MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER … · Cr Maurice Collison (Deputy Mayor), Cr Peter...

of 138 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 23 November 2015

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 23 NOVEMBER 2015 IN THE COUNCIL CHAMBERS, SCONE COMMENCING AT

5.00pm

PRESENT: 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 apology received from Cr Wayne Bedggood be accepted. Cr Bedggood was in attendance at the meeting until 5.30pm.

Moved: Cr D Peebles Seconded: Cr R Campbell CARRIED IN ATTENDANCE: Mr Waid Crockett (General Manager), Mr Steve Pryor (Director Corporate & Community Services), Mr Mathew Pringle (Director Environmental & Customer Services), Mr Alan Fletcher (Director Infrastructure Services), Mr Wayne Phelps (Manager Finance) and Mrs Robyn Cox (Executive Assistant), Mayor Wayne Bedggood (until 5.30pm). ADOPTION OF MINUTES: RESOLVED that the minutes of the ordinary Council meeting held on 26 October 2015 be adopted.

Moved: Cr M Johnsen Seconded: Cr D Peebles CARRIED DECLARATIONS OF INTEREST: Nil. PUBLIC PARTICIPATION: F.11.1 Annual Financial Statements

Mr Paul Cornall, Forsyths Chartered Accountants G.11.3 Community Survey

Mr Mark Mitchell, General Manager, Micromex


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MAYORAL MINUTES................................................................................................... 3 A.11.1 MURRURUNDI AUSTRALIA DAY WORKING PARTY - NOMINATION .................................. 3 A.11.2 PRESENTATION TO STAFF - RECOGNITION OF LENGTH OF SERVICE ............................. 5

STANDING COMMITTEE REPORTS .......................................................................... 6 SCR.11.1 FINANCE COMMITTEE ................................................................................................ 6 SCR.11.2 WORKS & TECHNICAL SERVICES COMMITTEE ............................................................. 7

COMMITTEE/DELEGATES REPORTS ..................................................................... 12 C.11.1 SCONE & UPPER HUNTER AIRPORT COMMITTEE ...................................................... 12 C.11.2 SCONE & UPPER HUNTER REGIONAL SALEYARDS COMMITTEE ................................. 17 C.11.1 HERITAGE ADVISORY COMMITTEE ............................................................................ 23 C.11.4 AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT ................................................... 30 C.11.5 WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE ....................................... 33 C.11.6 SCONE AND ABERDEEN AUSTRALIA DAY COMMITTEE ............................................... 38 C.11.7 MERRIWA SHOWGROUND MANAGEMENT COMMITTEE ............................................... 42 C.11.8 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE ................................................... 45 C.11.9 FLOODPLAIN MANAGEMENT COMMITTEE .................................................................. 49

DEVELOPMENT REPORTS ...................................................................................... 53 D.11.1 DRAFT VOLUNTARY PLANNING AGREEMENT ............................................................. 53 D.11.2 PLANNING PROPOSAL 2/2015 - AMENDMENT TO ZONE RE2 PRIVATE RECREATION ... 83

ENVIRONMENT/HEALTH REPORTS...................................................................... 101 E.11.1 SUBMISSION TO LOCAL STRATEGIC PLAN 2015-2020 ............................................. 101

FINANCE REPORTS................................................................................................ 105 F.11.1 ANNUAL FINANCIAL STATEMENTS .......................................................................... 105

GENERAL ADMINISTRATION REPORTS .............................................................. 108 G.11.1 2014/15 ANNUAL REPORT ..................................................................................... 108 G.11.2 REQUEST TO WAIVE FEES - MERRIWA RELAY FOR LIFE .......................................... 110 G.11.3 COMMUNITY SURVEY ............................................................................................ 113

POLICY MATTERS .................................................................................................. 116 H.11.1 COUNCIL POLICIES ................................................................................................ 116

WORKS/TECHNICAL REPORTS ............................................................................ 128 J.11.1 CASSILIS CAMPDRAFT AND RODEO ASSOCIATION - DONATION OF TOILET BLOCK

HIRE ..................................................................................................................... 128

RESPONSES TO PREVIOUS QUESTIONS ............................................................ 131 RPQ.11.1 RESPONSES TO COUNCILLORS' QUESTIONS ........................................................... 131

CONFIDENTIAL REPORTS ..................................................................................... 135 CR.11.1 TENDER CONTRACT NO 07/2015 - ROAD PATCHING MACHINE ................................ 135 CR.11.2 SALE OF LAND - BOW STREET MERRIWA ................................................................ 136 CR.11.3 TENDER - PANEL CONTRACT FOR SUPPLY, DELIVERY & PLACEMENT OF ROAD

PAVEMENT STABILISING ........................................................................................ 137

Report To Ordinary Council Meeting 23 November 2015

Corporate & Community Services


MAYORAL MINUTES

A.11.1 MURRURUNDI AUSTRALIA DAY WORKING PARTY - NOMINATION

RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services

AUTHOR: Heather Ranclaud - Community Services Officer - Murrurundi

RECOMMENDATION That Council endorse the recommendation to appoint Carolyn Farrow to the Murrurundi District Australia Day Working Party.

REPORT/PROPOSAL The Murrurundi Australia Day Working Party will next meeting on Monday 30 November, when they will make recommendations to Council for the 2016 Australia Day Awards. Mrs Carolyn Farrow, Murrurundi Citizen of the Year 2015, has completed a nomination form to join the Working Party (attached). Endorsement of her nomination will allow Mrs Farrow to participate in the next meeting. OPTIONS 1. To endorse the recommendation to appoint Carolyn Farrow to the Murrurundi District

Australia Day Working Party. 2. To not endorse the recommendation to appoint Carolyn Farrow to the Murrurundi District

Australia Day Working Party.

ATTACHMENTS

1 Nomination Form Carolyn Farrow

RESOLVED that Council endorse the recommendation to appoint Carolyn Farrow to the Murrurundi District Australia Day Working Party.

Moved: Cr L Watts Seconded: Cr K Fisher CARRIED

ATTACHMENT NO: 1 - NOMINATION FORM CAROLYN FARROW ITEM NO: A.11.1



General Manager's Unit


A.11.2 PRESENTATION TO STAFF - RECOGNITION OF LENGTH OF SERVICE

RESPONSIBLE OFFICER: Waid Crockett - General Manager

AUTHOR: Robyn Cox - Executive Assistant

RECOMMENDATION That Council: 1. Make a presentation to Michael Day in recognition of his 20 years’ service to Council. 2. Recognise Robert Johnson for 20 years’ service with the Shire 3. Recognise Brian Frizzel for his 32 years of service to the Shire and wish him well in his

retirement

REPORT/PROPOSAL In accordance with Council’s policy, Recognition of Length of Service Council will appropriately recognise staff with long periods of employment with Upper Hunter Shire Council (including services with the former Scone, Merriwa and Murrurundi Shires). Michael Day has achieved 20 years of continuous service with Council. Robert Johnson has also achieved 20 years’ service with Council however was unable to attend the meeting. The General Manager will present a letter and gift voucher to Robert at a later date. Brian Frizzel has recently retired from Council after 32 years’ service. Brian was also unable to attend the meeting and was presented with a letter from the Mayor and gift vouchers in Merriwa last week. OPTIONS Nil.

ATTACHMENTS

Nil.

RESOLVED that Council:

1. Make a presentation to Michael Day in recognition of his 20 years’ service to

Council. 2. Recognise Robert Johnson for 20 years’ service with the Shire 3. Recognise Brian Frizzel for his 32 years of service to the Shire and wish him well

in his retirement

Moved: Cr L Driscoll Seconded: Cr K Fisher CARRIED




STANDING COMMITTEE REPORTS

SCR.11.1 FINANCE COMMITTEE


AUTHOR: Wayne Phelps - Manager Finance

RECOMMENDATION

That Council endorse the minutes of the Finance Committee meeting held on 20 November 2015.

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, 20 November 2015 and recommendations from that meeting will be presented to Council.

ATTACHMENTS

Nil.

RESOLVED That Council endorse the minutes of the Finance Committee meeting held on 20 November 2015.

Moved: Cr P Bishop Seconded: Cr K Fisher CARRIED


Infrastructure Services


SCR.11.2 WORKS & TECHNICAL SERVICES COMMITTEE

RESPONSIBLE OFFICER: Alan Fletcher - Director Infrastructure Services

AUTHOR: Belinda Olteanu - Infrastructure Services Admin Officer

RECOMMENDATION That Council:

1. Endorse the minutes of the Works & Technical Services Committee meeting held on 10 November 2015.

2. Adopt the updated policy Risk Management – Policy – Asset Management. 3. Defer the matter of Right Of Carriageway for Mountain View Rd to the next Works &

Technical Services Committee meeting to allow written comments from the residents to be provided and considered by Council.

BACKGROUND The Works & Technical Services Committee provides policy and direction, along with an update on the planned program for roads, bridges, water and sewerage work, parks, building and waste management REPORT/PROPOSAL WTS.11.1 Works Program – Infrastructure Services. Some of the major construction projects currently under construction, or recently completed are:

Garlands bridge and approaches works are complete. The bridge was officially opened by the Mayor on 7 November 2015.

Hayden Street Murrurundi kerb and gutter works are complete. Moonan Cutting up hill side works and side track have commenced, bypass bridge

installation planned. Gundy Road rehabilitation near Scone has commenced. Reseal program has commenced

Works priority has been given to capital works requiring completion. WTS.11.2 Works Program Infrastructure Services – Water and Sewer Progress of major projects is listed in Attachment 1 along with planned works. The projects currently underway include:

Water Supply System in Aberdeen, Scone, Merriwa and Murrurundi – replacement of old water meters

Selected sewer mains in the retic system in Aberdeen, Scone, Merriwa and Murrurundi – sewer main relining.




An additional required project is soil and ground water monitoring around the Septic dam at the Scone Sewerage Treatment Plant. The Septic dam would be described as a small clay lined dam that receives the waste from septic pump out trucks. During a recent EPA License audit, concerns over potential contamination was raised. Council officers are in the process of starting a soil and ground water monitoring program. The results of the monitoring and EPA’s position will be the subject of a separate report to Council. WTS.11.3 – Capital Works Update The spreadsheet provided under separate cover shows the expenditure up to the end of October, 33% through the 2015/16 financial year. It shows that YTD the program is behind the monthly allocated budget with 13.6% of the total annual revised budget spent. There are a number of issues to consider relating to the capital works under expenditure:-

At the time of writing this report there were still 2 weeks wages and plant to be added to the general ledger capital costings.

The administration area is showing a $580k variance underspend YTD. Seven large plant have recently been ordered and this expenditure will show up on future capital reports and correct the underspend.

The works delivery area has had staff shortages and is currently recruiting a number of positions and will also being utilizing additional contractors to complete the works program.

Scone waste depot works procurement is being finalized and will be completed by the end of February. Murrurundi transfer station project is awaiting the result of a grant application.

Water and Sewer projects will be utilizing staff and additional contractors to complete the projects.

Key projects being worked on include in the coming month are:

Preparation for reseals. Willow Tree Rd initial seal commences Sewer relining commences at various locations.

WTS.11.4 Council Policies – Risk Management – Policy – Asset Management The current Risk Management Policy has been amended with some minor changes to reflect current practice, according to the legislative requirements under the Local Government Act 1993 and its associated amendments. WTS.11.5 Mountain View Road Right of Carriageway and Public Road Three residents who are affected by the Mountain View Road Right of Carriageway and Public Road attended the Works and Technical Services Meeting, one via telephone link. Issues of concern were raised by the three residents and some level of discussion occurred during the meeting. The Committee resolved to defer Item WTS.11.5. until the next Works and Technical Services meeting to allow further written comments to be submitted by the residents for Council consideration.




ATTACHMENTS

1 Works And Technical Services Committee - 10 November 2015 - Summary Minutes - attachments excluded


1. Endorse the minutes of the Works & Technical Services Committee meeting

held on 10 November 2015. 2. Adopt the updated policy Risk Management – Policy – Asset Management. 3. Defer the matter of Right Of Carriageway for Mountain View Rd to the next

Works & Technical Services Committee meeting to allow written comments from the residents to be provided and considered by Council.

Moved: Cr R Campbell Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - WORKS AND TECHNICAL SERVICES COMMITTEE - 10 NOVEMBER 2015 - SUMMARY MINUTES - ATTACHMENTS EXCLUDED

ITEM NO: SCR.11.2


MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 10 NOVEMBER 2015 IN THE BARRY ROSE COMMITTEE ROOM COMMENCING AT 1.00pm

PRESENT: Cr Deirdre Peebles, Cr Maurice Collison, Cr Ron Campbell, Cr Lorna Driscoll. APOLOGIES: Waid Crockett (General Manager), Wayne Bedggood (Mayor IN ATTENDANCE: Mr Alan Fletcher (Director Infrastructure Services), Mr Nick Havyatt (Manager Works Delivery), Mr Jeff Bush (Manager Strategic Assets) and Mr Paul Turri (Manager Water Waste), James Darling Works Engineer, Belinda Olteanu (Infrastructure Support Officer) MEMBERS OF THE PUBLIC: John Murray, Graham Ware, Eric Fernihough, Phone Link with Graeme Watts for Agenda Item 11.5 DECLARATIONS OF INTEREST: Nil

WTS.11.1 WORKS PROGRAM - INFRASTRUCTURE SERVICES


AUTHOR: Nicholas Havyatt - Manager Works Delivery

RECOMMENDED that the Committee receive the report and note the information. Moved: D Peebles Seconded: M Collison CARRIED WTS.11.2 WORKS PROGRAM - INFRASTRUCTURE SERVICES - WATER &

SEWER


AUTHOR: Paul Turri - Manager Water and Waste

RECOMMENDED that the Committee receive the report and note the information. Moved: L Driscoll Seconded: M Collison CARRIED

ATTACHMENT NO: 1 - WORKS AND TECHNICAL SERVICES COMMITTEE - 10 NOVEMBER 2015 - SUMMARY MINUTES - ATTACHMENTS EXCLUDED

ITEM NO: SCR.11.2


WTS.11.3 CAPITAL WORKS UPDATE



RECOMMENDED That the Committee receive the report and note the information. Moved: M Collison Seconded: D Peebles CARRIED

WTS.11.4 COUNCIL POLICIES


AUTHOR: Jeff Bush - Manager Strategic Assets

RECOMMENDED that Council adopt the updated policy Risk Management - Policy – Asset Management. Moved: M Collison Seconded: R Campbell CARRIED WTS.11.5 MOUNTAIN VIEW ROAD RIGHT OF CARRIAGEWAY AND PUBLIC

ROAD AND PUBLIC ROADS


AUTHOR: Nicholas Havyatt - Manager Works Delivery

RECOMMENDED that Council:

1. Not maintain the right of carriageway over DP863264 2. Consider including $40,000 in the draft 2016/17 budget to realign Mountain View Road

reserve to the built road alignment.

RESOLVED that the Committee defer the item until the next Works and Technical Services meeting to allow further written comments to be submitted by the residents for council for consideration Moved: M Collison Seconded: R Campbell CARRIED THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 2.35pm.




COMMITTEE/DELEGATES REPORTS

C.11.1 SCONE & UPPER HUNTER AIRPORT COMMITTEE

RESPONSIBLE OFFICER: Sean Constable - Manager Business Enterprise & Tourism

AUTHOR: Joanne McLoughlin - Property & Business Coordinator

RECOMMENDATION That Council endorse the minutes of the Scone & Upper Hunter Airport Committee meeting held on 29 September 2015.

BACKGROUND The Committee provides recommendations to Council in relation to the management and performance of the Scone & Upper Hunter Regional Airport. REPORT/PROPOSAL The Tamworth Drag Racing Association made enquiries into holding drag races at the Scone Airport. The proposal was reviewed by the Airport Manager and a report presented to the Airport Committee outlining the advantages and disadvantages of the proposal. The report was considered by the Airport Committee and further discussion was held with respect to the impact to the Commercial businesses operating at the airport. A motion was moved and seconded to not have Drag Racing at the Scone Airport and was carried by vote.

ATTACHMENTS

1 Airport Management Committee - 29 September 2015 - Minutes

RESOLVED that Council endorse the minutes of the Scone & Upper Hunter Airport Committee meeting held on 29 September 2015.

Moved: Cr L Driscoll Seconded: Cr M Johnsen CARRIED

ATTACHMENT NO: 1 - AIRPORT MANAGEMENT COMMITTEE - 29 SEPTEMBER 2015 - MINUTES

ITEM NO: C.11.1


MINUTES OF THE AIRPORT MANAGEMENT COMMITTEE MEETING

TUESDAY 29 SEPTEMBER 2015

PRESENT: Cr M Collison; Cr W Bedggood; Mr B Wyndham; Mr G Shopland

IN ATTENDANCE: Mrs J McLoughlin; Mr W Crockett

1. APOLOGIES

RECOMMENDATION

That the apology received from Cr R Campbell be accepted. Moved: Cr W Bedggood Seconded: Mr G Shopland CARRIED 2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Airport Management Committee Meeting held on 30 March 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Cr W Bedggood Seconded: Cr M Collison CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 5. AGENDA ITEMS

AM.09.1 Airport Managers Report

PURPOSE This report provides details relating to the operational management of the airport, including WHS, current projects, financial and performance management. Incident – Men and equipment on runway without a NOTAM Discussion held regarding the accuracy of the reporting of the incident. Noted the concerns of the operator. OLS Discussion held regarding the neighbours responsibilities for the management of trees. Action: Send a letter to all neighbours reminding them of their responsibilities. Wind Farm Discussion held regarding the OLS of the proposed Wind Farm and that the understanding of the windfarm proponent is that they do not need to put lights on the towers.


ITEM NO: C.11.1


Action: Obtain further information on this. Fees and Charges Concerns raised by some airport users over the parking fees that have been introduced. Action: Provide a copy of fees and charges to Ben Wyndham, Airspeed Aviation. Wind Sock Concerns raised over the plans to move to AWIS and no wind sock. Users require the wind socks. ACTION FOR THE COMMITTEE

That the Committee notes report and receives the information Moved: Cr W Bedggood Seconded: Mr G Shopland CARRIED

AM.09.2 Review of using the Airport for Drag Racing

PURPOSE The purpose of the report is to provide the committee with the advantages and disadvantages of holding Drag Racing at the Scone aerodrome. Ben Wyndham advised that this will have impacts to Commercial business operating from the airport and that Drag Racing should not be approved. Joanne McLoughlin outlined the operational concerns. ACTION FOR THE COMMITTEE

That the Committee not approve Drag Racing at the Scone aerodrome. Moved: Mr B Wyndham Seconded: Cr W Bedggood CARRIED


ITEM NO: C.11.1


6. ACTION SHEET

SCONE & UPPER HUNTER AIRPORT COMMITTEE

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 RHM.

To be reviewed as part of the Master Plan

Property & Business Coordinator

31-07-2015 In progress

3 01-01-2015 Airport Master Plan

Due to team changes with Enstruct which impacted on the airport knowledge and expertise the contract with Enstruct was terminated and Three Consulting was appointed in October.


December 2015

In progress

5 29-09-2015 OLS

Send letter to all neighbours to the airport reminding them of their responsibilities for managing trees


31-12-2015

6 29-09-2015 Wind Farm

Determine the OLS impacts for the proposed Wind Farm


31-12-2015

7 29-09-2015 Fees and Charges

Forward a copy of the fees and charges to Ben Wyndham


15-10-2015

8 29-09-2015 Fuel Bowser

Put a sign up at the bowser advising users to report all issues to Aero Refuellers


15-10-2015


ITEM NO: C.11.1


7. CORRESPONDENCE Nil 8. GENERAL BUSINESS Fuel System Cr Collison advised that there are issues with the Avgas credit card system and that Council needs to call for a new supplier. Reported that Aero Refuellers are not being advised of issues and therefore do not have the information needed to fix the issues. Agreed to put sign on facility to report all issues to Aero Refuellers. 9. NEXT MEETING 15 December 2015 at 4.30pm The meeting was declared closed at 6.22pm.




C.11.2 SCONE & UPPER HUNTER REGIONAL SALEYARDS 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 Regional Saleyards Committee

meeting held on 5 November 2015. 2. Approve the construction of a maintenance workshop and storage shed to the value of

$30,000 at the Saleyards funded from any surplus in the 2015/2016 budget. 3. Maintain the current level of service at the Saleyards and fund within the 2015/2016

budget.

BACKGROUND The Saleyard Committee provides recommendations to Council in relation to the management and performance of the Scone & Upper Hunter Regional Saleyards. REPORT/PROPOSAL Maintenance Workshop Recent WHS audits and Work Cover inspections have identified that the current workshop is not adequate and has a number of safety concerns. The cost to rectify the WHS issues on the existing workshop are excessive and given the age and condition of the workshop it is considered not feasible. Initial indications are that the workshop will cost approximately $30,000 to supply and construct. The current end of year forecast is for the Saleyards to make a surplus of approximately $54,000. It is proposed to allocate $30,000 of this surplus to the workshop project. Weighroom Computer Operator The Committee has requested Council to retain the level of service that is currently provided. The cost of the casual operator is approximately $12,000 per annum. Given the saleyards is forecast to make a $54,000 surplus for the year it is considered that the facility can accommodate the additional cost.

ATTACHMENTS

1 Scone & Upper Hunter Regional Saleyards - 5 November 2015 - Minutes





1. Endorse the minutes of the Scone & Upper Hunter Regional Saleyards Committee

meeting held on 5 November 2015. 2. Approve the construction of a maintenance workshop and storage shed to the

value of $30,000 at the Saleyards funded from any surplus in the 2015/2016 budget. 3. Maintain the current level of service at the Saleyards and fund within the 2015/2016

budget.

Moved: Cr R Campbell Seconded: Cr M Johnsen CARRIED

ATTACHMENT NO: 1 - SCONE & UPPER HUNTER REGIONAL SALEYARDS - 5 NOVEMBER 2015 - MINUTES

ITEM NO: C.11.2


MINUTES OF THE SCONE & UPPER HUNTER REGIONAL SALEYARDS MEETING

THURSDAY 5 NOVEMBER 2015 – 3.00PM

PRESENT: Cr M Collison, Cr W Bedggood, Cr R Campbell, Mr E Bates, Mr A

Watts, Mr P MacCallum, Mr K Knight, Mr W Clydsdale.

IN ATTENDANCE: Mr D Taylor, Mr L Wall, Mr S Constable, Ms J Bennett, Mrs J McLoughlin

1. APOLOGIES

There were no apologies. 2. DISCLOSURE OF INTEREST

Nil 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Scone & Upper Hunter Regional Saleyards Meeting held on 5 August 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Mr K Knight Seconded: Cr R Campbell Carried 4. BUSINESS ARISING FROM PREVIOUS MINUTES

Nil 5. AGENDA ITEMS

SUHRS.11.1 Saleyards Business Report

PURPOSE The purpose of this report is to provide the Committee with details relating to the operational management of the Saleyards, including WHS, current projects, financial and performance management Maintenance Workshop The Committee discussed the proposal to construct a purpose built maintenance workshop including a storage area for plant and equipment. The existing maintenance workshop does not meet WHS requirements and does not provide an adequate work area to carry out the maintenance works that are needed. It is also located in an area that does not provide easy access to move heavy items in or out of and is not big enough to keep the facilities plant and equipment in. The Committee supported the proposal to construct a workshop in an area that is more accessible and is set up to enable safe working for the Saleyards team. RECOMMENDATION TO COUNCIL: That Council approve the construction of a maintenance workshop and storage shed to the value of $30,000 at the Saleyards funded from any surplus in the 2015 / 2016 budget. Moved: Mr P MacCallum Seconded: Cr R Campbell Carried


ITEM NO: C.11.2


Overnight Holding Fees The Committee discussed the implementation of the overnight holding fee. It was confirmed that cattle sold through the yards can stay fee free until Thursday afternoon. The Saleyard Supervisor will make contact with the Agents on Wednesday advising what cattle are left in the yards. The Saleyard Supervisor will then take note of the cattle in the yards prior to going home each Thursday and the fee will be payable from that point on. Questions were asked in relation to how cattle that arrive early for the sale will be treated. (e.g. arrive on Sunday afternoon) It was agreed that transit cattle are to be charged from the day of arrival. Council needs to establish a procedure for managing the ‘booking in and out’ of these cattle. A number of ideas were suggested including a white board, tag scanners on the B-double loading ramps, and designated transit cattle yards. This matter needs to be looked into more and Council will speak with other Saleyards to establish how they manage this. It was noted that Council needs to improve this area or operation, not only for cost recovery, but to meet the requirements for tracking cattle movements in case of disease outbreak and also reporting of total throughput through the yards. This has implications on annual reporting such as EPA and ALMA reports. Council is also responsible to ensure the cattle are fed. Council will need to include a process and documentation for this. Council should be passing on the costs of any damage and repair for all cattle that are held in the yards for extended periods. This includes those cattle that arrive early or are held for a period of time after the sale. Cattle that are bought in through the standard sale times on the Monday afternoon will not incur this cost. ACTION FOR COMMITTEE: That the Property and Business Coordinator undertake more analysis and report back to the committee before any change is implemented. Levels of Service - Staffing Council advised that some positions are not in the current year’s budget, and that there is a commitment to reduce the use of casuals across Council’s business. The Associated Agents advised that the current staffing levels provide an excellent level of service at the saleyards and the sale process is working the best it ever has. The Agents would like to see staff levels retained as they are. The agents feel that any changes in the staffing levels will have a negative effect on the sale process. Council confirmed that if the staffing levels are to be unchanged then this is likely to have an impact on the budget. Council will look to manage the cost within the current budget. RECOMMENDATION TO COUNCIL: That the current level of service be maintained at the Saleyards and funded within the approved 2015/2016 budget. Moved: Mr P MacCallum Seconded: Mr E Bates Carried


ITEM NO: C.11.2


6. ACTION SHEET

Item Outstanding

Since Details

Responsible Officer/s

Expected Completion

Date

Status

23 18-02-2015 Develop and deliver induction package ensuring the following areas are addressed:

Define the mobile phone usage to be not permitted when operating machinery or livestock management; and

Identify safe zones for mobile phone use.

J McLoughlin / L Towns

31-03-2015

Revised date

28-02-2016

Commenced

33 14-05-2015 Hold an information session on the different type of sale processes after the improvement program is completed

L Stone 30-06-2016

34 05-08-2015 Implement a policy / signage stating animals are to be unloaded prior to washing trucks

J McLoughlin 31-10-2015 In progress

35 05-08-2015 Implement policy / procedure for school children in yards on work experience


36 05-08-2015 Obtain National Saleyards Assurance Accreditation


37 05-08-2015 Clean up Livestock Exchange database and determine method of storing client information so only agents can only see their information

J McLoughlin 31-01-2016 Not started

38 05-08-2015 Develop procedure for backing up the Livestock Exchange database after each sale


40 05-08-2015 Resolve transferring the 68 lots on the NLIS database dating back to 2010


41 06-11-2015 Develop process and fee rules for the Overnight Usage fee. (Consider changing words from Overnight to Usage fee). Need to include tracking and traceability issues for disease management, throughput tracking for EPA and ALMA and feeding records


42 06-11-2015 OutCross benchmarking survey to be completed by 30 November.



ITEM NO: C.11.2


7. CORRESPONDENCE Benchmark Survey has been received from OutCross. This benchmark is for saleyards across Australia to determine industry service standards and improvement opportunities. There are some questions that require input from the Agents and Council will be seeking support to answer these in the coming weeks. The survey closes on 30 November 2015 Letter from Associated Agents regarding service levels at Scone Saleyards and request to retain the Casual Computer Operator position. 8. GENERAL BUSINESS

8.1 Parking at Saleyards

Cattle are being kept on trucks in the general carpark on sale day and dirtying cars. Should there be a policy introduced for this? Council advised that this will be covered in the traffic management plan, however, until that is introduced truck drivers should be encouraged to park above the boom gate.

8.2 Meeting dates Review of the standard meeting date to determine a new day that is suitable to all members. It is agreed that the first Thursday of the month each quarter is acceptable and should remain as that day moving forward. 8.3 Resignation of Peter MacCallum Peter MacCallum advised that after 43 years this would be his last meeting as a committee member and that Dean Taylor would be his replacement from the Associated Agents committee. Peter has advised that he has had a good relationship with Council over the years, and that the saleyards are running really well and are good yards. He thanked everyone for his time on the committee. Errol Bates thanked Peter for all his years of involvement with the saleyards committee and that the yards are where they are today due to his involvement.

9. NEXT MEETING Thursday, 4 February 2016 at 3.00pm in the Barry Rose Room. The meeting was declared closed at 3.43pm.


Environmental & Customer Services


C.11.1 HERITAGE ADVISORY COMMITTEE


AUTHOR: Mathew Pringle - Director Environmental & Customer Services

RECOMMENDATION That Council: 1. Endorse the minutes of the Heritage Advisory Committee meeting held on 30 October

2015. 2. Endorse the minutes of the Heritage Advisory Committee meeting held on 28 August 2015,

as corrected. 3. (a) Approve the installation of story board signs to identify Cunningham’s Track and

Chinaman’s Flat. (b) Budget $7,800 toward the installation of the signs in the 2016/17 financial year.

BACKGROUND The Heritage Advisory Committee is a Section 355 Committee of Council which meets on a quarterly basis unless otherwise advised. The Committee represents the interests of the broader community on heritage related matters, undertakes heritage projects which assist Council in meeting its community strategic objectives and supports the Council and Heritage Advisor in preparing and reviewing strategic planning documents related to heritage matters. A meeting of the Heritage Advisory Committee was held on Friday 30 October 2015. REPORT/PROPOSAL The issues discussed were as raised in the Agenda and recorded in the attached minutes. In relation to Agenda Item HER.10.1, the committee has recommended that Council install three (3) signs to mark the route of Cunningham’s Pandoras Pass Expedition in 1823. The signs are proposed to be erected at Coulsons Creek Road between the properties of Raintree and Tarnak; on Idaville Road on the crest of the ridge near the property of Wareena and on Pembroke Road, near the front entrance of the property of Pembroke. The committee has also recommended that Council install one (1) sign at a heritage site known as ‘Chinaman’s Flat’ near Moonan. The total cost of the story board signs and installation is $7,800. There is currently no budget for the signs in the 2015/16 financial year. Accordingly, the recommendation to Council has been amended by recommending that a budget of $7,800 be provided in the 2016/17 financial year. Some minor corrections were made to the minutes of the Heritage Advisory Committee meeting held on 28 August 2015 in response to feedback received from Committee members. A copy of the corrected minutes is attached.




ATTACHMENTS

1 Minutes of Heritage Advisory Committee meeting held 30 October 2015

2 Minutes of Heritage Advisory Committee meeting held 28 August 2015 (with corrections)


1. Endorse the minutes of the Heritage Advisory Committee meeting held on 30

October 2015. 2. Endorse the minutes of the Heritage Advisory Committee meeting held on 28

August 2015, as corrected. 3. (a) Approve the installation of story board signs to identify Cunningham’s Track

and Chinaman’s Flat. (b) Budget $7,800 toward the installation of the signs in the 2016/17 financial year.

Moved: Cr L Driscoll Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - MINUTES OF HERITAGE ADVISORY COMMITTEE MEETING HELD 30 OCTOBER 2015

ITEM NO: C.11.1


MINUTES OF THE HERITAGE ADVISORY COMMITTEE MEETING 30 OCTOBER 2015 - 3.00PM

PRESENT: Cr Deirdre Peebles (Chair), Gordon Halliday, Kate Halliday, Bev

Atkinson, Matt Dickson.

IN ATTENDANCE: Mathew Pringle (Director Environmental and Customer Services), Carol Ray, Kimberley Leake

APOLOGIES: RECOMMENDED that the apologies received from Ray Hynes, Mary Woodlands, Geoff Field and Bryan Baker be accepted. Moved: Kate Halliday Seconded: Deirdre Peebles CARRIED

PREVIOUS MINUTES:

RECOMMENDED that the minutes of the Heritage Advisory Committee Meeting held on 28 August 2015, as corrected, be taken as read and confirmed as a correct record. Moved: Matt Dickson Seconded: Kate Halliday CARRIED

1. DISCLOSURE OF INTEREST

Nil 2. BUSINESS ARISING FROM PREVIOUS MINUTES

HER.08.9 – Conservation of Local Timber Bridges

The Committee requested information regarding Council’s plans for the preservation of timber bridges across the Shire and suggested that the Committee be provided with a list of timber bridges in order to identify those worthy of retention. Council should look at what funding options are available to preserve timber bridges and may find that preservation is cheaper than replacement of some bridges in the long term. Mathew Pringle to provide list to next meeting. At the previous committee meeting Carol Ray suggested that the Fitzgerald Bridge at Aberdeen would be a good site for a historical story board. In relation to this matter, RMS have advised Carol that they have written to Council and were awaiting a response. Mathew Pringle to follow up with Director of Infrastructure Services.

3. AGENDA ITEMS

HER.10.1 Installation of Story Board Signs

RECOMMENDATION TO COUNCIL:

That Council: 1. Approve the installation of story board signs to identify Cunningham’s Track and

Chinaman’s Flat. 2. Provide $7,800 toward the installation of the signs.

Moved: Matt Dickson Seconded: Kate Halliday CARRIED


ITEM NO: C.11.1


HER.10.2 Heritage Study – Completion of State Heritage Inventory Sheets Mathew Pringle provided the committee with an update on completion of the State Heritage Inventory Sheets for additional heritage items to be included in the Upper Hunter LEP 2013. Committee members advised that some work had commenced however some recent local events such as the sale of, and alterations to, the Scone library building had distracted the committee and caused delays in undertaking this project. Mathew Pringle advised the Committee that Council would continue to seek grant funding to engage a consultant to complete the project. Matt Dickson suggested that Council look at alternative funding options for local heritage projects such as local businesses (eg. horse studs).

HER.10.3 Development Application Update Mathew Pringle advised the Committee that a development application had been received for the demolition of a water tank and tank stand at the former Murrurundi Police Sergeant’s residence which is identified as a local heritage item in the LEP. The application was being assessed by Elizabeth Evans. A development application had also been received for the construction of accommodation units adjacent to the B&B on Bettington in Merriwa.

HER.10.4 Local Heritage Assistance Fund Grants Update Mathew Pringle advised the committee that letters had recently been sent out to the owners and managers of heritage items across the Shire advising that funding was available under Council’s Local Heritage Assistance Fund for the restoration and maintenance of heritage items listed in the LEP. A media release had also been published. A number of Committee members indicated that they are owners of heritage items but didn’t receive a letter from Council in relation to the heritage funding. Mathew Pringle to follow up. Council had received two applications for funding, one from the B&B on Bettington for the repair of rafters and one from a resident of Parkville to paint the exterior of a heritage listed dwelling.

4. CORRESPONDENCE

Nil

5. GENERAL BUSINESS

Scone Library Building – The Committee again expressed its concerns with the sale of the Scone Library building, particularly the lack of clarity and transparency surrounding the sale and the loss of community space. Kimberley Leake, a representative of the new owner, provided the Committee with an update on the plans for the property and the progress of works being undertaken. Kimberley responded to a number of questions from Committee members. Mathew Pringle was asked to explain how the development application for alterations to the building was approved and how heritage significance was assessed. The Committee discussed the concept of adaptive reuse and agreed with the principle, however it was suggested that any proposal for adaptive reuse should carefully


ITEM NO: C.11.1


consider the impacts on the heritage item and any physical works need to be sympathetic to the item. The Committee also expressed concern that Council may dispose of other community assets throughout the Shire and requested a list of Council buildings including their classification. Mathew Pringle to follow up for next meeting. Moved: Bev Atkinson Seconded: Kate Halliday CARRIED

6. NEXT MEETING

Date of next meeting to be confirmed. The meeting was declared closed at 4.30pm.

ATTACHMENT NO: 2 - MINUTES OF HERITAGE ADVISORY COMMITTEE MEETING HELD 28 AUGUST 2015 (WITH CORRECTIONS)

ITEM NO: C.11.1


MINUTES OF THE HERITAGE ADVISORY COMMITTEE MEETING 28 AUGUST 2015 - 3.00PM

PRESENT: Cr Deirdre Peebles (Chair), Gordon Halliday, Kate Halliday, Bev

Atkinson, Matt Dickson.

IN ATTENDANCE: Elizabeth Evans (Heritage Advisor), Paul Smith (Senior Environmental Planner), Carol Ray, Robin Stanford, Col Stanford

APOLOGIES: RECOMMENDED that the apologies received from Ray Hynes, Mary Woodlands, Geoff Field and Bryan Baker be accepted. Moved: Matt Dickson Seconded: Gordon Halliday CARRIED

PREVIOUS MINUTES:

RECOMMENDED that the minutes of the Heritage Advisory Committee Meeting held on 22 May 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Matt Dickson Seconded: Gordon Halliday CARRIED

1. DISCLOSURE OF INTEREST Nil 2. BUSINESS ARISING FROM PREVIOUS MINUTES

Nil

3. AGENDA ITEMS

HER.08.1 Installation of Story Board Signs

Council has agreed to provide funding of $1,700 towards the installation of a story board sign for the former Murrurundi locomotive sheds. Additional funding will be sought from Council for the installation of signs to identify Cunningham’s Tracks and Chinaman’s Flat.

HER.08.2 Murrurundi Locomotive Sheds

A presentation was given by Colin Stanford on the history of the railway and the locomotive sheds in Murrurundi. The Murrurundi Rotary Club are proposing that a memorial plaque and story board display are established near the pathway leading to the Information Centre.

Recommended: to accept the presentation and seek further funding.

Moved: Matt Dickson Seconded: Kate Halliday CARRIED

ATTACHMENT NO: 2 - MINUTES OF HERITAGE ADVISORY COMMITTEE MEETING HELD 28 AUGUST 2015 (WITH CORRECTIONS)

ITEM NO: C.11.1


HER.08.3 State Heritage Inventory Sheets

These sheets need to be completed for additional items to be included in the Upper Hunter LEP and current items that do not have inventory sheets. Each Committee member can help by researching at least two items. Elizabeth can email out more inventory sheets if needed. HER.08.5/ HER.08.6 State Heritage Funding

The State Heritage Funding has been announced. The specific details of this funding will be available later in the year. HER.08.4 Development Applications

A development application has been received for internal alterations to No. 130 Liverpool Street Scone (former Scone Shire Council Building and Chambers). The Committee raised concerns about the lack of information regarding the DA and the sale of the building by Council, particularly in relation to the lack of clarity and transparency surrounding the process, the loss of community space and impacts on community services.

HER.08.7 Shop Awning Cassilis Conservation Area

A new structural engineer is to be appointed to proceed with the repairs.

HER.08.8 Scone Rail Crossing - Overpass

The Committee discussed the idea of Council preparing a Development Control Plan for the area of the Mare and Foal Park to ensure the heritage qualities of the area are given consideration with regard to the proposed rail over pass. It should be noted that this park is just outside the Scone Central Conservation Area and in close proximity to “Geraldton” (Heritage Item No. 11).

HER.08.9 Conservation of Local Timber Bridges

Council should give consideration to placing a preservation order on local timber bridges.

4. CORRESPONDENCE

Incoming correspondence from Bryan Baker advising that he will no longer be attending Heritage Advisory Committee meetings.

5. GENERAL BUSINESS

Carol Ray – the new bridge at Aberdeen has the old Fitzgerald Bridge sign. This would be a good site for historical story boards.

6. NEXT MEETING

Next meeting to be held Friday 30 October 2015. The meeting was declared closed at 4.45pm.




C.11.4 AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT


AUTHOR: Tash Taaffe - Community Services Officer


1. Endorse the minutes of the Australia Day Committee – Merriwa District meeting held on 20 October 2015.

2. Accept the nomination of Rohit Gaur to the committee.

BACKGROUND The Merriwa District Australia Day Committee is a S355 Committee of Council that coordinates the Australia Day Celebrations for the Merriwa District. The committee meets regularly in the lead up to the event. REPORT/PROPOSAL A meeting of the Merriwa District Australia Day Committee was held on 20 October 2015 to discuss preparations for the 2016 Australia Day Celebrations. A copy of the minutes is attached.

ATTACHMENTS

1 Australia Day Committee - Merriwa District - 20 October 2015 - Minutes


1. Endorse the minutes of the Australia Day Committee – Merriwa District meeting held on 20 October 2015.

2. Accept the nomination of Rohit Gaur to the committee.

Moved: Cr D Peebles Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT - 20 OCTOBER 2015 - MINUTES

ITEM NO: C.11.4


MINUTES OF THE AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT MEETING

TUESDAY 20 OCTOBER 2015 - 6.00pm

PRESENT: Mr Arthur Williams, Cr Deirdre Peebles, Cr Ron Campbell, Mr Bryan Baker, Mrs Margaret Wright, Mrs Shirley Hunt, Mrs Dale Wesley, Mrs Jan Cronin

IN ATTENDANCE: Mrs Tash Taaffe

1. APOLOGIES

RECOMMENDATION

That the apologies received from Mrs Tanya Ninness be accepted.

D.Peebles/B.Baker CARRIED



RECOMMENDATION

That the minutes of the Australia Day Committee - Merriwa District Meeting held on 30 September 2015, as circulated, be taken as read and confirmed as a correct record.

D.Peebles/B.Baker CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES 355 Committee/Working Party – Tash Taaffe confirmed the name of the committee (Australia Day Committee – Merriwa Working Party) was a template error – the committee is still a 355 committee of council – not a working party. Robyn Cox corrected the error. 5. AGENDA ITEMS

Australia Day Venue – Cassilis was confirmed as the venue for 2016. Tash Taaffe contacted Cassilis Bowling Club, Mr Kevin O’Malley and circulated letter sent to bowling club outlining our requirements for the day which include at least 2 helpers with pack up and set up and for Mr O’Malley to provide welcome address and to introduce MC. Distribution of Nomination Forms – Tash Taaffe advised 37 letters had been sent to community organisations listed, nomination forms had been left at numerous businesses.

ATTACHMENT NO: 1 - AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT - 20 OCTOBER 2015 - MINUTES

ITEM NO: C.11.4


New Members – Rohit Gaur was welcomed to the committee by Arthur Williams. Deirdre Peebles will assist Rohit with the nomination form to join the committee and with assessment of the Australia Day nomination forms that come out in November. A second new member, Zoe Nairne of Cassilis, was unable to make the meeting but advised Tash Taaffe she was keen to be involved. Tash also spoke to Marie Scott and Barbara Campbell who declined this year, but may be in a position to help next year. Shirley Bevan and Ken McAlistair also declined.

6. ACTION SHEET 7. CORRESPONDENCE

OUT 12.10.15 - Cassilis Bowling Club to confirm booking and stipulating assistance required with event OUT 15.10.15 – Letter accompanying nomination form to 37 community organisations OUT 15.10.15 – Letter to Ella Mulholland thanking her for service to committee INT 15.10.15 – Report to Council

8. GENERAL BUSINESS

Year of Pulses – Rohit Gaur said he would cook some Indian dahl dips and/or do a display with legumes to put on the tables to celebrate the theme. Meeting dates – Last meeting in January to be held in Cassilis at the Bowling Club, date to be advised. BBQ & Anthem– Tash to ask Cassilis Public School to cook BBQ 11.30 to 1.30 on day and sing anthem. Jan Cronin said we usually provide a $200 donation and ask to borrow a gazebo for BBQ area. Cake – Tash to request quote from Linda Gant for cake. Minutes – Shirley Hunt and Jan Cronin would like minutes/agendas left at Council, Tash to call when ready to pick up.

9. NEXT MEETING Tuesday 1st December 2015, 6pm at the Fletcher Room, Merriwa RSL The meeting was declared closed at 7pm.




C.11.5 WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE


AUTHOR: Shinead Taylor - Governance & Executive Support Officer


1. Endorse the minutes of the White Park Management & Development Committee meeting held on 4 November 2015.

2. Adopt the amended White Park Management & Development Committee Charter.

BACKGROUND The White Park Management & Development Committee is a S355 Committee of Council. The Committee comprises representatives of the various users of the White Park facility. The aim of the Committee is to make recommendations to Council on the future development of White Park following the implementation of the Scone Bypass. REPORT/PROPOSAL The committee meets to discuss matters to assist in the formation of an appropriate plan for future development and the management of maintenance for White Park, including ancillary facilities such as camping grounds, arenas etc. The Committee assists in liaising with appropriate bodies and relevant user groups. A meeting of the White Park Management & Development Committee was held on 4 November 2015. The minutes are attached. The Committee reviewed the Charter, which is attached for adoption. The meeting also included a workshop facilitated for Committee members to make suggestions for the development of the facility. A report of the outcomes of the workshop will be provided back to the Committee and Council in due course.

ATTACHMENTS

1 White Park Management & Development Committee - 4 November 2015 - Minutes

2 White Park Management & Development Committee - Charter - Draft - October 2015


1. Endorse the minutes of the White Park Management & Development Committee

meeting held on 4 November 2015. 2. Adopt the amended White Park Management & Development Committee Charter.

Moved: Cr K Fisher Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE - 4 NOVEMBER 2015 - MINUTES

ITEM NO: C.11.5


MINUTES OF THE WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE MEETING

WEDNESDAY 4 NOVEMBER 2015, 5.00pm

PRESENT: Cr Kiwa Fisher (Interim Chair), Christine Brooker, Julee Gilmore, Susan Bettington, Jenny Moschner, Alexandra Jones, Linden Knight, David Gatwood, Brad Wamsley, Rachel Finlayson, Lynda MacCallum and Darryn Wicks. W Crockett noted that a Councillor would normally Chair s355 Committees and in the absence of the other two Councillors that Cr Fisher would Chair the initial meeting. A decision would be made on a permanent Chair once all Councillors were in attendance.

IN ATTENDANCE: Cr Wayne Bedggood, Waid Crockett, Shinead Taylor and Mara Consulting representatives Kelly Lofberg and Tadd Andersen.

1. APOLOGIES

RESOLVED that the apologies received from Cr Michael Johnsen, Cr Lee Watts, Jade Smith, David O’Meara, Julie Harris and Brad Hinze be accepted.

Moved: J Moschner Seconded: D Gatwood CARRIED 2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RESOLVED that the record of proceedings of the White Park User Group held on 16 September 2015, as circulated, be taken as read and confirmed as a correct record.

Moved: J Moschner Seconded: D Gatwood CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 5. AGENDA ITEMS 5.1 Code of Meeting Practice

W Crockett provided a copy of Upper Hunter Shire Council’s Code of Meeting Practice for all Committee members to take with them for their information. This outlines how Committees of Council are to operate.

5.2 Committee Charter Review

W Crockett provided the Committee with an updated Charter, giving a brief overview. The Committee discussed the list of organisations to be represented in the membership of the

Committee, as well as the term of membership.

ATTACHMENT NO: 1 - WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE - 4 NOVEMBER 2015 - MINUTES

ITEM NO: C.11.5


The Committee agreed that meetings should be held every 6-8 weeks on Wednesdays at 5.00pm at the Council Administration Centre.

The Committee resolved that the Charter should be adopted with the updated list of represented organisations, however it was noted that more organisations may be added to this list in the future, and that as while there will be one voting member from each organisation, as many representatives as possible should be encouraged to attend meetings.

RECOMMENDATION TO COUNCIL: That the amended White Park Management and Development Committee Charter be adopted.

Moved: Cr K Fisher Seconded: C Brooker CARRIED 5.3 Facilitated Workshop

Kelly Lofberg and Tadd Andersen from Mara Consulting facilitated a workshop for Committee members to put forward their thoughts and ideas around the future development of White Park.

A report will be provided back by Mara Consulting on the outcomes of the workshop. A follow up survey is expected to be undertaken prior to the end of the year.

6. CORRESPONDENCE Nil 7. GENERAL BUSINESS Nil 8. NEXT MEETING TBC The meeting was declared closed at 8.00pm.

ATTACHMENT NO: 2 - WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE - CHARTER - DRAFT - OCTOBER 2015

ITEM NO: C.11.5


UPPER HUNTER SHIRE COUNCIL

COMMITTEE CHARTER

WHITE PARK MANAGEMENT AND DEVELOPMENT

COMMITTEE

1. Purpose and Objectives To make recommendations to Council on the future development of White Park following the implementation of the Scone Bypass. This Committee is established to make recommendations to Council on the following functions: 1. To investigate, report and make recommendations to Council on the following matters in

relation to the development of White Park.

To assist in the development of an appropriate management plan for White Park To assist in liaising with appropriate bodies for the development of White Park. To assist in the development of ancillary facilities such as camping grounds, arenas

etc. within White Park. Any other matter that may be related to the development of White Park. To assist in the development of a plan for the ongoing maintenance of White Park

2. Membership of the Committee 1. The name of the Committee shall be the White Park Management and Development

Committee. 2. The membership of the Committee shall be as follows:

Three (3) Councillors. One (1) representative from the following organisations:

Australian Stock Horse Society Australian Tentpegging Association Bunnan Polocrosse Club Hunter Branch Australian Stock Horse Society Hunter Thoroughbred Breeders Association Inc Hunter Valley Cutting Horse Club McCallum Inglis Pty Ltd Scone & Upper Hunter Horse Festival Committee Scone Campdraft & Rodeo Association Scone Grammar School Horse Sports Scone Pony Club Sone Show Jumping Club Inc Upper Hunter Beef Bonanza Upper Hunter Dressage Association Upper Hunter Team Penning

The Chairman to be elected by the Committee from one of the three Councillors nominated to the Committee. The General Manager or their nominee(s) will be non-voting advisors to this committee.

ATTACHMENT NO: 2 - WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE - CHARTER - DRAFT - OCTOBER 2015

ITEM NO: C.11.5


3. Term of Membership The term of the Committee will be until the White Park Management Plan is approved by Council.

4. Coordination

The Committee will be coordinated by the Director Infrastructure Services. The role of the coordinator will be to prepare and distribute agenda and business papers, ensure minutes are taken and distributed, and to facilitate discussion in consultation with the Chair.

5. Meetings and Quorum

The committee meets every 6-8 weeks on a day and time to be determined by the committee. The committee will attempt to reach consensus of decisions. In situations where it appears that a consensus cannot be reached upon a recommendation, it will be necessary for the chairperson to call a vote on the proposed recommendation. The vote shall be by a show of hands. In cases of a tied vote, the chairperson will have a casting vote. Any dissent may be recorded at the request of the dissenter(s).

Meetings will be conducted in accordance with the principles of the Code of Meeting Practice and Code of Conduct. A quorum will exist when six (6) members are present, with at least one (1) being a Councillor.

6. Reporting

Agenda items and reports for the Committee will be forwarded to the Director Infrastructure Services two weeks before the scheduled meeting.

The Agenda will be distributed to Committee members one week before the scheduled meeting after confirmation by the Chair of the Committee.

Committee meetings shall be recorded with copies of agenda and minutes sent to Council for its approval. Recommendations from the committee shall be effective only after adoption by Council.

7. Council Resolutions

Council resolved to reactivate the White Park Management and Development Committee on 28 September 2015.




C.11.6 SCONE AND ABERDEEN AUSTRALIA DAY COMMITTEE


AUTHOR: Kerri Cone - Manager Community Services

RECOMMENDATION

That Council: 1. Endorse the minutes of the Scone/Aberdeen Australia Day Committee meeting held on

24 September 20. 2. Appoint Frank Heap, Muriel King and Errol Bates to the Committee.

BACKGROUND

The Scone and Aberdeen Australia Day Committee is a S355 Committee of Council established to oversee the planning and provision of Australia Day activities in the Scone and Aberdeen districts. The Committee consists of Cr Watts and Cr Driscoll, as well as community members, and is supported by staff from the Community Services section. REPORT/PROPOSAL

Committee reviewed the wording of the Nomination Form in preparation for promotion in early October 2015. There was a discussion in regard to the Citizen of the Year Awards in each town where the nomination form currently says the selection of the Awardee is for a “significant contribution to the community in either a paid or unpaid capacity”.

Following committee discussion it is recommended that this be changed to read “unpaid capacity” only, on the basis that payment for work undertaken was a reward and recognition in itself for a person contributing to the community through their paid skills or knowledge, whilst unpaid contributions required higher level personal sacrifice, family sacrifice and often personal financial contribution for altruistic purposes. That is, it is the unpaid component of contributions to the community only that will be the criteria upon which this award is judged for this award.

The Committee will seek concurrence with the other Australia Day Committees on this matter before the policy is changed.

The Committee has been seeking additional people to join and provide a wider diversity of ideas and opinions. It therefore welcomes the interest show by Frank Heap (2015 Citizen of the Year) and Muriel King (2105 Scone Citizen of the Year) and Errol Bates (Community member and past Councillor of UHSC) and recommends their appointment. ATTACHMENTS

1 Australia Day Committee - Scone & Aberdeen Districts - 24 September 2015 - Minutes

RESOLVED That Council:

1. Endorse the minutes of the Scone/Aberdeen Australia Day Committee meeting held on 24 September 20.

2. Appoint Frank Heap, Muriel King and Errol Bates to the Committee.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - AUSTRALIA DAY COMMITTEE - SCONE & ABERDEEN DISTRICTS - 24 SEPTEMBER 2015 - MINUTES

ITEM NO: C.11.6


MINUTES OF THE AUSTRALIA DAY COMMITTEE - SCONE & ABERDEEN DISTRICTS MEETING

24 SEPTEMBER 2015 - 4.00pm

PRESENT: Cr Lee Watts,Mrs Beryl Bates (Acting Chairperson); Mrs Margaret Newman, Mrs Muriel King

IN ATTENDANCE: Kerri Cone (Minutes), Amanda Catzikiris, Heather Ranclaud, Robyn Cox

1. APOLOGIES

RESOLVED that the apologies received from Cr Lorna Driscoll, Mr Graham Hook, Mr Frank Heap, Ms Kirsten Smith, Mr Errol Bates be accepted.

Moved: Margaret Newman Seconded: Cr Lee Watts CARRIED

DISCLOSURE OF INTEREST Nil 2. PREVIOUS MINUTES

RESOLVED that the minutes of the Australia Day Committee - Scone & Aberdeen Districts meeting held on 3 December 2014, as circulated, be taken as read and confirmed as a correct record.

Moved: Cr Watts Seconded: Margaret Newman CARRIED 3. BUSINESS ARISING FROM PREVIOUS MINUTES There was a discussion about the 2015 celebrations. Participants indicated very positive feedback at the Scone ceremony and pool party. No problematic issues were raised in relation to the Aberdeen ceremony/luncheon. It was suggested that staff investigate the option of closing off access to one of the doors to enable more seating to be fitted in, and further to check the sound quality of the TV projection of the ceremony in the Council foyer. 4. AGENDA ITEMS

a. Report from Heather Ranclaud who had attended the National Australia Day Conference in 2015. Heather presented information about the conference and encouraged other members to attend the next one in 2 years’ time, if an opportunity arose.

Main points included:

There was a strong message to incorporate reconciliation activities and cultural

components in the activities. Murrurundi Committee was planning a “Yarning Tent” for 2016, where indigenous/historical discussion could take place along with relevant displays. Murrurundi Committee endeavours to add at least one new activity or component to its celebrations each year.


ITEM NO: C.11.6


Promotion of the events to the 18-29 age group by using Facebook and other modern communications technology eg sending out twitters during the day about activities.

Celebrations are encouraged to be involved in a NSW Salute to the Nation at noon on the day, including reading the Affirmation.

Alternate ways of gaining involvement where a number of towns in a Shire area were to be involved: A Queensland Council that had recently amalgamated set up a funding program which called for Expressions Of Interest for community groups to run an activity or event in their area. Council then selected one from each area and provided funding to ensure celebratory activities were widespread.

Reducing the number of awards and raising the status of local Awards: The suggestion had been made to have a Shire Citizen of the Year and then a series of “Local Heroes” or “Local Legends” Awards. UHSC has 21 Awards plus the Overall Citizen and Young Citizen of the Year Awards.

There was a discussion about the reduced number of nominations often experienced in UHS, and on occasions no nominations for some areas eg No Young Citizen Award at Aberdeen last year. It was suggested that sporting bodies be contacted and encouraged to nominate people to increase the sporting Awards.

Heather was thanked for her report.

b. Review of Nomination Form and Key dates

To fit in with Council reporting dates, it was decided to close the Nomination entries on Monday, 16 November 2015. Reports to be prepared for the Scone/Aberdeen’s meeting on 26 November 2015 to prepare recommendations to Council for its meeting on 14 December (due in by 4 December). There was a discussion in regard to the Citizen of the Year Awards in each town where the nomination form currently says the selection of the Awardee is for a “significant contribution to the community in either a paid or unpaid capacity”. Following committee discussion it is recommended that this be changed to read “unpaid capacity” only, on the basis that payment for work undertaken was a reward and recognition in itself for a person contributing to the community, whilst unpaid contributions required higher level personal sacrifice, family sacrifice and often personal financial contribution for altruistic purposes. That is, it is the unpaid component of contributions to the community only, that will be the criteria upon which this award is judged. ACTION FOR COMMITTEE: The Committee to seek concurrence with other Australia Day Committees that wording on the Australia Day Nomination Form for Citizen of the Year, be changed to “Awarded to and individual resident in each district(or for Merriwa district and individual or couple) who is an inspirational role model and has made a significant contribution to the community in an unpaid capacity”. Moved: Margaret Newman Seconded: Beryl Bates CARRIED

c. Ambassador Program

It was decided to apply for an Ambassador for Scone/Aberdeen indicating no preference for an individual or background. It was noted that Woolworths is no longer a sponsor for this program and we are not required to promote Woolworths or invite the Store Managers to be part of the ceremony. ACTION FOR COMMITTEE Register for Australia Day Ambassador Program


ITEM NO: C.11.6


d. Scone Ceremony Changes or Updates The Committee was satisfied that the organisation and program was well received in 2015 and should remain the same for 2016. The length of the program was raised (approx. 2 hours), but the Committee felt that no elements could be fairly reduced. The Woolworths pin presentation would not occur in 2016.

e. Aberdeen Ceremony Changes or Updates

The Committee was satisfied that the organisation and program was well received in 2015 and should remain the same for 2016.

f. Scone Pool Party Changes or Updates

The Committee was satisfied that the organisation and program was well received in 2015 and should remain the same for 2016.

5. ACTION SHEET

Scone Celebrations to remain as per last year’s programme: Scone Singers; Pipes & Drums, Scouts and Guides, MC Mike Pritchard and Catering by CWA. Scone Pool Party to remain same as last year’s programme: Sparkles the Clown, Pool Slide, DJ, Lions Club Sausage Sizzle, Free entry from noon to 4pm. Aberdeen Celebrations to remain as per last year’s programme: Luncheon at Club ACTION FOR COMMITTEE Approach organisations to confirm their participation for 2016.

6. CORRESPONDENCE Australia Day Ambassador Program: Toolkit and Application form

7. GENERAL BUSINESS

Past major Awardees of Scone/Aberdeen area were invited to join the Committee for 2016; Frank Heap, Kirsten Smith and Muriel King. At this stage Frank and Muriel have indicated they are available to join. In addition Errol Bates has indicated he would like to join.

RECOMMENDATION TO COUNCIL That Frank Heap, Muriel King and Errol Bates be appointed to the Scone/Aberdeen Australia Day Committee for 2016.

Moved : Beryl Bates Seconded: Muriel King CARRIED

a. NEXT MEETING

The next meeting will be held on Thursday, 26 November 2015 in the Barry Rose Room, commencing at 4.00pm. Business will include the consideration of nominees and recommendations to Council

The meeting was declared closed at 5.20pm.




C.11.7 MERRIWA SHOWGROUND MANAGEMENT COMMITTEE


AUTHOR: Luke Day - Works Engineer

RECOMMENDATION That Council endorse the minutes of the Merriwa Showground Management Committee.

BACKGROUND The Merriwa Showground Management Committee is a S355 Committee of Council. The Committee comprises of representatives of all the various users of the Merriwa Showground. The aim of the Committee is to progress the long term plans for upgrade works at Merriwa Showground. REPORT/PROPOSAL The Committee meets to discuss various aspects of work required on the facility by different users as a joint body to determine priorities, arrange works to be undertaken and to look at additional funding opportunities. The Committee has been successful in a number of grant funding projects which are in various stages of completion.

ATTACHMENTS

1 Merriwa Showground Management Committee - 28 October 2015 - Minutes

RESOLVED that Council endorse the minutes of the Merriwa Showground Management Committee.


ATTACHMENT NO: 1 - MERRIWA SHOWGROUND MANAGEMENT COMMITTEE - 28 OCTOBER 2015 - MINUTES

ITEM NO: C.11.7


MINUTES OF THE MERRIWA SHOWGROUND MANAGEMENT COMMITTEE MEETING

WEDNESDAY 28 OCTOBER 2015 - 6.00 PM

PRESENT: Mr Rob Tindall, Mr Allen Reed, Mr David Cameron, Mr Pat Ryan

IN ATTENDANCE: Mr Luke Day

1. APOLOGIES: Mrs Clare Martin

RECOMMENDATION

That the apologies received from Mrs Clare Martin be accepted.



RECOMMENDATION

That the minutes of the Merriwa Showground Management Committee Meeting held on 24 August 2015, as circulated, be taken as read and confirmed as a correct record. 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1. Keys

Two new sets of keys will be given to Rob Tindall

4.2. Shed Rob Tindall will follow up with Paul Marchese to fix the locks on the roller doors.

5. AGENDA ITEMS

5.1. New Shed

Luke will check the specifications required for erection of the new shed. The plan raised to for the user group committee to undertake demolition of the shed being replaced. A meeting on site will be arranged to examine the plan.

5.2. Fence Construction Welderup are starting fence construction on Monday.

5.3. Maintenance Horse Wash Horse wash works have been paid for.

5.4. Boundary Fence Tender Resolved – see 5.2.

ATTACHMENT NO: 1 - MERRIWA SHOWGROUND MANAGEMENT COMMITTEE - 28 OCTOBER 2015 - MINUTES

ITEM NO: C.11.7


6. GENERAL BUSINESS

6.1. The Committee has requested Council permission to: fill in the drain near the new shed site; pull the fence down as it is a Workplace Health and Safety hazard; and convert gates behind the toilet to double gates with nightline.

6.2. Electrical Upgrade: Rob recommended the Committee pay Des Vero for measuring power consumption over the Merriwa Show weekend. The committee is requesting a variation on its grant for electrical upgrade, to go from power boxes to new sheds.

6.3. Luke Day to confirm the availability of $10,000 within Council funds. The Committee

propose using this $10,000 for guttering works. A onsite meeting is to be arranged with Rob Tindall and Luke Day for guttering planning.

6.4. It was discussed using grey water for showground irrigation, as a new source of water

is required. Luke will talk to Alan Fletcher about possible grant funding.

6.5. Campdraft propose raising $4,000 for replacement of old yards in campdraft area by sale of additional sponsorship panels.

6.6. $25,000 (plus gst) Grant money has been received for shade sails. The user group

committee plant to project manage the erection of the shade sails, covering two portable grandstands. The Committee must fulfil its obligation to use the funds before the next Merriwa Show.

6.7. Allen Reed presented the Showground Committee Financial Report.

RECOMMENDATION

That the Showground Committee Financial Report presented by A Reed be accepted. Moved: R Tindall Seconded: D Cameron CARRIED

6.8. Gates on ramps RECOMMENDATION

That gates be installed on ramps at the cattlegrid. Moved: P Ryan Seconded: R Tindall CARRIED

6.9. The PAH&I are investigating EU accreditation of all stud cattle.

7. NEXT MEETING

To be advised. The meeting was declared closed at 7.15 pm.




C.11.8 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE


AUTHOR: Sean Constable - Manager Business Enterprise & Tourism

RECOMMENDATION That Council endorse the minutes of the Merriwa Festival of the Fleeces Committee meeting.

BACKGROUND The Committee is responsible for the planning and delivery of the annual Festival of the Fleeces. Council provides support to the committee. REPORT/PROPOSAL Planning is underway for the 2016 Festival in June. Much of the work in preparing for the Festival was undertaken by the Merriwa Tourism Officer. With the recent resignation of the Tourism Officer and a change in committee members, a recruitment drive for committee members will be undertaken in December. The committee will also seek support from Council through the provision of a Merriwa staff member to act as the coordinator for the committee.

ATTACHMENTS

1 Merriwa Festival of the Fleeces Committee - 9 November 2015 - Minutes

RESOLVED that Council endorse the minutes of the Merriwa Festival of the Fleeces Committee meeting.


ATTACHMENT NO: 1 - MERRIWA FESTIVAL OF THE FLEECES COMMITTEE - 9 NOVEMBER 2015 - MINUTES

ITEM NO: C.11.8


MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING

MONDAY, 9 NOVEMBER 2015 - 6.00PM

PRESENT: Cr D Peebles (Chair), B Campbell, J Cronin, S Cronin, S Hunt, C McLaren,

L Taylor

IN ATTENDANCE: S Constable, J Constable 1. APOLOGIES RECOMMENDATION That the apologies received from W Taylor, K Khan, K Clydsdale, G Watson (resigned), Cr R Campbell and J Sinclair be accepted. Moved: B Campbell Seconded: L Taylor CARRIED 2. DISCLOSURE OF INTEREST

Nil 3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Merriwa Festival of the Fleeces Committee Meeting held on 19 October 2015, as circulated, be taken as read and confirmed as a correct record. Moved: B Campbell Seconded: S Cronin CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES To be covered in Agenda Items 5. AGENDA ITEMS

5.1 Cheque Presentation Noted: The presentation to charities will be held on Saturday 21 November. Invitations have been sent out by J Sinclair. Catering will be done by the committee once J Cronin is advised of numbers. 5.2 Event Plan Noted: The 2015 event plan was presented to the committee. This will be updated for the committee to then determine what activities will be included in the 2016 Festival. A street stall will be booked for late November/early December depending on available dates. A raffle will be run as part of the stall, with the prize to be a voucher towards a Christmas ham. The committee also agreed to purchase some merchandise to sell at the street stall, with a trial of 18 pieces to determine interest.


ITEM NO: C.11.8


The committee is unsure of the impacts of the UHSC Street Stall Policy so will seek clarification. Festival Stalls The stall fees will remain at the 2015 prices. The 2014 site plan will be used as the basis for planning the stall locations this festival. All potential stall will be advised by the end of March whether they have been successful and their location. The maximum will be set at 100 again. No extra stalls will be allowed above this number, however the committee can determine which stalls are accepted and which are not, it is not a first come selection process. Council staff will be asked to take the bookings and process the fees on behalf of the committee. Confirmation will be provided at a later date. ACTION FOR COMMITTEE Jan Cronin to confirm raffle prize. Major Raffle – the prize needs to be something that people can either take with them or can be sent (in case they are not locals that win the raffle). The major prize could be tickets to a show, pass to Dubbo Zoo, weekend at Nelson Bay, tickets for Hunter Valley balloon ride.. ACTION FOR COMMITTEE Jan Sinclair to provide some assistance in identifying the prize for the raffle. RECOMMENDATION FOR COMMITTEE The committee will contribute up to $300 towards the major raffle prizes. Moved: C McLaren Seconded: L Taylor CARRIED The committee needs a local Council coordinator to act as the central point of contact for planning. This person would ensure that stall site bookings are taken, money is processed and stalls are confirmed, would coordinate committee activities such as stalls and raffles. It was noted by S Constable that with the resignation of the Merriwa Tourism Coordinator his department does not have the resources to provide more than some limited support to the committee. The Event Plan will be confirmed at the next meeting and roles and responsibilities of the committee members will be identified. 5.3 Event Budget Noted: The 2015 event budget will be used as the basis for planning the 2016 Festival. The committee will need to decide what activities will be included so that these can be budgeted. That will then provide insight into what income is needed from sponsorship and other activities to cover these costs and provide some funds for distribution to charities.

6. ACTION SHEET 7. CORRESPONDENCE

Incoming Notice from Greg Watson that due to health reasons he is resigning from the committee.


ITEM NO: C.11.8


Outgoing Letter of apology to Merriwa Hardware for issues raised in relation to stall siting for the 2015 Festival parade. ACTION FOR COMMITTEE Letter of thanks from Council and request that Greg still be called upon to assist the committee as he has a wealth of local knowledge.

8. GENERAL BUSINESS

Recruitment Noted: With several resignations in the past few months it is important to look to recruiting more volunteers for the committee. This should be a skills based recruitment drive. There is also a need to seek support for the street stalls in terms of supplying food/produce that can be sold through the stalls.

ACTION FOR COMMITTEE Run an advertisement in the Ringer asking for volunteers to join the committee and to seek support for street stall fundraising activities.

Marketing and Promotion Noted: The committee needs some assistance with its marketing and promotion for the event. It is important to identify the target market which will help identify the types of promotion that should be undertaken. The Festival is already promoted through the Upper Hunter Country Tourism website.

9. NEXT MEETING The next meeting of the Merriwa Festival of the Fleeces committee will be held on Monday 7 December commencing at 6.00pm. The meeting was declared closed at 7.50pm.




C.11.9 FLOODPLAIN MANAGEMENT COMMITTEE




1. Endorse the minutes of the Floodplain Management Committee meeting held on 12 November 2015.

2. Adopt the Aberdeen Floodplain Risk Management Study and Draft Plan. 3. Request the Office of Environment and Heritage to undertake investigation and design

work for the ‘McAdam Levee’ works as identified in the Aberdeen Floodplain Risk Management Study and Draft Plan and consider the feasibility of constructing the ‘McAdam Levee’ on the northern side of Lot 101 DP 849475, 5 McAdam Street, Aberdeen (former butter factory site).

4. Apply for grant funding under the State Floodplain Management Program to fund the construction of the ‘McAdam Levee’ including investigation of flood impacts prior to construction commencing.

5. Request the Bureau of Meteorology to establish a flood warning system for Aberdeen as a matter of urgency.

BACKGROUND The Floodplain Management Committee is a Section 355 Committee of Council which considers reports, advice and recommendations of management regarding issues associated with floodplain management and development within any areas deemed to be impacted or potentially impacted by flood or other waters. The Committee subsequently makes recommendations to Council in relation to such matters. A meeting of the Floodplain Management Committee was held on Thursday 12 November 2015. REPORT/PROPOSAL The Committee considered the outcome of community consultation undertaken in respect of the Aberdeen Floodplain Risk Management Study and Draft Plan and discussed a number of proposed actions in the plan including a proposed levee extension ‘McAdam Levee’. It was noted in the minutes that the Committee has requested Council to write to the Bureau of Meteorology as soon as possible to request the establishment of a flood warning system for Aberdeen as a high priority. This is identified as an immediate priority in the Floodplain Risk Management Plan. The recommendation to Council has been amended to include this request. A copy of the Aberdeen Floodplain Risk Management Study and Draft Plan is provided as a separate attachment.




ATTACHMENTS

1 Minutes of the Floodplain Management Committee meeting held 12 November 2015


1. Endorse the minutes of the Floodplain Management Committee meeting held on

12 November 2015. 2. Adopt the Aberdeen Floodplain Risk Management Study and Draft Plan. 3. Request the Office of Environment and Heritage to undertake investigation and

design work for the ‘McAdam Levee’ works as identified in the Aberdeen Floodplain Risk Management Study and Draft Plan and consider the feasibility of constructing the ‘McAdam Levee’ on the northern side of Lot 101 DP 849475, 5 McAdam Street, Aberdeen (former butter factory site).

4. Apply for grant funding under the State Floodplain Management Program to fund the construction of the ‘McAdam Levee’ including investigation of flood impacts prior to construction commencing.

5. Request the Bureau of Meteorology to establish a flood warning system for Aberdeen as a matter of urgency.

Moved: Cr L Driscoll Seconded: Cr K Fisher CARRIED

ATTACHMENT NO: 1 - MINUTES OF THE FLOODPLAIN MANAGEMENT COMMITTEE MEETING HELD 12 NOVEMBER 2015

ITEM NO: C.11.9


MINUTES OF THE FLOODPLAIN MANAGEMENT COMMITTEE MEETING HELD ON 12 NOVEMBER 2015 COMMENCING AT 12.00PM

PRESENT: Cr Kiwa Fisher, Cr Lorna Driscoll, Cr Wayne Bedggood, Mr Allan

Davidson

IN ATTENDANCE: Mr Ray Butchard, Ms Angela Halcrow (Office of Environment & Heritage) Mr Mat Pringle (Director Environmental Services)

1. APOLOGIES RECOMMENDATION: That the apologies received from Cr Michael Johnsen and Mr John Hill be accepted. Moved: Cr Driscoll Seconded: Cr Fisher CARRIED 2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES RECOMMENDATION: That the Minutes of the Floodplain Management Committee meeting held on 21 August 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Cr Fisher Seconded: Cr Driscoll CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

Nil

5. AGENDA ITEMS FMC.11.1 Aberdeen Floodplain Risk Management Study and Draft Plan

Mr Mathew Pringle provided the committee with a summary of the report including the results of the community consultation undertaken in respect of the Risk Management Study and Draft Plan. The committee discussed the issues raised in the submissions and were satisfied with the responses provided by the consultant, Mr Bill Patterson. The committee discussed at length the proposal to construct the ‘McAdam’ Levee and the offer provided by the Office of Environment and Heritage (OEH) to fund all investigation and design costs and all project management and supervision costs associated with the levee works. Cr Fisher requested that OEH provide the committee with the details of the legislation under which flood levees are required to be protected and maintained. Angela Halcrow

ATTACHMENT NO: 1 - MINUTES OF THE FLOODPLAIN MANAGEMENT COMMITTEE MEETING HELD 12 NOVEMBER 2015

ITEM NO: C.11.9


agreed to investigate and provide the committee with the relevant information. The committee requested that this matter be listed on the committee Action Sheet. The committee raised concerns regarding the impacts of the proposed ‘McAdam Levee’ on flood levels at the adjoining former butter factory site (Lot 101 DP 849475, 5 McAdam Street, Aberdeen) and requested that consideration be given to the feasibility of constructing the levee on the northern side of the property. The recommendation to Council has been amended accordingly. Cr Bedggood requested that the property owners adjoining the proposed ‘McAdam’ Levee be consulted early in the design and investigation process as well as the Heritage Advisory Committee (as the former butter factory site is heritage listed). Cr Bedggood also requested that Council write to the Bureau of Meteorology as soon as possible to request the establishment of a flood warning system for Aberdeen as a high priority. This is identified as an immediate priority in the Floodplain Risk Management Plan. RECOMMENDED that Council:

(a) Adopt the Aberdeen Floodplain Risk Management Study and Draft Plan. (b) Request the Office of Environment and Heritage to undertake investigation and

design work for the ‘McAdam Levee’ works as identified in the Aberdeen Floodplain Risk Management Study and Draft Plan and consider the feasibility of constructing the ‘McAdam Levee’ on the northern side of Lot 101 DP 849475, 5 McAdam Street, Aberdeen (former butter factory site).

(c) Apply for grant funding under the State Floodplain Management Program to fund the construction of the ‘McAdam Levee’ including investigation of flood impacts prior to construction commencing.

Moved: Kiwa Fisher Seconded: Lorna Driscoll CARRIED

6. CORRESPONDENCE

A letter received from the Office of Environment and Heritage dated 29 September 2015 in relation to the Aberdeen flood levee was tabled at the meeting.

7. GENERAL BUSINESS

Mr Ray Butchard requested that details of floor heights and location of flood affected buildings within Aberdeen be supplied to the local SES to assist with evacuation plans for the area. Mathew Pringle agreed to investigate and provide the requested information.

8. NEXT MEETING

11 February 2016 at 11.00am The meeting was declared closed at 1.00pm.




DEVELOPMENT REPORTS

D.11.1 DRAFT VOLUNTARY PLANNING AGREEMENT



PURPOSE The purpose of this report is to seek Council approval to place a Draft Voluntary Planning Agreement (VPA) in respect of Development Consent No. 10/2014 on public exhibition for a period of 28 days in accordance with Section 93G of the Environmental Planning and Assessment Act 1979.


1. Place the Draft Voluntary Planning Agreement on public exhibition for a period of 28 days in accordance with Section 93G of the Environmental Planning and Assessment Act 1979.

2. Subject to no submissions being received, delegate authority to the General Manager to execute the Voluntary Planning Agreement on behalf of Council.

BACKGROUND On 28 April 2014, Council approved Development Application No. 10/2014 for alterations and additions to Scone Grammar School at Lot 71 DP 623368 and Lots 23 and 25 DP 239808, 56 Kingdon Street and 83 Hill Street, Scone . Condition No. 29 of the consent requires the proponent to enter into a Voluntary Planning Agreement with Council in accordance with a letter of offer dated 31 March 2014. REPORT/PROPOSAL The VPA requires the developer to undertake a range of traffic management works on public roads surrounding Scone Grammar School to the value of $74,500 (CPI adjusted), in accordance with an approved traffic management plan, or as otherwise agreed with Council. The developer is required to undertake such works before the Principal Certifying Authority can issue an interim occupation certificate for the development. Section 93G of the Environmental Planning and Assessment Act 1979 requires a VPA to be publicly exhibited for a period of at least 28 days. The VPA must be exhibited with an explanatory note. A copy of the Draft VPA and explanatory note is provided in Attachment 1.




OPTIONS 1. That Council:

a) Place the Draft Voluntary Planning Agreement on public exhibition for a period of 28 days in accordance with Section 93G of the Environmental Planning and Assessment Act 1979.

b) Subject to no submissions being received, delegate authority to the General

Manager to execute the Voluntary Planning Agreement on behalf of Council.

2. That Council defer exhibition of the Draft Voluntary Planning Agreement to allow amendments to be made.

CONSULTATION

Local Government Legal Manager Civil Assets Director Infrastructure Services

STRATEGIC LINKS a. Community Strategic Plan 2013+ The VPA is relevant to Key Focus Area and Aspiration Goal 3 of the Community Strategic Plan: “(3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet”. b. Delivery Program The VPA is relevant to the Community Strategic Objectives for town planning: “Facilitate and provide for a growing population, including for example, affordable housing, community amenities, health and welfare services” and Roads and Bridges – Local: “Provide for replacement and improvement of community infrastructure through best practice and risk management”. c. Other Plans NIL IMPLICATIONS a. Policy and Procedural Implications NIL b. Financial Implications The developer will undertake works on Council roads to the value of $74,500 (CPI adjusted). The value of the work is equivalent to 1% of the development cost which would have otherwise been paid to Council as a contribution under the Section 94A Development Contributions Plan 2008.




c. Legislative Implications A Draft VPA together with an explanatory note has been prepared by the applicant in accordance with Section 93F of the Environmental Planning and Assessment Act 1979. d. Risk Implications There is minimal risk of any dispute or legal action arising from the VPA. e. Other Implications NIL CONCLUSION The works proposed by the Draft VPA will improve pedestrian safety and traffic management around the Scone Grammar School and will therefore benefit the local community. Accordingly, the VPA should be placed on public exhibition for a period of 28 days and subsequently entered into with the proponent.

ATTACHMENTS

1 Draft Planning Agreement

2 Explanatory Note


1. Place the Draft Voluntary Planning Agreement on public exhibition for a period

of 28 days in accordance with Section 93G of the Environmental Planning and Assessment Act 1979.

2. Subject to no submissions being received, delegate authority to the General Manager to execute the Voluntary Planning Agreement on behalf of Council.

Moved: Cr D Peebles Seconded: Cr M Johnsen CARRIED

ATTACHMENT NO: 1 - DRAFT PLANNING AGREEMENT ITEM NO: D.11.1


ATTACHMENT NO: 2 - EXPLANATORY NOTE ITEM NO: D.11.1





D.11.2 PLANNING PROPOSAL 2/2015 - AMENDMENT TO ZONE RE2 PRIVATE RECREATION



PURPOSE Planning Proposal 2/2015 proposes to amend the Upper Hunter Local Environmental Plan 2013 to make animal boarding or training establishments and veterinary hospitals permissible uses within the RE2 Private Recreation zone. The report is being referred directly to Council as the November Development and Environmental Services Committee failed to achieve a quorum.

RECOMMENDATION That Council: 1. Support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan

2013 by permitting with consent animal boarding or training establishments and veterinary hospitals within Zone RE2 Private Recreation.

2. Forward the planning proposal to the NSW Minister for Planning for a gateway determination pursuant to Section 56 of the Environmental Planning and Assessment Act 1979.

BACKGROUND The Scone Racecourse and surrounding land was originally developed with the intention of establishing an equine precinct to service the local thoroughbred breeding and racing industry. The masterplan for the site outlines the development of thoroughbred stables, training facilities and associated businesses. The precinct is currently zoned RE2 Private Recreation and contains the Scone Racecourse, Hunter Valley Equine Research Centre, Scone TAFE campus and privately owned horse stables. It has recently been brought to Council’s attention that the development of horse stables, training facilities, veterinary hospitals and other associated activities that are not ancillary to the racecourse are not permitted uses within the RE2 Private Recreation zone under the Upper Hunter Local Environmental Plan 2013. However, these uses were previously permitted with consent when the land was zoned 6(b) Open Space – Private Recreation under the former Scone Local Environmental Plan 1986. The Hunter Valley Equine Research Centre Limited has requested that Council reinstate animal boarding or training establishments and veterinary hospitals as permissible land uses within the equine precinct as a matter of urgency as a number of land sales are pending the resolution of this issue.




REPORT/PROPOSAL The objective of this planning proposal is to amend the Upper Hunter Local Environmental Plan 2013 to:

a) reinstate two permissible land uses (animal boarding or training establishments and veterinary hospitals) that were previously permitted with consent within the Hunter Valley Equine Research Precinct under the former Scone Local Environmental Plan 1986.

b) ensure the RE2 Private Recreation zone reflects the types of existing and intended land uses within the Hunter Valley Equine Research Precinct.

c) provide greater opportunity for equine business growth and development.

As a consequence of the planning proposal, animal boarding or training establishments and veterinary hospitals will become permissible uses on all land zoned RE2 Private Recreation zone throughout the Upper Hunter Shire Local Government Area. However, any proposal for such a use would require development consent and be subject to an assessment of its environmental impacts. It is noted that there are very few properties throughout the Upper Hunter Shire LGA that are zoned RE2 Private Recreation and most sites are currently developed or have limited development potential due to constraints such as land area or dimensions and proximity to residential development. These constraints make the likelihood of development of most sites for the purpose of animal boarding or training establishments or veterinary hospitals relatively low.

The use of land within the equine precinct for the purpose of an animal boarding or training establishment or veterinary hospital is complementary to other uses within the precinct including the Scone Racecourse and is not inconsistent with the objectives of the RE2 Private Recreation zone. In order to achieve the objective of this planning proposal it is proposed to amend the Land Use Table of the Upper Hunter Local Environmental Plan 2013 in relation to Zone RE2 Private Recreation by inserting ‘Animal boarding or training establishments’ and ‘Veterinary hospitals’ under item 3 Permitted with consent. The proposal will have a net community benefit by providing greater flexibility and opportunity for the establishment of equine related businesses and other associated development, consistent with the original masterplan for the site. This in turn will generate additional employment opportunities and attract investment to the region whilst reinforcing the role and significance of the precinct as a centre for equine related business. The planning proposal is consistent with the Upper Hunter Land Use Strategy 2008, the Upper Hunter Strategic Regional Land Use Plan 2012, applicable State Environmental Planning Policies and the relevant Ministerial Directions under Section 117 of the Environmental Planning and Assessment Act 1979. A copy of the planning proposal report is provided in Attachment 1.




OPTIONS

1. Accept the recommendation that Council:

(i) Support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental Plan 2013 by permitting with consent animal boarding or training establishments and veterinary hospitals within Zone RE2 Private Recreation.

(ii) Forward the planning proposal to the NSW Minister for Planning for a gateway

determination pursuant to Section 56 of the Environmental Planning and Assessment Act 1979.

2. Not support Planning Proposal 1/2014 to amend the Upper Hunter Local

Environmental Plan 2013 for valid reasons. CONSULTATION

Department of Planning and Environment Hunter Valley Equine Research Centre Limited General Manager

STRATEGIC LINKS a. Community Strategic Plan 2013+ The planning proposal is relevant to Key Focus Areas and Aspiration Goals 3 and 5 of the Community Strategic Plan: “(3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet; (5) Enhance economic and employment opportunities and promote development”. b. Delivery Program The review of land use zones is consistent with the objectives of town planning: “To provide an ongoing review of local planning instruments to ensure that they are appropriate for current local and regional circumstances”. c. Other Plans The Upper Hunter Land Use Strategy 2008 highlights the importance of the equine industry to the Upper Hunter region. The planning proposal will support the equine industry by providing greater opportunities for equine related business growth and development. The proposal is consistent with the strategic objective of progressing development in an orderly and economic manner. IMPLICATIONS a. Policy and Procedural Implications NIL b. Financial Implications NIL




c. Legislative Implications The planning proposal has been prepared in accordance with Section 55 of the Environmental Planning and Assessment Act 1979. d. Risk Implications NIL e. Other Implications There are no other implications of proceeding with the planning proposal. CONCLUSION The planning proposal has been assessed as satisfactory against the Upper Hunter Land Use Strategy 2008, the Upper Hunter Strategic Regional Land Use Plan 2012, applicable State Environmental Planning Policies and the relevant Ministerial Directions under Section 117 of the Environmental Planning and Assessment Act 1979. The proposal is considered appropriate having regard to the site context and suitability, the likely social, economic and environmental impacts and the interests of the broader community. For the above reasons, the planning proposal should proceed.

ATTACHMENTS

1 Planning Proposal 2/2015


1. Support Planning Proposal 2/2015 to amend the Upper Hunter Local Environmental

Plan 2013 by permitting with consent animal boarding or training establishments and veterinary hospitals within Zone RE2 Private Recreation.

2. Forward the planning proposal to the NSW Minister for Planning for a gateway determination pursuant to Section 56 of the Environmental Planning and Assessment Act 1979.

Moved: Cr K Fisher Seconded: Cr P Bishop CARRIED

ATTACHMENT NO: 1 - PLANNING PROPOSAL 2/2015 ITEM NO: D.11.2


PLANNING PROPOSAL

Amendment to the Upper Hunter Local Environmental Plan 2013

Planning Proposal 2/2015 – Proposed Amendment to Upper Hunter Local Environmental Plan 2013. Amendment to Zone RE2 Private Recreation

Version 01



PART 1: OBJECTIVES AND BACKGROUND The objective of this planning proposal is to amend the Upper Hunter Local Environmental Plan 2013 to make animal boarding or training establishments and veterinary hospitals permissible uses within the Hunter Valley Equine Research Precinct, Flemington Drive, Scone. The Scone Racecourse and surrounding land was originally developed with the intention of establishing an equine precinct to service the local thoroughbred breeding and racing industry. The masterplan for the area outlines the development of thoroughbred stables, training facilities and associated businesses. The precinct is currently zoned RE2 Private Recreation and contains the Scone Racecourse, Hunter Valley Equine Research Centre, Scone TAFE campus and privately owned horse stables. It has recently been brought to Council’s attention that the development of horse stables, training facilities, veterinary hospitals and other associated activities that are not ancillary to the racecourse are not permitted uses within the RE2 Private Recreation zone under the Upper Hunter Local Environmental Plan 2013. However, these uses were previously permitted with consent when the land was zoned 6(b) Open Space – Private Recreation under the former Scone Local Environmental Plan 1986. This planning proposal intends to:

a) reinstate two permissible land uses (animal boarding or training establishments and veterinary hospitals) that were previously permitted on the land under the former Scone Local Environmental Plan 1986,

b) ensure the RE2 Private Recreation zone reflects the types of existing and intended land uses within the Hunter Valley Equine Research Precinct,

c) provide greater opportunity for equine business growth and development,

A map showing the location of the Hunter Valley Equine Research Precinct is provided in Figure 1.

As a consequence of the planning proposal, animal boarding or training establishments and veterinary hospitals will become permissible uses on all land zoned RE2 Private Recreation zone throughout the Upper Hunter Shire Local Government Area.

The use of land within the equine precinct for the purpose of an animal boarding or training establishment or veterinary hospital is complementary to other uses within the precinct including the Scone Racecourse and is not inconsistent with the objectives of the RE2 Private Recreation zone.



Figure 1. – Locality Map

PART 2: EXPLANATION OF PROVISIONS The use of land for the purpose of horse stables, training facilities and other associated activities is consistent with the definition of ‘animal boarding or training establishment’ which is defined by the Standard Instrument as follows: animal boarding or training establishment means a building or place used for the breeding, boarding, training, keeping or caring of animals for commercial purposes (other than for the agistment of horses), and includes any associated riding school or ancillary veterinary hospital. The use of land for the purpose of a veterinary hospital, equine or otherwise, is defined by the Standard Instrument as follows: veterinary hospital means a building or place used for diagnosing or surgically or medically treating animals, whether or not animals are kept on the premises for the purpose of treatment. In order to achieve the objective of this planning proposal it is proposed to amend the Land Use Table of the Upper Hunter Local Environmental Plan 2013 in relation to Zone RE2 Private Recreation by inserting ‘Animal boarding or training establishments’ and ‘Veterinary hospitals’ under item 3 Permitted with consent as follows:

Zone RE2 Private Recreation

1 Objectives of zone

• To enable land to be used for private open space or recreational purposes. • To provide a range of recreational settings and activities and compatible land uses. • To protect and enhance the natural environment for recreational purposes.



2 Permitted without consent

Environmental protection works; Roads

3 Permitted with consent

Animal boarding or training establishments; Bed and breakfast accommodation; Boat launching ramps; Boat sheds; Camping grounds; Caravan parks; Charter and tourism boating facilities; Child care centres; Community facilities; Dwelling houses; Eco-tourist facilities; Educational establishments; Electricity generating works; Emergency services facilities; Entertainment facilities; Environmental facilities; Extensive agriculture; Flood mitigation works; Helipads; Information and education facilities; Jetties; Kiosks; Markets; Passenger transport facilities; Places of public worship; Recreation areas; Recreation facilities (indoor); Recreation facilities (major); Recreation facilities (outdoor); Registered clubs; Research stations; Respite day care centres; Restaurants or cafes; Signage; Take away food and drink premises; Veterinary hospitals; Water recreation structures; Water supply systems; Wharf or boating facilities

4 Prohibited

Any development not specified in item 2 or 3

PART 3: JUSTIFCATION In accordance with the Department of Planning and Environment’s Guide to Preparing Planning Proposals, this section provides a response to the following issues:

Section A: Need for proposal

Section B: Policy Context

Section C: Potential Environmental, Social and Economic Impact; and

Section D: Other Government Interests SECTION A – NEED FOR THE PLANNING PROPOSAL 1. Is the planning proposal the result of any strategic study? The planning proposal is not the result of any strategic study. It is noted that the Upper Hunter Land Use Strategy 2008 highlights the importance of the equine industry to the Upper Hunter region. The planning proposal will support the equine industry by providing greater opportunities for equine related business growth and development. The proposal is consistent with the strategic objective of progressing development in an orderly and economic manner. 2. Is the planning proposal the best means of achieving the objectives or intended outcomes,

or is there a better way?

This planning proposal is considered to be the best way of achieving the objective. Amending the Land Use Table to make animal boarding or training establishments and veterinary hospitals permissible uses within the RE2 Private Recreation Zone is relatively straightforward and will allow horse stables, training facilities, veterinary hospitals and other associated activities that are not ancillary to the racecourse to be developed within the Hunter Valley Equine Research Precinct in accordance with the original masterplan for the site. Although animal boarding or training establishments and veterinary hospitals will become permissible uses on all land zoned RE2 Private Recreation zone throughout the Upper Hunter Shire LGA, any proposal for such a use would require development consent and be subject to an assessment of its environmental impacts.



It is noted that there are very few properties throughout the Upper Hunter Shire LGA that are zoned RE2 Private Recreation and most sites are currently developed or have limited development potential due to constraints such as land area or dimensions and proximity to residential development. These constraints make the likelihood of development for the purpose of animal boarding or training establishments or veterinary hospitals relatively low. Current zoning maps showing the location of land zoned RE2 Private Recreation in the Upper Hunter Shire LGA are provided in Appendix A. Under the former Scone Local Environmental Plan 1986, the Hunter Valley Equine Research Precinct was zoned 6(b) Open Space – Private Recreation zone. Animal boarding, breeding or training establishments were permitted with consent within the 6(b) zone and were defined as follows: animal boarding, breeding or training establishment means a place used for the commercial boarding, breeding, keeping or training of animals and includes a riding school and veterinary clinic. It is noted that the definition of animal boarding, breeding or training establishment in the Scone LEP 1986 includes ‘veterinary clinic’. This differs somewhat from the definition of animal boarding or training establishment under the Upper Hunter LEP 2013 in that the term ‘veterinary clinic’ has been replaced with the term ‘ancillary veterinary hospital’. As a result, veterinary hospitals are only permitted within the RE2 Private Recreation zone if they are ancillary to an animal boarding or training establishment. Accordingly, it is considered appropriate to reinstate veterinary hospitals as a separate permitted land use within the RE2 Private Recreation zone. The Hunter Valley Equine Research Precinct contains an established equine business (horse stables/training facility) that was approved by Council on 30 September 2013 under the former Scone LEP 1986. The use was permissible as an animal boarding, breeding or training establishment within the 6(b) Open Space-Private Recreation Zone. Upon gazettal of the Upper Hunter LEP 2013, the zoning of the land was changed to RE2 Private Recreation and the use became prohibited. Whilst the existing use may be able to rely on existing use rights under the Environmental Planning and Assessment Act 1979 to ensure its lawful continuance, there are limitations imposed by the Act in relation to the enlargement, expansion, intensification or change of an existing use and there is a degree of uncertainty regarding the continuance of a use where a use ceases for a period of time. The inclusion of animal boarding or training establishments as a permissible use within the RE2 Private Recreation zone will provide much greater protection for this existing use and will facilitate future business expansion. The planning proposal will also allow the development of other uses within the precinct that are compatible with the established use. Rezoning the subject land from RE2 Private Recreation to an alternative land use zone is not considered appropriate given that the principal use of the precinct is for private recreation (ie Racecourse) and the objectives and/or permitted uses of alternative zones do not align with existing and intended uses within the precinct. In this regard, the RE2 Private Recreation zone is considered to be the most appropriate land use zone for the subject land. An alternative way of achieving the objective of this planning proposal is to identify animal boarding or training establishments and veterinary hospitals as additional permitted uses of the land in Schedule 1 of the Upper Hunter LEP 2013. This option will be considered if the planning proposal is not supported in its current form. 3. Is there a community benefit? The proposal will have a net community benefit by providing greater flexibility and opportunity for the establishment of equine related businesses and other associated development, consistent with the original masterplan for the site. This in turn will generate additional employment opportunities and attract investment to the region whilst reinforcing the role and significance of the precinct as a centre for equine related business. Given the unique nature of existing and intended land uses within the precinct, the proposal is unlikely to have a significant detrimental impact on other areas or centres throughout the Upper Hunter Shire LGA or the region.



The planning proposal will restore the development opportunities that were afforded to land owners under the former Scone LEP 1986. Owners of existing development will be provided with greater investment certainty regarding the continuation, expansion, alteration or change of existing uses by eliminating the reliance on existing use rights. The Hunter Valley Equine Research Precinct is considered suitable for the establishment of animal boarding or training establishments and veterinary hospitals given the compatibility of existing uses within the area including the Scone Racecourse; the distance to sensitive land uses such as residential areas; the close proximity of the site to Scone township and transport linkages; and the availability of infrastructure. The site provides a much more suitable and viable alternative to other sites close to Scone that could potentially be developed for animal boarding or training establishments or veterinary hospitals. SECTION B –RELATIONSHIP TO STRATEGIC PLANNING FRAMEWORK 4. Is the planning proposal consistent with the objectives and actions contained within the

applicable regional or sub-regional strategy? The Upper Hunter Strategic Regional Land Use Plan 2012 was prepared in relation to the Upper Hunter, Muswellbrook, Singleton, Dungog and Gloucester Local Government Areas and is a relevant consideration for this planning proposal. The Upper Hunter Strategic Regional Land Use Plan 2012 recognises the importance of the thoroughbred industry to the Upper Hunter with the region boasting the world’s second largest cluster of thoroughbred breeders and accounting for 80% of the total value of Australian stud horse exports. A number of the policy response objectives in relation to economic development and employment in the Upper Hunter are relevant to the planning proposal including:

Ensure an adequate supply of land for the needs of Upper Hunter industries. Diversify the region’s economy and build economic resilience.

The planning proposal would support these objectives by providing greater opportunities and flexibility for the development of sustainable equine related industries. 5. Is the planning proposal consistent with the local Council’s Community Strategic Plan, or

other local strategic plan? The planning proposal is consistent with the Key Focus Areas and Aspiration Goals 3 and 5 of the Upper Hunter Shire Council Community Strategic Plan: “(3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet; (5) Enhance economic and employment opportunities and promote development”. The proposal will not have a significant detrimental impact on the natural and built environment, will facilitate sustainable forms of development and will encourage a diverse economy with a thriving and growing business community. 6. Is the planning proposal consistent with applicable State Environmental Planning Policies? The State Environmental Planning Policies (SEPPs) that are relevant to this planning proposal are outlined below.

Relevant SEPP Consistency of Planning Proposal SEPP No 55 Remediation of Land The planning proposal does not trigger the need

for any remediation or further investigation of land contamination as the additional land uses to be permitted in the RE2 Private Recreation zone are no more sensitive to land contamination than the uses currently permitted in the zone (eg child care centres).



7. Is the planning proposal consistent with applicable Ministerial Directions (s.117 Directions)?

Each s117 Ministerial Direction is listed below with an annotation stating whether it is relevant to the Planning Proposal and confirming consistency. s.117 Direction Title Applies Consistency of Planning Proposal 1.1 Business and Industrial Zones NA Not Applicable

1.2 Rural Zones NA Not Applicable

1.3 Mining, Petroleum Production and Extractive Industries

NA Not Applicable

1.4 Oyster Aquaculture NA Not Applicable

1.5 Rural Lands NA Not Applicable

2.1 Environment Protection Zones NA Not Applicable

2.2 Coastal Protection NA Not Applicable

2.3 Heritage Conservation Yes The existing provisions of the Upper Hunter Local Environmental Plan 2013 relating to heritage conservation will continue to apply to all land zoned RE2 Private Recreation, including the land subject to the planning proposal.

2.4 Recreation Vehicle Areas NA Not Applicable

3.1 Residential Zones NA Not Applicable

3.2 Caravan Parks and Manufactured Home Estates

NA Not Applicable

3.3 Home Occupations NA Not Applicable

3.4 Integrating Land Use and transport NA Not Applicable

3.5 Development Near Licensed Aerodromes

Yes Land subject to the planning proposal is in the vicinity of the Scone Aerodrome, however the additional land uses to be permitted in the RE2 Private Recreation zone would have no greater impact on the operation of the aerodrome than the current uses permitted in the zone. The existing provisions of the Upper Hunter Local Environmental Plan 2013 relating to airspace operations and development in areas subject to aircraft noise will not be affected by the proposal and will continue to apply to the land. The planning proposal is consistent with the objectives of the planning direction.

3.6 Shooting Ranges NA Not Applicable

4.1 Acid Sulfate Soils NA Not Applicable

4.2 Mine Subsidence and Unstable Land NA Not Applicable

4.3 Flood Prone Land Yes Consideration has been given to this Direction as part of the subject land is identified as being flood prone. The planning proposal will not result in an increased flood risk to development relative to that under the existing zoning of the land. The existing flood planning provisions of the Upper Hunter Local Environmental Plan 2013 will not be affected by the proposal and will continue to apply to the land. Accordingly, the proposal is considered to be consistent with Direction 4.3.



s.117 Direction Title Applies Consistency of Planning Proposal 4.4 Planning for Bushfire Protection Yes Part of the subject land is identified as

being bushfire prone on Council’s Bushfire Prone Land Map. The planning proposal will not result in an increased bushfire risk to development relative to that under the current zoning of the land. In accordance with Direction 4.4, the Commissioner of the NSW Rural Fire Service will be consulted following receipt of a gateway determination.

5.1 Implementation of Regional Strategies NA Not Applicable

5.2 Sydney Drinking Water Catchments NA Not Applicable

5.3 Farmland of State and Regional Significance on the NSW Far North Coast

NA Not Applicable

5.4 Commercial and Retail Development along the Pacific Highway, North Coast

NA Not Applicable

5.6 Development in the vicinity of Ellalong, Paxton and Millfield (Cessnock LGA)

NA Not Applicable

5.9 Second Sydney Airport: Badgerys Creek

NA Not Applicable

6.1 Approval and Referral Requirements NA Not Applicable

6.2 Reserving Land for Public Purposes NA Not Applicable

6.3 Site Specific Provisions NA Not Applicable

7.1 Implementation of the Metropolitan Strategy

NA Not Applicable

SECTION C – ENVIRONMENTAL, SOCIAL AND ECONOMIC IMPACT 8. Is there any likelihood that critical habitat or threatened species, populations or

ecological communities, or their habitats, will be adversely affected as a result of the proposal?

The planning proposal relates to land that is largely developed for urban purposes and comprises a range of land uses as well as cleared vacant land. The planning proposal is not likely to have an adverse impact on critical habitat or threatened species, populations or ecological communities or their habitats. 9. Are there any other environmental effects as a result of the planning proposal and

how are they proposed to be managed? The environmental impact of future development resulting from the planning proposal is unlikely to be any greater than that of development currently permitted in the RE2 Private Recreation zone. Furthermore, the potential environmental impact of the additional uses to be permitted in the RE2 Private Recreation zone is no greater than that of development previously permitted in the 6(b) Open Space – Private Recreation zone under the former Scone Local Environmental Plan 1986. 10. How has the planning proposal adequately addressed any social and economic

effects? This planning proposal is likely to have positive social and economic impacts due to the increased flexibility and opportunity for future development and greater investment certainty for land owners. The proposal will support economic diversification and the establishment of new employment generating businesses.



SECTION D – COMMONWEALTH AND STATE INTERESTS 11. Is there adequate public infrastructure for the planning proposal? The land subject to the planning proposal is serviced by adequate public infrastructure to meet the needs of existing and future development. 12. What are the views of State and Commonwealth public authorities in accordance with the

Gateway determination? State and Commonwealth public authorities will be consulted in accordance with the Gateway determination.

PART 5: COMMUNITY CONSULTATION The Hunter Valley Equine Research Centre Limited has been consulted in the preparation of this planning proposal and has provided its in principle support. Community consultation is to be undertaken in accordance with the requirements of any Gateway Determination by the Department of Planning and Environment.

PART 6: PROJECT TIMELINE The project timeline in respect of the planning proposal is provided in the following diagram. The anticipated timeframe for the proposed amendment to the Upper Hunter Local Environmental Plan 2013 from submission of the proposal to NSW Planning and Environment to gazettal of the LEP amendment is seven (7) months.



PROJECT TIMELINE

December 2015

January 2016

February 2016

March 2016

April 2016 May 2016 June 2016

STAGE 1 Submit Planning Proposal to NSW Planning & Environment

STAGE 2 Anticipated commencement date (Gateway Determination)

STAGE 3 Consultation – Community/ Public Authorities

STAGE 4 Review / consideration of submissions to public exhibition

STAGE 5 Report to Council

STAGE 6 Finalise the Local Environmental Plan using Minister’s plan making delegations.



APPENDIX A: LAND ZONED RE2 PRIVATE RECREATION




ENVIRONMENT/HEALTH REPORTS

E.11.1 SUBMISSION TO LOCAL STRATEGIC PLAN 2015-2020



PURPOSE

The purpose of this report is for Council to consider a submission to Local Land Services’ Local Strategic Plan 2015–2020 for approval.

RECOMMENDATION

That Council approve the submission to Local Land Service’s Local Strategic Plan 2015–2020.

BACKGROUND

In October 2015 Hunter Local Land Services (LLS) advised that their draft Local Strategic Plan was on public exhibition and invited Council to provide feedback on the Plan to ensure it is guided by the needs and priorities of their customers, stakeholders and investors.

LLS has also briefed Hunter Councils (General Managers) on the Plan during November 2015.

The draft Plan is available for viewing at http://open.hunter.lls.nsw.gov.au/lsp. REPORT/PROPOSAL

The exhibition period for the draft strategy closes on 22 November 2015, however the LLS have provided Council with additional time to consider the submission and provide a response. A submission to LLS’s draft Local Strategic Plan 2015-2020 has been prepared and is attached for Council’s consideration. OPTIONS

1. Approve the submission to LLS’s draft Local Strategic Plan 2015-2020 with any amendments and forward to Local Land Services.

2. Not provide a submission to LLS’s draft Local Strategic Plan 2015-2020. CONSULTATION

Local Land Services General Manager Director Environmental & Customer Services

STRATEGIC LINKS

a. Community Strategic Plan 2013+

ENVIRONMENTAL 3) Protect the natural and built environment and plan for a sustainable future for our Shire

and our planet. CIVIC LEADERSHIP 8) Advocate for the community to other levels of Government and non-government

organisations.




b. Delivery Program

GENERAL MANAGEMENT: To effectively and efficiently manage the business of the Council within its charter To participate in and encourage regional and local alliances with other councils,

Government or non-government partners. c. Other Plans

Nil IMPLICATIONS

a. Policy and Procedural Implications

Nil

b. Financial Implications

Nil

c. Legislative Implications

Nil

d. Risk Implications

Nil

e. Other Implications

Nil CONCLUSION

That Council consider the outcomes and priorities included in the LLS Local Strategic Plan 2015–2020 (Hunter) and forward Council’s submission to the LLS.

ATTACHMENTS

1 Draft Submission to LLS Local Strategic Plan 2015-2020

RESOLVED that Council approve the submission to Local Land Service’s Local Strategic Plan 2015–2020.

Moved: Cr P Bishop Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - DRAFT SUBMISSION TO LLS LOCAL STRATEGIC PLAN 2015-2020

ITEM NO: E.11.1


OFFICE OF THE MAYOR

Our Ref: OUT-11674/15 23 November, 2015 Ms Susan Hooke Chair Hunter Local Land Services Private Bag 2010 PATERSON NSW 2421 Dear Ms Hooke Submission to Draft Local Strategic Plan 2015-2020 Thank you for the opportunity to comment on the Draft Local Strategic Plan 2015 – 2020. Council believes that the strategy is well overdue and congratulates the LLS on this step. The strategy will certainly help provide direction for the organisation and it is hoped that progress on implementing the goals will gain traction in a number of the priorities. Council has taken some time to review the Strategy and makes the following comments for your consideration: 1. Priority Statements and Actions

The priority statements and actions are quite broad and there appears to be a lack of detail regarding some of the actions and consequently how they will be implemented. Council certainly understand that the document is a high level strategy and would welcome any opportunity to be involved in any discussion on how the actions could be implemented. Council suggests that this approach would ensure that any priorities and actions that may impact the Shire could be factored into Council’s strategic planning where relevant.

2. Industry Priorities

It is understood that the Local Land Services (LLS) will undertake investigations in relation to primary production areas such as agriculture including discussing industry priorities within the Upper Hunter. Council is also interested in any priorities that may relate to issues such as land use conflict and/or the Upper Hunter’s dependency on natural resources. Council believes that further clarity around prioritisation within each of the industry sectors is required. Council would fully support any investigation into such issues and would be happy to participate where possible.

3. Overlap of Services

Council believes that there are some overlaps with industry need and service delivery between Local Government and the LLS. For example, Council provides a range of rural community services and facilities and invests in rural areas through the development and maintenance of infrastructure. The opportunity to work collaboratively to achieve positive outcomes for the community including in areas such as weed and pest (animal) control is welcomed. Programs resulting from a more inclusive, detailed prioritisation process would lead to efficiency gains for both organisations.

ATTACHMENT NO: 1 - DRAFT SUBMISSION TO LLS LOCAL STRATEGIC PLAN 2015-2020

ITEM NO: E.11.1


There are also overlaps in emergency management, particularly natural disaster emergencies which is unclear in the Strategy. The Local Strategic Plan should clarify the role of LLS in emergency management for the better understanding of the community and key stakeholders and to ensure a consistent and coordinated approach across all agencies.

Again, thank you for the opportunity to comment on the Plan. Yours sincerely Wayne Bedggood MAYOR




FINANCE REPORTS

F.11.1 ANNUAL FINANCIAL STATEMENTS



PURPOSE The purpose of the report is for Council’s external Auditor, Forsyths Chartered Accountants, to give Council a presentation in regard to the audit of Council’s 2014/15 financial statements.

RECOMMENDATION That Council receive a presentation from Mr Paul Cornall of Forsyths Chartered Accountants in relation to the Auditor’s report of Council’s 2014/15 financial statements.

BACKGROUND At its extraordinary meeting on 8 September 2015 Council resolved to adopt the Annual Financial Statements, subject to any minor amendments required by the Auditors, and refer the Annual Financial Statements of Upper Hunter Shire Council to our Auditors, Forsyths Chartered Accountants. The Auditors attended Scone office between 9 & 11 September 2015. On 30 October 2015, Council forwarded the Annual Financial Statements to the Office of Local Government. REPORT/PROPOSAL S418 of the Local Government Act requires that Council, as soon as practicable after receiving the Auditor’s report, to present its audited statements to the public and give public notice of the date of the meeting at which the presentation will take place. The Audit Report was received on 30 October 2015. Public notice was given in the Scone Advocate (5/11/15) and the Hunter Valley News (11/11/15). This meeting will occur on Monday, 23 November 2015 at 5.00pm. S420 provides for any person making submissions to Council with respect to the Auditors must be in writing and lodged with Council within seven (7) days after date of public display. No submissions have been received by Council. OPTIONS For Council’s notation only. CONSULTATION Finance Committee Director Corporate & Community Services Manager Finance




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.

25. Encourage an open and participatory Council, with an emphasis on community engagement, action and response.

b. Delivery Program Provide a general ledger, budgetary control, financial management and reporting, and internal audit service for the organisation which is effective and cost efficient in its operation while being regarded as better than satisfactory in overall service delivery by managers and other users of the finance systems. c. Other Plans The Financial Statements form part of details for Council’s Long Term Financial Plan. IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications Gives the community and other users of Council information details of the financial position at the end of each financial year, as well as other statutory and non-statutory information. c. Legislative Implications S418 and S420 of the Local Government Act sets out requirements of Council in regard to reporting requirements and presentation of audited financial statements. d. Risk Implications Negative data can have a reputational risk to Council. e. Other Implications Fit for the future. The results and indicators are improvements on previous years’ submitted results. CONCLUSION That Council receive the 2014/15 Auditor’s Report on the Financial Statements.




ATTACHMENTS

Nil.

RESOLVED that Council receive a presentation from Mr Paul Cornall of Forsyths Chartered Accountants in relation to the Auditor’s report of Council’s 2014/15 financial statements.

Moved: Cr P Bishop Seconded: Cr M Johnsen CARRIED




GENERAL ADMINISTRATION REPORTS

G.11.1 2014/15 ANNUAL REPORT



PURPOSE

Council is required to produce and have available on its website an Annual Report, by 30 November each year. The purpose of this report is for Council to endorse the 2014/15 Annual Report.

RECOMMENDATION

That Council adopt the 2014/15 Annual Report.

BACKGROUND

S482 of the Local Government Act 1993 requires that within 5 months of the end of each financial year, Council must prepare the Annual Report and advise the Minister that a copy is available on its website.

The Annual Report incorporates Council’s Financial Statements, other statutory disclosures as well as other information on Council’s activities undertaken during the previous financial year. A comprehensive State of the Environment (SOE) Report is also required every four years following the election of a new Council. This was last prepared for the 2012/13 report. REPORT/PROPOSAL

The report includes statutory reporting as well as the outcomes against performance indicators that were included in the 2014/15 to 2017/18 Delivery Program & Operational Plan.

The Annual Report also includes the 2014/15 Audited Financial Statements which indicate that all key performance indicators meet the statewide benchmarks.

The ratios that have significant improvements are:

2014/15 2013/14 Benchmark Operating Performance Ratio 1.4% -9.6% >0% (FFF) Outstanding Rates 6.1% 6.9% <10% (TCorp) Cash Expense Cover (months) 8.61 3.32 >3 (TCorp) OPTIONS

For Council’s notation only. CONSULTATION

Performance Indicators were included in the Delivery Program and Operational Plan that was placed on public exhibition in May 2014.

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. 25. Encourage an open and participatory Council, with an emphasis on community

engagement, action and response. b. Delivery Program

Provide a general ledger, budgetary control, financial management and reporting, and internal audit service for the organisation which is effective and cost efficient in its operation while being regarded as better than satisfactory in overall service delivery by managers and other users of the finance systems. c. Other Plans

The Financial Statements form part of details for Council’s Long Term Financial Plan. IMPLICATIONS

a. Policy and Procedural Implications

Nil

b. Financial Implications

Gives the community and other users of Council information details of the financial position at the end of each financial year, as well as other statutory and non-statutory information.

c. Legislative Implications

S482 of the Local Government Act requires Council to produce an Annual Report within 5 months of end of financial year.

d. Risk Implications

Negative data can have a reputational risk to Council.

e. Other Implications

Nil CONCLUSION

That Council note the 2014/15 Annual Report.

ATTACHMENTS

Nil.

RESOLVED that Council adopt the 2014/15 Annual Report.

Moved: Cr M Johnsen Seconded: Cr D Peebles CARRIED




G.11.2 REQUEST TO WAIVE FEES - MERRIWA RELAY FOR LIFE



PURPOSE The purpose of this report is to consider a request from Merriwa Relay for Life to waive fees associated with hiring the Merriwa School of Arts for the Merriwa Relay for Life event that took place on 7 November 2015.

RECOMMENDATION That Council provide a donation to the value of $219 being the fees applicable for the hire of the Merriwa School of Arts on 7 November 2015.

BACKGROUND Merriwa Relay for Life has written to Council requesting that the fees applicable for hiring the Merriwa School of Arts on 7 November 2015 be waived. Council has long supported Relay for Life events across the Shire. REPORT/PROPOSAL As Council has previously supported this and other Relay for Life events over a number of years, it is proposed that support again be provided by the donation to the value of the applicable venue hire fees. OPTIONS 1. Accept the recommendation and provide donation 2. Amend the recommendation and provide an alternative amount 3. Reject the recommendation and not provide a donation CONSULTATION

Director Corporate & Community Services STRATEGIC LINKS a. Community Strategic Plan 2013+ SOCIAL 2) Promote wellbeing through health, education, recreation and culture for a healthy, vibrant and fulfilling life for our community.

7. Facilitate healthy lifestyles through participation by and in partnership with the community in sports and cultural activities.

b. Delivery Program To promote and financially support cultural activities in the Shire and encourage civic pride.




c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request falls within sections 4(b) and (c) of the Grants and Subsidies Policy as it both promotes and event for a local town and the Shire as a whole. b. Financial Implications The request is applicable to the 2015/16 Budget. The proposed donation of $219 is available under that budget. c. Legislative Implications Nil d. Risk Implications All events require a risk evaluation to be undertaken prior to the event. e. Other Implications Nil CONCLUSION The recommendation is to provide assistance to the Merriwa Relay for Life held on 7 November 2015 at the Merriwa School of Arts.

ATTACHMENTS

1 Merriwa Relay for Life - Request to have fees waived for use of Merriwa School of Arts for Cancer Council fundraiser on 7 November 2015

RESOLVED that Council provide a donation to the value of $219 being the fees applicable for the hire of the Merriwa School of Arts on 7 November 2015.

Moved: Cr L Driscoll Seconded: Cr L Watts CARRIED

ATTACHMENT NO: 1 - MERRIWA RELAY FOR LIFE - REQUEST TO HAVE FEES WAIVED FOR USE OF MERRIWA SCHOOL OF ARTS FOR CANCER COUNCIL FUNDRAISER ON 7 NOVEMBER 2015

ITEM NO: G.11.2


Thursday, 5 November 2015 To whom it may concern, The Merriwa Relay For Life is being held on Saturday 7th November 2015 and we have booked the Merriwa School of Arts to run our event. We are raising money to support the NSW Cancer Council and local cancer sufferers in need as well as Merriwa’s Non-Emergency Medical Cars. To help us to achieve our goal we would like to ask if the Upper Hunter Shire Council would consider waiving the fees for the use of the hall. As you would be aware running an event like this is a gamble and we hope that the local community come to our day and show support so that we can see a good profit at the end of the day. The committee have put their hands deep into their pockets over the past few weeks buying food and supplies for the day as there is very little community group funds available, so we need to try our best to cut costs where we can. We hope that you will be able to support us with this request and look forward to hearing from you. Kind regards Christine Christine Riley Welderup Pty Ltd 29 Blaxland Street MERRIWA NSW 2329 Email: [email protected] Phone: 6548 2500 Fax: 6548 3049 Mobile: 0427 412 128




G.11.3 COMMUNITY SURVEY


AUTHOR: Phoebe Morgan - Communications Coordinator

PURPOSE This report is to provide Council with the results of the recent community survey conducted by Micromex Research.

RECOMMENDATION That Council 1. Receive and note the Community Survey undertaken by Micromex Research 2. Receive a presentation from Micromex Research in relation to the outcomes of the recent

community survey.

BACKGROUND A community survey was carried out in September 2015 by Micromex Research to obtain feedback from the community on the importance of and satisfaction with Council’s performance across a broad range of areas. The survey results have been collated and will be released to the community following the presentation to Council. REPORT/PROPOSAL The presentation will outline the methodology used for the survey and discuss the results in comparison to other LGAs and previous Upper Hunter Shire Council community survey’s including the one carried out in 2013. The results show that Council is providing a moderate level of satisfaction, with 82% of residents being at least ‘somewhat satisfied’ with the performance of Council in the last 12 months. Importantly the satisfaction mean score has significantly increased compared to the 2013 results, and while not significantly higher, the result was above the regional and NSW LGA scores. 40% of residents felt that ‘community spirit’, specifically with regard to the community being nice, friendly, caring, or safe was the most valued aspect of living in the Shire. Residents also believed the ‘lifestyle’ of the Shire was an important aspect, specifically in relation to the benefits of being rural, country, and a small town. Additionally, ‘quiet and peaceful atmosphere’, ‘natural environment and clean air’, and being ‘close to family and friends’ were regarded as esteemed aspects of the Shire. Residents believed the biggest issue facing the Shire in the next five years was the 'effect of the coal mining industry on the area’. Residents also believed the main issues facing the area in the next five years include:

Maintenance of roads Unemployment in the area Bypass impacting on the environment and infrastructure




Development of infrastructure Youth services and Illegal drug use

The specific opportunity areas/contributors that can be leveraged to consolidate and optimise overall satisfaction are:

Road maintenance (a perpetual concern for residents) Council that delivers value for money Council that plans well for the future Council that is responsive to complaints and requests Council that involves residents in Council decision making and Council that promotes current and new business.

Lastly, Governance Systems is a key contributor toward overall satisfaction with Council performance. This does not indicate that the other priority areas are less important, but rather that some of the services and facilities grouped under this pillar are core drivers of resident satisfaction. The report makes some recommendations for Councils’ consideration and should be addressed in Councils’ planning. OPTIONS Nil CONSULTATION General Manager Communications Coordinator Micromex Research produced the report from consultation with the community STRATEGIC LINKS a. Community Strategic Plan 2013+ The community survey is a key component of the Community Engagement section of the Community Strategic Plan. It provides a benchmark for Council’s current performance and sets priorities for future planning. b. Delivery Program The community survey is a key component of monitoring the performance of Council’s Delivery Program and Operational Plan. It provides a benchmark for Council’s current performance and sets priorities for future planning. c. Other Plans NIL




IMPLICATIONS a. Policy and Procedural Implications NIL b. Financial Implications NIL c. Legislative Implications NIL d. Risk Implications NIL e. Other Implications NIL CONCLUSION The presentation by Micromex Research on the recent community survey will outline the methodology used for the survey and discuss the results in comparison to other LGA’s and previous Upper Hunter Shire Council community surveys.

ATTACHMENTS

There are no enclosures for this report

RESOLVED that Council

1. Receive and note the Community Survey undertaken by Micromex Research 2. Receive a presentation from Micromex Research in relation to the outcomes of the

recent community survey.

Moved: Cr M Johnsen Seconded: Cr L Driscoll CARRIED




POLICY MATTERS

H.11.1 COUNCIL POLICIES



PURPOSE The purpose of this report is to update a number of Council’s policies.

RECOMMENDATION That Council adopt the updated policies:

Plant, Equipment & Stores – Policy – Disposal of Plant & Equipment Development & Building Controls – Policy – Community Gardens Rates and Valuations – Policy – Pensioners Governance – Policy – Councillors – Code of Conduct Personnel – Policy – Employment Conditions – Code of Conduct

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 following policies have been reviewed and updated as highlighted by the tracked changes in the attached documents. The changes are also outlined below: 1. Plant, Equipment & Stores – Policy – Disposal of Plant & Equipment

No change to content of policy. Dates & staff titles updated. 2. Building & Development Controls – Policy – Community Gardens

No change to content of policy. Dates & staff titles updated. 3. Rates & Valuations – Policy – Pensioners

Procedures/Practices expanded to more clearly explain the application, rebate and verification process.

4. Governance – Policy – Councillors – Code of Conduct Minor amendments. Dates and staff titles updated. The Model Code of Conduct has not changed and therefore the policy alone is

attached for review. 5. Personnel – Policy – Employment Conditions – Code of Conduct

Minor amendments. Dates and staff titles updated. The Model Code of Conduct has not changed and therefore the policy alone is

attached for review.




OPTIONS 1. To accept the modified policies. 2. To amend the modified policies. CONSULTATION

Director Corporate & Community Services General Manager

STRATEGIC LINKS a. Community Strategic Plan 2013+ 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 Policies are overdue for ratification by Council. b. Financial Implications Nil c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION That the amended policies be adopted.

ATTACHMENTS




1 Plant Equipment & Stores - Policy - Disposal of Plant and Equipment - Draft - November 2015

2 Development & Building Controls - Policy - Community Gardens - Draft - November 2015

3 Rates and Valuations - Policy - Pensioners - Draft - November 2015

4 Governance - Policy - Councillors - Code of Conduct - Draft - November 2015

5 Personnel - Policy - Employment Conditions - Code of Conduct - Draft - November 2015

RESOLVED that Council adopt the updated policies:

Plant, Equipment & Stores – Policy – Disposal of Plant & Equipment, with minor amendment

Development & Building Controls – Policy – Community Gardens Rates and Valuations – Policy – Pensioners Governance – Policy – Councillors – Code of Conduct Personnel – Policy – Employment Conditions – Code of Conduct


ATTACHMENT NO: 1 - PLANT EQUIPMENT & STORES - POLICY - DISPOSAL OF PLANT AND EQUIPMENT - DRAFT - NOVEMBER 2015

ITEM NO: H.11.1


ATTACHMENT NO: 2 - DEVELOPMENT & BUILDING CONTROLS - POLICY - COMMUNITY GARDENS - DRAFT - NOVEMBER 2015

ITEM NO: H.11.1


ATTACHMENT NO: 3 - RATES AND VALUATIONS - POLICY - PENSIONERS - DRAFT - NOVEMBER 2015

ITEM NO: H.11.1


ATTACHMENT NO: 4 - GOVERNANCE - POLICY - COUNCILLORS - CODE OF CONDUCT - DRAFT - NOVEMBER 2015

ITEM NO: H.11.1


ATTACHMENT NO: 5 - PERSONNEL - POLICY - EMPLOYMENT CONDITIONS - CODE OF CONDUCT - DRAFT - NOVEMBER 2015

ITEM NO: H.11.1





WORKS/TECHNICAL REPORTS

J.11.1 CASSILIS CAMPDRAFT AND RODEO ASSOCIATION - DONATION OF TOILET BLOCK HIRE



PURPOSE The purpose of this report is to consider a request from Cassilis Rodeo and Campdraft to waive fees for the use of Council’s portable toilet block for the 2016 event.

RECOMMENDATION That Council provide a $220 donation to the Cassilis Rodeo and Camp Draft Committee.

BACKGROUND The Cassilis Rodeo and Campdraft Committee has written to Council seeking the waiving of the $220 hire fee and $230 security deposit that would be applicable for the hire of Council’s portable toilet block for the 2016 Rodeo. Council has in previous years provided a donation to the value of the fees payable to the Committee. The security deposit of $230 would be refundable to the Committee subject to meeting the conditions of hire. REPORT/PROPOSAL Council at its meeting on 15 December 2014 resolved not to waive the fees. In previous years Council has resolved to provide a donation towards the event which has subsequently been paid to the Committee. There has been other requests from other organisations to waive the fees associated with hiring the portable toilet block that Council has not agreed to. OPTIONS

1. Accept the recommendation and make a $220 donation 2. Not accept the recommendation and waive the fees.

CONSULTATION

Nil STRATEGIC LINKS a. Community Strategic Plan 2013+ ECONOMIC




6) Maintain and enhance civil infrastructure and community assets to meet the needs of current and future generations.

19. Provide for replacement and improvement of community infrastructure through best practice and risk management.

b. Delivery Program Facilitate healthy lifestyles through participation by and in partnership with the

community in sports, cultural activities and active lifestyles. c. Other Plans Council’s long term ten year plant replacement program. IMPLICATIONS a. Policy and Procedural Implications Duplication of donations for the same event. b. Financial Implications $220 fee would be applicable. c. Legislative Implications Nil d. Risk Implications Risks of providing donations outside of Council’s policy and result in additional requests being received. e. Other Implications Nil CONCLUSION The fees of $220 should not be waived.

ATTACHMENTS

1 Letter from Cassilis Campdraft and Rodeo Ass.

RESOLVED that Council provide a $220 donation to the Cassilis Rodeo and Camp Draft Committee.

Moved: Cr R Campbell Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - LETTER FROM CASSILIS CAMPDRAFT AND RODEO ASS. ITEM NO: J.11.1





RESPONSES TO PREVIOUS QUESTIONS

RPQ.11.1 RESPONSES TO COUNCILLORS' QUESTIONS


AUTHOR: Robyn Cox - Executive Assistant

RECOMMENDATION

For notation only. BACKGROUND At the Ordinary meeting of Council on 26 October 2015 the following questions were asked: Cr Maurice Collison 1. Enquired about the volunteer who does the mowing around the village of Gundy and when

will Council provide her with the support she has requested.

Response: The Director Infrastructure Services advised that the volunteer has had safety inductions carried out and fuel supply organised.

2. Asked could something be done to prevent trucks from parking at Elizabeth Park which are

blocking caravans and RVs access to the VIC. The Mayor also raised a similar problem with large horse trucks parking on Main Street near the Liverpool Street intersection.

Response: The Manager Business Enterprise & Tourism advises that the trucks belong to

JBS. He has spoken to JBS and they have advised that they have asked the drivers to not park in this vicinity in future. Council will monitor the situation.

3. Asked could something be done about the very poor lighting over the pedestrian crossings

at the Main and Liverpool Streets, Scone.

Response: The Director Infrastructure Services advised that he and his staff has had various talks with Ausgrid who has advised that they will so some maintenance work on existing lights however this is unlikely to be adequate. To have significant improvement additional lighting is required which will require design work by a certified designer (ASP3) and then quotes for construction work. This will be at Council’s cost. Quotes have been called for designers and will close at the end of November.

Cr Deirdre Peebles 1. Asked if it was possible for the dog off-leash areas in each town to be upgraded and better

sign-posted.

Response: The Director Environmental & Customer Services advises that a review of the existing off leash areas throughout the Shire is currently being undertaken to determine the suitability and utilisation rates of each area and to identify potential improvements such as signposting, fencing, waste facilities and car parking. Improvements to the Scone off-leash area have been flagged as part




of the Scone by-pass project. Grant funding opportunities for off-leash areas will be investigated.

2. Following discussions at the recent LGNSW Conference, asked could Council assess and

plan the upgrading of its amenities?

Response: The Mayor advised that public amenities will be a strong point in the new Town Revitalisation Plan.

Cr Ron Campbell 1. Asked could Council arrange regular cleaning of the bins and surrounds in Merriwa outside

the Bakery and IGA as they are filthy and stink.

Response: The Director Infrastructure Services advised that staff have been instructed to clean the bins and surrounds in Merriwa regularly.

ATTACHMENTS

Nil.


COUNCILLORS QUESTIONS Cr Deirdre Peebles 1. Asked for something to be done about updating residents’ addresses in Merriwa. There

have been some issues with King George V Avenue and Muswellbrook which causes confusion, particularly for the elderly

2. Asked about a turning lane at the corner of Golden Highway and Idaville Road.

Response: The Director Infrastructure Services will investigate these issues.

Cr Ron Campbell 1. Asked for something to be done at Ronald’s Road following a washout where it goes into

Rotherwood Homestead. The road is in a very bad pothole state.

Response: The Director Infrastructure Services will follow up.


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 L Driscoll Seconded: Cr M Johnsen CARRIED

Report To Confidential Ordinary Council Meeting 23 November 2015



CONFIDENTIAL REPORTS

CR.11.1 TENDER CONTRACT NO 07/2015 - ROAD PATCHING MACHINE


AUTHOR: Wayne Phelps - Manager Finance

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 The purpose of this report is to outline the process that has been followed for the complete evaluation of the tenders received for the acquisition of a Road Patching Machine, provide key information identified in the evaluation process and make a recommendation for awarding the contract to one of the tenderers. RESOLVED that Council accept the tender from Ausroad Systems Pty Ltd for the supply of a Jetmaster – Road Patching Machine totalling $356,092 (inclusive GST).





CR.11.2 SALE OF LAND - BOW STREET MERRIWA


AUTHOR: Sean Constable - Manager Business Enterprise & Tourism

This matter is considered to be confidential under Section 10A(2) (c) of the Local Government Act, as it deals with information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

PURPOSE The purpose of this report is for Council to consider the sale of Council land located in Bow Street Merriwa. RESOLVED that Council:

1. Seek two further appraisals on Lots 1 & 2 DP 1029882 Bow Street Merriwa. 2. Undertake an Expression of Interest process for the disposal of Lots 1 & 2 DP

1029882 Bow Street Merriwa.

Moved: Cr M Johnsen Seconded: Cr P Bishop CARRIED




CR.11.3 TENDER - PANEL CONTRACT FOR SUPPLY, DELIVERY & PLACEMENT OF ROAD PAVEMENT STABILISING


AUTHOR: Steve Pryor - Director Corporate & Community Services

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 supply, delivery and placement of Road Pavement Stabilising. The tender process was through Regional Procurement with a number of other councils. The tender is for 36 months from 1 January 2016 to 31 December 2018 with a further 12 month option available. The value of the contract to Upper Hunter Shire Council is not known and depends on requirements over the period of the contract and on Road & Maritime Services’ requirements on the Golden Highway as part of Council’s contract. RESOLVED that Council accept the tenders for supply, delivery and placement of Road Pavement Stabilising as a panel source from:

1. Downer EDI 2. Accurate Asphalt 3. Stabilised Pavements of Australia

Moved: Cr M Johnsen Seconded: Cr R Campbell CARRIED RETURN TO OPEN MEETING RESOLVED That the meeting move back into Open Council.

Moved: Cr M Johnsen Seconded: Cr D Peebles CARRIED Upon resuming Open Council the following recommendations were adopted: CR.11.1 TENDER CONTRACT NO 07/2015 - ROAD PATCHING MACHINE

RESOLVED that Council accept the tender from Ausroad Systems Pty Ltd for the supply of a Jetmaster – Road Patching Machine totalling $356,092 (inclusive GST).




CR.11.2 SALE OF LAND - BOW STREET MERRIWA


1. Seek two further appraisals on Lots 1 & 2 DP 1029882 Bow Street Merriwa. 2. Undertake an Expression of Interest process for the disposal of Lots 1 & 2 DP

1029882 Bow Street Merriwa.

CR.11.3 TENDER - PANEL CONTRACT FOR SUPPLY, DELIVERY & PLACEMENT OF ROAD PAVEMENT STABILISING

RESOLVED that Council accept the tenders for supply, delivery and placement of Road Pavement Stabilising as a panel source from:

1. Downer EDI 2. Accurate Asphalt 3. Stabilised Pavements of Australia


THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 6.28PM.

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER … · Cr Maurice Collison (Deputy Mayor), Cr Peter...

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