MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER … · Peebles, Cr Wayne Bedggood, Cr Kiwa Fisher,...

of 90 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 22 October 2012 MAYOR GENERAL MANAGER

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 22 OCTOBER 2012 AT THE COUNCIL CHAMBERS, SCONE COMMENCING AT 5.00pm

PRESENT: Cr Michael Johnsen (Mayor), Cr Peter Bishop (Deputy Mayor), Cr Lee Watts, Cr Lorna Driscoll, Cr Deirdre Peebles, Cr Wayne Bedggood, Cr Kiwa Fisher, Cr Ron Campbell, and Cr Maurice Collison. APOLOGIES: Nil IN ATTENDANCE: Mr Daryl Dutton (General Manager), Mr Steve Pryor (Director Corporate Services), Mr Ben Oliver (Acting Director Environmental Services), Mr Stephen Ward (Acting Director Technical Services) and Mrs Robyn Cox (Executive Personal Assistant) ADOPTION OF MINUTES: RESOLVED that the minutes of the Extraordinary Council Meeting held on 24 September 2012 be adopted.

Moved: Cr D Peebles Seconded: Cr R Campbell CARRIED RESOLVED that the minutes of the Ordinary Council Meeting held on 24 September 2012 be adopted.

Moved: Cr D Peebles Seconded: Cr K Fisher CARRIED DECLARATIONS OF INTEREST: SC.10.3 Development & Environmental Services Committee

DESC.10.3 DA 180/2012 NBN Fixed Wireless Facility Cr Michael Johnsen

DESC.10.4 Update on Scone Civic Theatre Cr Kiwa Fisher

DESC.10.6 Release of Upper Hunter Strategic Regional Land Use Policy Cr Wayne Bedggood

PUBLIC PARTICIPATION: 4.30pm Citizenship Ceremony Mr Sam Yeol YANG, South Korea Miss Yeabeen YANG Miss Yea Jin YANG

of 90 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 22 October 2012 MAYOR GENERAL MANAGER

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MAYORAL MINUTES................................................................................................... 3 A.10.1 MURRURUNDI ARTS COUNCIL - REQUEST FOR WAIVER OF FEES ................................................. 3 A.10.2 2012 LOCAL PUBLIC HOLIDAY ................................................................................................... 5

STANDING COMMITTEE REPORTS .......................................................................... 9 SC.10.1 FINANCE COMMITTEE ................................................................................................................ 9 SC.10.2 WORKS AND TECHNICAL SERVICES COMMITTEE....................................................................... 10 SC.10.3 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE ....................................................... 13

COMMITTEE/DELEGATES REPORTS ..................................................................... 25 C.10.1 MURRURUNDI FRONTIER FESTIVAL COMMITTEE ........................................................................ 25 C.10.2 CONSULTATIVE COMMITTEE .................................................................................................... 28 C.10.3 UPPER HUNTER LIBRARY NETWORK MANAGEMENT COMMITTEE ............................................... 33 C.10.4 WOMEN'S GATHERING EVENT COMMITTEE .............................................................................. 37 C.10.5 MERRIWA DISTRICT AUSTRALIA DAY COMMITTEE ..................................................................... 41 C.10.6 MERRIWA AGED HOSTEL COMMITTEE ...................................................................................... 43 C.10.7 MURRURUNDI AND DISTRICT HISTORICAL SOCIETY ................................................................... 46

GENERAL ADMINISTRATION REPORTS ................................................................ 55 G.10.1 AGENCY INFORMATION GUIDE - GOVERNMENT INFORMATION (PUBLIC ACCESS) ACT 2009 ........ 55 G.10.2 INDEPENDENT PRICING AND REGULATORY TRIBUNAL REVIEW OF LOCAL GOVERNMENT COMPLIANCE AND

ENFORCEMENT. ...................................................................................................................... 66 G.10.3 CASSILIS CAMPDRAFT & RODEO ASSOCIATION - REQUEST TO WAIVE FEES FOR TOILET HIRE .... 68 G.10.4 ABANDONMENT - PENSIONER CLAIM 140 ................................................................................. 70

POLICY MATTERS .................................................................................................... 73 H.10.1 POLICY ON COUNCILLOR EXPENSES AND FACILITIES ................................................................ 73

Ordinary Council Meeting 22 October 2012

Page 3 of 90 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 22 October 2012 MAYOR GENERAL MANAGER

MAYORAL MINUTES Section: Mayoral Minutes REP-385/12

A.10.1 MURRURUNDI ARTS COUNCIL - REQUEST FOR WAIVER OF FEES RECOMMENDATION: That Council waive the fees associated with using the Murrurundi RSL Hall for the “Balance?” exhibition from 9 to 18 November 2012. BACKGROUND: In correspondence dated 16 October 2012, the Murrurundi Arts Council has requested that Council waive the fees associated with using the Murrurundi RSL Hall for an exhibition by artists, Fran Wachtel and Charlotte Drake-Brockman called “Balance?” (refer attached email). ISSUES: Nil. SUSTAINABILITY: Not applicable OPTIONS: To adopt, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: The fee for hiring the Murrurundi RSL Hall for exhibits is $66 per day. 1 Murrurundi Arts Council request for fees to be waived RESOLVED that Council waive the fees associated with using the Murrurundi RSL Hall for the “Balance?” exhibition from 9 to 18 November 2012.

Moved: Cr W Bedggood Seconded: Cr K Fisher CARRIED

ATTACHMENT NO: 1 - MURRURUNDI ARTS COUNCIL REQUEST FOR FEES TO BE WAIVED

ITEM NO: A.10.1


Mr Darryl Dutton General Manager Upper Hunter Shire Council Hi Darryl Michael Johnsen has no doubt conveyed to you the great opening night at the Norvill Art Prize 2012, hosted by the Murrurundi & District Arts Council, which was held last Friday night, 12th October and now continues over two weekends, including the Murrurundi Frontier Festival. The Murrurundi and District Arts Council deeply appreciates the support of the Upper Hunter Shire Council for providing the RSL Hall free of hiring fees. This enables ' the arts’ to become an integral and positive part of our community life and identity. The Arts Council is wanting to host another shorter art exhibition in the RSL Hall, called "Balance?" by two of our well know and long term artists, Fran Wachtel and Charlotte Drake-Brockman from 9th November 2012. The Arts Council has asked me to write to you to respectfully request the Upper Hunter Shire Council to wave any hiring fees for this exhibition. Fran and Charlotte are not in the financial position to put on their exhibition without the Upper Hunter Shire Council and Arts Councils support. The Arts Council believe their exhibition "Balance?" would offer the Shire a unique, once-only opportunity to exhibit these outstanding art works. The proposed exhibition dates are Friday 9th November to Sunday 18th November. Murrurundi is attracting many tourists and wide interest because of its art culture and its promotion of the arts. We are becoming know as the 'artistic village', a name we wear with great pride. The Arts Council is very enthusiastic about the proposed "Balance?" exhibition and waits with anticipation Council's positive response to our request. I have included a catalogue of the exhibition "Balance?" which is currently being exhibited in Maitland Art Gallery. With my best wishes. Rodney Swansborough Vice-President Murrurundi & District Arts Council. Chairman, Murrurundi Community Leaders Forum. Chairman, Murrurundi Frontier Festival.



Section: Mayoral Minutes REP-386/12

A.10.2 2012 LOCAL PUBLIC HOLIDAY RECOMMENDATION: That Council: 1. Retain the status quo of Scone Cup Day as a half day public holiday, covering the eastern portion

of the Shire only; 2. Continue, in future years, to conduct broad community consultation regarding the half day public

holiday, particularly in the Merriwa area. BACKGROUND: Advice has been received from NSW Government Department of Finance and Services requesting Council to nominate the desired 2013 local public holidays and local event days (including half days) applicable to the Upper Hunter Shire Local Government area. In 2012 the NSW Department of Finance and Services requested that Council consult with the community and other relevant stakeholders as to the impact of a local public holiday or half holiday on businesses located within the Shire. As part of that consultation, Council may consider the option of a ‘Local Event Day’ declaration instead of a public holiday. Following community consultation in 2011, Council resolved to retain the status of the 2012 Scone Cup Day as a half day public holiday. ISSUES: The NSW Department of Finance and Services has again requested that Council consult with the community regarding the 2013 Scone Cup Day to consider the option of a ‘Local Event Day’ declaration instead of a public holiday. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Council released a media release inviting the community to have their say by completing an online survey. The survey attracted 105 responses with the following results:

A Half Day Public Holiday for the Eastern Portion of the Shire (status quo) – 31 (29.8%) A Half Day Public Holiday for the Whole of the Shire – 54 (51.9%) A Local Event Day – 19 (18.3%)

A copy of the additional comments on the survey is attached. No other correspondence was received following the media and advertising for comments/submissions. OPTIONS: To adopt, reject, or amend the recommendations. FINANCIAL CONSIDERATIONS: Nil Enclosures: 1 Scone Cup Day online survey - comments received RESOLVED that Council: 1. Retain the status quo of Scone Cup Day as a half day public holiday, covering the eastern

portion of the Shire only; 2. Continue, in future years, to conduct broad community consultation regarding the half day

public holiday, particularly in the Merriwa area.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED



Comments Made on Online Survey for Scone Cup Day

For the Whole of the Shire It is our cup and our day.not Saturday. It is our cup and our day.not Saturday. It brings the community together to enjoy a great event,as dose the whole horse festivities. it is unfair to just have some of the sire have a holiday and not the rest. we need a full day holiday for all local residents. Should be a full day holiday so that everyone gets to enjoy the full day at the Races instead of

rushing and missing the first few races. Should be a full day holiday so that everyone gets to enjoy the full day at the Races instead of

rushing and missing the first few races. Should be a full day public holiday for local residents! Merriwa Shire should be included as it is about the same distance from Scone as Murrurundi. We should be supporting the Race Club The Scone Cup has had a long tradition and is a wonderful way of bringing the community together

and celebrating the wonderful shire in which we live. This is a major tourist attraction and important event for the community - tradition is important -

please keep the status quo All the locals should get to embrace what is the biggest and best country race meeting in Australia This event as a recognised public holiday helps to enhance the region's reputation as the Horse

capital of Australia Important recognition of the contribution made by the thoroughbred industry to the local area. This is

the original reason for the Horse Festival - Scone Cup Day. Must not lose sight of that. This is a long standing historical event, with great Community support. What is a local event day

anyway.surely,scone cup is a local event.! make it the biggest country race meeting in australia. We must keep this half day holiday. Considering Scone Cup is part of the only two weeks in Scone where anything much happens why

would you want to bugger it up Scone cup is an important event in Scone. The Horse Capital of Australia we deserve it This is a great opportunity for the Shire to show its support for a fantastic local industry by allowing

residents to join in and show the whole of the Upper Hunter is behind this valuable day. Seems only fare that as we are one shire that all the shire gets a Pubic Holiday instead of the them

and us ie Scone area Merriwa area why an event day if we get nothing These days are needed for community spirit great day 4 all been 4yrs running keep it going Why change??? Am happy to complete survey but would have been happier to be consulted. Sarah Wills. I feel that the cup day holiday is very important socal event for the community As the Horse Capital we need to embrace all participation in related events. All Shire community

residents should have the oppertunity to attend. The capital expenditure spent on the race facilities needs to be utilized.

with public holiday loading on staff just have a look at how many business's where open for dinner on friday night

Consistency is needed, while working at Musswellbrook I was never given thier day off in November, due to me not living in the shire, but strangely I was never given the Scone Cup Day as I was working in Muswellbrook.



NOTICE OF MOTIONS Nil QUESTIONS WITH NOTICE Nil QUESTIONS WITHOUT NOTICE Cr Ron Campbell:

Enquired about trees planted on Merriwa-Scone Road close to power lines and the need for them to be lopped. Cr Campbell suggested that Council be careful of what type of trees are planted in future. Response: The General Manager advised that the matter will be investigated.



STANDING COMMITTEE REPORTS Section: Standing Committee Reports REP-329/12

SC.10.1 FINANCE COMMITTEE RECOMMENDATION: That the recommendations of the Finance Committee, as circulated, be adopted. BACKGROUND: The Finance Committee meeting has been called for Friday, 19 October 2012. Recommendations from that meeting will be available at the Council meeting. ISSUES: As per the minutes. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: To adopt the recommendation. FINANCIAL CONSIDERATIONS: As per budget allocation. RESOLVED that the recommendations of the Finance Committee, as circulated, be adopted.

Moved: Cr D Peebles Seconded: Cr W Bedggood CARRIED



Section: Standing Committee Reports REP-372/12

SC.10.2 WORKS AND TECHNICAL SERVICES COMMITTEE RECOMMENDATION: That Council:

1. Note the minutes of the meeting held on 9 October 2012. 2. a. Make a submission the NSW State Government on the discussion paper, “Funding Our

Emergency Services”, including recommendations for the review outcome and b. Reaffirm its support and appreciation for local emergency services volunteers and personnel and the efforts they make to protect our people and property.

3. Provide comments on the Draft NSW Long Term Transport Plan by Transport for NSW based on the issues raised.

4. a. Adopt a fee waiver scheme for identified local community groups for waste drop off fees at Council waste depots and

b. Delegate authority to the General Manager to approve each individual application for the exemption.

BACKGROUND: The Works and Technical Services Committee met on Tuesday 9 October 2012. ISSUES: 1. Minutes of the meeting held on 9 October 2012. 2. Submission “Funding of NSW Emergency Services” – seeking community feedback to assist in

developing a fairer and more efficient way of funding fire and emergency services in NSW. 3. Draft NSW Long Term Transport Plan – The NSW Government has placed the Draft NSW Long

Term Transport Plan on exhibition. The NSW Government has requested comment on the plan. 4. Waste Depot Fee Exemption – Local community group support in the form of fee waiver for drop off

of waste at local waste depots. SUSTAINABILITY: As detailed in individual business items. COMMUNITY INTERACTION: Open Committee OPTIONS: To adopt, amend or reject the recommendations. FINANCIAL CONSIDERATIONS: As detailed in individual business items. Enclosures: 1 Minutes Works and Technical Services Committee October 2012 2 Submission Excluded RESOLVED that Council: 1. Note the minutes of the meeting held on 9 October 2012. 2. a. Make a submission to the NSW State Government on the discussion paper, “Funding Our

Emergency Services”, including recommendations for the review outcome and b. Reaffirm its support and appreciation for local emergency services volunteers and personnel and the efforts they make to protect our people and property.

3. Provide comments on the Draft NSW Long Term Transport Plan by Transport for NSW based on the issues raised.

4. a. Adopt a fee waiver scheme for identified local community groups for waste drop off fees at Council waste depots and

b. Delegate authority to the General Manager to approve each individual application for the exemption.

Moved: Cr R Campbell Seconded: Cr L Watts CARRIED

ATTACHMENT NO: 1 - MINUTES WORKS AND TECHNICAL SERVICES COMMITTEE OCTOBER 2012

ITEM NO: SC.10.2


MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 9 OCTOBER 2012 AT THE BARRY ROSE COMMITTEE ROOM

COMMENCING AT 2.00pm

PRESENT: Cr Ron Campbell (Chair), Cr M Collison, Cr D Peebles, Cr L Driscoll. APOLOGIES: Nil IN ATTENDANCE: Cr Wayne Bedggood, Mr Daryl Dutton (General Manager) – part of the meeting, Mrs Coleen Pinkerton (Manager Technical Support Services), Mr Stephen Ward (Acting Director Technical Services), Mr Jeff Bush (Manager Civil Assets), Mr Paul Turri (Manager Water/Waste), Tony Swallow (Works Engineer Merriwa) DECLARATIONS OF INTEREST: Nil WORKS & TECHNICAL SERVICES REPORTS Section: Works & Technical Services Reports REP-362/12

WTS.10.1 ELECTION OF COMMITTEE CHAIRPERSON RECOMMENDATION: That Cr Ron Campbell be elected as Chairperson for the Works & Technical Services Committee and that the Committee Charter be noted. Moved: L Driscoll Seconded: M Collison

Section: Works & Technical Services Reports REP-360/12

WTS.10.2 CAPITAL UPDATE REPORT RECOMMENDATION: That Council adopt the Capital Works Update report.

Moved: L Driscoll Seconded: M Collison


WTS.10.3 STRATEGIC ANALYSIS OF RURAL ROADS RECOMMENDATION: That Council notes with respect to the review of Strategic Analysis of Roads:

1. Action undertaken to date 2. Proposed actions to be undertaken Moved: L Driscoll Seconded: D Peebles

ATTACHMENT NO: 1 - MINUTES WORKS AND TECHNICAL SERVICES COMMITTEE OCTOBER 2012

ITEM NO: SC.10.2



WTS.10.4 SUBMISSION - "FUNDING OF NSW EMERGENCY SERVICES" RECOMMENDATION: That Council: 1 Make a submission to the NSW State Government on the discussion paper, “Funding Our

Emergency Services” including recommendations for the review outcome. 2 Reaffirm its support and appreciation for local emergency services volunteers and personnel

and the efforts they make to protect our people and property Moved: D Peebles Seconded: L Driscoll

Section:

Works & Technical Services Reports REP-363/12

WTS.10.5 SCONE LEVEL CROSSING - OPTIONS AND FEASIBILITY ASSESSMENT

RECOMMENDATION: That the status of the Roads & Maritime Services (RMS) options and feasibility assessment and information in the body of the report be noted. Moved: L Driscoll Seconded: M Collison


WTS.10.6 DRAFT NSW LONG TERM TRANSPORT PLAN RECOMMENDATION: That Council provide comments on the Draft NSW Long Term Transport Plan by Transport for NSW based on the issues raised.

Moved: L Driscoll Seconded: M Collison


WTS.10.7 WASTE DEPOT FEE EXEMPTION RECOMMENDATION: That Council: 1. Adopt a fee waiver scheme for identified local community groups for waste drop off fees at

Council waste depots. 2. Delegate authority to the General Manager to approve each individual application for the

exemption Moved: M Collison Seconded: L Driscoll Meeting closed at 5.37pm



Section: Standing Committee Reports REP-383/12

SC.10.3 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE RECOMMENDATION: That Council: 1. note the minutes of the Development and Environmental Services Committee held on the 10 July 2012. 2. DESC.10.1 Election of Committee Chairperson Note that Cr Kiwa Fisher was duly elected Chairperson of the Committee. 3. DESC.10.2 DA180/2012 NBN Fixed Wireless Telecommunications Facility

i. Approve DA 180/2012 for a Telecommunications Facility subject to the recommended conditions of consent.

ii. Retain revenue generated from the lease agreement in a restricted asset for expenditure on public facilities located within Merriwa.

4. DESC.10.3 DA 169/2012 NBN Fixed Wireless Telecommunications Facility Approve DA No. 169/2012 for a Telecommunications Facility subject to the recommended

conditions of consent. 5. DESC.10.4 Update on Scone Civic Theatre

i. Note the report advising of the recent maintenance and repair works to the Scone Civic Theatre.

ii. Write to the owners of the property requesting a site meeting to discuss options for conservation and restoration of the front façade of the building.

6. DESC.10.5 Update on Bickham Coal Renewal of Exploration Licences Note the report advising of the status of the renewal of Exploration licenses for Bickham Coal. 7. DESC.10.6 Release of Upper Hunter Strategic Regional Land Use Policy

i. Note the report advising of the release of the Upper Hunter Strategic Regional Land Use Policy.

ii. Make a further submission to the Department of Planning and Infrastructure requesting clarification on the outstanding items from its original submission. The draft submission be forwarded to Committee members for approval by E-mail.

BACKGROUND: The Development and Environmental Services Committee met on the 9 October 2012 at the Administration Centre, Scone. ISSUES: See attached minutes. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Members of the public were present at the meeting who were given an opportunity to address the Committee in relation to the agenda items. OPTIONS: To accept, modify or reject the recommendations. FINANCIAL CONSIDERATIONS: Not applicable. Declarations of Interest: Cr Michael Johnsen declared a Pecuniary Interest in Item DESC.10.3 for the reason that Proponent has application on land owned by a client. Cr Johnsen left the Chamber and took no part in discussion or voting. Cr Kiwa Fisher declared a Non Pecuniary Interest insignificant conflict in Item DESC.10.4 for the reason that he and his wife own a property in the vicinity of the Civic Theatre. Cr Fisher remained in the Chamber and participated in discussion and voting as the conflict would not be relevant to his decision.



Cr Wayne Bedggood declared a Non Pecuniary Interest insignificant conflict in Item DESC.10.6 for the reason that he is a member of the Hunter Thoroughbred Breeders Association who are making a submission to the Department of Planning on the subject Policy. Cr Bedggood remained in the Chamber and participated in discussion and voting as the conflict would not be relevant to his decision. RESOLVED that Council: 1. note the minutes of the Development and Environmental Services Committee held on the 10 July

2012. 2. DESC.10.1 Election of Committee Chairperson Note that Cr Kiwa Fisher was duly elected Chairperson of the Committee. 3. DESC.10.2 DA180/2012 NBN Fixed Wireless Telecommunications Facility

i. Approve DA 180/2012 for a Telecommunications Facility subject to the recommended conditions of consent.

ii. Retain revenue generated from the lease agreement in a restricted asset for expenditure on public facilities located within Merriwa.

5. DESC.10.4 Update on Scone Civic Theatre i. Note the report advising of the recent maintenance and repair works to the Scone Civic

Theatre. ii. Write to the owners of the property requesting a site meeting to discuss options for

conservation and restoration of the front façade of the building. 6. DESC.10.5 Update on Bickham Coal Renewal of Exploration Licences Note the report advising of the status of the renewal of Exploration licenses for Bickham

Coal. 7. DESC.10.6 Release of Upper Hunter Strategic Regional Land Use Policy

i. Note the report advising of the release of the Upper Hunter Strategic Regional Land Use Policy.

ii. Make a further submission to the Department of Planning and Infrastructure requesting clarification on the outstanding items from its original submission. The draft submission be forwarded to Committee members for approval by E-mail.

Moved: Cr L Watts Seconded: Cr K Fisher CARRIED

4. DESC.10.3 DA 169/2012 NBN Fixed Wireless Telecommunications Facility Approve DA No. 169/2012 for a Telecommunications Facility subject to the recommended

conditions of consent.

Moved: Cr L Watts

ATTACHMENT NO: 1 - DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE - 9 OCTOBER 2012 - MINUTES

ITEM NO: SC.10.3


MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 9 OCTOBER 2012 AT THE COUNCIL CHAMBERS SCONE

COMMENCING AT 10.00am

PRESENT: Cr Fisher, Cr Watts, Cr Bedggood, Cr Campbell APOLOGIES: Cr Bishop and Cr Peebles IN ATTENDANCE: Ben Oliver (Acting Director Environmental Services) Steve Pryor (Director Corporate Services). ADOPTION OF MINUTES: RECOMMENDATION: that the minutes of the Development & Environmental Services Committee held on 14 August 2012 be adopted. DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: Nil


ITEM NO: SC.10.3


DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS Section: Development & Environmental Services Committee REP-364/12

DESC.10.1 ELECTION OF COMMITTEE CHAIRPERSON RECOMMENDATION: That the Committee elect a Chairperson for the Development & Environmental Services Committee. BACKGROUND: The Charter of the Development & Environmental Services Committee as attached states the election of the Chairperson should be undertaken by either the Council or Committee. ISSUES: Election of Chairperson required to conduct meeting. SUSTAINABILITY: Required within Charter COMMUNITY INTERACTION: N/A OPTIONS: To elect a Chairperson or defer to Council FINANCIAL CONSIDERATIONS: N/A RECOMMENDED that the Committee elect a Chairperson for the Development & Environmental Services Committee. Moved: L Watts Seconded: K Fisher CARRIED Cr Fisher was duly elected Chairperson.


ITEM NO: SC.10.3


Section: Development & Environmental Services Committee Reports REP-352/12

DESC.10.2 DA 180/2012 NBN FIXED WIRELESS FACILITY RECOMMENDATION: That Council approve DA 180/2012 for a Telecommunications Facility subject to the recommended conditions of consent. BACKGROUND: Applicant: Daily International Owner: Upper Hunter Shire Council Proposal: The replacement of an existing floodlight pole fixture and installation of a telecommunications

facility to provide wireless broadband to the Merriwa locality. Location: Lot 15 DP 1129989 Zone: 2(a) Residential ‘A’ Zone (Merriwa Local Environmental Plan, 1992). The proposal involves the construction and operation of a telecommunications facility comprising a 26.5m monopole, three (3) panel antennas one (1) parabolic dish antenna and two (2) outdoor cabinets. The monopole will replace an existing 18m floodlight pole. The existing floodlights will be re-attached to the new structure at their previous height. The NBN will enable high speed broadband to be delivered, through a combination of fibre, wireless and satellite technology. The proposed structure will assist in providing coverage for wireless broadband in Merriwa. ISSUES: An assessment of the development application has been undertaken in accordance with Section 79C of the

Environmental Planning and Assessment Act 1979 (Attached). The development proposes a 26.5m high structure, which is higher than the existing floodlight poles which

service the recreation ground, however it is expected that the visual impacts of the development will be negligible.

The facility will be operated in compliance with mandatory standards for human exposure to Electromagnetic Emissions (EME), currently the Radio communications (Electromagnetic Radiation Human Exposure) Standard 2003. The Maximum EME will equate to 0.1% of the maximum exposure limit. The nearest dwelling is located approximately 170m to the south west of the proposed facility.

The proposed site was selected following a consideration of alternative sites and co-location opportunities, location constraints and the ability to provide optimum coverage.

Council has previously resolved to allow installation of the facility subject to a lease being entered into. The lease is currently being prepared by Scone Legal and an amount of $7,000 per annum has been agreed to.

SUSTAINABILITY: The development is being carried out in accordance with the principles of sustainability through its compliance with the NSW Telecommunications Facilities Guideline. COMMUNITY INTERACTION: The development was placed on public exhibition from the 23.08.2012 to the 05.09.2012 and adjoining land owners where notified. No submissions were received. OPTIONS: To adopt, modify or reject the recommendations FINANCIAL CONSIDERATIONS: Development Application fee’s of $1,006.80 has been paid on receipt of the Application. A lease amount of $7,000 has been agreed to between Council and the applicant. Enclosures: 1 Section 79C Assessment, Draft Conditions and Plans RECOMMENDED:

1. That Council approve DA 180/2012 for a Telecommunications Facility subject to the recommended conditions of consent.

2. That revenue generated from the lease agreement be retained in a restricted asset for expenditure on public facilities located within Merriwa.

Moved: K Fisher Seconded: M Johnsen CARRIED


ITEM NO: SC.10.3



DESC.10.3 DEVELOPMENT APPLICATION NO. 169/2012 - TELECOMMUNICATIONS FACILITY (FIXED WIRELESS BROADBAND)

RECOMMENDATION: That Council approve Development Application No. 169/2012 for a Telecommunications Facility subject to the recommended conditions of consent. BACKGROUND: Applicant: Daly International Owner: Mr JF Redman Proposal: Telecommunications Facility (for the construction and operation) for Fixed Wireless

Broadband Location: Lot 11 DP 618277 No 275 Avocado Road Merriwa Zone: 1(a) General Rural Zone (Merriwa Local Environmental Plan 1992) The proposal involves the construction and operation of a Telecommunications Facility for Fixed Wireless Broadband on a property approximately 4km North West of Merriwa. The facility will consist of a 60 metre high lattice tower, 3x parabolic dish antennas, 2 NBN equipment cabinets 1460mm height x 667mm Width x 930mm Depth, ancillary equipment and fenced compound. The NBN will enable high speed broadband to be delivered through a combination of fibre, wireless and satellite technology. The proposed structure will assist in providing coverage for wireless broadband in Merriwa. ISSUES: An assessment of the development application has been undertaken in accordance with Section

79C of the Environmental Planning and Assessment Act 1979 (Attached). The development proposes a 60 metre height lattice tower that will be potentially visible from a

number of short (1km) distances. However given that the proposed site is located adjacent to an existing Telstra lattice tower and a NBN Television tower of similar height and scale the visual impacts of the development are likely to be minimal.

The proposed site has been selected following consideration of alternative sites and co-location opportunities, elevation constraints and the ability to provide optimum coverage.

The proposed facility is for transmission purposes only and as such there are no electromagnetic emissions (EME) facilities to be located on the site.

SUSTAINABILITY: The development is being carried out in accordance with the principles of sustainability through its compliance with the NSW Telecommunications Facilities Guideline. COMMUNITY INTERACTION: The development was placed on public exhibition from the 23.08.2012 to the 05.09.2012 and adjoining land owners where notified. No submissions were received. OPTIONS: To adopt, modify or reject the recommendations. FINANCIAL CONSIDERATIONS: Development application fees of $1,080 have been paid on receipt of the application. Enclosures: 1 DA 169/2012 - Assessment - Section 79c Declaration of Interest Cr Michael Johnsen declared a Pecuniary Interest non-significant conflict for the reason that the owner of the land is a client. Cr Johnsen left the meeting and did not participate in discussion and voting. RECOMMENDED that Council approve Development Application No. 169/2012 for a Telecommunications Facility subject to the recommended conditions of consent.

Moved: K Fisher Seconded: L Watts CARRIED


ITEM NO: SC.10.3



DESC.10.4 UPDATE ON SCONE CIVIC THEATRE RECOMMENDATION: That Council note the report advising of the recent maintenance and repair works to the Scone Civic Theatre. BACKGROUND: The Scone Civic Theatre is an iconic heritage building that is listed on the State Heritage Register and has important relevance to the heritage value of the main street of Scone. The building has deteriorated in recent years while the theatre has been vacant and unused. In response, both Council and the Heritage Branch of the Office of Environment and Heritage have encouraged the owners to maintain and repair the building and supported funding applications to assist in restoring the Theatre to its former prominence within the town. The current owners of the Civic Theatre were successful in receiving a substantial dollar for dollar grant in 2010 and they have indicated an intention to progressively restore and ultimately reopen the Theatre to coincide with its 75th Anniversary. Notwithstanding, the Heritage Branch have instigated the issuing of orders under the Heritage Act to require the owners to complete basic maintenance and repairs to the building. ISSUES: Under the Heritage Act 1997, the owner of an item listed on the State Heritage Register is required to achieve minimum standards of maintenance and repair, to ensure the heritage significance of the item is maintained. The minimum standards of maintenance and repair relate primarily to weather protection, fire protection and security of the building. The Council and the Heritage Branch have had numerous discussions with the landowners concerning the deteriorating state of the building. Due to the perceived inaction of the landowner to achieve minimum standards of maintenance and repair, the Heritage Branch issued separate notices of intention to issue an order under Section 120 of the Heritage Act on 24 August 2010 and 28 October 2011. The notices of intention required relatively minor items of repair and maintenance to be undertaken. An inspection by an Officer of the Heritage Branch on 1 June 2012, revealed that the majority of items were completed, however a number of the items relating primarily to weather proofing remained outstanding. Following these non-compliances, the matter was escalated by the Heritage Branch and a subsequent Order was issued on 9 July 2012 in relation to the outstanding items. Failure to comply with the order may render a person liable for an offence and an offence can result in fines or imprisonment. Following a question without notice by Cr Watts requesting an update on the Civic Theatre, the Heritage Branch was contacted for a response. An Officer from the Heritage Branch advised that invoices had been received confirming works to secure and weatherproof the building had been completed, but the owners were currently overseas and the matter would be followed up when the owners returned. The Heritage Branch has been requested to keep Council informed of any further developments, so that regular updates can be provided to the Council. SUSTAINABILITY: The sustainability of any building depends on regular repairs and maintenance to ensure its structural integrity. Items of heritage value have the added complexity of preserving the heritage character of the building, while maintaining its structural integrity and ensuring compliance with contemporary building standards. COMMUNITY INTERACTION: The Civic Theatre is a prominent and iconic building within the streetscape of Scone. The community, Council and the owner have all indicated a willingness to preserve and restore the building. While the Heritage Branch can require minimum standards of maintenance and repair, the timeframe for funding and completing the major work required for the Theatre to be re-opened, is a matter for the owners of the Theatre. Any further updates provided by the Heritage Branch or the owners of Civic Theatre will be reported to Council for its information.


ITEM NO: SC.10.3


OPTIONS: The report is for information only. FINANCIAL CONSIDERATIONS: Not applicable. Enclosures: Nil RECOMMENDED that Council:

1. Note the report advising of the recent maintenance and repair works to the Scone Civic Theatre.

2. Write to the owners of the property requesting a site meeting to discuss options for conservation and restoration of the front façade of the building.

Moved: L Watts Seconded: K Fisher CARRIED


ITEM NO: SC.10.3



DESC.10.5 UPDATE ON BICKHAM COAL RENEWAL OF EXPLORATION LICENCES

RECOMMENDATION: That Council note the report advising of the status of the renewal of Exploration licenses for Bickham Coal. BACKGROUND: Council has maintained opposition to the Bickham Coal Mine proposal, based on unresolved environmental concerns and the potential for land use conflict. This has included opposition to the renewal of exploration licenses. More recently at its Ordinary Meeting in August, Council resolved to:

Continue to make representations to both the Minister for Planning and the Minister for Resources and Energy for the non renewal of the EL and prohibition of underground mining on the Bickham site in addition to the current open-cut prohibition.

Following Councils request for more information, a response was received from the Minister for Resources and Energy in relation to the exploration licenses. ISSUES: The Minister has advised that Bickham Coal has sought the renewal of its two EL’s (EL 5306 and EL 5888) which expired in May 2012 and that Section 117 of the Mining Act 1992, allows continuation of title pending renewal and therefore, both licenses remain in force until the renewal applications are dealt with. Furthermore the Minister notes the Bickham Coal is currently carrying out exploration on these licenses to determine the feasibility of underground mining at the site, which is yet to be determined. The advice from the Minister indicates that Councils specific requests have not been agreed to and the submission of a development application for underground coal mining remains a possibility on the site. The advice is disappointing and perpetuates uncertainty for landowners and the community that have opposed mining on the site, based on justifiable concerns which were the reasons for refusing the original development application for open cut coal mining. SUSTAINABILITY: Not applicable COMMUNITY INTERACTION: Several community groups have evolved in opposition to Bickham Coal and are separately lobbying the NSW Government in relation to proposed mining and the renewal of exploration licenses over the site. OPTIONS: The report is for information only. FINANCIAL CONSIDERATIONS: Not applicable. Enclosures: 1 Response to Bickham Coal EL's from Minister for Resources and Energy RECOMMENDED that Council note the report advising of the status of the renewal of Exploration licenses for Bickham Coal.

Moved: K Fisher Seconded: L Watts CARRIED


ITEM NO: SC.10.3



DESC.10.6 RELEASE OF UPPER HUNTER STRATEGIC REGIONAL LAND USE POLICY

RECOMMENDATION: That Council:

1. Note the report advising of the release of the Upper Hunter Strategic Regional Land Use Policy.

2. Make a further submission to the Department of Planning and Infrastructure requesting clarification on the outstanding items from its original submission.

BACKGROUND: The NSW Government released the much anticipated Upper Hunter Strategic Land Use Policy in September 2012 after considering over 2,000 submissions and extensive community and stakeholder consultation. The Government announced a number of changes to the Draft Policy including:

The creation of a new Land and Water Commissioner to better manage exploration activities, including land access agreements between farmers and miners as well as provide advice on exploration activities proposed on Strategic Agricultural Land. Agricultural impacts must now be assessed at the exploration stage through an Agricultural Impact Statement. The amount of agricultural land mapped for protection has increased by more than 680,000 hectares to over two million hectares. The “exceptional circumstances” provision that would have allowed certain mining or CSG projects to bypass the Gateway has been scrapped. The Gateway has been revised to focus on the scientific assessment of land and water impacts of projects located on Strategic Agricultural Land. Other matters such as the socio-economic impacts and benefits of the proposal will be considered at the development application (DA) stage. The Gateway will apply to proposals that extend beyond an existing mining lease area or require a new lease. The Aquifer Interference Policy has been expanded to apply statewide and minimal impact considerations have been more clearly defined. Potential impacts on connected surface water sources have also been included and requirements will be customised for different projects.

Council considered a report on the Draft Upper Hunter Strategic Land Use Policy at its Ordinary meeting in August 2012 and made a submission which proposed nine (9) recommendations for consideration. The purpose of the report is to analyse to what extent Council’s recommendations were addressed in the final Policy released by the Government. ISSUES: The nine (9) recommendations of Council included:

1. That the Department of Planning and Infrastructure (DoPI) reconsider the development of exclusion zones for mining and CSG activities to protect the Equine Cluster, other critical industry clusters and strategic agricultural lands. Response: The Council maintains that exclusion zones or buffers are the most effective means of separating incompatible land uses and minimising conflict. This was supported by key stakeholder groups such as the Farmers Association and the Viticulture and Equine industry. Despite the overwhelming support for exclusion zones the Government did not accept that exclusion zones were necessary.

2. That DoPI consult further with affected industries, landowners and Upper Hunter Councils to explain,

refine and review the methodology, mapping and application of these critical industry clusters and strategic agricultural lands.


ITEM NO: SC.10.3


Response: Further consultation occurred prior to the release of the Policy and the final maps reflected additional areas identified as strategic agricultural land and critical industry clusters.

3. That DoPI in consultation with Upper Hunter Council’s, develop appropriate zones and clauses for inclusion in the Standard Instrument Local Environmental Plan (LEP) to protect critical industry clusters and strategic agricultural lands. Response: At this stage DoPI have not given any indication that the standard instrument LEP will incorporate new zones and clauses to reinforce the protection of strategic agricultural land and critical industry clusters. It would appear that the Department is focusing its efforts on amending the Mining SEPP to give statutory effect to elements of the Policy.

4. That a Social Impact Assessment be required for all state significant development applications for

mining activities, to enable a thorough assessment of the proposed development and its impact on the health and general well-being of local residents.

Response: A Social Impact Assessment does not form part of the gateway assessment and is not a mandatory requirement at the development application stage. It is noted however that social impacts may be considered through a triple bottom line cost benefit analysis at the DA stage to compare and contrast potential economic, social and other benefits of a proposal against its possible impacts.

5. That an Agricultural Impact Statement be required for state significant development applications for

mining activities affecting strategic agricultural land, to enable a thorough assessment of the proposed development and its impact on the agricultural viability of the area. Response: An Agricultural Impact Statement is a new requirement for all mining and coal seam gas exploration and production proposals that may impact agricultural resources, whether or not they are located on land mapped as Strategic Agricultural Land.

6. That a scientific assessment or Gateway process be required for the renewal of existing licenses and

the issuing of new petroleum exploration licenses (PEL’s) and exploration licenses (EL’s), with a requirement that a Community Consultative Committee be established by exploration license holders as a condition of their license.

Response: The gateway process was not extended to the renewal or issuing of PEL’s and EL’s and the establishment of Community Consultative Committees is not a requirement for the issuing of licenses.

7. That the “exceptional circumstances” clause which would give Cabinet Ministers unfettered discretion to declare certain projects to be exceptional and thus proceed without the requirement for a Gateway assessment be withdrawn.

Response: The exceptional circumstances clause was removed from the final Policy.

8. That a suitably qualified Local Government representative be a permanent position on the expert panel, to achieve a more balanced consideration of issues relevant to local government.

Response: The gateway assessment will be undertaken by an independent panel of experts in fields such as agricultural science, water, and mining against explicit, objective criteria. No panel members have been appointed to date and no indication has been given on the whether the panel will include a local government representative.

9. That consideration be given to the establishment of an independent authority, funded by industry, to

oversee all aspects of the industry including but not limited to approvals and licensing, environmental monitoring and auditing, community engagement and the provision and funding of local infrastructure for LGA’s affected by Mining activities. Response: The recommendation was not accepted and development applications through the gateway process will be determined by the Planning Assessment Commission.


ITEM NO: SC.10.3


The NSW Government have advised that a number of elements of the Policy will be given statutory effect through an amendment to the Mining SEPP and an amendment is currently being drafted and will be exhibited for public comment shortly. This will provide Councils with a further opportunity to make submissions, albeit in a limited capacity as the amendments to the SEPP would simply be confirming the Governments stated policy position. In the meantime it is recommended that Council make a further submission to DoPI requesting clarification on the outstanding recommendations from it original submission.

SUSTAINABILITY: Despite the government claims that the Policy will ensure strong protection for our most valuable environmental and agricultural assets, it would appear that the policy opens the way for an escalation in coal mining and coal seam gas exploration and production. The Policy falls short on achieving its objectives of protecting agricultural land and providing certainty and sustainability for established rural land uses against the burgeoning demands of the resources sector. Indeed it would appear that the only certainty in the short term from the release of the Policy, is for continued investment and activity in the resources sector and the potential for land use conflicts. COMMUNITY INTERACTION: The formulation of the Policy was the subject of extensive community and stakeholder consultation. It is therefore disappointing that many of the recommendations from Local Councils and the LGSA and other key industry groups such as the Farmers Association have not been accepted. OPTIONS: To adopt, modify or reject the recommendations. FINANCIAL CONSIDERATIONS: Not applicable. Enclosures: Nil RECOMMENDED that Council:

1. Note the report advising of the release of the Upper Hunter Strategic Regional Land Use Policy.

2. Make a further submission to the Department of Planning and Infrastructure requesting clarification on the outstanding items from its original submission. The draft submission be forwarded to Committee members for approval by E-mail.

Moved: L Watts Seconded: K Fisher CARRIED

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 11.30AM. NEXT MEETING: Tuesday, 13 November 2012



COMMITTEE/DELEGATES REPORTS Section: Committee/Delegates Reports REP-368/12

C.10.1 MURRURUNDI FRONTIER FESTIVAL COMMITTEE RECOMMENDATION: That Council note the minutes of the meeting held 27th September 2012

BACKGROUND: Murrurundi Frontier Festival Committee ISSUES: As noted in the minutes SUSTAINABILITY: Not applicable COMMUNITY INTERACTION: Not applicable OPTIONS: To adopt the minutes or determine otherwise FINANCIAL CONSIDERATIONS: Not applicable Enclosures: 1 Murrurundi Frontier Festival minutes meeting held 27th September 2012 RESOLVED that Council note the minutes of the meeting held 27 September 2012

Moved: Cr W Bedggood Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - MURRURUNDI FRONTIER FESTIVAL MINUTES MEETING HELD 27TH SEPTEMBER 2012

ITEM NO: C.10.1


MINUTES OF MURRURUNDI FRONTIER FESTIVAL COMMITTEE MEETING HELD IN MURRURUNDI

LIBRARY, 27th SEPTEMBER 2012 COMMENCING AT 5.00PM

1.0 PRESENT:

Rodney Swansborough, Col Stanford, Andrea Idstein, Ray Hynes, Keith Cole, Christopher Jackson, Denise Appleby

2.0 IN ATTENDANCE:

Robin Terry (Murrurundi Rotary Club), Cheryl Beatty, Wendy Jackson, Sean Constable, Cr Wayne Bedggood, Robyn & Ashleigh Allison-Woods, Margaret Reid, Valerie King

3.0 APOLOGIES : Cr Johnsen, Cr Fisher

4.0 MINUTES OF THE PREVIOUS MEETING

Motion: That the minutes of the meeting held on 16th August 2012 be accepted as a true and accurate record of the meeting.

MATTERS ARISING FROM THE PREVIOUS MINUTES

Nil. 5.0 BUSINESS ITEMS

5.1 Advertising Andrea Idstein advised that press releases have been done to promote Festival. Rodney Swansborough advised that the advertising sign has been mounted on his trailer

and now able to put on Mayne street for promoting the festival. Ashleigh and Robyn Allison-Woods are providing mannequins dressed in period costume for

display in the Let’s Eat Cafe. Access key is available at the Newsagency to set up display. Ray Hynes to follow up donation of $1000 from the Hunter Mutual.

5.2 Event Activities

Ray Hynes advised that the cost of storyboards is more than anticipated and looking at an

alternative type of display board for some storyboards. The Casp funding will not cover all the cost for the storyboards.

Robyn & Ashleigh Allison-Woods spoke about the Concourse de Elegance being held at the Festival. How the judging and award ceremony will take place and advised there will also be a prize for the best dressed citizen in period costume as well on the day. Concourse judging to be between 11.30 and 1.30 pm.

Due to the noise the helicopter makes taking off and landing and there is a chance of horses being spooked will be located over at Rosedale at East end of Campdraft arena near the river. Signage needs to be provided for people wanting to have rides.

Andrea Idstein reported that she will be following up stallholders for insurance and payment this week. Food outlets coming to markets are pancake place, scouts BBQ, 2 coffee carts.

Andrea to investigate someone to sell cold drinks and water and maybe some general takeaway foods.

Andrea Idstein is obtaining quotes for children activities for the event and will report at next meeting on outcome.

ATTACHMENT NO: 1 - MURRURUNDI FRONTIER FESTIVAL MINUTES MEETING HELD 27TH SEPTEMBER 2012

ITEM NO: C.10.1


Chris Jackson discussed the timetable for the event and is finalising the program. Denise Appleby advised that the deadline for talent quest is 12th October. Chris Jackson said the stage events while the Concourse is on will be quiet low key items. Scone band to be up first and again at finish of Festival. When no performances on the stage bush music will be playing. Cobb & Co Coach holdup being organised by Bob Paton and using his script for the holdup.

Brian Hunt to do commentary from Royal Hotel balcony, Chris has organised lapel mikes for the bush rangers and cap guns from the school.

5.3 Action Plan

Train Update

o Col Stanford reported that final figures will be available next meeting on numbers coming on trains and all arrangements for refreshments and lunch have been finalised for the visitors.

Action – Ray Hynes to submit plan to traffic committee of Council for approval to have road blisters for safe crossing of highway

Action – Rodney Swansborough to have signs showing location of public toilets. Action – Ray Hynes to organise signage for Helicopter rides. Action - Rodney Swansborough to meet with James Davis and Marty Wilson to check power

outlets at Wilson Oval. Action – Christopher Jackson to meet with Shane Easy to check floor of stage.

5.4 Fundraising

• Raffle prizes confirmed and tickets are now on sale, raffle money collected so far amounts to approximately $600.00. All committee members now have raffle tickets to sell.

• Ray Hynes to follow up donation of $1000 from the Hunter Mutual.

5.5 Budget A discussion was had with Sean Constable regarding the festival budget and the need to

develop a budget to monitor costs. Budget of $14000 allocated for the Festival. Expenditure so far this year has been minimal due to a lot of entertainment being provided

by good will. Col Stanford to provide costs and anticipated profit from the train visitors to the festival and a

breakdown of how the profit will be distributed to the committee and their selected charities. Rotary doing all the organising of the trains for the Festival with income and expenditure going through Council’s Frontier Festival account.

Accounts to be considered for payment as follows: Reimburse Rodney Swansborough for Brooks account $176.40 Reimburse Rodney Swansborough for R Standon (tax invoice to be provided) $150.00 Country Mile signs. Arjays invoices for supply merchandise & printing $1300.00 approximately Reimburse Keith Cole for raffle stamp $40.35 Market and Fairs advertising $66.00 (Andrea to submit invoice) Agreed all these accounts be paid Moved Christopher Jackson/Wayne Bedggood.

6.0 GENERAL BUSINESS

• Robyn Allison-Woods advised that she has ladies period dress outfits if there are any ladies

needing assistance with outfits for the day.

7.0 DATE OF NEXT MEETING

Next meeting – Thursday 4th October at 5:00pm - Murrurundi Library.

THERE BEING NO FURTHER BUSINESS, the meeting concluded at 7.00pm



Section: Committee/Delegates Reports REP-369/12

C.10.2 CONSULTATIVE COMMITTEE RECOMMENDATION: That Council note the minutes of the Consultative Committee meeting held on 26 September 2012.

BACKGROUND: An ordinary meeting of the Consultative Committee was held on Wednesday, 26 September 2012. ISSUES: As per the minutes attached. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: To accept, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: Nil Enclosures: 1 Consultative Committee Meeting - Minutes - 26 September 2012 RESOLVED that Council note the minutes of the Consultative Committee meeting held on 26 September 2012.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - CONSULTATIVE COMMITTEE MEETING - MINUTES - 26 SEPTEMBER 2012

ITEM NO: C.10.2


Consultative Committee Meeting 9.00am, 26 September 2012 Barry Rose Room, Scone

PRESENT: MANAGEMENT REPS: D Dutton S Pryor EMPLOYEE REPS: J Binks S Ward C Robinson S Blyton J Holland C Flanagan APOLOGIES: G Blackadder R Phelps IN ATTENDANCE: M Caban (Human Resources Coordinator) I Haywood (USU) MEETING OPENED: 9.10am CHAIRPERSON: S Ward CONFIRMATION OF MINUTES: RECOMMENDATION: That the minutes of the previous meeting of the Upper Hunter Shire Council Consultative Committee held on 18 July 2012, a copy having been distributed to all members, be taken as read and adopted.

MOVED: S Pryor SECONDED: J Binks CARRIED


ITEM NO: C.10.2


BUSINESS ARISING:

Vacant Position David Shields has been appointed as the Outdoor Non-specific Representative to the Committee. Workers Compensation Ian Haywood advised that USU members will shortly be fully covered for journey claims by special insurance taken out by USU, as these claims are no longer covered under new Workers Compensation legislation. The cost will come from existing union fees and not increase weekly cost of membership. USU has received solicitors advice regarding which journey claims are covered under new legislation. Skills Shortages S Ward advised that a copy of the Senate Committee report will be sent to each committee member. Performance Reviews M Caban will check on status of performance review memos.

AGENDA ITEMS: 1. Staff Updates

Technical Services Director Technical Services – Offered declined. Gone to agency for readvertisement. Project Manager – Offer has been made GIS/Asset Engineer – Appointee to start in November Engineering Assistant Merriwa – Appointment accepted Field Officer - Merriwa – Jodie Telfer appointed Plant Operator – Merriwa – Wayne Upward appointed Field Officer (maternity relief) - Merriwa - Darren Wilson resigned Bitumen Team Leader - Merriwa – Re-advertised Pool Attendant - Merriwa (Secondment) – Jason Constable appointed Corporate Services Finance Officer – Appointee to start Mid October Accounting Officer – Re-interviews to be conducted Finance Manager – Interviews to be conducted this week Work Health and Safety Officer – Liz Towns appointed Return to Work Officer – now vacant IT Officer – Advertised Library Assistant – Advertised Environmental Services Ranger – David Shields appointed

2. Working Agreement

The Working Agreement has been signed by all unions/associations and is now active as at 3 September 2012. A signed copy of the Agreement has been sent to each union/association.


ITEM NO: C.10.2


3. Performance Review Letters

The new Competency Review system has been trialled. Supervisors’ accesses are to be established and training and implementation of the process to start soon.

4. Phased Retirement Policy

M Caban advised that the Phased Retirement Policy is about half way through. She hopes to be able to present completed policy to next SMG meeting then next Consultative Committee Meeting.

5. Vacant Positions

No current issues.

6. Independent Local Government Review Panel Consultation

Darryl Dutton attended “Listening Tour” Maitland meeting, where five minutes was given to each Council to present its position. He is also involved in discussions with Panel members to determine the intent of the review, to enable Council to better formulate a strategy for positive outcomes for the Upper Hunter. Council has also made a submission to the Review Panel. He advised that the Panel’s focus was on structure and boundaries, with probable outcomes including regional resource sharing arrangement and some amalgamations. There is also another Panel to review local government legislation, which will link to the Local Government Review, as well as the NSW Planning System review. Council can therefore expect changes as a result of these three reviews, which will involve new structures, a new local government act and new planning provisions. Ian Haywood advises that USU has also been strongly involved in the Panel Review processes, and have raised issues, especially in relation to rural councils and rural areas, to be addressed by the Review Panel. Two more “Listening Tours” are being organised by the Review Panel, who have a target end date of end 2013.

7. R.M.C.C Road Maintenance Council Contract

The consultation meeting between Roads and Maritime Services and RMCC Councils regarding the future direction of the RMCC is being held this week. A report outlining the future situation for Council’s RMCC can be made after this meeting. S Ward advised that RMS have indicated that “value for money” from Councils is a high priority due to budget constraints. He also advised that Council will have to be given six month’s notice before the current contract can end. USU has also been making representation to RMS on behalf of Councils with RMCC contracts.

GENERAL BUSINESS:

James Binks advised that the draft alcohol and other drugs policy and procedure for local government trial has been completed and adopted by NSW LGSA, USU, LGEA and DEPA, after the conclusion of the court case and appeal process. The procedure outlines industry standards, including swab testing. D Dutton advised that urine testing will continue at Upper Hunter Shire Council, using industry best practice. Council will look into the court case report, new technology balanced with rehabilitation outcomes in relation to Council’s policy in order to address best practice.


ITEM NO: C.10.2


S Ward raised the issue of the Scone Cup holiday. D Dutton advised that, as per government requirements, Council invites submissions from the public each year in relation to local holidays to enable Council to make a decision on status of the holiday. M Caban advised that Council Picnic Day will be held on 19 October 2012 with the same attendance conditions as in previous years. Each office is to maintain a skeleton staff. Next meeting: 31 October 2012 Meeting closed: 9.58am




C.10.3 UPPER HUNTER LIBRARY NETWORK MANAGEMENT COMMITTEE RECOMMENDATION: That Council note the minutes of the Upper Hunter Library Network Management Committee held on 7 September 2012.

BACKGROUND: A meeting of the Upper Hunter Library Network Management Committee was held on 7 September 2012. A copy of the minutes are attached. ISSUES: As per minutes of the meeting. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: To accept, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: Not applicable. Enclosures: 1 Upper Hunter Library Network Meeting - Minutes -7th September 2012 RESOLVED that Council note the minutes of the Upper Hunter Library Network Management Committee held on 7 September 2012.

Moved: Cr W Bedggood Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - UPPER HUNTER LIBRARY NETWORK MEETING - MINUTES -7TH SEPTEMBER 2012

ITEM NO: C.10.3


MINUTES OF THE UPPER HUNTER LIBRARY NETWORK COMMITTEE MEETING HELD AT SCONE LIBRARY ON FRIDAY, 7TH SEPTEMBER, 2012 COMMENCING AT 9.15AM. PRESENT: Lauren Davy, Russell Esdaile, Dion Hockley, Kerri Cone, Elizabeth

Walter. IN ATTENDANCE: Nil. APOLOGIES: RESOLVED that apologies for inability to attend the meeting submitted by

Carolyn O’Brien, Terry O’Keefe and Steve Pryor be ACCEPTED. DECLARATION OF INTEREST: Nil. MINUTES: RESOLVED that the Minutes of the Committee Meeting held on Friday, 13th

July 2012 copy of which had been distributed to each member, be taken as read and confirmed as a true record.

Moved: D Hockley. Seconded: L Davy CARRIED.

BUSINESS ARISING: Nil. AGENDA 3) I.L.L. Procedure L Davy informed the Committee that a Draft ILL (Inter Library Loan) Procedure had been circulated to all staff for comment. Although feedback from staff was requested, not many staff responded. Nevertheless the procedure provided a framework for staff to work within the system. One of the few suggestions was to incorporate into the Procedure a requirement that if a borrower requests an item that is only 12 months old, then that request should not be taken. Instead a suggestion for purchase should be lodged with the Technical Services Librarian (TSL) and the purchase could be made subject to funding availability. Most lending libraries will not loan any item that is less than 12 months old. There being no further discussion, it was proposed that the ILL Procedure be adopted. Moved: D Hockley Seconded: K Cone. 4) Stock Rotation L Davy informed the Committee that the Automated Stock Rotation Module offered by Insight was not suitable to the needs of the Library network. This module is unable to record which branches have already had an item and is also unable to retain newer items at an owner branch for the first year. Committee discussed whether the benefits of automated stock rotation would outweigh the missing features and decided to continue with the manual system with periodic reviews at each network meeting. The manual stock rotation procedure distributed by L Davy is to commence during the week of the 16/9/2012 and branch staff are asked to have items transferred and packaged ready to courier deliveries. Each branch has been given the Libero facility of Stock Transfer to help foster a smooth transfer. Staff have been told that they are to use this facility only to transfer stock items when stock rotating according to the set schedule, not for transferring items belonging to other branches that have been returned to their branches by borrowers. Staff are to adhere to the proposed procedure and schedule. Moved: L Davy Seconded: K Cone.


ITEM NO: C.10.3


5) Local Priority Grant L Davy stated that Muswellbrook Library has lately received their Local Priority Grant 2011-2012 and as planned they have expended that money on online local and family history resources to be shared throughout the network. Subscriptions to both Ancestry.com and findmypast.com have been purchased for roll out on the library website as soon as product is made available. Both services are in house use only and findmypast.com has a 56 hours per week cap so library staff will be supplied with a user name and password for customers to access the service with. More hours can be added to the subscription following reviews if necessary. K Cone informed the Committee that as far she could ascertain the LPG for Upper Hunter Shire had not been received in recent months. 6) Public Library Statistics L Davy brought to the meeting the above Statistics that she had submitted to the State Library of NSW for 2011-2012. Overall, there were increases in new memberships, loans, library visits, library programs and Home library right across the Network. L Davy informed that the database membership and stock clean-up is continuing to allow for more accurate results in usage statistics. The figures derived in the previous State Library Statistics did not truly reflect the membership as there were so many inactive members. However, with the improvement of crystal reports used and the clean-up of expired memberships the statistics for 11/12 are more accurate. In the process of cleaning up, L Davy said any membership card not used in the last two years is marked expired and any card not used for three years will be deleted. This exercise will be done monthly so that figures will show the true status of membership figures. Regarding the stock statistics, discards from stocktake has not been included. We do not maintain a closed stack only mining industry records and also we do not stock multicultural language books as these are easily obtainable from the Multicultural Department of the State Library. D Hockley suggested that we should try and have other language books especially for children as the number of children from non-English speaking backgrounds is increasing in the region. 7) Community Selection Days L Davy informed that school teacher-librarians of our region have been invited to help the Network select stock that would complement the items that most of the school libraries around the region carry. This then would reflect the themes and subjects that the schools are doing and while the schools would have the prescribed texts for their curriculum, the public library could stock the supplementary educational resources to support the local students not only in their homework assignments but also in their recreational reading trends. When a response is received, book suppliers will be invited to attend. It is hoped that the new stock thus chosen be catalogued and processed before the new school term begins in 2013. If this initiative is successful. L Davy said we could look stocking resources suitable for bookclubs for youngsters. 8) Wavesound Downloadable eAudio Books E Walter said that in Scone it was impossible to log into Wavesound to download an audio book. L Davy stated that as previously mentioned to UHSC IT and Library staff, Wavesound is not for in-house use due to a number of constraints including speed of network and use of customer hardware on council computers. L Davy informed that this eAudio service would work best from places outside the library, with users now able to access apps for Android and idevices. But to-date the eAudio service has had a good start. Statistics show that 51 members have downloaded 159 titles. E Walter said members found the system of downloading rather difficult to work out, and if a hardcopy of instructions could be made available. L Davy will prepare such a handout soon to give out to users.


ITEM NO: C.10.3


This system has only been active for a couple months and R Esdaile suggested regular reviews on the system. 9) General Business 9.1) D Hockley then spoke of the visit of author Courteney Collins who is to visit Muswellbrook and Scone Libraries in October. Courteney is the author of her first book “Burial” about a local female bushranger which the Network has purchased a couple of copies for our collection. Courteney is a local girl from Aberdeen now living in Victoria. She is willing to come to us at no cost. D Hockley suggested that E Walter liaise with ‘Hunt-a-Book” bookshop in Scone to see if they could arrange for copies of “Burial” for sale and book-signing on the day. Promotion for this event has already been out. 9.2) Both LGAs have been informed by the State Library of NSW that they have received $16,000 each from the SL grants money for 2012-2013. We will be visited by a SL consultant who will be suggesting what we can use the money in the Libraries. 9.3) Muswellbrook and Denman libraries will be closed on 21/9/12 for a Staff Appreciation Day.

There being no further business, the meeting closed at 10.30am.

Next Meeting : 9th November 2012 at 9.00am at Muswellbrook Library.




C.10.4 WOMEN'S GATHERING EVENT COMMITTEE RECOMMENDATION: That Council

1. note the minutes of the Women's Gathering Event Committee dated 19 September 2012; 2. endorse the appointment of Ruth Hardy and Laura Witham to the NSW Rural Women’s Gathering

Event Committee. BACKGROUND: The Women's Gathering Event Committee was formed in 2011 after public meetings and the preparation of a successful submission for Scone to host the 2013 NSW Rural Women's Gathering. It meets monthly to plan the event for 25 to 27 October 2013. ISSUES: Nil SUSTAINABILITY: Nil COMMUNITY INTERACTION: Community Involvement and consultation OPTIONS: To accept, amend or reject the minutes. FINANCIAL CONSIDERATIONS: Nil Enclosures: 1 Women's Gathering Minutes - 19.9.12 RESOLVED that Council 1. note the minutes of the Women's Gathering Event Committee dated 19 September 2012; 2. endorse the appointment of Ruth Hardy and Laura Witham to the NSW Rural Women’s

Gathering Event Committee.

Moved: Cr L Watts Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - WOMEN'S GATHERING MINUTES - 19.9.12 ITEM NO: C.10.4


MINUTES OF NSW RURAL WOMEN'S GATHERING EVENT COMMITTEE GENERAL MEETING

HELD ON WEDNESDAY 19TH SEPTEMBER 2012 AT 3.30PM IN THE TRAINING ROOM, UPPER HUNTER SHIRE COUNCIL ADMINISTRATION CENTRE, SCONE

1. PRESENT: Cr Lee Watts, Kerri Cone Margaret Wicks, Fay Cone, Kara Mitchell-Watson, Caroline Hayes, Belinda McKenzie, Lindy Hunt, Raema Leigh, Siobhan Leonard, Cary Guihot, Helen Jenkinson, Helen Walker

APOLOGIES: Querida David, Helena Davis, Val King , Lyn Mahoney, Trish Brooker, Shirley

Sharp Moved that apologies be accepted. Moved: Fay Cone Seconded: Raema Leigh CARRIED 2. MINUTES FROM PREVIOUS MEETING

Moved that Minutes from the meeting held 18.7.12 & 29.8.12 be accepted as accurate. Moved: Fay Cone Seconded: Raema Leigh CARRIED

3. BUSINESS ARISING FROM PREVIOUS NOTES

3.1 STALL AT PARKES Belinda reported that the Powerpoint presentation was almost complete. Some notepads and bookmarks were available. Members felt the Presentation should showcase all of Upper Hunter Shire eg Glenbawn Dam, Running of the Sheep, High School Magnetic Calendars to be ordered using Scone HS horse logo. 3.2 PARKES WEEKEND TRANSPORT OPTIONS Bus from Gloucester booked from Merriwa to Parkes. 2 Council cars plus Fay Cone's car. 3.3 WEB DESIGN FOR SCONE There has been no reply from sources that Caroline has approached to assist with design. Belinda reported that it could be linked from the Tourism website with further links to the Rural Women's Network, and Scone Neighbourhood Centre- Belinda will look further into this. Lindy indicated that Chris Carter may be worthwhile approaching, however payment may need to be made- Lindy will investigate this option. Tess Haynes may be another option. We would need to develop a brief for a website. 3.5 KEYNOTE SPEAKER Raema had contact with Gai Waterhouse's assistant- Gai is likely to be in Melbourne at the time of the Gathering. The option of videoing an interview with Gai has been offered. Members were keen to accept this offer if it can be organised. Katrina was reported to be happy to try and organise a pre recorded interview. Other speakers: Sally Sara - very keen but cannot commit at present as may be posted overseas. Probably can commit early in 2013. Robyn Pullman was also a possibility. There was some discussion about restricting the number of Guest Speaker : suggested one on Saturday morning- perhaps Gai- (short & sharp); one at the Dinner and one on Sunday (positive & lighthearted) 15-30 minutes plus question time. Caroline to formulate ideas for Guest Speaker program. Friday Night entertainment- the Big Swing from Moonan was suggested. Entertainment Committee to consider.

4. CORRESPONDENCE:

Nil



5. SUB- COMMITTEE UPDATES

5.1 CATERING Fay indicated that the catering Committee had reached a point where further overall decisions needed to be made about the event, before more detailed planning needed to occur. eg program sessions 5.2 BUDGETTING Margaret indicated that there was currently no seeding money. She expressed concern that the couple of previous Gathering budgets had gone 25% over budget. We need to be careful about controlling incidental expenditure. It was understood by general members that there had still be a surplus at the end of the events. The Parkes trip should provide further helpful information. There was discussion about the cost of Workshops, which it was agreed should be minimised if possible. There was discussion about the need to provide childcare. Part of our application had to indicate possibilities. The UHELC or FDC are likely possibilities if there is a demand for care - discuss with Parkes Committee. 5.3 SPONSORSHIP AND FUNDRAISING Kerri indicated that Laura thought she had secured about $8000 so far, and had written to further Companies for sponsorship. It is understood that the sponsorship from DPI will be announced at the Parkes Gathering. Dept Transport also regularly provides assistance to ensure disadvantaged women are supported with transport to attend. 5.4 ACCOMMODATION & VENUES Belinda chased up TAFE options for horse demonstration/Dinner/Friday Night. At TAFE, we would have to hire tables. It was suggested that 3 options be considered: Horse Stud -with horse display/ Darley? High School with small pavilion added for sit down Dinner TAFE Raema & Caroline will consider options and recommend to next meeting. 5.5 GUEST SPEAKERS, ENTERTAINMENT & MEDIA/ PROMOTION As per 3.5 5.6 WORKSHOPS, ACTIVITIES, TOURS AND TRANSPORT/REGISTRATIONS The subcommittee provided a design of form to capture information of workshop leaders. (eg when are they available, costs/fees, length of workshop, Promotional blurb.) Members to get comments back to Helen within a week. Logo: three options presented. No decision made except to use High School's Horse on Magnets. Members to consider options and decide at next meeting. CASP Grant being prepared for Art workshops :due by 2.10.12. Letters of support being sought. 5.7 NOMINATIONS TO COMMITTEE A further two nominations had been received: Ruth Hardy & Laura Witham Recommended that Ruth Hardy & Laura Witham be appointed to the NSW Rural Women's Gathering Event Committee. MOVED: Fay Cone SECONDED: Margaret Wicks CARRIED



6. OTHER BUSINESS

6.1 Visit by Sonia Muir on 17th October - all members are welcome to attend. 6.2 CASP Grant being prepared for Art workshops :due by 2.10.12. Letters of support being sought. 6.3 Logo options were viewed - to be decided at the next meeting. 6.4 Consideration of meeting on a different day - it was suggested that the December (4) and February (19th) Meeting be held on Tuesdays to enable members not able to attend on Wednesday to come.

7. NEXT MEETING

The next Executive Meeting is to be held on November 21st , 3.30pm in the Committee Room UHSC. The next Full Committee Meeting is scheduled for Tuesday 4th in the Training Room, Scone Administration Centre (further along the corridor than the Barry Rose R

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER … · Peebles, Cr Wayne Bedggood, Cr Kiwa Fisher,...

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