agenda and business papers oberon council ordinary …

137-139 Oberon Street PO Box 84 Oberon NSW 2787 Telephone: (02) 6329 8100 Fax: (02) 6329 8142 Email: [email protected] Email: [email protected]

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AGENDA AND BUSINESS PAPERS Oberon Council Ordinary Meeting Tuesday 16 February 2016 Commencing at 5.30pm at the Oberon Council Chambers

Oberon Council - Agenda and Business Papers – Ordinary Meeting – 16 February 2016

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Agenda Items page

1. OPENING OF MEETING .............................................................................................. 4

2. ACKNOWLEDGEMENT OF COUNTRY ....................................................................... 4

3. PRAYER ....................................................................................................................... 4

4. RECORD OF ATTENDANCE ....................................................................................... 4

5. DECLARATIONS OF INTEREST .................................................................................. 5

6. GENERAL AND CIVIC PRESENTATIONS ................................................................... 6

7. COMMUNITY PRESENTATIONS AND QUESTIONS .................................................. 6

8. CONFIRMATION OF MINUTES.................................................................................... 6

9. MAYORAL MINUTE AND REPORT.............................................................................. 7

10. NOTICES OF MOTIONS ............................................................................................. 10

11. COUNCILLOR AND DELEGATES REPORTS ........................................................... 11

12. COMMITTEE REPORTS ............................................................................................ 13

13. REPORTS FOR DECISION ........................................................................................ 14

14. REPORTS FOR INFORMATION ................................................................................ 23

15. URGENT BUSINESS .................................................................................................. 63

16. CLOSED SESSION / CONFIDENTIAL REPORTS ..................................................... 63

17. CLOSURE OF MEETING ............................................................................................ 65


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1. OPENING OF MEETING

The Mayor will welcome members and declared the meeting open.

2. ACKNOWLEDGEMENT OF COUNTRY

Council acknowledges that this meeting is being held on the traditional lands of the Wiradjuri and Gundungurra People, and respects the history and culture of the elders both past and present.

3. PRAYER

The Meeting will be opened in prayer.

4. RECORD OF ATTENDANCE

Members Mayor Kathy Sajowitz (in the Chair) Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Neil Francis Clr Sam Lord Clr Clive McCarthy Clr John Morgan

Staff Gary Wallace, Acting General Manager

Jaclyn Burns, Acting Planning and Development Director Chris Schumacher, Works and Engineering Director Lynette Safranek, Finance and Community Services Director

Sharon Swannell, Executive Coordinator Apologies Nil


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5. DECLARATIONS OF INTEREST

File No: Governance/Councillors/Declarations of Interest

A GUIDE TO ETHICAL DECISION-MAKING

(Provided by the Independent Commission Against Corruption)

Is the decision or conduct legal?

Is it consistent with Government policy, Council’s objectives and code of conduct?

What will the outcome be for you, your colleagues, the Council, anyone else?

Does it raise a conflict of interest?

Do you stand to gain personally at public expense?

Can the decision be justified in terms of public interest?

Would it withstand public scrutiny? A conflict of interest is a clash between private interest and public duty. There are two types of conflict:

Pecuniary – regulated by the Local Government Act and Department of Local Government

Non-pecuniary – regulated by codes of conduct and policy. ICAC, Ombudsman, Department of Local Government (advice only)

The test for conflict of interest:

Is it likely I could be influenced by personal interest in carrying out my public duty?

Would a fair and reasonable person believe I could be so influenced?

Conflict of interest is closely tied to the layperson’s definition of “corruption” – using public office for private gain

Important to consider public perceptions of whether you have a conflict of interest Identifying problems

1st Do I have private interests affected by a matter I am officially involved in?

2nd Is my official role one of influence or perceived influence over the matter?

3rd Do my private interests conflict with my official role? Whilst seeking advice is generally useful, the ultimate decision rests with the person concerned. When making a Declaration of Interest the reason for making the declaration should be clearly stated. Pecuniary and Non-Pecuniary Significant Interests should be managed by leaving the room while the matter is considered. Pecuniary -

Non-Pecuniary Significant

-

Non-Pecuniary Less than Significant

-


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6. GENERAL AND CIVIC PRESENTATIONS

Nil

7. COMMUNITY PRESENTATIONS AND QUESTIONS

None received.

8. CONFIRMATION OF MINUTES

Ordinary Meeting 15 December 2015 ATTACHED is the Minutes of the Ordinary Council Meeting held on 15 December 2015. Recommendation:

That the Minutes of the Ordinary Meeting held on 15 December 2015 be confirmed. Matters Arising from the Minutes Nil Works Committee Meeting 2 February 2016

ATTACHED is the Minutes of the Ordinary Council Meeting held on 2 February 2016. Recommendation:

That the Minutes of the Ordinary Meeting held on 2 February 2016 be confirmed. Matters Arising from the Minutes

Nil


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9. MAYORAL MINUTE AND REPORT

09.01 MAYORAL MINUTE AND REPORT

File No: Governance/Meetings/Ordinary Author: Clr Kathy Sajowitz, Mayor

Summary

This report summarises the main activity for the Mayor since the December Council Meeting.

Recommendation:

That Report Item 09.01 is received as information.

Comment

A. Meetings

1. Community Services Committee Meeting – 10 Dec

2. Sophie Cotsis, NSW Labour Duty MLC for Bathurst – 11 Dec

3. Discussion with Oberon High School re Oberon Youth Council – 15 Dec

4. Ordinary Council Meeting – 15 Dec

5. Meet with Graham Evans re Reef Reserve – 16 Dec

6. Traffic Advisory Local Committee Meeting – 17 Dec

7. Australia Day Working Party Meeting – 17 Dec

8. Oberon Timber Complex Community Consultative Committee Meeting – 22 Dec

9. Meet with Ross Gibson- 23 Dec

10. Australia Day Working Party Meeting – 20 Jan

11. LG NSW Workshop – responding to Merger Proposals – 22 Jan

12. Paul and Bonnie Hennessey – 25 Jan

13. Ian Nicholls & Miles Sterrick – Nectar Farms – 25 Jan

14. Ian and Hugh Litchfield re Boundary Reviews – 25 Jan

15. Sue Fisher-Smith re Pool issues – 25 Jan

16. Lorraine Maloney re Information for Submission – 25 Jan

17. Meet with Councillors and Management Staff to prepare for meeting with Delegate – 27 Jan

18. Meet with Boundaries Commission Delegate, Renata Brooks – 28 Jan

19. OBTA - Don Capel, Terry Boyce and Owen Rogers re Free Camping in Oberon – 29 Jan

20. Gibson Sub-division – Meeting with neighbours – 29 Jan

21. Bob Conroy – Administrator Jenolan Caves Reserve Trust – 1 Feb

22. Meet with Acting General Manager, Review points for Public Inquiry Speech – 2 Feb

23. Community Precinct Working Party Meeting – 2 Feb

24. Common Working Party Meeting – 2 Feb

25. Works Committee Meeting – 2 Feb

26. Boundaries Commission Submission Councillor Workshop – 3 Feb

27. Boundaries Commission Public Inquiry Meeting – Oberon – 4 Feb

28. Boundaries Commission Public Inquiry Meeting – Bathurst – 4 Feb

29. Meet with representatives from Peugeot Club re upcoming event – 8 Feb


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30. FOOL’s Meeting – 9 Feb

31. Councillor Informal Briefing Session – 9 Feb

32. Nectar Farms – launch of Oberon Farm – Oberon RSL Club – 9 Feb B. Representation 1. OBTA Meeting and Christmas Function – 9 Dec

2. Councillor Christmas Function – 11 Dec

3. U3A Morning Tea – 12 Dec

4. Fish River Festival, O’Connell – 13 Dec

5. Burraga Public School End of Year Presentation Night – 14 Dec

6. Welcome to Oberon Function – 16 Dec

7. Oberon RSL Sub-branch Christmas Function – 20 Dec

8. Australia Day Welcome Function & Dinner with Australia Day Ambassador – 25 Jan

9. Australia Day Official Celebrations – 26 Jan C. Correspondence

1. The Hon John Cobb MP providing the 2015 Calare Seniors Guide – 8 Dec

2. Mr Bob Conroy, Jenolan Caves Reserve Trust announcing the resignation of General Manager, Sandy McFeeters.- 8 Dec

3. Correspondence forwarded to Mayor of Lithgow, Maree Statham and Mayor of Blayney, Scott Ferguson following up a request to adopt a resolution at respective member councils re the level of service supplied by UMCC – 9 Dec

4. Australian Local Government Association regarding the challenges facing local government in managing their asset base – 9 Dec

5. Correspondence forward to Minister Niall Blair and Member for Bathurst, Paul Toole regarding a request to meet with Oberon Council re non-rateable forestry land – 9 Dec

6. Oberon Show Society letter of thanks for donation made to Oberon Show in past years and requesting assistance with in kind support for the 2016 Annual Oberon Show – 12 Dec

7. Correspondence forwarded to Minister Andrew Constance and Member for Bathurst Paul Toole MP regarding access to Opal Card facilities for Oberon residents – 14 Dec

8. Invitation to attend the National Timber Council Association AGM being held on 18 Dec in Melbourne

9. Local Government NSW regarding the State Government Announcement that they will reduce the number of Council’s in NSW from 152 to 112 18 Dec

10. Harry Melkonian regarding Council Amalgamation – 18 Dec

11. Local Government NSW – Amalgamations next steps – briefings and workshops – 21 Dec

12. Member for Bathurst Paul Toole MP advising that he will follow up the request to meet with Minister Niall Blair – 21 Dec

13. Correspondence forwarded to Minister for Local Government Paul Toole MP requesting a meeting with Oberon Council regarding Amalgamation issues – 12 Jan

14. Local Government NSW advising that the Discussion Paper for the NSW Container Deposit Scheme has been released for public consultation – 12 Jan

15. Member for Bathurst, The Hon Paul Toole MP declining invitation to attend the Oberon Australia Day Celebrations – 12 Jan

16. Paul and Bonnie Hennessey – correspondence re Development Application progress – 12 Jan

17. Jan Lanser re Log Trucks on Isabella Road – 16 Jan


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18. Australia Local Government Women’s Association – empowering women in Local Government – 19 Jan

19. K J Gillespie, Chairman – Regional Intermodal Taskforce advising on 20 November 2015 the Hon Duncan Gay, MLC, Minister for Roads, Maritime and Freight announced the formation of the Regional Intermodal Taskforce to independently assess the fitness for purpose, financial viability and sustainability of existing and planned logistics terminals in Regional NSW – 14 Jan.

20. NSW Department of Premier and Cabinet thanking council for its letter of 23 Dec regarding the NSW Minister for Local Government’s proposal for a merger between Oberon Council and Bathurst Regional Council and advising that the proposal for the merger has been published and is available at www.councilboundaryreview.nsw.gov.au – 19 Jan

21. Local Government Remuneration Tribunal advising it has commenced its review for the 2016 annual determination – 20 Jan

22. Roger Arrow – providing copies of correspondence with Paul Toole MP raising concern regarding Forced Amalgamation of Oberon and Bathurst Councils – 20 Jan

23. David McMurray regarding information printed in Oberon Review and Western Advocate – 21 Jan

24. Charles Lamburn providing a copy of correspondence forwarded to Paul Toole MP in opposition to the Forced Amalgamation of Oberon and Bathurst Councils – 21 Jan

25. Oberon Tarana heritage Railway regarding the Patron of OTHR – 21 Jan

26. Peter Harvey, Director Public Schools NSW announcing his retirement and advising that Ms Toni MacDonald will be commencing in this role – 21 Jan

27. Jenolan Caravan Park providing a copy of a complaint lodged with the EPA regarding noise from the Oberon Timber Complex – 25 Jan

28. Western NSW Primary Health Network regarding a series of community forums being held during February – 27 Jan

29. Paul and Bonnie Hennessey raising concerns about processing of a Development Application for the property Macquarie – 28 Jan

30. Invitation to attend the Oberon Showgirl 2016 Dinner being held on Sat 13 Feb

31. Heather Moran regarding concerns about the location of proposed bus shelters at Titania Estate – 28 Jan

32. Raeleine and Bernard Eiler regarding recent works completed on Spring Mount Road – 31 Jan

33. Graeme Cosier, Vice President Peugeot Car Club of NSW Inc and Chairman of the organising committee outlining plans for a national annual get together of the Peugeot Car Clubs in Australia being held in Oberon from April 8 to 11 and invitation to officially welcome the Clubs to Oberon – 2 Feb

34. Peter and Judy Small supporting Oberon as a Stand Alone Local Government Area – 2 Feb

35. Correspondence to Lorraine Maloney providing information as requested to assist with preparing a Submission – 2 Feb

36. Follow up to Minister Andrew Constance regarding access to Opal Card top ups for Oberon Residents – 2 Feb

37. Charles Lamburn requesting financial assistance from Council to assist with the Annual Burraga Seniors Week Luncheon

38. Correspondence with Bob and Sally Parrington regarding progress of Jenolan Caravan Park Lease – 8 Feb

39. Correspondence forwarded to Terry Boyce following up discussions held regarding Rest Stops for Caravans and Motor Homes in Oberon – 8 Feb

Mayor Kathy Sajowitz

http://www.councilboundaryreview.nsw.gov.au/


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10. NOTICES OF MOTIONS

10.01 100 YEAR ANNIVERSARY OF RSL

File No: Governance/Mayor Author: Mayor Kathy Sajowitz

Summary I met with Neville Stapleton from the Oberon RSL Sub-Branch Museum on 5 February 2016.

Recommendation: That Council allocate $1,000 to combine with the Oberon RSL Sub-branch Museum for an official Sister City visit from the Mayor of Eceabat Council to coincide with the 100 year celebration.

Comment

This year marks the 100 year anniversary of RSL and the Oberon RSL Sub-branch are coordinating celebrations to mark the event. The Oberon celebrations are scheduled to be held on 2 July 2016. An official dinner will be held at the Oberon RSL Club with over 100 invitees so far. The Oberon RSL Sub-branch would like to partner with Oberon Council to invite the Mayor of Eceabat, our Sister City to visit Oberon. It is suggested that an allocation of $1,000 be provided to assist with the visit. If Council is agreeable to partner in the celebrations an official invitation will be issued to the Mayor of Eceabat, Adem Ejdger from Oberon Council and an official function will be held in honour of the Mayor’s visit to Oberon.

Notes:


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11. COUNCILLOR AND DELEGATES REPORTS

11.01 OBERON BUSINESS AND TOURISM ASSOCIATION

File No: Economic Dev/OBTA Author: Mayor Kathy Sajowitz

Summary

I attended the Oberon Business and Tourism Association Meeting held at the Mayfield Garden on Wednesday 9 December 2015.

Recommendation: That Delegate’s Report item 11.01 is received as information.

Comment A Brief Meeting was held before the OBTA Christmas gathering held at Mayfield Gardens on Wednesday 9 December 2015. The event was well attended and enjoyed by all. The Treasurers report was accepted. Don Capel updated the meeting on the progress of the Oberon Active Transport Plan, the draft plan is now available from Council for comment. Some discussion on proposed Facebook page and how information on various events can be sourced. Administrators are Jen Capel and Helen Lowe. It was noted by Barry Richards that the GM from Jenolan Caves has resigned and the position is currently being advertised. Mayor gave brief update on Fit for the Future recommendations soon to be handed down by Premier. Mary David spoke on the Christmas Lights Competition thanking the Sponsors and inviting any members who would like to accompany the Judges to contact her. The next batch of Oberon Promotional Magazines have been received and are currently stored at the Council Depot and Visitors Information Centre. Oberon Visitor Information Staff brought some copies along to display. It was mentioned that until the previous print run was exhausted, the new copies would not be distributed. Mayor Kathy Sajowitz


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11.02 CHIFLEY LOCAL AREA COMMAND COMMUNITY SAFETY PRECINCT COMMITTEE MEETING

File No: Community Services/Service Provision/Police Services (Community Precinct) Author: Mayor Kathy Sajowitz

Summary

Acting General Manager, Gary Wallace and I attended the last meeting of the Chifley Local Area Command Community Safety Precinct Committee, held on Monday 7 December in Blayney.

Recommendation:

That Delegate’s Report item 11.02 is received as information.

Comment Attending the meeting was Supt. Michael Robinson and S/C Martin along with representatives from Blayney, Bathurst, Lithgow and Oberon Councils. Over the last three month period:

Overall crime rates in the region are declining

Retail theft is increasing in some larger LGA’s no incidences in Oberon

Vehicle theft is increasing slightly over the command area but theft from vehicles is decreasing

Oberon statistics were low across the board

Sadly there were several road fatalities in the region over the three month period; drug use was found to be a contributing factor in two incidents.

The ICE problem and its “knock on” effect is a growing concern across the Chifley Command with an increase in related incidents over the past two years. The command is currently targeting dealers. It has been recognised that you cannot arrest your way out of this problem and the best approach is through education. As such I committed to pursuing how we as a council in cooperation with the Police and OHC can assist with community information initiatives in 2016.

In line with the NSW Police staff allocation model, Oberon has been allocated an extra officer bringing the staff allocation to five, with two officers residing in the town. This extra position is currently being advertised.

Unfortunately the discovery of illegal firearms is increasing mostly at incident scenes.

It was ascertained that all calls made to the police are logged and it is not necessary to dial 000 for this to happen. Calls to the local stations are also logged through the same system.

There is very little racially motivated crime across the command Mayor Kathy Sajowitz


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12. COMMITTEE REPORTS

12.01 COMMUNITY SERVICES COMMITTEE

File: Governance/Ordinary/February 2016 Author: Lynette Safranek, Finance & Community Services Committee

Summary

Minutes of the Community Services Committee Meeting held on 10 December 2015 is submitted for Council’s information and consideration.

Recommendation: That Council: 1. Receive the Minutes of the Community Services Committee held on 10 December 2015

as information

2. Consider and investigate a fenced off leash dog area for Oberon in a convenient location.

Comment

FOLLOWING is the Minutes of the Community Services Committee held on 10 December 2015.

Discussions were held on the following matters:

Finance & Community Services update

Welcome to Oberon initiative

Walking machine damage at The Common

Off the leash dog area

Bike rack installation in Oberon Street

The next Meeting of the Community Services Committee is scheduled on 25 February 2015.

Notes:


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13. REPORTS FOR DECISION

13.01 SAFER STREETS GRANTS PROGRAMME

File No: S:/Governance/Ordinary/February Author: Gillian Salmon, Grants Officer

Summary

The Oberon Business and Tourism Association (OBTA) have expressed an interest in partnering with Council to apply for a grant to upgrade and extend the closed circuit television (CCTV) surveillance system in Oberon’s main retail and licensed premises precinct as part of an overall community safety strategy.

Recommendation:

That Council approve a grant application for funding under the Safer Streets Programme to upgrade and extend the area of coverage of the CCTV surveillance network in the main business area of Oberon Street.

Comment

An analysis of crime statistics in Oberon’s retail commercial and licensed premises precinct shows that crimes such as malicious damage, assault, theft, fraud and assault continue to be a problem in the main business areas of Oberon Street. Community concerns have also been expressed about an increase in drug trafficking and the increased use of methamphetamines in Oberon’s public places. CCTV can be effective in reducing crime and anti-social behaviour if it is part of a broader crime prevention and community safety strategy. CCTV can bring benefits to the community through a reduction in crime, which can lead to enhanced perceptions of safety in public places. Local councils are the most appropriate and typical owners of CCTV schemes in public places. The current CCTV network is outdated and covers approximately 35 business and commercial premises along Oberon Street between the Royal Hotel and the Tourist Hotel. Resolution of the existing nine active CCTV cameras is poor making it difficult for Police to accurately identify offenders and vehicles when an incident occurs. Advancements in CCTV technology in recent years have greatly improved resolution and reduced the cost of CCTV infrastructure making it a much more cost effective tool to be used as part of an overall community safety strategy for public places. Proposed CCTV Upgrade

It is proposed to replace the existing CCTV cameras with seven new high resolution cameras which will extend the coverage of the CCTV network to include the western end of Oberon Street to allow coverage of the Oberon Medical Centre, Sargents Rural Supplies and the Shell Garage. There have been reports that people are loitering outside these premises as it is known that they are not within range of the current CCTV surveillance network. The new equipment will improve current CCTV resolutions substantially. The estimated cost of the upgrade is $30,000. The main objectives of the new CCTV infrastructure will be to:

Aid Police in the identification and apprehension of offenders


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Improve the public’s general feeling of safety and security in the main retail and commercial area

Provide accurate identification of offenders and events. Guiding Principles and Legislative Requirements

There are a number of legislative requirements and protocols attached to the installation and operation of surveillance systems in public places. It is timely that the following obligations are reviewed as part of the CCTV upgrade. The proposed upgrade of CCTV network aligns with guiding principles and protocols of the NSW Government policy statement and guidelines for the establishment and implementation of CCTV in public places (2014).These principles cover the objectives, effective installation, police

involvement, management, operation, monitoring and auditing of CCTV equipment. Under the guidelines, appropriate signage informing the public that the business area is under CCTV surveillance must be installed. The information provided on the signs should include at a minimum the contact details for the ownership of the scheme, the purpose of the scheme and the hours of operation. The project also takes into consideration requirements and exemptions under the Privacy and Personal Information Protection Act 1998 (PPIP Act) and the Workplace Surveillance Act 2005.

Of particular note in the PPIP Act is the requirement that any information collected by CCTVs is for a lawful purpose and is directly related to a function of the local council. Council should be able to demonstrate that filming all people in a certain area is reasonably necessary to improve community safety. The PPIP Act also provides a legislative requirement that a local council formally consider the

necessity for CCTV before the equipment is installed. Local Police and businesses that will be included in the upgrade support this project. Under Section10 of the Workplace Surveillance Act 2005 any local council employees e.g. street

cleaners and garbage collectors must be given written notice that they will be under surveillance by CCTV cameras while at work. Project Funding

Funding to install security related infrastructure and to improve street lighting is currently available under the Crime Prevention Through Environmental Design Initiatives stream of the Safer Streets Programme administered by the Australian Government’s Attorney-General’s Department. There is

no requirement for Council to match funding for this project, however, some financial contribution from Council or the business community will demonstrate that the project represents value for the expenditure of public money. The application must include a formal attestation that Council will operate the new security-related infrastructure in accordance with the state regulations governing the operation of CCTV cameras, particularly those relating to privacy, contained within this report. Applications for Round Two of the Safer Streets Programme close on 17 February 2016. Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.


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13.02 DEBTOR WRITE OFF – ACCOUNT 12369566

File No: Financial Management/Financial Reporting/February 2016 Author: Lynette Safranek, Finance & Community Services Director

Summary

A request to review the account of a resident was received due to the discovery of a leak at the meter. After reviewing this account over the previous 18 months, it is determined that the recent account is high in accordance.

Recommendation:

That in accordance with Policy 2201, a write off of $277.20 is approved.

Comment In accordance with Council Policy No. 2201 Debt Recovery, Hardship Provisions & Writing off of Debt, the Finance and Community Services Director believes that there is reasonable ground to write off this debt due to an error in the assessment caused by a leak. This meter had a misread which accounts for a majority of the high read/high bill. However, the read is still high for this property, the owner who spotted the leaking water meter repaired the meter as he thought this was best at the time and believed he could not get a plumber for a couple of days. . The Water Consumption for this ratepayer averaged over the past 12 months is 75kl per quarter @ $2.80 ($210). Therefore, we ask that an amount of $277.20 be written off to bring this account back into line.


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13.03 WEST OBERON DEVELOPMENT AREA & DEVELOPER SERVICING PLAN REVIEW

File No. Water Supply\Maintenance\Water Mains Author: Works & Engineering Director, Mr Chris Schumacher

Summary

This report outlines the next stages of capacity review for the existing town water and sewerage infrastructure. The process required to determine the residual capacity in existing infrastructure for West Oberon Development Area (WODA) and its net capacity to support on-going minor development expansion on the western fringes of Oberon.

Recommendation:

That Council support the on-going hydraulic modelling of the existing water & sewerage reticulation system to determine the exact level of capacity remaining for future minor development expansion in the West Oberon Development Area at a cost of $18,630 ex.GST.

Comment

The information attached is Hydrosciences variation to assess available capacity in the existing Oberon water supply and sewer systems in the vicinity of West Oberon Development Area (WODA) and update the strategy report. Scope

The analysis will focus primarily on assessing available capacity in the existing water and sewer systems to the west and north west of Oberon. Consistent with the current WODA analysis water network modelling would be undertaken in EPANET and a spreadsheet analysis will be used to assess the capacity and peak demand pressure to deliver in up to 4 main sewer branches in the direction of WODA. Hydroscience have most of the information required to complete the assessment however the modelling will require physical on-ground assessment at specific node points. The analysis will be based on drilling down further to confirm the existing water reservoir dimensions and levels at the WTP and also details of any large water demands (e.g. industrial operations north of the township) that may influence the distribution of pressure. The existing water reticulation network will be modelled on its capacity and ability to cope in peak demand situations and will determine the need (if required) confirmation of key pipework upgrades and capacity levels. Timing It is anticipated that if Hydroscience are engaged, they have indicated they can complete the revised draft report within 4 weeks. The project objectives are shown in below table:

Task Fee (excl. GST)

1. Project management $1,140

2. Detailed trunk sewer analysis on WODA branches $3,880

3. Build water demand model for existing township $1,700

4. Build EPANET model $4,060

5. Hydraulic analysis $2,330

6. Development of servicing options $1,480


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7. Indicative cost estimation $1,140

8. Update Servicing Strategy report $2,900

Total $18,630

Notes:


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13.04 LAND SALE – OPERATIONAL LAND ABERCROMBIE RD

File No: PR187.1300 Author: Chris Schumacher, Works and Engineering Director

Summary

This report is further to a December 2015 resolution to in principle support the sale of the 2.1267ha of road reserve fronting 1300 Abercrombie Road, Oberon upon receipt of no submissions from adjoining landowners.

Recommendation: That Council: 1. Note no submissions have been received from adjoining landowners in relation to the sale of

unused road reserve and 2. Proceed to the sale of the land in accordance with resolution 30 201215.

Comment Previously Council resolved to support the sale of unused road reserve fronting 1300 Abercrombie Road, subject to first writing to neighbouring landowners seeking their interest in the land. The perspective purchaser has made enquiries of the neighbouring land holder to gauge interest in the land, to which none interest was forthcoming. Additionally, in accordance with the December resolution staff have written to neighbouring land owners regarding the request to buy this land, providing 21 days notice for each person to make a submission. No correspondence was received during this time. Note: The sale of this land does not present any future operational issues, as enough of the Road Reserve is to be retained adjacent to Abercrombie Road for any future road works. i.e. Stockpile Site.

Should Council proceed to sell the land to the applicant, all fencing and clean up including legal fee’s for land transfer would be at full cost of the applicant. Acting General Manager’s Comment

Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is of an ongoing nature and is considered to comply with the guidelines.


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13.05 COUNCIL PLANT REPLACEMENT PROGRAM 2016/2017

File No: Plant Equipment & Stores/Acquisition/Plant Replacement Author: Works and Engineering Director, Chris Schumacher

Summary

This report provides a list of Council Plant intended to be replaced as part of Council Operational Plan for 2016/2017.

Recommendation:

That Council: 1. Note the Plant Replacement Program 2016/2017 as information. 2. Proceed to adopt the change for purchase of a second hand Street Sweeper up to the value of

$160,000 in the 2015/2016 Plant Replacement Program.

Comment

FOLLOWING is an attached Plant Replacement Program forecasting plant change over 2016/2017. For the information of Council, Plant Replacement Reviews are conducted annually to ensure that Council continues to have the best possible plant in its fleet to service the needs of its daily operational activities. Councils Plant foremen and Works and Engineering Director continue to monitor usage of plant, age and logistical need subject to work and sustainability into the future. From the attached list for 2016/2017 it has been proposed to replace plant items totalling up to $715,000. Major plant items to be replaced are predominately rollers utilised in road maintenance and capital road construction works. Other plant items to be replaced are a skid steer loader, work utilities and some leaseback motor vehicles. During the last 12 months Councils Works and Engineering Director has noted that the streets of Oberon are becoming more and more littered with roadside woodchip, leaf litter and even grass clippings. This has placed a substantial burden on staff and the need to hire street sweeping plant to clean up on a more frequent basis. The Street Sweeper units also have multi-purpose abilities to not only sweep and suction with a side gutter broom, but also have an under carriage suction broom to sweep road pavements. Investigations by Councils Plant foreman and Works and Engineering Director have revealed that a substantial amount of money has historically been spent on hire of street sweepers to facilitate the clean up of Oberon Streets on an annual basis. Whilst the purchase of a new street sweeper unit would be cost prohibitive, a second hand sweeper would be more then appropriate to facilitate the required weekly clean up required. Further investigations have determined that an estimated $160,000 would buy Oberon Council a satisfactory street sweeping unit, most probably buying from Auction. Within the workforce there exists the appropriate skill and expertise that can already operate this plant. This is advantageous in minimising damage to machinery and being ready to fully engage machinery into effective activities should Council agree to adopt this plant purchase.


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To fund the purchase of a street sweeper would mean that one roller anticipated to be purchased this financial year would have to be rolled over to the next financial year of 2017/2018, freeing up the necessary monies. Note: Investigations into a Bobcat with bucket broom attachment would cost Council in the order of $50,000 to $60,000, however the size of this machine is not compatible with gutter cleaning and stormwater pit cleaning and would also require the aid of a truck to transport waste from the constant emptying of the sweeping bucket. Acting General Manager’s Comment

Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision Making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is of an ongoing nature and is considered to comply with the guidelines.

Notes:


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13.06 MT WERONG ROAD TO YERRANDERIE ROAD STATUS

File No.R37 Author: Chris Schumacher

Summary

Recently representation was made to Council regarding the rightful gazetted status of the Mount Werong Road in section from the Mt Werong (Stone Hut) through to Mount Shivering. This report outlines the responsible authority and the problems with maintenance of Mt Werong Rd, from Mt Werong to Yerranderie.

Recommendation That Council advise that the section of road from Mt Werong to Yerranderie is under the care and control of Upper Lachlan Shire Council and no maintenance occur

Comment

FOLLOWING is correspondence detailing the formal gazettal of the 16km section of road to Upper Lachlan Council. Recently Engineering staff have had representation for both a land owner and National Parks & Wildlife regarding improvements and ownership details for a 16km section between Mt Werong (Stone Hut) through to Mt Shivering. Maintenance of the road to Yerranderie has been a problem for many years. From investigations it has been found that the 16km section of road in question is not Oberon Council’s responsibility. This issue continues to be contentious with the NPWS regarding responsibility and maintenance. Mt Werong Rd commences at Shooters Hill Road and goes as far as Mt Werong Township (the Stone Hut). This section of road is a dedicated road under Oberon Council’s control, and is maintained periodically by Council. From the Stone Hut there is a length of approximately 16km before the road passes into Wollondilly Shire and is maintained from that point onwards by Wollondilly Shire, albeit with difficulty due to its location west of Lake Burragorang. Alongside there is also a wide stock route (known as the Colong Stock Route) which runs along the alignment of the LGA boundary immediately to its south outside the Oberon LGA. The current constructed road formation at certain points outside the , weaving its way in and out of the stock route at certain locations, noting that the existing physical road does not follow the true crown road reserve. The 16km of stock route and road, just outside the Oberon Council boundary, within Upper Lachlan Council, noting that 16km section of road does not service any of their ratepayers. From more recent investigations it was found that the 16km section of road between Mt Werong through to Mt Shivering was transferred by formal gazettal to Upper Lachlan Council in 2008. Therefore with this conclusive information, any future complaints about ownership and maintenance will be directed to Upper Lachlan Council.


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14. REPORTS FOR INFORMATION

14.01 MONTHLY ACTIVITY REPORT – ACTING GENERAL MANAGER

File No: Governance/Meetings/Ordinary Author: Gary Wallace, Acting General Manager

Summary

This report item summaries the main activity by the Acting General Manager since the November Council Meeting including Human Resources and Workplace Health & Safety, Executive Support matters, Community Activity, Regional Issues, Executive Management Team Meetings, and details of planned activities.

Recommendation:

That report item 14.01 is received as information.

Comment

1. PLANNED ACTIVITY FOR MARCH AND APRIL

Develop council’s position in relation to the Boundaries Commission Submission in response to the state government’s proposed reforms. Preparation and consultation for the 2016/17 Community Strategic Plan. This document will be the last in a four year process. An update on all strategic outcomes will be included in the document. Further workshops for Councillors and the community will highlight proposed major activities in line with council’s strategic objectives. We will continue to look at opportunities for land development within Oberon. Work will continue on the development of the Common Master Plan, Edith Road Subdivision, Industrial Subdivision and opportunities for Hathaway Cottage. 2. ACTIONING COUNCIL DECISIONS

Following each Council Meeting the General Manager and 3 Director review the decisions and agree on a priority for actioning these decisions. Each Director has been requested to provide an update in the Monthly Activity Report, as well as reporting on actions to the General Manager. Minute Number Summary/Progress

20 October 2015 ORDINARY COUNCIL MEETING

05 201015 Plan of the Oberon Common to be developed by a subcommittee of Council. - Survey plan has been developed and preliminary discussion held with

Council relating to Master Plan for future development of Common. Matter ongoing

18 201015 Negotiate a sponsorship package for the planned 2016 Mayfield Garden Music Festival Letter sent to organisers outlining council’s interest Matter closed

23 201015 Confirm the sale of Hathaway Cottages within the range suggested by Local Agents.

- Inspections of the Cottages have been undertaken by two separate entities. Any further information will be reported to Council.

Matter ongoing – see separate confidential report


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17 November 2015 ORDINARY COUNCIL MEETING

24 171115

That Council accept the donation of $5,000 toward the supply and installation of signage as outlined at the request of Bill Hoolihan. That Council’s Acting General Manager, Works & Engineering Director and Deputy Mayor Kerry Gibbons be delegated the authority to identify the areas in conjunction with Bill Hoolihan with the intent of purchase/supply and installation of agreed signage at the various locations to be agreed upon.

- Draft signs are being developed in consultation with local sign writer. Matter ongoing

15 December 2015 ORDINARY COUNCIL MEETING

03 151215 That Oberon Council subdivides land it owns in Curtis Street to have Hathaway and the Self Care Units on separate Allotments with a service road between to access to the rear of each lot.

- Application currently being prepared for lodgement Matter ongoing

29 151215 30 151215

That Council in principal approve the sale of the 2.1267ha of road reserve fronting 1300 Abercrombie Road, Oberon. 1. Council determine an appropriate price for the sale of the land in accordance

with the valuation of OPTEON Group Pty Ltd. 2. The Acting General Manager and Mayor be delegated authority to sign relevant

legal documents associated with the transfer of the land. 3. Other relevant neighbours be contacted to ascertain interest in the land.

- Item 3 – concluded. Item’s 1 & 2 ongoing. Matter ongoing

With respect to outstanding actions from previous Council Meetings the Acting General Manager will review these with the Mayor and the 3 Directors on at least a monthly basis. If any Councillor requires an update on a specific item they should contact the General Manager or the relevant Director, or submit a Councillor Request Form to the Executive Coordinator. 3. LEGAL ACTION & CONSULTANCIES

At Councils Finance Committee Meeting on 10 November 2015 a comprehensive report was tabled outlining consultants and legal fees paid since 1 January 2015. Reports outlining legal actions and consultancies will be included in the March Ordinary Council Meeting. 4. HUMAN RESOURCES AND WORKPLACE HEALTH AND SAFETY

Includes information provided supplied by Human Resources Coordinator (HRC) and Work, Health and Safety Coordinator (WH&SC). HUMAN RESOURCES Recruitment Activities

The following vacancies were filled during November/December/January

Part-time Library Assistant

Full time Labourer

Two casual Labourers

Management Accountant

Casual Animal Control Officer


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The following vacancies exist with recruitment campaigns continuing

Town Maintenance/Waste Operator Training and Development

The following training activities were undertaken since the last report:

Gradual Diploma in Local Government – ongoing, Finance and Community Services Director

Associate Degree in Engineering – ongoing, Design Engineer

Traffic Control – Various Engineering and Works employees

Strategic HR Planning – HR Coordinator

Drinking Water Testing and Standards – Water Treatment employees

Waste Water Operations – Waste Water Treatment employees

Information Technology Conference – IT/GIS Coordinator

The following training has been scheduled

Certificate IV Water Industry Operations – Water/Waste Water Operator

Naturally Occurring Asbestos workshop – Engineering and Works staff

Traffic Control - Engineering and Works staff

Revenue Professional Conference – Revenue Officer

Library Programs Development – Community Service Coordinator

Asbestos Level 1 – various Planning and Development, Works and Engineering employees General EMPLOYEE ENGAGEMENT SURVEY LGNSW, PTOK Consulting and the Voice Project has aligned to offer Local Government council’s the opportunity to participate in an Employee Engagement Survey project. The survey will be distributed to all Council employees from the 8 February 2016 and will run until 19 February 2016. The survey consists of 122 questions which employees respond to regarding various aspects of their employment and management/leadership factors. The survey is completed anonymously and is processed by the external organisations. The result, which will be available in late March will provide management with empirical results from the employees perspective on the range of issues surveyed. Management will also receive comparative data between the responses provided by our employees against the other participating Councils. This data is valuable in determining what human resource and organisational programs should be implemented to improve employee moral, engagement and satisfaction. WORKPLACE HEALTH AND SAFETY Incidents/Injuries

No incidents or injuries were reported during December 2015. Additionally, no incidents were reported during January 2016 DAYS WITHOUT LOST TIME BECAUSE OF INJURY

DEPARTMENT/WORK AREA 30 NOVEMBER 2015 31 JANUARY 2016

Administration 309 340

Works 69 100

Library 361 392

OVIC 1211 1242

Workshop 929 960


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Meetings /activities attended 1 Dec – CENTROC WHS/Risk Management group meeting, Bathurst 3 Dec – Risk assessment on procedures for waste disposal at tip 3 Dec – Drafted Asbestos Policy 7 Dec – WHS induction for new employee 9 Dec – Met with Finance and Community Services Director and IT Coordinator re: IT Risk Management Action Plan for 2016 7-11 Dec – Assessments carried out on Council buildings that potentially contain asbestos 17 Dec – Received asbestos assessment reports 18 Dec – 8 Jan WHS/RMC leave 11 Jan – Civica presentation on new environment 12 Jan – Dog Rocks Rd inspection with Project Engineer to check existence of Naturally Occurring Asbestos (NOA) 13 Jan - Liaised with SafeWork & Project Engineer to assess situation regarding NOA 14 Jan - Liaised with HRC to organise training for staff that may need to identify NOA in the future 28 Jan – Provide training WHS module in Cert 111 Upcoming meetings/events 2 Feb – NOA awareness training 11 Feb – OC WHS committee meeting Feb – Review and revise Drugs & Alcohol Policy Feb – Complete Asbestos register and Council’s Asbestos Management Plan Feb – Organise respiratory tests for staff potentially exposed to NOA Jan & Feb – Identify risk initiatives to include in RMAP for 2016 with GM and EMT Feb – Complete Asbestos register and Council’s Asbestos Management Plan 1 Mar – CENTROC WHS/RM group meeting 5. EXECUTIVE SUPPORT – MEETINGS & VISITOR INFORMATION CENTRE Includes information provided by the Executive Coordinator: ACTIVITIES AND MEETINGS

Council Page prepared each week during December and January with advertising and information. This included the Mayoral Column, Road Works updates and Library News.

Articles included – Position Vacant Animal Control Officer, Planning Proposal Boundary Adjustments, Determinations for October 2015, Public Notice of DA 10.2015.21.1 – 250 Allotment Subdivision, Welcome to Oberon Function, Proposed Road Closure, Council Facilities Closures over the Christmas/New Year period, Determinations for November 2015, Oberon’s Australia Day Celebrations, February 2016 Council Meetings, Closures on Australia Day, Library Lovers Lottery, Public Exhibition Application 10.2015.83.1 – Function Centre

Weekly “Good News Week” newsletter issued to Councillors each Friday during December Dental Clinic Asbestos Inspection – 10 December Visitor Information Centre Team Meeting – 10 December Councillor Christmas Function – 11 December Changeover to Civica Cloud Environment – Testing Plan Meeting – 14 December Ordinary Council Meeting – 15 December Service NSW – 16 December Australia Day Working Party Meeting – 17 December Jenny Bennett, Centroc – Community Infrastructure Matrix – 5 January Mayfield Garden re Australia Day function – 7 January Civica Cloud – Training for Testing Phase – 11 January OBTA MOU Discussion – 12 January Service NSW – 18 January Australia Day Working Party – 20 January


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Local Government NSW Workshop – Responding to Merger Proposals, Dubbo – 22 January Set up for Australia Day – 25 January Australia Day Official Celebrations – 26 January

VISITORS DECEMBER 2015 JANUARY 2016

Domestic 1157 1353

International 174 131

Total 1331 1484

MAJOR TOURISM REQUESTS DECEMBER 2015 JANUARY 2016

Fossicking 156 250

Jenolan Caves 109 102

Internet Access 87 58

Roads and Directions 81 152

Tablelands Way 75 39

Souvenirs 74 70

Mayfield Garden 43 53

Fishing 39 46

Accommodation & Camping 123 166

Main Events for December & January

Fish River Festival O’Connell Hotel, O’Connell Sunday 13 December

Christmas Carols RSL Auditorium, Oberon Sunday 13 December

New Residents Welcome to Oberon Robert Hooper Community Centre, Wednesday 16 December

School Holiday Activities in Oberon Council Library, Friday 18 December

Holiday Time at Jenolan Caves Jenolan Caves Saturday 19 December until Tuesday 26 January 2016

Australia Day – 26 January 2016

Events Coming Up

Highlands Steam and Vintage Fair 12/13 February with OTHR 10th Anniversary Spit Roast

Dinner on Friday 12

Miss Show Girl Dinner on Saturday 13 February

Oberon 116th Annual Oberon Show 20 February

Oberon Rodeo Saturday 27 February.

ADMINISTRATION AND OTHER ACTIVITIES

Organisation for the Oberon Australia Day Celebrations has taken place during December/January. A function was arranged for the award nominees, the Australia Day Ambassador, Mr. Bob Turner, Councillors and Management Staff at Mayfield Garden on Monday 25 January. This function was attended by 72 people and was very warmly received by all guests. The award winners were announced at the Official Australia Day Ceremony at the Oberon Showground Hall on Tuesday 26 January 2015.


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The Central West Lifestyle Magazine Oberon and Lithgow feature is complete and will be released on 1 March 2016. The magazine will be launched at a function being held at Mayfield Garden on 20 February 2016. Oberon Council in conjunction with OBTA and the Oberon Arts Council will have a stand at the Highland Steam and Vintage Fair and the Oberon Show where we will have merchandise from the Visitor Information Centre available, the new Oberon Brochure as well as Council information. The Oberon Youth Council will also be assisting at the Oberon Show. Preliminary discussions have been held with the OBTA representatives Tim Charge, Don Capel and Rhonda Pearce to review the content of the Memorandum of Understanding (MOU) between Oberon Council and OBTA. Further discussion will be held to strengthen the strategic outcomes of the MOU. 6. COMMUNITY ACTIVITY, REGIONAL ISSUES and OTHER MEETINGS

(December 2015/January 2016)

The following is a summary of meetings attended by the General Manager.

1. Meeting with David Shoebridge – 2 Dec 2. Informal Briefing Session – 8 Dec 3. HydroScience Briefing WODA – 8 Dec 4. Pat Bird – Legal Matters – 9 Dec 5. USU Meeting – Local Matters – 9 Dec 6. Sophie Cotsis – NSW Labor MLC for the Central West – 11 Dec 7. Service NSW interview – 16 Dec 8. TALC – 17 Dec 9. Bird Legal – 18 Dec 10. Oberon Timber Complex CCC – 21 Dec 11. Ian Nicholls – Nectar Farms 4 Jan 12. Jenny Bennett – Grant Opportunities through Centroc – 5 Jan 13. Mark Harris – Courts NSW – 5 Jan 14. Australia Day Ambassador Tour with Bob Turner – 25 Jan 15. Australia Day Ceremony – 26 Jan 16. Renata Brooks – Boundaries Commission Delegate – 28 Jan 17. Ron Winestock with Acting PDD regarding Waldara Property – 28 Jan 18. Meeting with Mayor and residents Development – 29 Jan 19. Bob Conroy – Jenolan Caves Trust – 1 Feb 20. Community Precinct Working Party – 2 Feb 21. Daffadil Fairies – 3 Feb 22. Boundaries Commission Public Inquiry Oberon – 4 Feb 23. Boundaries Commission Public Inquiry Bathurst – 4 Feb 24. 2BS/B Rock – Publicity Inquiry – 8 Feb 25. Informal Briefing Session – 9 Feb 26. Nectar Farms Oberon Press Conference – 9 Feb

7. PROPERTY MATERS

HATHAWAY COTTAGE – see separate report in the Closed Session of this meeting.


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14.02 MONTHLY ACTIVITY REPORT – PLANNING AND DEVELOPMENT

File: Governance/Meetings/Ordinary Author: Jaclyn Burns, Acting Planning and Development Director

Summary

Providing details of major work within the Planning & Development Department for during December 2015 and January 2016 and planned activities as well as statistics of work that has occurred in that time.

Recommendation:


Comment 1. Planned Activity for February

SWIMMING POOL ROOF ENCLOSURE – work continues at the pool to finalise number of smaller internal and external works. Staff are considering the extension of the pool operating hours into March and the continuation of the early morning aqua aerobics class due to popular demand. Further analysis is required to be undertaken. OBERON WASTE FACILITY / RECYCLING – the Draft Waste Strategy for Oberon has been completed and will be workshopped with Council in the New Year. The strategy details current and future needs in dealing with and minimising waste, including recycling. A review of the Contract for the Oberon Kerbside Waste Collection is currently being undertaken looking at future options such as a extension time for an ongoing contract. This will enable a more flexible arrangement with the chosen contractor as a result of any future waste strategies. The contract will be placed on tender imminently. STRATEGIC PLANNING – The planning proposal for boundary adjustments has been referred to the Department of Planning and Environment. COMPLIANCE – Council officers are continuing to follow up on food shop re-inspections to ensure compliance with requirements of the Food Act 2003. COMPANION ANIMALS – Council staff are reviewing the role and responsibilities of its Animal Control Officers. As part of this review, Staff will investigate current practices and determine the level of service required to better support the community’s requirements and expectations in accordance with current legislative controls. The replacement position of the Animal Control Officer has been filled. There has been a series of recent dog attacks which are currently under investigation. Council staff have been working closely with the Oberon Police to complete the investigations and take action where necessary. LOCAL GOVERNMENT HERITAGE ADVISORS NSW HERITAGE GRANTS - An application has been lodged for funding to continue to engage Council’s Heritage Advisor Mr Christo Aitken for one day per month. 2. Status of Council Decisions


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Minute Number Action Taken

30160413 Waste Less Recycle More

Councillor Workshop held 9/12/14. Recycling Area established September 2015 Draft Waste Strategy developed Report to be drafted for a future meeting to workshop the strategy.

Matter Ongoing

13 180815 Planning Proposal Oberon

Oberon LEP 2013 Planning Proposal – Boundary Adjustments Proposal reported to December meeting. Proposal referred to the Department of Planning and Environment for gazettal.

Matter Ongoing

13 150915 Heritage Committee

No recommendations made Actions to be completed by Committee members Meeting postponed until February, 2016.

Matter Ongoing

18 171115 Development Application 10.2015.79.1 Double Garage

Delegation to grant approval of Development Application 10.2015.79.1 for a double garage. Consent issued

Matter Closed

15 151215 Sale of land – Mutton Falls Road

Report to be prepared to the March meeting in consultation with Councils Works and Engineering Director.

Matter Ongoing

06 151215 Notice of Motion

Parkland in Glyndwr Avenue. Amendment to the LEP required

Matter Ongoing

11 151215 Black Springs Community Hall

Report and investigation required in consultation with Councils Finance and Community Services Director.

Matter Ongoing

3. Determinations

The following Applications and Certificates were determined in December 2015 and January 2016

Type of Application/Certificate Number Approved in December 2015

Number Approved in January 2016

Development Applications 9 5

Construction Certificates 5 3

Complying Development Certificates 0 0

Section 68 Applications 6 3

Subdivision Certificates 0 0


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Determinations December 2015 (S.101 E.P. & A. Act.) REF NO. DEVELOPMENT TYPE STREET ADDRESS

10.2015.90.1 Demolition of fire damaged portion of Abattoir – Structure Only 54 Hazelgrove Road, Oberon

10.2015.40.1 Stage 3 and 4 for motocross facility 2968 Shooters Hill Road, Shooters Hill

20.2014.18.1 Sewer, water and stormwater connections for 2 Lot Subdivision 150 Oberon Street, Oberon

10.2015.92.1 20.2015.18.1 Dwelling and connection to sewer 61 North Street, Oberon

10.2004.96.3 11.2004.96.3

Modification of shed – Additional Awning 184 Bosworth Falls Road, O’Connell

20.2015.17.1 Sewer, water and stormwater connections for a residential dwelling 14 Albert Street, Oberon

10.2015.91.1 11.2015.91.1

Garage 10 Brennan Crescent, Oberon

19.2015.50.1 On-going use of existing on-site waste water system 10 Spring Valley Road, Oberon

10.2009.237.2 Modification to amend Condition 1 and associated swimming pool 813 Mutton Falls Road, Tarana

19.2015.48.1 On-going use of existing on-site waste water system 1918 Beaconsfield Road, Essington

11.2015.40.1 Check in shed associated motor cross facility

2968 Shooters Hill Road, Shooters Hill

10.2015.79.1 11.2015.79.1 Double garage 18 Herborn Street, Oberon

10.2015.69.1 20.2015.12.1 Transportable dwelling 252 McKeons Creek Road, Edith

10.2014.59.3 11.2014.59.2

Modification to dwelling and construction certificate 1664 O’Connell Road, O’Connell

Determinations January 2016 (S.101 E.P. & A. Act.) REF NO. DEVELOPMENT TYPE STREET ADDRESS

19.2016.1.1 On site waste water system 1664 O’Connell Road, O’Connell

10.2015.94.1 11.2015.94.1 Fence 2 Warrina Avenue, Oberon

10.2015.87.1 11.2015.87.1

Conservation works and adaptive re-use of Macquarie homestead 3397 O’Connell Road, O’Connell

10.2014.54.1

Change of use from dwelling to tourist accommodation, retrospective storage shed and tourist accommodation 280 Burroughs Crossing Road, Edith

11.2015.56.2 Dual occupancy – stage 2 705 Beaconsfield Road, Essington

Copies of determinations are available for inspection at Council’s Administration Centre. Total fees for Applications during December 2015 were $18,783.89 and January 2016 were $4172.35 The year to date income is $120,949.64 which is 122% of the total income ($99,000) estimated and is 48% ahead of monthly predictions.


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Applications for the calendar year are being provided in a table form to give an outline of applications being lodged against those of the previous year.

0

10

20

30

40

Jan

uar

y

Feb

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Mar

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Ap

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May

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July

Au

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Sep

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Oct

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No

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Dec

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Nu

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Month

Number of Applications Lodged

2015 Applications

2014 Applications

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50

100

150

200

250

300

Nu

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Month

Number of Applications Accumulated

2015

2014

05

10152025303540

Jan

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May

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Number of Applications Lodged

2016 Applications

2015 Applications


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4. Certificates Issued During the Conveyancing process, normally as part of the sale of a property, various Certificates are applied for by Solicitors, Real Estate Agents or by the public. In December 2015 and January, 2016 the following Certificates were issued:

CERTIFICATES NUMBER ISSUED in

December 2015

NUMBER ISSUED

in January 2016

SECTION 149(2) AND (5) PLANNING CERTIFICATES Environmental Planning and Assessment Act, 1979

16 7

SECTION 735A CERTIFICATES AS TO NOTICES Local Government Act, 1993.

5 6

SECTION 121ZP CERTIFICATES AS TO ORDERS Environmental Planning and Assessment Act, 1797

3 4

SECTION 149D BUILDING CERTIFICATES Environmental Planning and Assessment Act, 1979

1 1

Certificates for the calendar year are being provided in a table form to give an outline of certificates

being lodged against those of the previous year.

01020304050607080

Jan

uar

y

Feb

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y

Mar

ch

Ap

ril

May

Jun

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July

Au

gust

Sep

tem

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Oct

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er

No

vem

ber

Dec

emb

er

Certificates for 2014/2015

Building Certificate

121ZP

735A

149's

Total certificates 2014


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5. Oberon Animal Pound The following are details of activity at the Animal Pound in December 2015 and January 2016.

In December 2015 and January 2016 there were no Dangerous Dog Declarations, no Dangerous Dog Orders or Notice of Intentions to declare a dog dangerous issued.

0

10

20

30

40

50

60

Jan

uar

y

Feb

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Mar

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Ap

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Jun

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July

Au

gust

Sep

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Oct

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No

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Dec

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Certificates for 2015/2016

Building Certificate

121ZP

735A

149's

0

5

10

15

20

Jan

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Feb

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Ap

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May

Jun

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July

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Sep

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Oct

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Dec

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Month

Number of cats and dogs impounded 2014/2015

2015 Carried Over

2015 Dogs

2015 Cats

2014 Cats & Dogstotal

02468

101214

Jan

uar

y

Feb

ruar

y

Mar

ch

Ap

ril

May

Jun

e

July

Au

gust

Sep

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Oct

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Dec

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Number of cats and dogs impounded 2015/2016

2016 Carried Over

2016 Dogs

2016 Cats

2015 Cats & Dogstotal


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6. Miscellaneous Matters

Various inspections, including building inspections, health inspections, environmental inspections and complaints were conducted during December 2015 and January 2016.

TYPE OF INSPECTIONS 2015 2016

Building Inspections 47 30

Food Inspections 8 5

Environmental Inspections (Air, Noise and Water Pollution)

0 0

Subdivisions Certificate Inspections 1 2

Complaints (Including Animal Control) 1 5

Building Maintenance Inspections 10 7

7. Swimming Pool

The extension of the 2015/16 Swim Season is under investigation. Completions of works associated to the Swimming Pool Roof Enclosure are ongoing and will continue into the pool off season. 8. Waste

The FREE voucher scheme has proven to be popular with and increasing number of waste vouchers being utilised. Increased use of the recycling centre in North Street indicates that the residents of the Oberon LGA are embracing the recycling message. Staff continue to consider new ideas to promote recycling in the LGA.

Notes:


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14.03 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING

File: Governance/Meetings/Ordinary Author: Chris Schumacher, Works and Engineering Director

Summary

Providing a summary of the major work in the Works & Engineering Department for the month of December 2015 and January 2016 and including scheduled work for the coming month of February.

Recommendation:


Comment 1. UPCOMING/PLANNED WORKS

The following works will commence during the month of February 2016:

Dog Rocks Rd – possible resumption to reconstruction work on 2.9km of Dog Rocks Rd, subject to determination of remedial works required following the identification of asbestos on the site.

Beaconsfield Rd – FCR gravel sheeting works to commence 5km of road from Sewells Creek Road due south.

Strathroy Avenue – replacement of water main.

Duckmaloi Rd – maintenance works to areas of road requiring heavy patching.

Duckmaloi Rd – curve widening on the eastern approach to Duckmaloi River Bridge.

Edith Rd – blasting of rock in cutting on Edith Rd, and continuation of road pavement works.

LIRS – works to commence on Isabella Road

New Water Meters – commencement of water meter replacement program in Oberon.

Bitumen Reseals – bitumen resealing to be undertaken on Burraga Road, Dart Street 2. ACTIONING COUNCIL DECISIONS The actions resulting from the December Council Meeting to be done by the Works and Engineering Director is summarised: Resolution Number Summary/Progress

05 151215 Source funds from road reserves to seal the 350 metres of Bailey’s Lane that has the road base just up graded and that is in the shade of existing pine trees through out the winter months. Programing for the bitumen sealing will take place during February in conjunction with the bitumen reseals program.

12 151215

1. Council agrees to participate in the next Centroc regional fuel contract commencing from 1 July 2016

2. The Acting General Manager and Works & Engineering Director be authorised to sign Contracts on behalf of Oberon Councils participation.

15 151215 That sale of Lot 20 DP 864763, a drainage reserve owned by Council, to be deferred until further information can be provided with respect to subdivision rights, drainage issues, including soil and sedimentation impacts, alternative


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management strategies and associated costs. Further investigation into original subdivision files currently being undertaken.

29 151215 and 30 151215 Council in principal approve the sale of the 2.1267ha of road reserve fronting 1300 Abercrombie Road, Oberon. And that, 4. Council determine an appropriate price for the sale of the land in

accordance with the valuation of OPTEON Group Pty Ltd. 5. The Acting General Manager and Mayor be delegated authority to sign

relevant legal documents associated with the transfer of the land. 6. Other relevant neighbours be contacted to ascertain interest in the land.

3. WORKS ON LOCAL ROADS, BRIDGES, PARKS AND SIGNIFICANT PRIVATE WORKS DURING DECEMBER, JANUARY & FEBRUARY.

LIRS funded works have been carried out on the following roads:

Mayfield Rd – sweeping at creek crossing and installation of flood signs. Works now completed on Mayfield Road.

Dog Rocks Rd – earthworks were carried out in December. This project is now on hold due to the identification of asbestos.

Springmount Rd – widening, installation of culverts, gravelling now complete.

Isabella Rd – drainage, clearing. Edith Rd – Repair Program works have resumed in January. Abercrombie Rd – a section south of Murrays Lane was ripped, reshaped and compacted, and a new seal applied. Hazelgrove Rd – a 2km section was sealed between Snake Valley Rd and Emu Valley Creek. Carlwood Rd – Roads to Recovery funded works have been carried out. Earthworks were completed in December, gravelling has been done during January. Sealing is scheduled in early February. Burraga Rd – Heavy patching in various locations continues during January and February. Campbells River Rd – Heavy patching various locations has been carried out.. PRIVATE WORKS The Low Loader undertook 5 Private Works during December 2015 and January 2016. The Jet patcher sealed a driveway in December 2015. Additionally, during January 2016 the wash bay at the depot was utilised and guideposts were sold and delivered. The total invoiced for Private Works in December 2015 and January 2016 was $5,032.00.


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4. WORKS FOR ROADS AND MARITIME SERVICES (RMS)

MR54 – final patching of project previously carried out at Trunkey.

O’Connell Rd and Duckmaloi Rd – heavy patching works various locations.

5. WORKS ON TOWN IMPROVEMENTS

Cook Park Toilets – improvements have commenced and will continue through February.

Local streets – linemarking continues to be carried out in various locations.

Jenolan Caravan Park and Pool – drainage works carried out with works on the roadway

scheduled in the coming month.

PAMP – Active Transport Study Draft completed. Further consultation with the RMS is scheduled

for February to discuss recommendations within the draft.

6. GRANTS UPDATE

An Expression of Interest (EOI) was submitted to the Fixing Country Roads Programme Round 2 to upgrade the Meadows Road and sections of the Hazelgrove Road to allow 23m B Double access for log trucks when harvesting of the Blenheim State Forest commences in 2017/18. Upgrade of Closed Circuit Television (CCTV) Surveillance in Oberon Street - A grant application to the federal government’s Safer Streets Programme has ben prepared and is the subject of a separate report. Council’s approval to extend the CCTV coverage in public places is a mandatory requirement of the application process. Council have been advised that its application for Green Army Round Four Funding was successful .The project title is Habitat Enhancement of the Booroolong Frog in Oberon through Willow Control. The Service Provider allocated to this project is Campbell Page Ltd and Skillset Ltd based in Bathurst. Skillset have been directed by the funding body that the project should commence no earlier than 1 January 2017 and no later than June 2017. The $10 000 grant received by Council will be for project consumables including fencing materials, chemicals and tube stock. Skillset will be responsible for the recruitment, training supervision and administration of the Green Army team. Work will be carried out on Council owned or managed reserves including the Oberon Common Wetland, Hassall Park at O’Connell, Flat Rock Reserve and the Kings Stockyard Creek Swamp Meadow. Council staff will be working with environmental projects staff from the Local Lands Services (LLS) to design and manage the project outcomes. This project compliments and is in addition to $100 000 funding received under the Green Army R4 and 20 Million Trees Programme by the LLS for the Fish River and Sewell’s Creek rehabilitation and biodiversity corridors project. Together these projects represent a significant environmental initiative to help protect endangered species in the Oberon area including the Booroolong frog, copper butterfly and black gum community.


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7. ROAD INSPECTIONS The following roads were inspected or re-inspected in December 2015 and January 2016:

8. ATTENDING EXTERNAL MEETINGS The Works and Engineering Director attended the following meetings during December 2015 and January 2016r:-

7/12/2015 On site meeting with Garden Fairies and Elves

7/12/2015 Local Emergency Management Committee meeting in Oberon

8/12/2015 NSW Water Customer meeting in Wallerawang

8/12/2015 Meeting with Hydroscience regarding the Water and Sewer Strategy

9/12/2015 On site meeting with Avante Line marking

14/12/2015 CENTROC Road Freight Transport meeting in Orange

23/12/2015 On site meeting with CDE consultant regarding Edith Rd bridge

11/1/2016 Meeting with business owner regarding liquid trade waste

12/1/2016 Chifley Zone Fire Trail and Hazard Reduction Committee meeting in

Bathurst

20/1/2016 Rural Fire Service Senior Management Committee meeting in Oberon

27/1/2016 Chifley Zone Liaison Committee meeting in Bathurst

01/02/2016 CENTROC Road Freight Transport meeting in Orange

Road Name Starting From Going To

Date of

Inspection Hazard Type Re-Inspection Date

Titania Rd Edith Rd Duckmaloi Rd 1/12/2015 Shoving or Failures 3/12/2015

Titania Rd Edith Rd Duckmaloi Rd 1/12/2015 Shoving or Failures 3/12/2015

O'Connell Plains Rd Beaconsfield Rd Bathurst Shire 10/12/2014 Shoving or Failures; Signage and Furniture 20/01/2016

Lowes Mount Rd North Street Mutton Falls RD 10/06/2015

Potholes, Shoving or Failures, Edge drop,

Other (diamond vale road, tree hanging over

road) 20/01/2016

Mutton Falls Rd Fish River Bridge O'Connell Rd 16/06/2015 Potholes; Shoving or Failures; Other (wash) 20/01/2016

O'Connell Plains Rd Beaconsfield Rd Bathurst Shire 9/09/2015

Shoving or Failures; Other (drainage; gabion

rock ; low hanging branch) 20/01/2016

Lowes Mount Rd North St Mutton Falls Rd 17/09/2015

Loose or Spilled; Potholes; Shoving or

Failures; Signage and Furniture 20/01/2016


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14.04 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES

File No: Governance/Meetings/Ordinary/February 2016 Author: Lynette Safranek, Finance and Community Services Director

Summary

This report provides a summary of work within the Finance and Community Services Department during December 2015 and January 2016, plus planned activities for the following months.

Recommendation:


Comment

1. PLANNED ACTIVITIES FOR FEBRUARY AND MARCH

Library Lovers Lottery, 1-28 February

Friends of the Oberon Library meeting, 9 February

Civica Cloud Platform introduction, 8 February

Section 356 Donation applications out to Community, 12 February

Lithgow Community Transport Board meeting, 24 February

2. STATUS OF COUNCIL DECISIONS – Completed and Outstanding

Minute Number Summary/Progress

15 September 2015 ORDINARY COUNCIL MEETING

15 150915 Reports put on display and Report Item to Council Meeting 20/10/2015

- Completed

20 October 2015 ORDINARY COUNCIL MEETING

04 201015 Skate Park Sub-Committee to promote the designs and locations

- Completed

13 201015 Black Springs Community Hall Committee Charter amendment

- Completed

14 201015 Revised Operational Plan 2015/2016 adopted and amended QBRS

- Completed

15 201015 Finance Committee held on 10 November and Audited Financial Statements present to Council at 17 November meeting

- Completed

27 201015 IAB investigation result to be forwarded to Office of Local Government for further investigation as recommended

- Completed

17 November 2015 ORDINARY COUNCIL MEETING

02 171115 Audited Financial Statements made available for public comment

- Uploaded to Council Website

- Completed

16 171115 Council support the Welcome to Oberon initiative.


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Financial support given to Welcome to Oberon event

- Completed

17 171115 Allocate $200 to the first “Welcome to Oberon” function to be held in early December and consider replacing the seating at the front of the Library and landscaping the Library entrance.

- Financial support given to Welcome to Oberon event

Library landscaping and seating at the front will be considered as part of Library extension project.

- Completed

18 December 2015 ORDINARY COUNCIL MEETING

14 151215 That Council ask the Community Precinct Working Party to create a brief for Council’s review at the March 2016 meeting, outlining ideas for the connection of the Community Centre and the Library to create a Community Hub.

- Meeting scheduled for 2 February

3. FINANCE

Stocktake As an outcome from the recent External Audit, Council’s Finance team undertook a full stocktake at the Depot on Wednesday 9 December 2015. The stocktake went well both in terms of staff training as well as a stocktake discrepancy of less than $1,000. Rates & Charges Following are the Rates and Charges collected as at 31 January 2016.

Farmland Residential Rural Residential

Non-urban Centre

Business Total

Brought forward 30 Jun 2015

$142,005 $176,363 $22,472 $9,515 $32,103 $382,458

Current Levy $1,698,316 $2,055,178 $526,611 $144,655 $575,638 $5,000,398

Payments, concessions and interest

-$1,135,149 -$1,254,114 -$356,668 -$102,649 -$393,925 -$3,242,505

Balance outstanding

$705,172 $977,427 $192,416 $51,520 $213,816 $2,140,351

Overpayments -$23,941

Legal charges $1,475

Total rates outstanding

$2,117,885

Collected @ January 2015

60% 57% 64% 64% 66% 60%

January 2016 57% 53% 60% 60% 65% 57%

Section 356 Community Donations The Section 356 Community Donations application forms will be available from Friday 12 February for community groups to apply to Council for funding to assist with community activities. The applications will be available on Council’s website, the Oberon Library or Administration Office. They will also be posted or emailed to all known community groups and will be advertised to the


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community in the Oberon Review, Community Newsletter and Oberon Council Facebook. The applications need to be returned to Council no later than 4.00pm on Monday 29 March. E21 Energy Plus Council continues to benefit from the E21 Energy Plus Project that we entered as part of a Centroc program. We have saved $14,115 in energy expenditure for the period 1 October to 31 December 2015: 2015 Same period 2014

Energy use (kWh) 197,600 181,202

Costs ($) $41,322 $54,437

Co2 Emissions (tonnes) 208 190

4. INFORMATION TECHNOLOGY

Council’s Information Technology Coordinator has been working on day to day issues raised by Council staff, computer problems at the Water Treatment Plant, and the new Cloud Environment upgrade which is due to Go Live on 8 February 2016. Council staff have been testing the new platform since 11 January 2016. This upgrade will include the introduction of Intramaps and DA Tracking, an upgrade of Authority and Infoxpert, as well as other improvements. The next project ready to commence is the Communications upgrade by Uplinx. This will involve the switch from analogue to digital telecommunications. This project will commence ‘hot on the heals’ of the Civica upgrade in February and be concluded by May 2016. 5. GRANTS UPDATE As 2016 is a Federal Election year, work has commenced on preparing grant applications for “project ready” community infrastructure grants that may attract pre-election grant funding. Centroc will be advocating for funding for identified projects on Oberon Council’s behalf. Priority projects include development of a community hub in the Library and Community Centre, footpath and cycleway infrastructure based on the draft Oberon Active Transport Plan, and Stage 2 infrastructure developments for the Oberon Swimming Pool. Successful Grants Council received notification in December 2015 about the outcomes of grant submissions for a number of projects. The outcomes are summarised in the following table. Media embargos on these outcomes have been lifted and the information can now be made public. The following table summarises the status of current grant applications. External Grants

Submitted Details/Description of Project Grant Program Grant

Amount Status

07 Aug 2015 Upgrade Facilities Burraga Sport & Rec Club

Community

Building Partnerships

$10,000 Successful

07 Aug 2015 Canteen upgrade Recreation Ground-Oberon Soccer Club

Community


$1,222 Successful

07 Aug 2015 Kitchen Upgrade at Oberon Showground

Community


$12,488 Successful

30 Sep 2015 Women Weavers of the West workshop

Country Arts Support Program

$1,980 Successful


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25 Oct 2015 Marketing of Highlands Steam and Vintage Fair

Regional Flagships Events Program Destination NSW

$10,000 Unsuccessful

22 Oct 2015 Grassed Terraced Seating at Oberon Showground

Stronger Communities Programme

$7,040 Pending

Internal Grants

Submitted Details/Description of Project Grant Program Grant Amount Status

07 Aug 2015 Redevelopment of Oberon Swimming Pool Forecourt

Community Building Partnerships

$15,000 Unsuccessful

26 Aug 2015 Seniors Week 2016 Cinema for Seniors

Seniors Week Grants $1,000 Unsuccessful

18 Aug 2015 Landfill Environmental Improvement Grants- Oberon Waste Facility

EPA Waste Less Recycle More

$102,365

Pending

28 July 2015 Abercrombie Road Paling Yards Abercrombie River

Black Spot Road Funding RMS

$1,176,500 Pending

28 July 2015 Abercrombie Road Hanrahan’s Lane

Black Spot Roadd Funding RMS

$ 2,201,000 Pending

31 Aug 2015 Upgrade of Sewage Treatment Works

Regional Water and Waste Water Backlog Restart NSW. Total cost $12m

$6 million over 5 years

EOI stage

18 Sept 2015 Willow clearing and rehabilitation river bank

Green Army $10,000 Successful

9 Nov 2015 National Youth Week FACS $1,230 Successful

Grant applications in progress Local Sports Grants Program

Assistance is being provided with grant applications for the Oberon Little Athletics Centre for a grant to install a new long jump facility at the Oberon Recreation Ground and to the Oberon Golf Club to install a watering system for the Tee off areas at the Golf Course. Veolia Mulwaree Trust Grants

An application is being prepared for the Restructure and Landscaping of the Oberon Swimming Pool Forecourt Project. An application for funding under the Community Building Partnerships Programme was unsuccessful.

6. COMMUNITY SERVICES

Oberon Review Photos and Negatives The Oberon Review has offered the Oberon Council proofs and negatives for all images used in its paper between 1983 and 1999. They would like to see the images kept at the Oberon Library for access by the community for historical research.


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Staff of the Oberon Review have religiously kept a hard copy (proof and negative) of every photo used in the Oberon Review since it was started in 1983. There is no longer any interest in hard copy records as the records are surplus to their requirements. These photos are a tremendous local history record and an integral part of the story to which they were attached in the paper. Rather than have them tossed out they should be archived. The State Library has all copies of the Review on microfiche. However, retrieving images off the microfiche is expensive and the quality of the image is poor. The Oberon Review Image collection will be stored at the Oberon Library as part of its local history collection and will be displayed in the Library as part of the Community Display Space during October this year. Summer Reading Program In December and January the Library ran the Summer Reading Program. Funds were kindly received from the Oberon Arts Council, Friends of the Oberon Library and Oberon Council for this event. The prizes included an overall prize of a mini Tablet, and vouchers to the value of $50, $30 and $20 to spend at Books Plus. The winners of this years program include: 1st Prize Pip Webb, 2nd Prize Hadlie Henson, 3rd Prize Annabelle Webb, and the Overall Prize to Neive Hogan. Library Lovers Lottery The Library is celebrating Library Lovers during the whole of February. The community are invited to the Library to borrow items during the Month of February and they will receive a Library Lovers Lottery ticket for every transaction. The adult prize is donated by the Oberon Inner Wheel and comprises of two tickets to attend their High Tea on Saturday 27 February 2016. A $30.00 gift voucher will be awarded to the junior winner. There will a community afternoon tea from 3.30pm on Friday 26 February 2016 in the Library, where the winners will be drawn. Alan Brown Collection Alan Brown kindly donated his collection of items to Oberon Library. These items comprise family histories, miscellaneous books and photographs. Friends of Oberon Library have volunteered time to segregate the material into categories and this exacting task has now largely been completed. The collection will be maintained for the future in archival grade folders and boxes. Some categories may only hold one or two single informative sheets while several categories consist of large amounts of material, necessitating different sized housing. Included in the collection are a large number of photographs which are being handled as a discrete collection within the overall scheme and will be treated in a different manner. The Library has 85 segregated folders and boxes containing Alan Brown’s material. Sixty of these items have been recorded and can be identified on the Library catalogue. The majority of these items refer to local family history, poetry, some schools and various commercial endeavours. The remainder of the text collection comprises large amounts of information covering a variety of topics. The recording and cataloguing of these items should commence during February 2016. The community will be invited to view and help identify people and places captured in these photos through a display at the Library’s Community Display Space during September and October 2016.


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Welcome to Oberon Initiative Oberon held its first “Welcome to Oberon” afternoon on Wednesday 16 December in the Robert Hooper Community Centre. There were over 40 attendees with Community groups invited to promote their activities. It was a successful event. The next “Welcome to Oberon” will be on Wednesday 6 April 2016 at 2pm and will be offered in conjunction with Neighbour Day. Community Transport December and January are quiet months for Community Transport within Oberon. In April 2015, Oberon Community Transport became a part of Lithgow Community Transport. Oberon Council continue to provide assistance with facilities, vehicles and staff. While they appreciate the support they are currently receiving from Oberon Council, there is discussion surrounding the long term benefits of having this service in an independent location. There are currently discussions underway with the Oberon Neighbourhood Centre which is interested in taking on this service. No matter where this service is located within Oberon, Lithgow Community Transport are committed to continuing Oberon Community Transport and are looking to improve the service provided to the community. Oberon Youth Council Youth Councillors volunteered to serve morning tea at the Oberon Australia Day Ceremony and raised $313, including a $50 donation from Oberon Pies & Pastries from the coffee purchases. The first meeting for 2016 will be on Thursday 25 February from 5.30pm at the Oberon Pool Complex. Discussions have taken place with Ken Barwick, Principal, Oberon High School to encourage more participation by the students. Meeting dates have been set in consultation with Oberon High P&C meetings and other school meetings. Council’s Director of Finance and Community Services and Community Services Coordinator will attend schools in Bathurst to encourage students who travel out of Oberon for school to become members. Meetings will now be held monthly throughout the Oberon LGA, including Oberon, Burraga, Black Springs and O’Connell. We are encouraging youth from all areas of the community to be involved and are offering a drop off service for those members who live out of town. Below is the proposed OYC Meeting schedule to be discussed at the first meeting.

Month Date Location Comments

February Thursday 25 Oberon Pool Introduction (23/2 clashed P&T session)

March Thursday 3 Council Chambers Year 7 camp

April Thursday 7 Council Chambers Aligns w/ OHS P&C

School Holidays 9-25 April

May Tuesday 3 Tbc (out of town)

June Thursday 9 Council Chambers Aligns w/ OHS P&C

No meeting July - School Holidays 2-17 July

August Tuesday 2 Tbc (out of town)

September Thursday 8 Council Chambers Aligns w/ OHS P&C

School Holidays 24 September – 9 October


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October Thursday 13 Council Chambers Aligns w/ OHS P&C

17 October to 5 November – HSC Exam Dates

November Tuesday 17 Tbc (out of town) Later in month to avoid HSC

December Thursday 15 Council Chambers Last meeting (just prior to break up)

School Holidays commence 21 December

Community Technology Centre The Community Technology Centres Association (CTCA) has donated the Oberon Community Technology Centre seven new Aspire 5600u All-in-One 23 inch desktop (touch) computers and two screens. The new computers should arrive mid February. We plan to set up the computers in the next few months with new software, if sufficient budget is available this financial year. Once they are up and running, we will replace the old machines currently at the Centre. Self Care Units There are currently no vacancies. Roof repairs are being carried out on the Balfour Street units in early February. Future Community Events for 2016 International Women’s Day - Author Talk at the Library, Wednesday 9 March International Children’s Book Day – Oberon Library activity Youth Week – Disco at Oberon RSL, Friday 8 April Seniors Week – Luncheon and Concert at the Oberon RSL, Friday 8 April Heritage Week – 16-24 April, Oberon Library activities as part of School Holiday Activities Simultaneous Story Time – 25 May, Oberon Library activities Education Week – 1-4 August, Oberon Library combined schools display Naidoc Week, July, Oberon Library activities 7. EXTERNAL MEETINGS ATTENDED

The Finance & Community Services Director attended the following meetings during January: 11 January Civica Introduction Session for new platform

22 January FFTF OLG Workshop, Dubbo

26 January Australia Day activities, Oberon

2 February Community Precinct Working Party

2 February Works Committee

Future Direction 1. Our Community; 2. Basic Services; 4. Responsive and Caring

Strategic Outcomes 1.1 Healthy active community members; 1.3 Young people prepared for and involved in community life; 1.4 Strong community participate in arts & cultural activities; 2.6 An effective public transport system between communities; 4.1 Responsive local and well trained emergency services

Action Various actions in relation to Finance, Community Services, Grants and Information & Technology

Operational Plan or other Plans

Finance, Community Services, Grants and Information Technology continue to provide community services in accordance with the 2015 Community Strategic Plan


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14.05 QUARTERLY BUDGET REVIEW STATEMENTS: 31 DECEMBER 2015

File No: Governance/Meetings/Finance Committee/February 2016 Author: Lynette Safranek, Finance and Community Services Director; Brad Pascoe, Finance Coordinator

Summary

The Quarterly Budget Review Statements for the period 1 October to 31 December 2015 are presented to Council. A key element of the Statements reflect Council’s current level of operating activity in relation to the roads capital expenditure programs (LIRS, R2R and Special Rate Variation priorities), as well as a commitment to meet objectives outlined in Council’s Community Strategic Plan in line with the Integrated Planning & Reporting statutory requirements.

Recommendation:

That the Quarterly Budget Review Statements for the period ending 31 December 2015 be received and noted, and revised income and expenditure budgets be voted.

Comment The Quarterly Budget Review Statements for the period 1 October to 31 December 2015 FOLLOWS. This Quarterly Budget Review Statement shows an improved Revised 2015/16 Budget of $1,902,000. Giving a Net Operating Result before Capital Items of $75,000 which is an improvement on the original budget set at $536,000 deficit. This improvement is due in the main to Council setting a roads capital expenditure program that not only meets the Community Service expectations but is within Council’s financial limits. The following amendments to the Quarterly Budget Review Statements are proposed for approval. 1. Adjustment to budget for fencing of Sancho’s Hole area

decrease Parks & Gardens Project Expenses -$4,000 increase Cemetery Operational Expense $4,000 (nil effect on budget)

2. Allocation of additional Sec 356 Donations Increase Mayfield Gardens Music Festival $5,000

3. Allocation of additional Sec 356 Donations

Increase Oberon Anti Amalgamation Group $1,400

4. Allocation of Land Bank Reserve

increase Mayfield Fire Shed Land Acquisition $5,000 increase O’Connell Fire Shed Land Acquisition Legals $5,000 decrease Reserve Funding Allocation (Land Bank) -$10,000

(nil effect on budget)

Adjustment to Capital funded programs – required to amend in line with grant funds available Expenditure increase Urban Street capital $40,000 increase Sealed Rural Roads capital $10,000 increase Sealed Rural Roads capital (funded) $283,386 decrease Regional Roads capital -$157,000 decrease Unsealed Rural Roads capital (funded, new) -$2,190,000


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increase Unsealed Rural Roads capital (funded) $2,140,000 increase Unsealed Rural Roads capital (funded) $126,386 decrease Regional road maintenance -$154,000 Revenue decrease State grants & subsidies: road/bridge $144,133 increase Block Grant -$13,000 increase R2R Sealed Local Roads -$986,040 decrease R2R Sealed Regional Roads $324,000 increase Traffic facilities -$1,000

Future Direction 2. Basic Services; 3. Economic Prosperity; 4. Responsive and Caring

Strategic Outcomes 2.1 A useful and safe local, regional and state road network that

connection communities; 3.5 A thriving tourism sector; 4.1 Responsive

local and well trained emergency services

Action Various actions in relation to Future Directions above

Operational Plan or

other Plans

Enforcement and education of appropriate legislation limits Councils

exposure to litigation. Appropriate information is provided to the

community to also minimise risks.

Notes:


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14.06 STATEMENT OF INVESTMENTS

File No: Financial Management/Investments/Register Author: Lisa Koleda, Management Accountant

Summary

Reporting the Statement of Investments as at 31 January 2016.

Recommendation


Comment

Interest accrued on investments for the months of December 2015 and January 2016 came to $92,350.52 with an average interest rate for both months of 3.00% performing above the 90 day Bank Bill Swap Rate of 2.22% for December 2015 & 2.05% for January 2016. Interest receipted for both months on Term Deposits matured totalled $28,910.34. The Reserve Bank of Australia (RBA) left the cash rate unchanged at a record low of 2 percent, as expected. Inflation continues to be quite low, this was partly caused by declining prices for oil and some utilities, but underlying measures of inflation are also low at about 2 percent. With growth in labour costs continuing to be quite subdued, and inflation restrained elsewhere in the world, consumer price inflation is likely to remain low over the next year or two.

0.00%

0.50%

1.00%

1.50%

2.00%

2.50%

3.00%

3.50%

4.00%

Oberon Council Annualised Monthly Return vs 90 Day BBSW

15/16 90 Day BBSW

15/16 TD % Monthly Return

14/15 90 Day BBSW

14/15 TD % Monthly Return


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At 31 January 2016 $11,000,000.00 was invested, with a total Cash at Call being $12,542,485.21 as shown on the following Statement.

Institution Date of

Investment Interest

rate Date of Maturity Value

Cash at Call

CBA Business Online Saver 857,862.76

CBA Business At Call 453,913.95

NAB Business Online Saver 230,708.50

Total 1,542,485.21

Active Term Deposits

AMP 14/07/2015 2.90% 12/04/2016 1,000,000.00

National Australia Bank 20/07/2015 2.94% 19/07/2016 500,000.00




AMP 12/08/2015 2.90% 11/02/2016 500,000.00

AMP 18/08/2015 2.90% 18/02/2016 500,000.00


AMP 3/09/2015 2.90% 1/03/2016 500,000.00

AMP 3/09/2015 2.90% 8/03/2016 500,000.00

Rural Bank 3/11/2015 2.75% 2/02/2016 500,000.00

IMB 20/10/2015 2.75% 23/02/2016 500,000.00

Reliance Credit Union 3/11/2015 2.65% 3/02/2016 500,000.00

ME Bank 5/11/2015 2.85% 4/02/2016 500,000.00


ME Bank 4/12/2015 3.02% 2/08/2016 500,000.00

ME Bank 16/12/2015 3.06% 16/08/2016 500,000.00

Bank of Queensland 5/01/2016 2.90% 2/07/2016 500,000.00

Bankwest 11/01/2016 3.00% 9/06/2016 500,000.00

Bankwest 12/01/2016 3.00% 11/05/2016 500,000.00


Total $11,000,000.00

Total Cash at Call $12,542,485.21

Note: $1,588.70 interest received 14/01/2016 from IMF $700,000.00 investment


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Investment movements in December 2015 saw the maturity of one investment with Auswide Bank; and two new deposits made with ME Bank. January 2016 saw the maturity of four investments being two with NAB, one with BOQ, one with Bankwest; and 4 new deposits - one with BOQ, two with Bankwest and one with NAB.

Institution Date invested

Rate Maturity date

Amount Interest earned

Auswide Bank 8/09/2015 2.80% 15/12/2015 500,000.00 3,758.90

Bank of Queensland 2/06/2015 3.00% 2/01/2016 500,000.00 8,794.52

Bankwest 8/10/2015 2.85% 8/01/2016 500,000.00 3,591.78

National Australia Bank 20/10/2015 2.92% 19/01/2016 500,000.00 3,640.00

National Australia Bank 20/07/2015 2.99% 20/01/2016 500,000.00 7,536.44

See note * 1,588.70

Total Interest earned $28,910.34

The following new deposits were made during the months of December 2015 and January 2016:

Institution Date invested

Rate Maturity date Amount

ME Bank 4/12/2015 3.02% 2/08/2016 500,000.00

ME Bank 16/12/2015 3.06% 16/08/2016 500,000.00

Bank of Queensland 5/01/2016 2.90% 2/07/2016 500,000.00

Bankwest 11/01/2016 3.00% 9/06/2016 500,000.00

Bankwest 12/01/2016 3.00% 11/05/2016 500,000.00

National Aust. Bank 20/01/2016 3.09% 20/06/2016 500,000.00

Total $3,000,000.00

I certify that the investments have been made in accordance with Section 625 of the Local Government Act 1993, Clause 212 of the Local Government (General) Regulations 2005, and Council's Investments Policy. Lynette Safranek Responsible Accounting Officer

Notes:


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14.07 WATER AND SEWER PLANT REPORT

File: Governance/Meetings/Ordinary Author: Chris Schumacher, Works and Engineering Director & Richard Robinson, Sewer & Water Plant Operator.

Summary

A Summary report of Water & Waste Water Activity for the months of December 2015 and January 2016.

Recommendation:


Comment 9. WEEKLY OBERON DAM LEVELS The following is a weekly dam level recording for Oberon Dam, conducted by State Water: 27/01/2016 – 60.79% 21/12/2015 – 62.52% 15/12/2015 – 63.13% 07/12/2015 – 63.67% 10. WATER CONSUMPTION FROM STATE WATER

01/12/2015 – 06/12/2015 = 10.45ML 07/12/2015 – 13/12/2015 = 10.96ML 14/12/2015 – 20/12/2015 = 11.69ML 21/12/2015 – 27/12/2015 = 9.5ML 28/12/2015 – 31/12/2015 = 4.67ML 01/01/2016 – 03/01/2016 = 3.65ML 04/01/2016 – 10/01/2016 = 8.55ML 11/01/2016 – 17/01/2016 = 10.73ML 18/01/2016 – 24/01/2016 = 10.87ML 25/01/2016 – 31/01/2016 = 9.90ML The total of 90.97ML raw water for December 2015 and January 2016 was consumed from NSW Water. December 2015 and January 2016 Average Daily Consumption for Oberon Township 90.97ML/62 Days = 1.47 ML p/d

11. REPORTS OF WATER & SEWERAGE ISSUES

There were no reports of dirty water, water odour or taste issues logged in Council’s complaints system during December 2015 and January 2016.


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12. SEWER PLANT – WEEKLY PLANT kL INTAKE FOR TREATMENT OF WASTE WATER

01/12/2015 – 06/12/2015 = 4607 kL 07/12/2015 – 13/12/2015 = 4850 kL 14/12/2015 – 20/12/2015 = 4457 kL 21/12/2015 – 27/12/2015 = 4928 kL 28/12/2015 – 31/12/2015 = 2477 kL 01/01/2016 – 03/01/2016 = 1715 kL 04/01/2016 – 10/01/2016 = 4287 kL 11/01/2016 – 17/01/2016 = 5036 kL 18/01/2016 – 24/01/2016 = 4891 kL 25/01/2016 – 31/01/2016 = 5502 kL Total Waste Water Treatment into Oberon STP was 42750 kL for December 2015 and January 2016

13. PLANT & INFRASTRUCTURE FAULTS

Water On the 29 January Councils Water Treatment Plant was struck by lightning close to the plant. The Operator on duty went to the WTP and checked the main controls (SCADA system) and observed a substantial amount of faults on the system resulting in plant shutdown.

After a few attempts the operator could not reset the faults not allowing him the ability to restart the plant for town water production.

Expertise was sort from a specialist electrical contractor from Bathurst, the SCADA technician arrived onsite at 3 pm and started investigating problem and determined the ‘Program Logic Control’ (PLC) had failed as a result of a heavy power surge.

At 5pm the Plant Operator arrived and was advised of the situation by the contractor. Councils Works and Engineering Director advised, facilitated to work into the night to source parts and repair the system to avoid a boiled water alert.

At approximately midnight the plant was back online producing water. The drinking water storage reserves dropped to 57% capacity. This was attributed to the quick actions of staff. 14. PLANT UPGRADES AND PRO ACTIVE MAINTENANCE Water:

Monthly servicing on all pumps and the water membrane aeration system.

Calibrations of Laboratory equipment

Air compressor pumps oil and belt checks

Citric soak undertaken to clean filters

Investigations are underway into upgrading the PLC system as the current one is 16 years old and parts are rare to find. Quotes will be chased up in February.

Calibrations of online instrumentation Waste Water:

Monthly oil checks on mechanical plant have been completed and greasing of rotation points on the trickling filter arms.

Greasing of bearing on pumps and clarifier have been done for the month.

Internal waste water channels have all been pressure cleaned free of build up


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Weed spraying has been completed around the Plant and the ponds.

Pump Stations:

Regular maintenance has been undertaken on the pump station such as clearing blockages from well washers, checking inlets are not blocked, checking that pumps are level, as well as giving the wet wells a hose out. On 21 January 2016 mechanics were onsite to undertake oil changes on the two pumps at the No. 1 Pump station near the STP. Pump 1 had no issues but pump 2 (secondary pump) has a possible seal failure. Mechanics have organised the pump to be taken for investigation and quoting for repairs. Duckmaloi Rd; Bounty Street; and Hawkens Drive pump stations were checked with no issues to report.

Notes:


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14.08 FIRE SAFETY INSPECTION REPORT UPDATE

File No: PR192-4655 Author: Jaclyn Burns, Acting Planning and Development Director

Summary

This report highlights the outcomes of a fire safety inspection undertaken by Council in response to a report by Fire and Rescue NSW of the Jenolan Caves Precinct.

Recommendation


Comment At the 15 December, 2015 Ordinary Meeting of Council, a report was prepared, as a result of correspondence received by Fire and Rescue NSW regarding the adequacy of the provision for fire safety in or in connection to the Jenolan Caves Precinct. Correspondence received by Fire and Rescue NSW (FRNSW) stated that a number of fire safety issues were identified at the Jenolan Caves precinct in relation to the following:

There is no common area smoke detection system; and

There is no Building Occupant Warning System; and

The upper level has an external ladder accessed via a window with an 10.0m fall, and

The internal stairs do not provide direct access to a road or open space in accordance with BCA Clause D1.10.

Inspect and address any other deficiencies identified on ‘the precinct’ and require items above to be addressed appropriately. This includes the fire hydrant system for the site.

As FRNSW could only undertake a limited inspection without the benefit of Development and Construction Certificate consents or detailed plans, an inspection was required to be undertaken by Council, and appropriate orders under the EP&A Act issued, where required. In accordance with Section 119 (T) (6) of the EP& A Act Council undertook this inspection in conjunction with GRS Building Reports. The recommendations made from the report are as follows:

1. That the following is to be implemented in relation to the Fire Resistance Level (FRL) of

building elements having regard to heritage implications to replacement;

a) That sprinkler heads are to be changed to fast response heads having a temperature rating of 68oC throughout the Lower Ground, Ground, First and Second Floor levels of the building, except that the sprinkler heads to the roof space may be maintained. This is subject to the other upgrading works as recommended in this Report (eg installation of smoke detection and building occupant warning system) and therefore the following need not be upgraded or partial works are to be

undertaken;

(i) The underside of the northern portion of the Ground Floor that is timber frame construction having storage or office areas beneath, be upgraded with materials to achieve an FRL to the underside only of 120/120/120, in lieu of

240/240/240.

(ii) The existing ceiling to the Ground, First and Second Floors may be retained.


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(iii) The non fire-rated transom panels above bedroom and other doors may be

retained.

b) That the stored material beneath the southern portion of the Ground Floor be removed and the area not be used for storage so that the timber floor need not be fire rated to achieve an FRL off 240/240/240 and service penetrations need not be

protected.

2. That the floor finishes (eg any vinyl) in the Ground Floor of internal stair / common corridor where other than concrete, carpets in bedrooms and vinyl / timber in First / Second Floor common rooms or corridors are to be confirmed to have a critical radiant flux not less than

1.2 kW/m2.

3. That subject to the upgrading of the ceiling of the Lower Ground Floor to The Gatehouse, then the openings in the internal wall at this level that separate the St Trins building is to be

provided with;

a) A fire door having an FRL of -/120/30 that is self-closing or automatic closing door, OR

b) A solid core door being provided that is self-closing or automatic closing, subject to the Lower Ground Floor of The Gatehouse and St Trins being upgraded with fast response sprinkler heads having a temperature rating of 68oC. Note: Automatic closing door is to be activated by smoke detectors installed in accordance with AS1670.1-2004 and located within 1.5m on each side of the doorway and also activated by a fire alarm signal from the sprinkler system or other smoke / heat

detection system in either building.

c) Window opening being infilled with construction having an FRL of -/120/120, OR

d) Existing window fixed shut and provided with an internal drencher each side, subject to the Lower Ground Floor of The Gatehouse and St Trins being upgraded with fast

response sprinkler heads having a temperature rating of 68oC.

4. That the rear window in the Lower Ground Floor of The Gatehouse building need not be protected on the basis of the proposed recommendation to upgrade sprinkler heads to fast response.

5. That the doors to each bedroom, bathroom, kitchen, laundry or storage area that opens to the common internal stairs or corridors be upgraded with self-closing fire doors to achieve an FRL of -/60/30 and in accordance with AS1905.1 – 2005. The alternative, due to heritage reasons is that the existing doors are retained and provided with self-closing or automatic closing devices (kitchens), subject to other recommendations in this report such

as;

Provision of a smoke detection and building occupant warning system in

accordance with AS1670.1-2004,

Sprinkler heads are changed to fast response heads having a temperature rating of

68oC throughout the Ground, First and Second Floor levels of the building, and

Minimising fire ignition or fire source items within the common stair and common corridor at Ground, First and Second Floor levels as detailed in Item 4.2.1

(Recommendation 7) below.

http://localhost:5050/script/FindPage.asp?docID=1278&hist=yes&anchorID=Vol1/Critical_radiant_flux#Critical_radiant_flux


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Note: If kitchen doors are proposed with magnamatic held open devices, they must be activated by a smoke detector located within 1.5m of the doorway on the corridor side and a heat detector (or Sprinkler) within 1.5m of the doorway on the kitchen side as well as being activate by a fire signal at the Fire Indicator Panel from a sprinkler or smoke detector

in the building.

6. That a specialist fire stopping contractor be engaged to investigate and provide a report with a schedule of upgrade works necessary so that certification can be obtained to satisfy the requirements of Clause C3.15 and Specification C3.15 of the BCA for the areas required to maintain an FRL such as the floor above the Lower Ground Floor storage and

staff areas.

7. That the extended travel distance from upper level bedrooms (in conjunction with non-fire rated doors) be accepted due to heritage reasons (if appropriate), subject to

Laundry facilities being located in a separate room that is sprinkler protected and provided with a self-closing door.

Remove storage cupboard from internal egress stairway.

Storage room in common corridor being sprinkler protected and provided with self-

closing door.

Removal of unflued gas heaters in common corridors and replaced (if necessary)

with alternative system to reduce the risk of fire ignition or a fire source.

Bedroom, kitchen and bathroom doors opening to the common corridor or common

stair, being upgraded with self-closing or automatic closing devices (kitchens),

Provision of a smoke detection and building occupant warning system in

accordance with AS1670.1-2004,

Replacement of sprinkler heads to fast response heads having a temperature rating

of 68oC throughout the Ground, First and Second Floor levels of the building.

8. That the doors opening to / from the internal stairway and the external exit from the building be modified provided so that at least 750mm clear width is available for egress at all times. This may include the doors being capable of de-latching upon activation of the smoke

detection system proposed for the building.

9. That the pavement outside the front of the building adjacent to the small external stair from the Lower Ground Floor be painted with yellow chevron marking with the words “KEEP CLEAR’ for an area 1.0m x 1.0m to minimise the risk of cars or other objects blocking the

path of travel from the exit door.

10. That the electrical switch boards in the common corridors at each level be fully enclosed in metal cabinets (if not already done) with smoke seals being fitted to 4 sides (ie top, sides and base) of each of the access doors.

11. That the cupboard space beneath the internal egress stair at Ground Floor level be altered so that the space is no longer used with access blocked in, or the enclosure beneath the stair is to be upgraded with linings having an FRL of 60/60/60 and self-closing fire doors having an FRL of -/60/30.

12. That Council accept the internal and external stairs going / riser dimensions to the common stairs, subject to the upgrading of handrails and emergency lighting as recommended in

this Report and:


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a) Installation of stair nosings strips 50 to 75mm deep, across the full width of the stair with the strip having a minimum luminance contrast of 30% to the background to identify the nosings. Painted or similar nosings may be utilised.

b) Should nosings strips be proposed, they must be fitted so that the abutment of surfaces has a smooth transition with the following construction tolerances: 1) +/- 3mm vertically, or 2) +/- 5mm provided the edges have a bevelled or round edge to

reduce the likelihood of tripping as detailed in Figure 4.13 of this Report.

c) Treads are to be verified to have slip resistance classification in accordance with Table D2.14 and AS4586-2013 as shown in Figure 4.14 of this Report.

Figure 4.13 – Acceptable Tolerance for Abutment of Surfaces

Application Surface Conditions

Dry Wet

Nosing P3 P4

Figure 4.14 – Extract BCA Table D2.14

13. That the steps at the internal doorways opening from the common corridors to the bedrooms, stairway, kitchen or other rooms and external stair to Lower Ground Floor be provided with contrast nosings at least 50mm width having a minimum luminance contrast

of 30% to the background.

14. That the balustrades to the internal egress stairs be upgraded so that the height at landings of the stairway is not less than 1.0m and height to stair flights with handrail is increased (where necessary) to be not less than 865m above nosings.

That the external ladder not be used for egress and the window opening be fixed shut or otherwise sealed. Should the ladder be used for maintenance then this should be assessed for compliance with AS1657-2013. Exit signage directing occupants to the ladder should be

removed.

15. That a handrail be provided to the external stairway used for egress from the Lower Ground Floor at a height not less than 865mm.

16. That the final exit door at Ground Floor is to be provided with a single handed downward

(lever) handle in accordance with BCA Clause D2.21.

That the direction of door swing of the Ground Floor door from the internal stair be reversed to swing in the direction of egress unless restricted by heritage reasons in which case the door is to be provided with an automatic hold open device being installed and door is provided with level handles on the egress side in accordance with BCA Clause D2.21.


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That the doors opening to the internal stair at Frist and Second Floor level if provided with

latches or to address Item 4.2.2 (Recommendation 8) are to be in accordance with D2.21.

17. That the Fire Hydrant System be subject to;

(i) That the fire hydrant and sprinkler system including associated tanks should be reviewed by an appropriately qualified fire services / hydraulic consultant to confirm that the system operates in accordance with the current listed performance standards, ie CA16-1962 (sprinkler system), AS2419.1-2005 (external hydrant system) and prior to Ordinance 70 (internal hydrant system). This review should also have regard to and establish if the system is capable of operating to the performance objectives of the current standards particularly in relation to water supply, flow, pressures and general system operation, ie AS2419.1-2005 (fire hydrant), AS2118.1-1999 (sprinkler system) and AS2118.6 (combined sprinkler and

hydrant system).

(ii) That the fire hydrant and sprinkler system should be reviewed by an appropriately qualified fire services / hydraulic consultant to confirm the adequacy of the supply pipework connected from the tanks is suitable to withstand exposure to sunlight and impact from a bushfire.

(iii) That the Management of Jenolan Caves should hold discussions with Fire and Rescue NSW plus the Rural Fire Service on the likely response times from Oberon Fire Station or the Jenolan Caves Rural Fire Service for effective Fire Brigade intervention to conduct search and rescue activities as well as property protection.

(iv) That verification be obtained on the standard of performance for the Fire Monitoring Service that is to be included on the Annual Fire Safety Statement.

18. That existing fire hose reels be maintained and certified in accordance with AS 2441 – 2005

or relevant standard at time of installation.

19. That portable fire extinguishers provided to serve the building are to be certified in

accordance with Clause E1.6 of the BCA and AS 2444 – 2001.

20. That the building be provided with an addressable smoke detection system throughout in accordance with Clause 4 of BCA Specification E2.2a and AS1670.1-2004. The system is

to be linked to the Fire Indicator Panel in Caves House.

21. That a system of emergency lighting be provided to the common internal egress stair and common corridors that is to be certified to satisfy the requirements of Clause E4.2 and E4.4

of the BCA and in particular the lighting lux levels of AS 2293.1 – 2005.

22. That illuminated exit sign be provided above the final exit door from the Ground Floor common corridor, above the Ground Floor door inside the internal stairway. That the illuminated exit signs and other signs directing occupants to the external ladder be removed. The existing and proposed exit signage is to be maintained and certified in accordance with the requirements of BCA Clauses E4.5, E4.6, E 4.8 and AS 2293.1 –

2005.

23. That the building need not be provided with a Sound System and Intercom Systems for Emergency Purposes in accordance with AS1670.4-2004, subject to the smoke detection system being an addressable system, the building occupant warning system being provided with verbal message as an evacuation signal providing a minimum sound pressure level of

75dB(A) within each bedroom in accordance with AS1670.1-2004.


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In accordance with Councils obligations under the Environmental Planning and Assessment Act, 1979 specifically Clause 121ZD (2) (b) Council must consider options in relation to significant non-compliances with the Building Code of Australia to ensure that the building is provided with an

adequate level of fire and life safety commensurate with the communities expectations.

Council also must have regard to the Objectives and Performance Requirements of the Building Code of Australia and Section 121B Order No.6 of the Environmental Planning and Assessment

Act, 1979, which relates to:

Prevention of fire;

Suppression of fire;

Prevention of the spread of fire;

Safety of persons in the event of a fire.

In this regard the owner of the building has been made aware of the report commissioned by Council and the subsequent recommendations as well as concern regarding the compliance of the other buildings on site and the emergency response procedures associated to the site in the event of a fire.

Dependent upon the response form the land owner Council will consider the appropriate response to the recommendations made in the report in consideration of its obligations detailed above. A

further report will be submitted to Council.

Future Direction 6. NATURAL ENVIRONMENT

Strategic Outcomes 6.1 Compliance with environmental legislation and guidelines

Action 6.1.1 Provide regulatory services required by EP&A Act 1979 and legislation.

Operational Plan or other Plans

Enforcement and education of appropriate legislation limits Councils exposure to litigation. Appropriate information is provided to the community to also minimise risks.

Notes:


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14.09 DECISION MAKING DURING MERGER PROPOSAL PERIODS

File No: Governance Author: Gary Wallace, Acting General Manager

Summary

This report provides an outline of guidelines which have been provided by the Office of Local Government for Council decision making during merger proposal periods.

Recommendation

That Report Item 14.09 is received as information.

Comment

A copy of the Guidelines FOLLOWS for Council’s information. The Chief Executive of the Office of Local Government has issued guidelines to provide instruction to Councils that are the subject of merger proposals on the appropriate exercise of their functions during the period in which a merger proposal is under consideration by the Chief Executive, the Boundaries Commission and the Minister for Local Government. The Guidelines have been issued under section 23A of the Local Government Act 1993. Councils are required to consider the guidelines in exercising their functions and the Office of Local Government will be monitoring compliance with the guidelines during this period. During a merger proposal period, Council’s and Council officials should be wary of the need to act in the best interests of their community. Councils should not make decisions that needlessly impose avoidable costs on a new Council.

Notes:


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15. URGENT BUSINESS

Summary

In accordance with Clause 241 of the Local Government (General) Regulations 2005 business may be transacted at a meeting of Council even though due notice of the business has not been given to the Councillors. However, this can happen only if:

a) A motion is passed to have the business transacted at the meeting: and b) The business proposed to be brought forward is ruled by the Chairperson to be of great

urgency.

Recommendation:

That Council consider the following matters as they are considered to be of an urgent nature requiring immediate consideration by Council

16. CLOSED SESSION / CONFIDENTIAL REPORTS

Summary

In accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005, in the opinion of the General Manager, the following business is of a kind as referred to in Section 10A(2) of the Act, and should be dealt with in a part of the meeting closed to the media and public. Set out below is Section 10A(2) of the Local Government Act 1993 in relation to matters which can be dealt with in the closed part of a meeting.

The matters and information are the following:

(a) Personnel matters concerning particular individuals (other than Councillors)

(b) The personal hardship of any resident or ratepayer

(c) Information that would, if disclosed, confer a commercial advantage on a person with whom the

Council is conducting (or proposes to conduct) business

(d) Commercial information of a confidential nature that would, if disclosed:

(i) Prejudice the commercial position of the person who supplied it, or

(ii) Confer a commercial advantage on a competitor of the Council, or

(iii) Reveal a trade secret

(e) Information that would, if disclosed, prejudice the maintenance of law

(f) Matters affecting the security of the Council, Councillors, Council staff or Council property

(g) Advice concerning litigation, or advice that would otherwise be privileged from production in

legal proceedings on the grounds of legal professional privilege

(h) Information concerning the nature and location of a place or an item of Aboriginal significance on community land.

16.01 PROPERTY AND LAND DEVELOPMENT

File No: File No: Governance/Ordinary/Confidential Author: Gary Wallace, Acting General Manager

This report item contains matters and information which relate to Section 10A (1) – (3) of the Local Government Act 1993. This report item contains matters and information listed in Section 10A (2) of the Act:


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(c) Information that would if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

16.02 OBERON POOL ROOL ENCLOSURE PROJECT

File No: File No: Governance/Ordinary/Confidential Author: Gary Wallace, Acting General Manager

This report item contains matters and information which relate to Section 10A (1) – (3) of the Local Government Act 1993. This report item contains matters and information listed in Section 10A (2) of the Act: (g) Advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the grounds of legal professional privilege

16.03 MAYORAL MINUTE

File No: File No: Governance/Ordinary/Confidential Author: Mayor Kathy Sajowitz

This report item contains matters and information which relate to Section 10A (1) – (3) of the Local Government Act 1993. This report item contains matters and information listed in Section 10A (2) of the Act: (g) Advice concerning litigation, or advice that would otherwise be privileged from production in

legal proceedings on the grounds of legal professional privilege


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17. CLOSURE OF MEETING

The Mayor will declare the meeting closed. The next Ordinary Meeting of Oberon Council will be held on: Tuesday 21 March 2016 commencing at 5.30pm in the Oberon Council Chambers 137 – 139 Oberon Street, Oberon

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