bishop CARRIED

2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RECOMMENDATION That the minutes of the Merriwa Aged Hostel Committee Annual General Meeting held on 8 December 2014, as circulated, be taken as read and confirmed as a correct record. Moved: R. Bishop Seconded: M. Goodear CARRIED 4. CHAIRPERSONS ANNUAL REPORT - Cr Deirdre Peebles It pleases me very much to give a brief report to this AGM. Gummun Place offers so much to its residents, led very well by a dedicated staff under consultation of Suzanne Duggan. We, of the committee, would like to congratulate and thank each member of staff for their care, and such pleasant attitude to the people for whom they care. Gummun Place is such a community facility which attracts so much assistance. We are most grateful for this with the major fundraising effort to gain the new call system for the benefit of each of the residents. For this I would like to acknowledge the initiative of the Rotary Club of Merriwa who made this specific target. Along with a generous donation from our local Mens Shed group and many others, it gives confidence to the people who have this place as their home. Under the banner of the Upper Hunter Shire Council, we would truly like to thank our treasurer Steve Pryor for keeping us smiling with the way he manages to balance the books and allows Gummun Place to move with the times. We are looking ahead to the time when we may hanve to increase the number of rooms to keep up with the need of our ageing population. We appreciate also the input from other members of Council staff who make the running of the Hostel very smooth and efficient.


ITEM NO: C.01.3


5. HOSTEL SUPERVISORS ANNUAL REPORT – Suzanne Duggan In 2015 the Hostel has been able to achieve another 3 year accreditation along with two unannounced visits from the accreditation agency and a pass with our annual food safety Audit. We have received much needed support from all our Local General Practitioners who visit the Hostel to see residents on a regular basis. This has assisted us greatly in meeting the care needs of the residents and provide extra support for staff. The Merriwa community has been very supportive over the past year assisting us with fund raising, especially the Merriwa Rotary Club, Members of the Merriwa Welcoming Centre and Men’s Shed, from which we have been able to update our medical alert system and purchase a standup lifter. There has been some staffing changes over the last twelve months. Two staff have completed their Certificate 1V in Aged Care and staff have completed mandatory training as required. We currently have 1 staff member completing their Certificate 111 in Aged Care. Residents have enjoyed a variety of outings and activities over the past twelve months organised by the Activities Officer. Areas of continuous improvement this year have been the purchase and installation of the new medical alert system, the purchase of a standup lifter, and the completion of recognized training for some of our staff members. I would like to thank the Hostel Committee, members of the Fund Raising Committee and staff for the support over the last 12 months and wish you all a safe and Happy Christmas.

6. TREASURERS ANNUAL STATEMENT - Steve Pryor A copy of the Financial Statements for 2014/15 has already been presented to the Committee at a previous meeting. The unqualified Audit Report on Gummun Place Hostel for 2014/15 indicates that the Hostel has turned an operating loss for 2013/14 of $119k into an operating profit of $69k in 2014/15. The main contributing factor to that turnaround was increased levels of subsidies from $443k (2014) to $716K (2015) due to higher funding levels and improved occupancy rates. This was partially offset by higher Employee Costs from $612k (2014) to $662k (2015). On a cash basis the Hostel’s bank account increased from $471k (2014) to $743k (2015) as a result of the operating result and increased levels of refundable residents deposits held. All of the 523k refundable deposits are cash backed ensuring that they can be refunded as required and within set timeframes. The Hostel being such a small facility is very reliant on subsidy payments to cover its costs of operations. The major impact therefore is making sure that vacancies are filled promptly to ensure high occupancy rates and the maximum subsidy legally available. I would like to thank the staff for their efforts during 2014/15 to keep the rooms fully occupied. 7. ELECTION OF COMMITTEE Nomination for position of Chair: Deirdre Peebles Moved: M. Goodear Seconded: R. Bishop CARRIED Nomination for position of Deputy Chair: Ross Bishop Moved: M. Goodear Seconded: J.Cronin CARRIED


ITEM NO: C.01.3


Nominations for the membership of the Merriwa Aged Hostel Committee for the 2016 term, as per the Constitution are: Cr Deirdre Peebles Mr Ross Bishop Mr Barry Ghersi Mrs Rose Witney Mrs Margaret Witney Mrs Maree Goodear Mrs Jan Cronin MOTION: That the tabled nominations be accepted as the new Merriwa Aged Hostel Committee for the 2015 term. Moved: D.Peebles Seconded: M. Goodear CARRIED 8. NEXT MEETING 12 December 2016. The Annual General Meeting was declared closed at 4.00pm.

ATTACHMENT NO: 2 - MERRIWA AGED HOSTEL COMMITTEE - 7 DECEMBER 2015 - MINUTES ITEM NO: C.01.3


MINUTES OF THE MERRIWA AGED HOSTEL COMMITTEE MEETING


PRESENT: Jan Cronin, Maree Goodear, Ross Bishop, Margaret Witney, Barry

Ghersi, Cr Deirdre Peebles

IN ATTENDANCE: Steve Pryor, Kerri Cone, Sue Duggan, Jodie Wilton, Tash Taaffe

1. APOLOGIES

RECOMMENDATION That the apologies received from Rose Witney be accepted. Moved: M. Goodear Seconded: R. Bishop CARRIED 2. DISCLOSURE OF INTEREST

Nil 3. PREVIOUS MINUTES

RECOMMENDATION That the notes of the Merriwa Aged Hostel Committee Meeting held on 12 October 2015, as circulated, be taken as read and confirmed as a correct record. Moved: R.Bishop Seconded: M. Witney CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES

a. ‘Play Up and Sing Out Loud’ update – Jodie reported the company has offered to tailor a

program for Gummun ie. once a week for 1.5 hours over 10 weeks in collaboration with one of the local primary schools where residents are assigned a buddy, singing and reminiscing and culminating in a community concert at a cost of $3000. Steve said may need a grant, or could come out of operating budget. Jodie to find out if schools are interested in participating.

b. Pendant system installation update – Sue and Jodie gave a demonstration of the new system. No negative feedback received to date with either residents or staff. Overall working very well.

c. Guest Speaker - Sue reported Rod Dylan from Merton Court, Denman unable to attend

December meeting after date change, but will try to attend next meeting as guest speaker. 5. AGENDA ITEMS

a. Financial report – Steve Pryor reported there were no major issues. Income currently up over

budget with costs steady. Two major purchases completed for the year include the pendant warning system and stand up lifter. Overall the Hostel is in good shape.

b. Supervisors report – Sue Duggan reported there were no vacancies at the Hostel with 3 on the waiting list ready to move in. A consultant from The Wellness and Lifestyle Group will be conducting reviews of residents at the end of December to assist with needs assessment of residents, staff training and formalising the correct wording for claims.

ATTACHMENT NO: 2 - MERRIWA AGED HOSTEL COMMITTEE - 7 DECEMBER 2015 - MINUTES ITEM NO: C.01.3


Friendship mornings have commenced in an effort to increase community participation and provide an opportunity for older residents within the community to have an outing as well as give opportunities to residents to converse with other people.

Improvements required in the Hostel include replacement of carpets with lino in several rooms as a priority (4 need doing straight away at a cost of $2300 per room for lino, $2400 per room for carpet).

Positions have been advertised this month for permanent and casual staff. Interviews to be conducted in New Year.

The Market Day is scheduled for Sunday March 6, 2016.

Regulatory compliance No issues

Clinical Incident Data Infections Oct: 3 Nov:1 Medication Incidents Oct: 1 Nov:2 Accidents/Incidents Oct: 1 Nov:Nil Concerns/Suggestions 1. Maintenance of Grounds and Gardens 2. More use of BBQ Area

Continuous Improvement 1. Medical Alert System 2. Standup Lifter 3. 2 Staff completed Cert 1V In aged care

6. ACTION SHEET Jodie to talk to both schools about ‘Play Up‘ project and report back to committee. Tash to send letter to Merriwa Rotary thanking them for fundraising for the pendant alarm system.

7. CORRESPONDENCE

Out – Letter of thanks sent to Merriwa Welcoming Centre and Men’s Shed for cheque.

8. GENERAL BUSINESS

a. Grants update – no news yet regarding grant application through Community Builders for the

activities shed. Council still looking for grants to fund a feasibility study. b. Fundraising Committee update – (Jan Cronin, Maree Goodear, Ross Bishop, Tash and Sue

met to discuss Market Day prior to AGM). Need for more publicity in Ringer in the week leading up to Market Day (Tash to assist); need an A Frame sign to direct traffic to Gummun from highway; committee need to invite people along personally; the raffle needs to be started before Christmas with a good prize eg. Red Balloon voucher (Sue to coordinate).

9. NEXT MEETING

Monday 8th February: Fundraising committee* 2.30; Hostel meeting 3.30 – at Gummun Place Hostel. (*Note only 4 weeks before Market Day) The meeting was declared closed at 4.45pm.




C.01.4 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Sean Constable - Manager Business Enterprise & Tourism RECOMMENDATION That Council endorse the minutes of the Merriwa Festival of the Fleeces Committee meeting held on 7 December 2015. BACKGROUND The festival of the Fleeces Committee plans and manages the annual festival in Merriwa in June. The committee makes recommendations in relation to the expenditure and income generation for the festival. Council provides assistance to the S355 committee through provision of secretarial support, budgeting and event planning and event management. With the resignation of the Merriwa Tourism and CTC Officer, the committee will need to be more involved in the planning and operation of the event in the future. REPORT/PROPOSAL The committee is preparing for the 2016 Festival. An event plan is being developed, based on previous years, and the budget will be confirmed once the event plan is completed. A major raffle will be run in 2016 to raise funds for the event. A dedicated website will be developed for the Festival, as well as a new logo for future brand recognition. The committee will join Upper Hunter Country Tourism as an associate member and utilise the Upper Hunter Country branding where possible to increase brand awareness and assist in marketing this and other festival across the region. The theme for 2016 will be “Fashions of the Fleece”. ATTACHMENTS

1 Merriwa Festival of the Fleeces Committee - 7 December 2015 - Minutes RESOLVED that Council endorse the minutes of the Merriwa Festival of the Fleeces Committee meeting held on 7 December 2015.

Moved: Cr D Peebles Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 7 DECEMBER 2015 - MINUTES

ITEM NO: C.01.4


MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING


PRESENT: Cr Deirdre Peebles (Chair), Cr Ron Campbell, Barbara Campbell,

Kim Clydsdale, Shirley Hunt, Cassandra McLaren

IN ATTENDANCE: Sean Constable, James Constable, Jan Sinclair

1. APOLOGIES

RECOMMENDATION That the apologies received from Jan Cronin be accepted. Moved: S Hunt Seconded: B Campbell CARRIED 2. DISCLOSURE OF INTEREST 3. PREVIOUS MINUTES

RECOMMENDATION That the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 9 November 2015, as circulated, be taken as read and confirmed as a correct record. Moved: S Hunt Seconded: B Campbell CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 5. AGENDA ITEMS

5.1 Event Planning and responsibilities Noted: The previous event plan will be used as the framework for the planning. Scone Tourism Officer will continue to manage the stall bookings. Tourism & Events Coordinator (TEC) will continue to oversee the event planning wherever possible, however, conflicting work duties will limit the time that she can dedicate to the Festival. Tash Taaffe will assist with some of the coordination role on a half day per week basis, funded through the Tourism & Promotion budget. She is not available on Monday evenings due to prior commitments. Tash will focus initially on the following aspects:

Sponsorship – following up on letters and confirming commitments prior to Christmas Identify new larger and corporate sponsors for the event Coordinate and prepare media releases, website and other digital marketing

The major raffle will be run from end of February. Jan Sinclair will provide some assistance in identifying some prize donations.


ITEM NO: C.01.4


The Sunday events will continue to include the Poet’s breakfast from 8.00am – 10.00am, and cutting. Suggested that Collaroy Station be approached to see if they would host a sheep demonstration and inspection of the shearing shed and other buildings from 11.00 till 1.00pm. This would give extra reasons for people to stay on the Sunday for longer. ACTION FOR COMMITTEE J Sinclair to contact potential raffle sponsors and advise the committee of prizes. Raffle process to be confirmed at next meeting to ensure that all proceeds are receipted and prizes are awarded. R Campbell to contact owner of Collaroy to gauge interest in involvement.

5.2 Event Budget Noted: From examination of the 2015 event expenditure, it was determined that the total cost to deliver the event was approximately $18,000 (actual cost was higher due to one-off expenses such as permanent promotional signage and the “Yarn Bombing” project). At present there is approximately $11,700 in committed sponsorship, including $5,000 from UHSC. Stall bookings are progressing well. A festival street stall was conducted in late November, which raised nearly $900 for the festival committee. The final budget preparation will be determined by the sponsorship, stall bookings and fund raising activities. Once the total event income is better known, the event plan can be finalised and activities booked in. Given the cost of the fireworks was over $5,000 in 2015, this should be reduced for future events. The dog jump competition should continue and the prize money will be increased to $300 for the 2016 event. 5.3 Logo and Branding of the Festival Noted: Jan Sinclair identified a number of logos that have been used by the committee and event over the past years. These have not been developed professionally and are difficult to use in media formats. It is important to have a professional logo for the event, and the running of the sheep in red socks is the point of difference. The committee resolved the following: RECOMMENDATION FOR COMMITTEE That an amount of $190.00 be committed to the development of a professional logo for the festival. Moved: Cr Peebles Seconded: C McLaren CARRIED ACTION FOR COMMITTEE J Sinclair to contact the logo development firm and provide the three options to the committee when available. 5.4 Website Design Noted: The festival does not have a dedicated website at present and this is limiting the exposure that the festival has in the public. Teresa Herbert of Total E Solutions (provides website support for Scone Chamber of Commerce and Upper Hunter Country Tourism) is willing to develop a website of for the festival in lieu of a Gold Sponsorship recognition. Therefore there is no actual cost to the committee.


ITEM NO: C.01.4


RECOMMENDATION FOR COMMITTEE That the committee engage Total E Solutions to develop a festival website with Gold Sponsorship recognition in lieu of payment, and commit to cover the cost of the domain name and annual hosting cost. Moved: Cr Campbell Seconded: Cr Peebles CARRIED ACTION FOR COMMITTEE J Sinclair to confirm website development with Total E Solutions. 5.5 Marketing, Promotions and Advertising Noted: The committee will need to determine what type of marketing and promotion it wishes to undertake. This decision is driven by what target market they are looking to attract. If the event is to attract people from outside the region then the marketing will need to have a different focus. It was agreed that there was little benefit in taking an advertisement in the SUHHF program as the program is not something that is available all year and is thrown out after the event. The Upper Hunter Country Guide is currently being prepared for the 2016 edition. The look of this publication will be more in line with a coffee table book, better production and information about the region. Advertising costs are reduced for members of Upper Hunter Country Tourism. Upper Hunter Shire Council is currently preparing a policy for exhibition in relation to branding of the festivals and events across the shire. The Upper Hunter Country brand provides a strong connection and recognition to the region and all events and festivals are being encouraged to utilise the brand within their marketing and promotion. Access to the brand is available through Upper Hunter Country Tourism as an associate member. This membership currently costs $99.00. RECOMMENDATION FOR COMMITTEE That the committee take out a half-page advertisement in the Upper Hunter Country Guide and join Upper Hunter Country Tourism as an associate member. Moved: Cr Peebles Seconded: C McLaren CARRIED ACTION FOR COMMITTEE S Constable to contact UHCT requesting a membership form and make payment on behalf of the committee. J Sinclair to confirm the advertisement with UHCT for the Guide and S Constable to make arrangements for payment

6. ACTION SHEET Attached 7. CORRESPONDENCE Notice of resignation from Julie Smith. 8. GENERAL BUSINESS

8.1 Parade A parade plan is to be developed and managed by Cassandra McLaren. Council will provide aerial photography to assist with the planning.


ITEM NO: C.01.4


The processes used by the Scone & Upper Hunter Horse Festival Committee will be copied where appropriate, which includes requiring all parade entrants to have completed a nomination form, each entry receiving a number which identifies where they are located in the parade. Communication with VRA is vital on the day and a liaison officer is required at the showground also. Communication is vital prior to and during the parade activities. 8.2 Friday evening event The Friday evening event is important to kick off the festival. Cr Campbell has made contact with Australian Wool Industry who will be happy to provide woollen garments for a fashion parade. Contact is to be made with Mortels of Thornton to see if they would like to be included in the parade and have a stall at the festival, and be a sponsor. The committee agreed that a fashion parade, dinner and music should be the basis for the event. Ticket pricing would be to cover the cost of the evening. Guests would be asked to ring supper with them. Theme of the evening and maybe the festival would be “FASHIONS OF THE FLEECE” 8.3 Campbell family It was recognised by the committee that the Campbell family contribute a significant amount of time, energy and livestock to the parade day. The running of the flock of sheep is integral to the festival and must continue. The committee agreed to formally recognise this contribution by acknowledging the Campbell family as Gold Sponsors of the Festival.

9. NEXT MEETING The next meeting of the Festival of the Fleeces Committee will be held on Thursday 4 February at the Merriwa RSL Club commencing at 6.00pm. The meeting was declared closed at 8.00pm.

ATTACHMENT NO: 1 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 7 DECEMBER 2015 - MINUTES ITEM NO: C.01.4


MERRIWA FESTIVAL OF THE FLEECES COMMITTEE

ACTION SHEET December 2015

Item No Action Responsible Officer

Progress Completion due by

1 Prepare and send sponsor thank you, promotional material and invitation to sponsor in 2016

S Constable & J Sinclair completed October 2015

2 Prepare a sponsors proposal for distribution to potential sponsors for 2016 festival

S Constable & J Sinclair Completed October 2015

3

Coordinate and promote a cheque presentation barbecue to be held at the Merriwa VRA shed on Saturday 21 November 2015 from 12.00pm to 1.30pm; media, sponsors, recipients and committee to be invited once the venue and date is confirmed

S Constable/Cr Peebles Completed 21 November 215

4 Contact stall holders and offer to be involved in the 2016 Festival

J Sinclair / S Hancock Underway 30 November 2016

5 Letter of thanks to committee members who have resigned and invite to cheque presentation in November S Constable Completed 30 October 2015

6 Prepare an Event Plan and draft Event Budget for committee review

J Sinclair / S Constable Ongoing 30 October 2015

7 Raffle prizes and process J Sinclair / C McLaren February 2016

8 Approach Collary Station about Sunday activity R Campbell December 2015

9 Logo development – engage contractor J Sinclair December 2015

10 Website development – engage Total e Solutions J Sinclair December 2015

11 UHCT membership S Constable December 2015

12 UHCT advertisement in UHCT Visitor Guide J Sinclair December 2015




C.01.5 SCONE & UPPER HUNTER AIRPORT COMMITTEE RESPONSIBLE OFFICER: Sean Constable - Manager Business Enterprise & Tourism AUTHOR: Joanne McLoughlin - Property & Business Coordinator RECOMMENDATION That Council:

1. Endorse the minutes of the Scone & Upper Hunter Airport Committee meeting held on 17 December 2015;

2. Waive the Airport Parking Fees as adopted in the 2015/16 Fees and Charges and refund all parking fees collected to date; and

3. Include the airport parking fees in the Fees and Charges of the draft Delivery Program and Operational Plan for 2016/17.

BACKGROUND Committee provides recommendations to Council in relation to the management and performance of the Scone & Upper Hunter Regional Airport. Airport Parking Fees The Scone & Upper Hunter Regional Airport has a wide range of users from local recreational aircraft to large corporate jets servicing local industries. A number of aircraft related operators are also based at the airport. The airport parking fees were introduced for the first time in the 2015/16 Fees and Charges. This charge reflects a cost to Council in providing temporary parking for aircraft within the airside area. Parking can include grassed areas with tie-downs to sealed apron areas. Parking fees are only charged to aircraft operators who do not have a hangar or private land to park their aircraft. Aircraft owners have the option to pay an annual parking fee or a casual fee, depending on usage and base of operation. Following several complaints from local airport users, the fee is being reviewed for the 2016/17 financial year. The complaints relate to insufficient consultation and comparison with other regional airports. REPORT/PROPOSAL Airport Parking Fees At present the airport is subsidised by rate payers by over $200,000 per annum. There is limited opportunity to raise revenue from the airport through user fees. A total income of $74,000 was budgeted for this financial year. Landing fees are the major form of revenue providing approximately $52,000 of the total income. A further $14,000 was budgeted from the new parking fees, the majority of which were expected to be annual parking fees. The waiving of the Airport Parking fees for 2015/16 will increase the contribution by general fund by nearly $18,000 (based on YTD use and forecast use to end of year).




It is important to understand that there is a cost to Council of maintaining and replacing tie-downs, parking areas are mown regularly and hard stand areas such as the apron are sealed and maintained as such. As the number of aircraft using the airport increases over time (Three Consulting - Scone Airport Master Plan, Draft Report December 2015) there will be an increased need for casual and permanent parking areas. The cost of these parking areas will be borne by Council. The alternative for aircraft owners is that the aircraft are housed in hangars or stored on private land. The annual cost of owning or leasing a hangar is obviously more than any potential parking fee (currently set at $500 per aircraft per year or $10 per tonne per day on a casual basis), otherwise the aircraft owners would use hangars. Comparison with other airports is difficult but it is possible to cite airports of similar size that don’t charge parking fees and others that do. The decision for each airport owner is how to raise revenue to maintain the airport, make improvements over time and meet legislative requirements as they change over time. Even though it is important to encourage aircraft to use the airport, this is only relevant if there is an income stream associated with it. Arguments that more aircraft means more economic activity in the region is true to some extent, however this depends on the reason people are visiting the airport. If the aircraft are based at the airport or ferrying a local workforce to the area then there is minimal economic impact of these aircraft to the regional economy. Communication of the new fee could have been improved. The Airport Management Committee was informed of the draft Fees and Charges and the new parking fee was included for Delivery Program and Operational Plan exhibition however airport users were not informed individually that the new fee was being considered for this financial year. No doubt, if the fee had been better communicated there would have been the same complaints and Council would still need to make the same decision as to whether to introduce them or not. Council is committed to providing a high level of service at the airport, with the new Airport Reporting Officer to commence employment on 11 January 2016. Service level and airport maintenance and improvements cannot be provided without substantial cost to Council. ATTACHMENTS

1 Airport Management Committee - 17 December 2015 - Minutes RESOLVED that Council:

1. Endorse the minutes of the Scone & Upper Hunter Airport Committee meeting held on 17 December 2015;

2. Waive the Airport Parking Fees as adopted in the 2015/16 Fees and Charges and refund all parking fees collected to date; and

3. Include the airport parking fees in the Fees and Charges of the draft Delivery Program and Operational Plan for 2016/17.

Moved: Cr M Collison Seconded: Cr M Johnsen CARRIED

ATTACHMENT NO: 1 - AIRPORT MANAGEMENT COMMITTEE - 17 DECEMBER 2015 - MINUTES ITEM NO: C.01.5


MINUTES OF THE AIRPORT MANAGEMENT COMMITTEE MEETING

THURSDAY 17 DECEMBER 2015 - 2.30 pm

PRESENT: Cr. M. Collison, Cr. W Bedggood, Mr. B Wyndham, Mr R. Pay, Mr. G.

Shopland, Mr. N. Partridge

IN ATTENDANCE: Cr. R. Campbell, Mrs. J McLoughlin, Mr. A. Gordon, Mr. R. Brayley, Mr. R. Foxtrot, Mr. S Bridge, Mr. P. Willard, Mr. W. Crockett, Mr. S. Constable, Mr. P. Clarke, Mr. A Cicuttini (online)

1. APOLOGIES There were no apologies. 2. DISCLOSURE OF INTEREST Nil. 3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Airport Management Committee Meeting held on 29 September 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Mr. R. Pay Seconded: Mr. N. Partridge Carried 4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil. 5. AGENDA ITEMS AM.12.1 Airport Managers Report PURPOSE This report provides details relating to the operation management of the airport, including WHS, current projects, financial and performance management The Airport Masterplan was presented to the Committee by Three Consulting. The attendees were provided copies of the masterplan documentation including plans to review. The attendees were advised to provide feedback by Friday 29 January 2016. The submissions would then be considered by Council prior to a final draft being prepared for the committee. RECOMMENDATION That the Committee notes the report and receives the information. ACTION FOR COMMITTEE: Nil

ATTACHMENT NO: 1 - AIRPORT MANAGEMENT COMMITTEE - 17 DECEMBER 2015 - MINUTES ITEM NO: C.01.5


6. ACTION SHEET

Item Outstanding Since Details Responsible

Officer/s Expected

Completion Date

Status

May – 4.2

14-05-2014 Airport Drainage Study

Consideration of report prepared by RMH.

To be reviewed as part of the Master Plan

Property & Business Coordinator

31-07-2015 Draft drainage report has been submitted and feedback provided

3 01-01-2015 Airport Master Plan

Tender awarded

Initial consultation workshop

Safety inspection completed

Master Plan works on hold until the PCN review is completed

Master Plan recommenced

Draft Master Plan presented to Stakeholders

Property & Business Coordinator

28-02-2016 In progress

7. CORRESPONDENCE Nil. 8. GENERAL BUSINESS Discussion was held on the current financial year fees and charges. Concern was raised regarding the parking and landings fees that are being charged and how these fees compare to other airports in the area. No recommendation was made by the Committee. 9. NEXT MEETING 15 March 2016 at 3pm The meeting was declared closed at 3.45pm.




C.01.6 UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC

COMMITTEE RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Amanda Catzikiris - Community Services Officer RECOMMENDATION That Council:

1. Note the minutes of the Upper Hunter Shire & Kia-Ora Youth Music Committee meeting held on 9 December 2015.

2. Endorse the appointment of Liz Hickey to the Committee. BACKGROUND The Upper Hunter Shire and Kia-Ora Youth Music Committee was formed as a S355 Committee in May 2013. The Committee overseas the annual Youth Music Camp which Council is one of the major sponsors. All funds for the event are held within Council’s finances. REPORT/PROPOSAL The 2016 Youth Music Camp is scheduled for 16, 17 & 18 March 2016. The Committee meets to plan for the event and future events. ATTACHMENTS

1 Upper Hunter Shire & Kia-Ora Youth Music Committee - 9 December 2015 - Minutes RESOLVED that Council:

1. Note the minutes of the Upper Hunter Shire & Kia-Ora Youth Music Committee meeting held on 9 December 2015.

2. Endorse the appointment of Liz Hickey to the Committee.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC COMMITTEE - 9 DECEMBER 2015 - MINUTES

ITEM NO: C.01.6


MINUTES OF THE UPPER HUNTER & KIA-ORA YOUTH MUSIC COMMITTEE MEETING

WEDNESDAY 9 DECEMBER 2015

PRESENT: Cr Deirdre Peebles, Mrs Gillian Miles, Mr Bob Rose, Mr Leigh

Rowney, Mr Jeremy Fletcher, Ms Liz Hickey, Dr Ian Cook.

IN ATTENDANCE: Mr Steve Pryor, Mrs Kerri Cone, Mrs Amanda Catzikiris

1. APOLOGIES

RECOMMENDATION That the apologies received from Mr Jason Buckley & Mr James Whiting be accepted.

Moved: G Miles Seconded: L Hickey CARRIED

2. DISCLOSURE OF INTEREST

Nil 3. PREVIOUS MINUTES

RECOMMENDATION That the minutes of the Upper Hunter & Kia-Ora Youth Music Committee Meeting held on 5 May 2015, as circulated, be taken as read and confirmed as a correct record.

Moved: B Rose Seconded: G Miles CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES

Nil

5. AGENDA ITEMS

5.1 The Committee welcomed new members, Liz Hickey and Jeremy Fletcher. 5.2 There was discussion regarding the MOU between UHSC and UHCM. The draft

MOU needs to be amended to reflect the agreement is between UHCM and UHSC rather than KOMC. The Committee agreed to the document pending feedback from UHCM Committee Members.

There was further discussion that this Committee support the proposal that UHCM enable their staff to participate in Kia-Ora as a partnership project rather than be required to take annual leave to tutor at the Camp. Schools and Council currently support Kia-Ora with the provision of staff. We value this cooperation between all the schools and other community groups in facilitating the Camp.

5.3 Financial Report – Bob Rose has updated the budget in consultation with Gillian Miles. Currently investigating the possibility of new sponsorship in 2016 from Newgate Farm.

ATTACHMENT NO: 1 - UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC COMMITTEE - 9 DECEMBER 2015 - MINUTES

ITEM NO: C.01.6


6. ACTION SHEET

The Logo competition is now open and will close next week. Information has been emailed to all the schools. It will also be promoted on the Council Facebook page and a press release.

Contact the T-shirt printing company to confirm the Camp dates and organising printing. Amanda & Gillian to follow up.

It is important to have the enrolment forms in all the schools by 1/2/16 so they can be distributed promptly.

Ian and Gillian are finalising the tutors and the electives. Still investigating the option of marimbas, dance and ukulele. Jason Buckley has confirmed he is available to be the guitar tutor.

Gillian is planning to make the piano workshop part of the actual Camp in 2016 rather than holding it on a weekend prior. Still to be confirmed.

Amanda & Gillian to follow up the booking of all venues including St Luke’s Hall, Old Court Theatre, Arts & Craft Centre, SGS and SHS. Need to investigate the possibility of utilising SPS Hall and the Scone RSL Club.

In order to resolve some of the transport difficulties from the last camp, it was decided to that a ‘Roadie’ would be useful to assist in moving instruments and equipment between venues and packing up at the end of the performance. To be included in the budget. Bob rose will follow this up further. Ian Cook will assist in the hire of a suitable vehicle.

Gillian will make arrangements with UHCM to utilise their instruments for the Camp rather than the Muswellbrook Town Band.

Gillian and Ian are investigating a stage sound and lighting option for the performance at a cost of approximately $800. This will then be offered as an elective to interested students for the Friday only as per the enrolment form. The stage crew will be developed from this group and available staff and tutors.

Discussion regarding effective communications during the performance. Liz recommended using iPad / iPhone and creating a ‘group’ of tutors and staff. Successful at the recent SPS concert. Gillian will investigate further.

Leigh Rowney is happy to take on the supervising teacher role in 2016 but the committee needs to consider succession planning. Gillian will discuss the possibility of St Joseph’s High School taking this role in 2017. Also need to develop a personal contact in each school to facilitate communications and invite them to the next meeting to allocate tasks including supervision.

7. CORRESPONDENCE

Nil

8. GENERAL BUSINESS

Nil 9. NEXT MEETING

Thursday 28 January 2016 commencing 4pm The meeting was declared closed at 5.00pm.




FINANCE REPORTS F.01.1 TENDER - PANEL CONTRACT FOR COMBINED FIXED

VOICE AND MOBILES RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Steve Pryor - Director Corporate & Community Services PURPOSE

The purpose of this report is for Council to participate in a tender run through Local Government Procurement for the provision of combined fixed voice and mobile telephone services. An agreement has been reached to provide the services for a 24 month period.

The value of the agreement to Upper Hunter Shire Council is not known as it depends on the value of telephone use per month over the period of the agreement.

RECOMMENDATION

That Council accept the agreement from Telstra under the Local Government Procurement contract for a period of 24 months. BACKGROUND

Local Government Procurement runs various tenders on behalf of all of Local Government. One of these was a Telecommunications Services tender (LGP407-2). REPORT/PROPOSAL

In accordance with the Local Government (General) Regulations 2005 – Part 7 Tendering, where expenditure on a tender exceeds $150,000 over the term of the contract a Council must, by resolution, adopt a report accepting the tender recommendation.

Council currently spends approximately $190,000 per annum excluding GST on its total Telephone and Communications budget. Although the supply of services under this agreement is not all of that budget, it is expected to be a significant proportion and obviously depends on use, particularly with data.

To ensure that Council meets its statutory requirements over the term of the agreement, Council endorsement is sort by resolution. OPTIONS

1. Accept the agreement for inclusion in the Local Government Procurement Contract with Telstra.

2. Not accept the agreement. CONSULTATION

Director Corporate & Community Services Manager Information Services Telstra Local Government Procurement

STRATEGIC LINKS

a. Community Strategic Plan 2013+ CIVIC LEADERSHIP




7) Provide community leadership through open, accountable and efficient governance. 24. Effectively and efficiently manage the business of the Council within its Charter. b. Delivery Program To efficiently manage Council’s procurement function and so allow the other divisions and departments to maximise their delivery of services to the community in accordance with Council’s Delivery Program and Operational Plan. c. Other Plans

Nil IMPLICATIONS

a. Policy and Procedural Implications Council’s Procurement Policy and the Local Government (General) Regulations 2005 require tenders over $150,000 to be accepted by resolution of Council.

b. Financial Implications Substantial savings to Council is expected from entering this agreement. The savings are expected to be in the order of $1,500 per month or $36,000 over the life of the agreement for mobile calls and data. Some further savings are expected for fixed phones with reduced rates and savings on future replacement mobile phones. Based on the number of mobile phones of 122, Council would be entitled to a reduction in costs of $24,400 excluding GST over the life of the agreement.

c. Legislative Implications Local Government (General) Regulations 2005 requires tenders over $150,000 to be accepted by resolution of Council.

d. Risk Implications Nil

e. Other Implications Nil CONCLUSION

For Council to accept the proposal as per the Local Government Procurement contract a resolution from Council is required.

ATTACHMENTS

1 Pricing Details Excluded 2 Financial Analysis by Mobile Account Excluded RESOLVED that Council accept the agreement from Telstra under the Local Government Procurement contract for a period of 24 months.

Moved: Cr K Fisher Seconded: Cr L Driscoll CARRIED




GENERAL ADMINISTRATION REPORTS G.01.1 REFERENDUM - MAYORAL ELECTION RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Shinead Taylor - Governance & Executive Support Officer PURPOSE The purpose of the report is to seek direction on whether Council wishes to pursue a referendum at the next Local Government Elections in moving from a Mayor elected by the Councillors to a Mayor elected by popular vote.

RECOMMENDATION That Council undertake a community survey on whether to hold a referendum on how the Mayor is elected. BACKGROUND The current method of election of Mayor is in accordance with Section 227 of the Local Government Act 1993, by the Councillors from among their number. The alternative method for the election of Mayor is by popular vote by the electors. To change the method of election of Mayor requires a constitutional referendum by the electors to be undertaken. The effect of that referendum, if it were decided in favour of change, would not take place until the next ordinary election after the date of the referendum. The current term for Mayor elected by the Councillors is one (1) year, while the term for Mayor elected by the electors is four (4) years. There are currently two (2) Local Government Reviews which potentially will effect Council’s future considerations on the issue and/or consideration of the petition. The Independent Local Government Review Panel for Local Government reform is considering options for governance models including the role and function of the Mayor. The Local Government Act Review Panel is separately considering legislative changes to the Local Government Act, including options for the term of the Mayor, when elected by the Councillors. It has now been confirmed that the current process Council uses for electing its Mayor will change from one (1) year to two (2) years. On 29 January 2013, Council received a letter and petition with approximately 420 signatures requesting that the “People pick the Mayor” and approximately 13 that requested that the “Councillors pick the Mayor” (Attachment 1). Council considered the petition and resolved at its meeting on 25 February 2013 to:

“Note the petition as tabled and reconsider the method of election of mayor following the outcome of the Local Government Reviews”

The outcome of the Local Government Reviews are completed, although some legislative changes will need to occur.




REPORT/PROPOSAL Excluding the recently announced proposed changes, of the 152 Councils in NSW, 35 currently have popularly elected mayors and a further 4 will have popularly elected mayors from the 2016 election. Almost 75% of NSW Council elect the mayor from among their numbers (Attachment 2). Council, at its meeting on 27 January 2015, resolved in regard to the September 2016 Local Government Election: 1. Pursuant to s.296 (2) and (3) of the Local Government Act 1993 (NSW) (“the Act) that an

election arrangement be entered into by contract for the Electoral Commissioner to administer all elections of the Council.

2. Pursuant to s. 296 (2) and (3) of the Act, as applied and modified by s. 18, that a council poll arrangement be entered into by contract for the Electoral Commissioner to administer all council polls of the Council.

3. Pursuant to s.296 (2) and (3) of the Act, as applied and modified by s. 18, that a constitutional referendum arrangement be entered into by contract for the Electoral Commissioner to administer all constitutional referenda of the Council.

If Council wishes to undertake a referendum it will need to advise the Electoral Commission NSW prior to August 2016, if the elections were to be held in September 2016. It is understood that the elections may now be delayed until March 2017. The proposed survey would be undertaken by an independent company. It is proposed that three simple questions would be asked:

Q1 Preamble: The Upper Hunter Shire Council is currently considering if it should hold a referendum on how the mayor is elected. The Mayor is currently elected by their peers (Councillors) on an annual basis. This is about to change and the Mayor under the proposed changes to the NSW Local Government Act would see the Mayor elected for a two year period.

Council is also considering if the Mayor should be elected by popular vote (electors), which would mean the Mayor is elected for the term of Council – 4 years.

The cost to run a referendum is approximately $12,000 and would occur at the next Local Government elections.

Q1: Should Upper Hunter Shire Council hold a referendum on how the mayor is elected? Response: YES/NO/UNDECIDED

At this stage, no other questions have been developed for any proposed referendum as the first step is to get an indication if one should occur. It is proposed that no less than 400 calls (randomly selected) are made to residents of the Upper Hunter Shire. The results would then be provided back to Council along with the original petition. It should also be noted that should Council proceed to a referendum, the make up of Council will change. There are currently 9 generally elected Councillors. If Council chose to remain with 9 Councillors which included a popularly elected mayor then 8 Councillors would be elected through general election and the mayor elected separately (i.e. on a separate ballot paper). The method of electing the mayor is by ‘Optional Preferential Method’. In addition the Australian Centre of Excellence for Local Government produced a Discussion Document on ‘Australian Mayors: What can and should they do?’ This document provides some details on the pros and cons on popularly elected Mayors and is provided under




separate cover. It appears that neither the Office of Local Government nor Local Government NSW provide any guidance on this matter as it is up to each individual community as to how they would like their governance arrangement to operate including the election of the Mayor. There will be an additional cost to run a referendum, which is outlined under the Financial Implications section. OPTIONS 1. Undertake a community survey on whether to run a referendum on how the mayor would

be elected at the next NSW Local Government election. 2. Resolve not to undertake a survey at this time. 3. Not undertake a community survey and simply resolve to undertake a referendum on how

the mayor would be elected at the next NSW Local Government election 4. Not undertake a community survey and simply resolve not to undertake a referendum. CONSULTATION Should Council resolve to undertake a referendum in regard to changing the method of election of mayor for the 2020 election onwards, then consultation would be required with the community. STRATEGIC LINKS a. Community Strategic Plan 2013+ CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance. b. Delivery Program To effectively and efficiently manage a Shire that meets the needs of the community. c. Other Plans N/A IMPLICATIONS a. Policy and Procedural Implications If a referendum was undertaken and the community responded in favour of changing the manner in which the mayor is elected, it would take place from the elections in 2020. b. Financial Implications The financial implications for Council undertaking a referendum at the 2016 ordinary election are estimated to cost $12,000, which is in addition to the estimated $120,000 for the ordinary election process. Funds are set aside each year to cover the cost of the four-yearly election. If a referendum is undertaken at a different time to the ordinary election then the cost is estimated to be around $90,000. The cost of running a community survey is estimated to be $9,000.




c. Legislative Implications Section 227 of the Local Government Act 1993. d. Risk Implications Nil e. Other Implications Nil CONCLUSION That Council undertake a community survey on whether to hold a referendum at the next NSW Local Government elections on how Council elects its Mayor. ATTACHMENTS

1 Petition - commenced 2012 2 List of Directly Elected Mayors RECOMMENDATION That Council undertake a community survey on whether to hold a referendum on how the Mayor is elected. AMENDMENT That Council not hold a survey but move directly to a referendum at the next local government election as recommended by the Local Government Review panel that states that a petition signed by a set minimum number of voters (250 or 10% of the total, whichever is the lesser) should require a council to hold a referendum on changing the method of election on how the Mayor is elected.

Moved: Cr L Watts Seconded: Cr D Peebles LOST

RESOLVED that Council undertake a community survey on whether to hold a referendum on how the Mayor is elected.

Moved: Cr M Johnsen Seconded: Cr L Driscoll CARRIED A division was taken and the names of the Councillors voting FOR and AGAINST were as follows:

FOR AGAINST Councillor Bedggood Councillor Peebles Councillor Campbell Councillor Watts Councillor Collison Councillor Driscoll Councillor Fisher Councillor Johnsen Total (6) Total (2)

ATTACHMENT NO: 1 - PETITION - COMMENCED 2012 ITEM NO: G.01.1


ATTACHMENT NO: 2 - LIST OF DIRECTLY ELECTED MAYORS ITEM NO: G.01.1



Infrastructure Services


POLICY MATTERS H.01.1 COUNCIL POLICY RESPONSIBLE OFFICER: Alan Fletcher - Director Infrastructure Services AUTHOR: Belinda Olteanu - Infrastructure Services Admin Officer PURPOSE The purpose of this report is to adopt the updated policy Sewerage and Drainage – Policy – Design and Construction - Sewerage Systems – Pressure Sewerage.

RECOMMENDATION That Council adopt the updated policy Sewerage and Drainage – Policy – Design and Construction – Sewerage Systems – Pressure Sewerage. BACKGROUND Council is required to maintain a set of policies that are current and meet the requirements for Council to operate under. Council must review all policies within 12 months of a new Council being formed, but also needs to review and update policies as required. REPORT/PROPOSAL Council provides services to the community and many of these services are supported and provided through infrastructure assets. The provision of assets maintained to meet community needs and expectations is fundamental to the economic, social and cultural vibrancy of the Upper Hunter Shire. Council’s overall goal in managing infrastructure assets is to provide the required level of service in a sustainable manner for present and future consumers. This policy addresses legislative requirements under the Local Government Act 1993 and its associated amendments. The current policy has had some minor changes made to reflect current practice. OPTIONS 1. To accept the modified policy. 2. To amend the modified policy. CONSULTATION

General Manager Director Infrastructure Services. Director Corporate and Community Services. Manager Water and Waste




STRATEGIC LINKS a. Community Strategic Plan 2013+ The proposal meets key focus areas:

Economic (6) of the Community Strategic Plan “Maintain and enhance civil infrastructure and community assets to meet the needs of current and future generations.”

Civic Leadership (7) provide community leadership through open, accountable and efficient governance.

b. Delivery Program Effectively manage the business of Council within its Charter. c. Other Plans Nil. IMPLICATIONS a. Policy and Procedural Implications

The policy is overdue for ratification by Council. b. Financial Implications

Nil. c. Legislative Implications

This policy addresses legislative requirements under the Local Government Amendment (Planning and Reporting) Act 2009. d. Risk Implications

Nil. e. Other Implications

Nil. CONCLUSION That the amended Sewerage and Drainage – Policy – Design and Construction - Sewerage System – Pressure Sewerage Policy be adopted.

ATTACHMENTS

1 Sewerage and Drainage - Policy - Design and Construction - Sewerage Systems - Pressure Sewerage

RESOLVED that Council adopt the updated policy Sewerage and Drainage – Policy – Design and Construction – Sewerage Systems – Pressure Sewerage.

Moved: Cr K Fisher Seconded: Cr M Collison CARRIED

ATTACHMENT NO: 1 - SEWERAGE AND DRAINAGE - POLICY - DESIGN AND CONSTRUCTION - SEWERAGE SYSTEMS - PRESSURE SEWERAGE

ITEM NO: H.01.1





H.01.2 COUNCIL POLICY - MANAGEMENT OF ASBESTOS RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services AUTHOR: Shinead Taylor - Governance & Executive Support Officer PURPOSE The purpose of this report is to seek endorsement of a new Council policy for dealing with asbestos.

RECOMMENDATION That Council adopt the new Management of Asbestos Policy. BACKGROUND The policy provides information for Council workers, the local community and wider public. Part of the policy includes the sections that are likely to be of most interest to the local community and wider public. Part 2 is information that applies to workers associated with Council including employees, contractors, consultants and volunteers (as defined by the NSW Work Health and Safety Regulation 2011). The policy applies to friable, non-friable (bonded) and naturally occurring asbestos (where applicable) within the LGA. The policy outlines Council’s commitment and responsibilities in relation to safely managing asbestos and contains general advice. REPORT/PROPOSAL This policy aims to outline:

the role of Council and other organisations in managing asbestos Council’s relevant regulatory powers Council’s approach to dealing with naturally occurring asbestos, sites contaminated by

asbestos and emergencies or incidents general advices for residents on renovating homes that may contain asbestos Council’s development approval process for developments that may involve asbestos

and conditions of consent waste management and regulation procedures for asbestos waste in the LGA council’s approach to managing asbestos containing materials in council workplaces sources of further information

OPTIONS 1. Accept the new policy 2. Amend the new policy




CONSULTATION

General Manager Senior Management WH&S Committee

STRATEGIC LINKS a. Community Strategic Plan 2013+ CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance. b. Delivery Program Efficiently manage the business of Council within its Charter. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications This is a new policy to give guidance to dealing with asbestos in buildings. b. Financial Implications Nil c. Legislative Implications Council has regulatory responsibilities under the following legislation, policies and standards in situations where Council is the appropriate regulatory authority or planning authority:

Australian Standard AS 2601 – 2001: The demolition of structures Contaminated Land Management Act 1997 Environmental Planning and Assessment Act 1979 Environmental Planning and Assessment Regulation 2000 Local Government Act 1993 Protection of the Environment Operations Act 1997 Protection of the Environment Operations (General) Regulation 2009 Protection of the Environment Operations (Waste) Regulation 2005 State Environmental Planning Policy (Exempt and Complying Development Codes)

2008 State Environmental Planning Policy No. 55 – Remediation of Land

Additional legislation, policies and standards relating to the safe management of asbestos are listed in Appendix G of the policy document.




d. Risk Implications Sets guidelines for dealing with asbestos. e. Other Implications Nil CONCLUSION That the new policy is adopted. ATTACHMENTS

1 Management of Asbestos Policy - January 2016 Excluded RESOLVED that Council adopt the new Management of Asbestos Policy.

Moved: Cr M Johnsen Seconded: Cr D Peebles CARRIED


Environmental & Customer Services


H.01.3 POLICY - LOCAL ORDERS - KEEPING OF ANIMALS AND

BIRDS IN UPPER HUNTER SHIRE RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Mathew Pringle - Director Environmental & Customer Services PURPOSE The purpose of this report is to update Council’s Policy on the Keeping of Animals and Birds in Upper Hunter Shire.

RECOMMENDATION That Council adopt the updated Policy on the Keeping of Animals and Birds in the Upper Hunter Shire. BACKGROUND Council is required to maintain a set of policies that are current and meet the requirements for Council to operate under. Council must review all policies within 12 months of a new Council being formed, but also needs to review and update policies as required. REPORT/PROPOSAL The Policy on Keeping of Animals and Birds in the Upper Hunter Shire seeks to inform the community of Council’s regulatory powers concerning the keeping of animals within the Local Government Area. The aims of the policy are to:

a. Minimise the incidence of nuisance being caused to persons b. Protect the welfare of companion and farm animals c. Protect the welfare and habitat of wildlife; and d. Minimise the disturbance of or damage to protected vegetation. e. Safeguard the environment.

The Policy applies to animals kept for domestic purposes, as companion animals, pets or for hobby interests, and certain native fauna subject to strict requirements. A number of minor amendments and corrections (to reflect legislative changes) have been made to the policy as shown in Attachment 1. OPTIONS 1. To adopt the updated policy. 2. To amend the updated policy prior to adoption. CONSULTATION

General Manager Director Environmental and Customer Services


Environmental & Customer Services


STRATEGIC LINKS a. Community Strategic Plan 2013+

The proposal meets key focus areas:

Environmental (3) of the Community Strategic Plan “Protect the natural and built environment and plan for a sustainable future for our Shire and our planet”

Civic Leadership (7) “Provide community leadership through open, accountable and efficient governance”.

b. Delivery Program

Effectively manage the business of Council within its Charter. c. Other Plans

Nil. IMPLICATIONS

a. Policy and Procedural Implications

It is proposed to update Council’s Policy on the Keeping of Animals and Birds in Upper Hunter Shire.

b. Financial Implications

Nil.

c. Legislative Implications

This policy relates to Orders that can be given by Council under Section 124 of the Local Government Act 1993.

d. Risk Implications

Nil.

e. Other Implications

Nil. CONCLUSION

That the updated Policy on the Keeping of Animals and Birds in Upper Hunter Shire be adopted.

ATTACHMENTS

1 Updated Policy - Keeping of Animals and Birds in the Upper Hunter Shire RESOLVED That Council adopt the updated Policy on the Keeping of Animals and Birds in the Upper Hunter Shire.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - UPDATED POLICY - KEEPING OF ANIMALS AND BIRDS IN THE UPPER HUNTER SHIRE

ITEM NO: H.01.3





RESPONSES TO PREVIOUS QUESTIONS RPQ.01.1 RESPONSES TO COUNCILLORS' QUESTIONS RESPONSIBLE OFFICER: Waid Crockett - General Manager AUTHOR: Robyn Cox - Executive Assistant

RECOMMENDATION For notation only. BACKGROUND At the Ordinary meeting of Council on 14 December 2015 the following questions were asked Cr Deirdre Peebles 1. Asked about the leash-free areas in the Shire following a request from a resident who

apparently wrote to Council with concerns and has not received a reply.

Response: The Director Environmental Services advised that all areas are currently being reviewed.

Cr Ron Campbell 1. Asked for the table and shelter from the Bunnan Rest Area, which was recently repaired,

be returned before the Christmas break. Response: The Director Infrastructure Services advised that this has been done.

Cr Peter Bishop 1. Asked about a submission sent to Council with photos regarding the turn off to Sterling

Vale about 1 km north where there is a sweeping curve. The resident who made the submission has requested double lines and a sign.

Response: The General Manager advised that he has forwarded the submission to the

Director Infrastructure Services and it has been logged for following up. ATTACHMENTS

There are no enclosures for this report


COUNCILLORS’ QUESTIONS Cr Lee Watts Asked could it be put to the Traffic Committee about investing a bus stop for temporary purposes on Race Day at Liverpool Street just outside the Golden Fleece Hotel.

Response: The Mayor advised that this will be taken on notice.

Cr Maurice Collison Asked could something be done about the ongoing drainage problem at Barton Street and Kilgallin Close.

Response: The Mayor also requested that this be looked at and it will be investigated.

Cr Ron Campbell 1. Asked was a response provided to the letter from Nola McGrath regarding the petition

attached to Item G.01.1 of the Council meeting agenda

Response: The Director Corporate & Community Services advised that this would be taken on notice.

2. Asked did Council have a policy on non-smoking outside buildings and if so, what is the

policy.

Response: The Director Environmental & Customer Services that this is covered by State Legislation.


CLOSED COUNCIL RESOLVED THAT COUNCIL MOVE INTO CLOSED COUNCIL WITH THE PRESS AND PUBLIC EXCLUDED IN ACCORDANCE WITH SECTION 10(2)(C) OF THE LOCAL GOVERNMENT ACT 1993.

MOVED: CR D PEEBLES SECONDED: CR L DRISCOLL CARRIED

Report To Confidential Ordinary Council Meeting 18 January 2016



CONFIDENTIAL REPORTS CR.01.1 TENDER - PANEL CONTRACT FOR COLLECTION,

TRANSPORT & RECYCLING OF FERROUS & NON FERROUS SCRAP METALS AND USED LEAD ACID BATTERIES (ULAB)

RESPONSIBLE OFFICER: ALAN FLETCHER - DIRECTOR INFRASTRUCTURE SERVICES

AUTHOR: COLEEN PINKERTON - SOLID WASTE COORDINATOR THIS MATTER IS CONSIDERED TO BE CONFIDENTIAL UNDER SECTION 10A(2) (D II) OF THE LOCAL GOVERNMENT ACT, AS IT DEALS WITH COMMERCIAL INFORMATION OF A CONFIDENTIAL NATURE THAT WOULD, IF DISCLOSED (II) CONFER A COMMERCIAL ADVANTAGE ON A COMPETITOR OF THE COUNCIL. PURPOSE COUNCIL PARTICIPATED IN A JOINT TENDER PROCESS FOR THE COLLECTION, TRANSPORT & RECYCLING OF FERROUS & NON FERROUS SCRAP METALS AND USED LEAD ACID BATTERIES (ULABS). THE TENDER PROCESS WAS THROUGH REGIONAL PROCUREMENT WITH A NUMBER OF OTHER COUNCILS. THE TENDER IS FOR 24 MONTHS FROM 1 APRIL 2016 TO 31 MARCH 2018 WITH A FURTHER 12 MONTH EXTENSION BASED ON SATISFACTORY SUPPLIER PERFORMANCE. UPPER HUNTER SHIRE COUNCIL CURRENTLY RECEIVES APPROXIMATELY $75,000 PER ANNUM FROM SALE OF SCRAP STEEL HOWEVER THIS RETURN HAS DROPPED DRAMATICALLY OVER THE LAST 12 MONTHS DUE TO DEMAND FOR STEEL AND FALL IN STEEL PRICES. RESOLVED THAT COUNCIL: 1. ACCEPT THE TENDER FROM MATHEWS METAL MANAGEMENT PTY LTD AS THE

SINGLE SOURCE BY CATEGORY SUPPLIER TO PARTICIPATING COUNCILS FOR CAT. A (1) - FERROUS METALS, CAT. A (2) - REFRIGERATOR DEGASSING, CAT. B - NON FERROUS METALS AND CAT. C - ULABS FOR THE PERIOD 1 APRIL 2016 TO 31 MARCH 2018, AND

2. ACCEPT THE PROVISION FOR A 12 MONTH EXTENSION FROM 1 APRIL 2018 BASED ON SATISFACTORY SUPPLIER PERFORMANCE.

MOVED: CR D PEEBLES SECONDED: CR K FISHER CARRIED


RETURN TO OPEN MEETING RESOLVED THAT THE MEETING MOVE BACK INTO OPEN COUNCIL.

MOVED: CR K FISHER SECONDED: CR L DRISCOLL CARRIED UPON RESUMING OPEN COUNCIL THE FOLLOWING RECOMMENDATIONS WERE ADOPTED: CR.01.1 TENDER - PANEL CONTRACT FOR COLLECTION, TRANSPORT & RECYCLING

OF FERROUS & NON FERROUS SCRAP METALS AND USED LEAD ACID BATTERIES (ULAB)

RESOLVED THAT COUNCIL: 1. ACCEPT THE TENDER FROM MATHEWS METAL MANAGEMENT PTY LTD AS THE

SINGLE SOURCE BY CATEGORY SUPPLIER TO PARTICIPATING COUNCILS FOR CAT. A (1) - FERROUS METALS, CAT. A (2) - REFRIGERATOR DEGASSING, CAT. B - NON FERROUS METALS AND CAT. C - ULABS FOR THE PERIOD 1 APRIL 2016 TO 31 MARCH 2018, AND

2. ACCEPT THE PROVISION FOR A 12 MONTH EXTENSION FROM 1 APRIL 2018 BASED ON SATISFACTORY SUPPLIER PERFORMANCE.

MOVED: CR K FISHER SECONDED: CR D PEEBLES CARRIED

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 5.43PM.

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER...

Documents

Transcript of MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER...