glen innes severn council business paper€¦ · glen innes severn council – open ordinary...

GLEN INNES SEVERN COUNCIL

BUSINESS PAPER

FOR THE COUNCIL MEETING

TO BE HELD ON THURSDAY,

26 NOVEMBER 2015

COMMUNITY CONSULTATION SESSION GUIDELINES 1. A period of 15 minutes before the start of any official Open Council Meeting is

available for members of the Public to address the Council Meeting or submit questions either verbally or in writing, on matters INCLUDED in the Business Paper for the particular Meeting, or matters deemed by the Mayor or Chair to be relevant.

2. A member of the public will be permitted a maximum of five (5) minutes to

address the Council Meeting. An extension of time may be granted by the Mayor or Chair if deemed necessary.

3. A member of the public seeking to represent or speak on behalf of a third party

must satisfy the Council Meeting that he or she has the authority to represent or speak on behalf of the third party.

4. Members of the public wishing to address the Council Meetings are encouraged

to contact Council either by telephone (02) 6730 2316 or in person at the Town Hall office prior to 12 noon the day before the Council Meeting and register their intention to address the Council Meeting.

5. The Mayor or Chair will be guided by Section 10A(2)(a) – (i) of the Local

Government Act 1993, in not allowing members of the public during community consultation sessions to deal with or discuss or disclose any information with regards to the matters mentioned in this section and subsections of the Act.

Local Government Act 1993 Section 10A(2) (a) – (i) 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 ground of legal professional privilege,

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

(i) alleged contraventions of any code of conduct requirements applicable under section 440.

Glen Innes Severn Council – Open Ordinary Meeting – 26 November 2015

Page 1

GLEN INNES SEVERN COUNCIL

Notice is herewith given of an

ORDINARY MEETING

That will be held at the Glen Innes Severn Learning Centre,

William Gardner Conference Room, Grey Street, Glen Innes on:

Thursday, 26 November 2015 at 5.15pm

ORDER OF BUSINESS

1 ACKNOWLEDGEMENT TO COUNTRY ................................................................. 4

2 OPENING BY MINISTER FROM THE FRATERNAL ............................................. 4

3 APOLOGIES ........................................................................................................... 4

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

5 MINUTES OF PREVIOUS ORDINARY MEETING - 22 OCTOBER 2015 TO BE CONFIRMED .................................................................................................... 4

6 MAYORAL MINUTE ............................................................................................... 4

7 NOTICE OF MOTIONS ........................................................................................... 4

8 NOTICE OF MOTION OF RESCISSION ................................................................ 4

9 REPORTS ............................................................................................................... 5

9.1 General Purpose Standing Committee No. 6: Report on Local Government in New South Wales ................................................................ 5

9.2 Glen Innes Severn Council Annual Report 2014-15 ................................. 11

9.3 Presentation of Financial Reports for the Year ended 30 June 2015 ..... 17

9.4 September Quarterly Budget Review ........................................................ 23

9.5 Finance Report - October 2015 .................................................................. 28

9.6 Rates and Charges Collections - October 2015 ....................................... 34

9.7 Review of Social Media Policy ................................................................... 38

9.8 Review of Drug and Alcohol Policy ........................................................... 40


Page 2

9.9 Workplace Injury Management Report - October 2015 ............................ 42

9.10 Life Choices - Support Services Bus Use Policy ..................................... 45

9.11 Library and Learning Centre Report - October 2015 ............................... 47

9.12 Department of Corporate and Community Services: Monthly Report - September and October 2015 ..................................................... 51

9.13 Proposed Northern Tablelands Regional Weeds Committee ................. 58

9.14 Overnight Camping - Glencoe Bicentennial Park .................................... 61

9.15 Review of Domestic Waste Management Policy ...................................... 64

9.16 Department of Development, Planning and Regulatory Services: Monthly Report - October 2015 .................................................................. 68

9.17 Infrastructure Services: Capital Works Progress Report ........................ 79

9.18 Department of Infrastructure Services: Monthly Report - October 2015 .............................................................................................................. 91

10 CORRESPONDENCE, MINUTES, PRESS RELEASES ...................................... 97

10.1 Correspondence and Press Releases ....................................................... 97

10.2 Minutes of Committee Meetings for Information ..................................... 98

10.3 Minutes of Community Committees for Information ............................... 99

11 REPORTS FROM DELEGATES ........................................................................ 100

11.1 Reports from Delegates ........................................................................... 100

12 MATTERS OF AN URGENT NATURE ............................................................... 101

13 CLOSED COUNCIL REPORTS .......................................................................... 102

13.1 Offer of Funding Agreement with the Commonwealth Department of Social Services under the Commonwealth Home Support Programme ................................................................................................ 103

13.2 Performance Management: General Manager ........................................ 103 Hein Basson General Manager


Page 3

Council Meeting Date: 4

th Thursday of the month commencing at 5.15pm.

Matters determined by Ordinary meetings will include all those non-delegable functions identified in Section 377 of the Local Government Act as follows:

“the appointment of a general manager the making of a rate a determination under section 549 as to the levying of a rate the making of a charge the fixing of a fee the borrowing of money the voting of money for expenditure on its works, services or operations the compulsory acquisition, purchase, sale, exchange or surrender of any land or other property (but not

including the sale of items of plant or equipment) the acceptance of tenders which are required under this Act to be invited by the council the adoption of a management plan under section 406 the adoption of a financial statement included in an annual financial report a decision to classify or reclassify public land under Division 1 of Part 2 of Chapter 6 the fixing of an amount or rate for the carrying out by the council of work on private land the decision to carry out work on private land for an amount that is less than the amount or rate fixed by the

council for the carrying out of any such work the review of a determination made by the council, and not by a delegate of the council, of an application for

approval or an application that may be reviewed under section 82A of the Environmental Planning and Assessment Act 1979

the power of the council to authorise the use of reasonable force for the purpose of gaining entry to premises under section 194

a decision under section 356 to contribute money or otherwise grant financial assistance to persons the making of an application, or the giving of a notice, to the Governor or Minister this power of delegation any function under this or any other Act that is expressly required to be exercised by resolution of the council.”

Other matters and functions determined by Ordinary Council Meetings will include:

Notices of Motion Notices of Motion of Rescission Council Elections, Polls, Constitutional Referendums and Public Hearings/Inquiries Ministerial Committees and Inquiries Mayor and Councillors Annual Fees Payment of Expenses and Provision of Facilities to Mayor and Councillors Local Government Remuneration Tribunal Local Government Boundaries NSW Ombudsman Administrative Decisions Tribunal Delegation of Functions by the Minister Delegation of Functions to General Manager and Committees Organisation Structure Code of Conduct Code of Meeting Practice Honesty and Disclosure of Interests Access to Information Protection of Privacy Enforcement Functions (statutory breaches/prosecutions/recovery of rates) Dispute Resolution Council Land and Property Development Annual Financial Reports, Auditors Reports, Annual Reports and Statement of the Environment Reports Performance of the General Manager Equal Employment Opportunity Powers of Entry Liability and Insurance Membership of Organisations Any matter or function not within the delegable function of Committees Matters referred from Committees for determination

Membership: Full Council - 7 Councillors.

Quorum: 4 members

Chairperson: The Mayor

Deputy Chairperson: The Deputy Mayor

http://www.legislation.nsw.gov.au/summarize/inforce/s/1/?xref=RecordType%3DACTTOC%20AND%20Year%3D1979%20AND%20Actno%3D203&nohits=y

http://www.legislation.nsw.gov.au/summarize/inforce/s/1/?xref=RecordType%3DACTTOC%20AND%20Year%3D1979%20AND%20Actno%3D203&nohits=y


Page 4

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

2 OPENING BY MINISTER FROM THE FRATERNAL

3 APOLOGIES

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

5 MINUTES OF PREVIOUS ORDINARY MEETING - 22 OCTOBER 2015 TO BE CONFIRMED

6 MAYORAL MINUTE

7 NOTICE OF MOTIONS

8 NOTICE OF MOTION OF RESCISSION


Page 5

Ite

m 9

.1

9 REPORTS

9.1 General Purpose Standing Committee No. 6: Report on Local Government in New South Wales

REPORT FROM: GENERAL MANAGER’S OFFICE Authors: Hein Basson - General Manager

Debbie Duffell - Executive Assistant ANNEXURES Annexure A Report 1 "Local Government in New South Wales" (under separate

cover)

ECM INDEXES Subject Index: GOVERNMENT RELATIONS: Other Organisations GOVERNANCE: Fit for the Future PURPOSE The purpose of this report is to inform Council of the release of the General Purpose Standing Committee No. 6 Report 1 titled “Local Government in New South Wales” (the Report). The Report was tabled in the Legislative Council on 29 October 2015 and a copy is provided under separate cover to this report. BACKGROUND The General Purpose Standing Committee No. 6 was formed to inquire into and report on Local Government in New South Wales. The catalyst for the inquiry was the NSW Government’s Fit for the Future reform program for Local Government and it provided an opportunity for people around NSW, and particularly local Councils to express their views on the Government’s proposed reforms. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective FFF 1.1 "That Council is 'Fit for the Future' (FFF) therefore remains a stand-alone sustainable Council, providing effective and efficient services, and further developing the scale and capacity needed to meet the needs of the community into the future."

(b) Financial Considerations There are no financial considerations relating to this report.

COMMENTARY The Committee noted that there were some positive aspects of the Fit for the Future reform package and that local Councils appreciated the opportunity to take a stock take of where they were up to and where they are going. However, the Committee considered that the deadlines for submitting Council proposals and the assessment of those proposals were too short. The Committee was also concerned that up until very late in the process the goalposts were moving and felt that many of the criteria suffered from significant uncertainty which undermined the validity of IPART’s findings.


Page 6

Ite

m 9

.1

The Committee was troubled by the apparent failure of the NSW Government to build on the consultative approach that had been established during Destination 2036 and identified cost shifting as another key issue for Councils. The Committee received submissions from 68 Councils and witnesses from 35 Councils spoke with them at hearings. The Report contains the following 17 recommendations and nine (9) findings: Recommendation 1 That the Premier and NSW Government withdraw the statements that 71 per cent of councils in metropolitan Sydney and 56 per cent of regional councils are ‘unfit’. Recommendation 2 That the NSW Government provide all local councils in New South Wales access to the proposed Fit for the Future incentives, regardless of the Independent Pricing and Regulatory Tribunal’s assessment of whether a council is ‘fit’ or ‘unfit’. Recommendation 3 That, as part of its planned review of the rating system, the NSW Government evaluate the option of the removal of rate pegging and allow councils to determine their own rates conditional on the delivery of a local works plan outlining the expenditure associate with any proposed rate increases and demonstrated community support. Recommendation 4 That the Minister for Local Government work cooperatively with the NSW local government sector to petition the Australian Government to reverse its decision to freeze the indexation of Financial Assistance Grants. Recommendation 5 That the Minister for Local Government work cooperatively with the local government sector to petition the Australian Government to seek to redistribute Financial Assistance Grants in order to direct additional funding to councils with the greatest needs, provided councils with the capacity to raise additional local revenue are able to do so. Recommendation 6 That the NSW Government eschews future cost shifting and commits to providing adequate funding to local government for any new services, assets or regulatory functions that it devolves to local councils. Recommendation 7 That the NSW Government ensure that those water utilities that are currently operated by local councils remain under the control of those Councils. Recommendation 8 That the Office of Local Government, in consultation with the Audit Office of New South Wales and local government representatives, develop guidelines to ensure greater consistency across councils in the treatment of assets, including:


Page 7

Ite

m 9

.1

a depreciation methodology that more closely correlates with the actual condition of deterioration and considers the councils’ priorities for the condition of the infrastructure;

quantifying the useful life of an asset;

determining the realistic residual values of assets;

the componentisation of assets. Recommendation 9 That the NSW Government implement the Independent Local Government Review Panel’s recommendations to strengthen the independence of the Boundaries Commission and ensure a robust and consultative process is in place to consider council amalgamation proposals before any further steps are taken by the government in relation to council amalgamations. Recommendation 10 That the NSW Government implement a program to assist and support senior staff affected by amalgamations, particularly those staff in regional areas who may need to relocate if their position is lost through an amalgamation. Recommendation 11 That the NSW Government commit to a policy of no forced amalgamations of local councils, except in circumstances where it can be established that a council is severely financially unsustainable to the point of bankruptcy or unable to maintain an acceptable level of service provision. Recommendation 12 That the NSW Government consider amending the Local Government Act 1993 to allow for a period of transition between a decision to merge councils and the creation of the new council, to ensure effective planning, consultation, implementation and ongoing service delivery to communities. Recommendation 13 That the Minister for Local Government encourage local councils with council-elected mayors to initiate a referendum on whether the mayor should be popularly elected or elected by councillors. Recommendation 14 That the NSW Government seek to amend the Local Government Act 1993 to increase to two years the period a mayor elected by the councillors is to hold office. Recommendation 15 That the NSW Government consider amending the electoral legislation to introduce donation and spending caps for candidates at local government elections. Recommendation 16 That the NSW Government make Joint Organisations available to all councils in New South Wales. Recommendation 17 That the NSW Government work with local government on a statutory model for Joint Organisations based on the Hunters Hill, Ryde and Lane Cove Council model as a cooperative and consensus model for local council reform in Metropolitan Sydney.


Page 8

Ite

m 9

.1

Finding 1 While the Independent Pricing and Regulatory Tribunal has significant capacity to analyse the finances of local government it does not have the demonstrated skills or capacity to assess the overall ‘fitness’ of councils as democratically responsible local bodies. Finding 2 That the Independent Pricing and Regulatory Tribunal’s appointment to the role of Independent Advisory Panel occurred too late in the Fit for the Future process and that the 30 June 2015 deadline for council proposals was too short. Finding 3 That the recommendations of the Independent Local Government Review Panel that were unrelated to structural reform should have been implemented before considering amalgamations. Finding 4 That the Fit for the Future reforms provided a positive impetus for local councils to review their long term financial sustainability and improve their performance, but the methodology prescribed by the government was too restrictive and rushed for councils to take full advantage of the process. Finding 5 That the scale and capacity criterion was a flawed criterion and it should not have been included in the Fit for the Future assessment criteria and accordingly assessments of councils’ fitness based on this threshold criterion are not well-founded. Finding 6 That there is significant uncertainty about the reliability of many of the Fit for the Future performance measures, which undermines the validity of the Fit for the Future assessment outcomes. Finding 7 That the Boundaries Commission process was strongly supported by many organisations including Local Government NSW, and a strengthened and more independent Commission may make up for some of the flaws in the Fit for the Future process to date. Finding 8 That the NSW Government failed to build on the consultative approach established during Destination 2036 to develop a road map for the future of the local government sector, and appears to have neglected to adequately consult with the community, or effectively partner with the sector, to continue those reforms. Finding 9 That the projected economic benefits of council amalgamations have been consistently overstated by the proponents of forced amalgamations and the costs and extensive diseconomies of scale caused by amalgamations have not been adequately explained by those same proponents.


Page 9

Ite

m 9

.1

(a) Governance/Policy Implications The recommendations and findings contained within the Report potentially have far-reaching implications for the future of the Local Government sector in NSW, as the contents could influence members of the Lower and Upper Houses when they are confronted with changed legislation to implement Local Government reform initiatives. However, the NSW Minister of Local Government, the Hon Paul Toole MP has already indicated that he largely does not agree with this report’s recommendations and findings. An extract from a media release dated 29 October 2015 from the Minister’s Office reads as follows: Minister for Local Government Paul Toole today said recommendations of a Legislative Council inquiry into local government reform would condemn the community to higher rates and poorer services, reinforcing the need for council mergers. “The recommendations released today would mean more of the same – higher rates, a growing infrastructure backlog and ultimately the collapse of some local councils,” Mr Toole said. “Rates in NSW have been capped to protect the community from high rate rises. This report calls for that safeguard to be scrapped. “That’s just tinkering with the current system when what we need is structural reform to ensure councils are fit to serve their communities now and into the future. “That’s why the NSW Government will continue to safeguard the community by encouraging councils to merge, which will allow them to keep downward pressure on rates.” Mr Toole said the Legislative Council committee had chosen to ignore much of the evidence that supported council structural reform. “Four years of research and consultation with councils and the community has shown that the current system is not working as well as it should be,” Mr Toole said. The Glen Innes Severn Council has been assessed as “fit” by the Independent Pricing and Regulatory Tribunal, and had not been earmarked for a merger by the Independent Local Government Review Panel; meaning that Council should be able to pursue its set objective of remaining an autonomous Local Government entity into the future.

(b) Legal Implications Nil.

(c) Social Implications Nil.


Page 10

Ite

m 9

.1

(d) Environmental Implications

Nil.

(e) Economic/Asset Management Implications Nil.

CONCLUSION The General Purpose Standing Committee No. 6 was formed to inquire into and report on Local Government in New South Wales. The catalyst for the inquiry was the NSW Government’s Fit for the Future reform program for Local Government and while the Committee noted that there were positive aspects of this reform program, it had concerns with other aspects. The Committee received submissions from 68 Councils and witnesses from 35 Councils spoke with them at hearings. The Report contains 17 recommendations and nine (9) findings.

RECOMMENDATION

That Council notes the information contained in the General Purpose Standing Committee No. 6 Report 1 titled “Local Government in New South Wales”.


Page 11

Ite

m 9

.2

9.2 Glen Innes Severn Council Annual Report 2014-15 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES Annexure A Annual Report 2014-15 (under separate cover)

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting PURPOSE The purpose of this report is for Council to receive and note the Glen Innes Severn Council Annual Report for 2014-15 (distributed under separate cover with the Business Paper). BACKGROUND In accordance with Section 428 (1) of the Local Government Act 1993, Council must, within five (5) months of the end of each financial year, prepare a report as to its achievements in respect to the objectives and performance targets set out in its Operational Plan for that year. In addition, the report must include Council’s audited Financial Statements, Report on the 4 Year Delivery Program and 2014/15 Operational Plan, and State of the Environment Report. These documents have been distributed under separate cover with the Business Paper. The Annual Report can also be accessed through Council’s Website on www.gisc.nsw.gov.au. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective GCL 1.1 "Community members are informed and engaged in Council activities and Council listens and responds to the community." The publication of the Annual Report informs the local community of Council’s achievements in implementing its Delivery Program and the effectiveness of the principal activities undertaken in achieving the objectives at which those principal activities are directed.

(b) Financial Considerations There are no financial considerations associated with the preparation of the Annual Report.

COMMENTARY The Glen Innes Severn Council Annual Report 2014-15 has been prepared in line with the requirements under the Local Government Act 1993 (the Act), Section 428 and 406. Section 428 inter alia stipulates for Council to prepare a report (its Annual Report) within five (5) months of the end of each year, reporting “its achievements in implementing its Delivery Program and the effectiveness of the principal activities undertaken in achieving the objectives at which those principal activities are directed.” Such a report needs to be prepared in accordance with the guidelines under Section 406 of the Act.

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


Page 12

Ite

m 9

.2

As the Mayor and General Manager’s reports within the Annual Report provide an overview of the important matters that happened during this particular financial year, it is deemed appropriate to include these above-mentioned reports below as part of the commentary: The Mayor’s Report reads as follows:

The Annual Report summarises the key activities and financial statements of Council for the 2014-15 financial year. 2014-15 has again been a busy and significant year for Council and the community. Council is involved in many activities including engineering services, planning, economic development activities and community services, and continues to competently provide these services to our community. Council continues to follow and refine its Ten Year Community Strategic Plan. We have completed our third year of the four (4) year Delivery Program (designed to mesh with the four (4) year election cycle). In its first two years of this term, Council confronted its difficult financial position and made some difficult and courageous decisions. This has led to a significantly improved outlook leading to a surplus budget and far greater capital expenditure. Through clever and innovative use of the NSW Government’s Local Infrastructure Renewal Scheme (LIRS) we have been able to make a profound difference to our infrastructure backlog with about 100 bridges being upgraded or replaced. With an effective trebling of the Australian Government’s Roads to Recovery funding (in association with LIRS loans and extra local revenue from the Special Rate Variation) the next few years will see a major impact on the Roads backlog. Other locally-funded upgrades have been to the Landfill, swimming pools and off-street parking. We have a busy, almost frantic, Works Program ahead of us. I commend those Councillors who had the courage and perseverance to make the tough decisions; you will have the satisfaction of knowing that you directly contributed to us having a better community. I close by emphasising the high quality of the work performed by our General Manager, Hein Basson, and our three Directors: Graham Price, Anna Watt and Keith Appleby.

The General Manager’s report reads as follows:

The implementation of the NSW Office of Local Government’s “Integrated Planning and Reporting Framework” in 2011 (especially the requirement of advanced Asset Management Plans), the NSW Treasury Corporation’s (TCorp) independent assessment of each individual Council’s financial


Page 13

Ite

m 9

.2

sustainability in 2012/13, the Independent Local Government Review Panel’s (The Panel) final report recommendations for sector reform in 2013, which have resulted in the most recent Fit For the Future (FFF) requirements in 2015, have over the last number of years driven the message home for the local government sector that drastic changes will have to be made in order for Local Councils to survive and serve their communities well into the future. The past year has been typified by Council preparing its FFF-Proposal for lodgement with the NSW Independent Pricing and Regulatory Tribunal (IPART). Fortunately, because of the foresight of the majority of Councillors under the strong leadership of Mayor Colin Price in adopting a Special Rate Variation (SRV) in 2014, Council’s administration already had the required mindset to deal with the many FFF challenges posed as part of the proposal development. The work that had been done for Council’s SRV application to IPART, provided for a strong foundation to further build on. Council was identified as a stand-alone entity in Group F of the New England Region by The Panel in their final report “Revitalising Local Government”, released in October 2013. The significance of this decision had not been fully understood at the time, as the FFF requirements and criteria had not been developed yet. Since these judging standards have been fully developed by the Office of Local Government (OLG) and implemented by IPART, it became clear that Council was deemed to have already cleared the important hurdle of meeting the “scale and capacity” requirement of the set of FFF measures. This was a significant milestone, as Council “only” had to prove its financial sustainability, effectiveness and efficiency into the future – meeting seven (7) financial benchmarks in this regard. However, it needs to be stressed that Council does have the scale and capacity to successfully function as an autonomous body. It can undertake major projects and engage in new functions, cope with complex and unexpected change, inject innovation into its own functions, , contribute to regional collaboration, act as an effective voice for its community and has strong partnerships with Government Agencies. Further, it now has a more robust revenue base after the implementation of the SRV, the ability to employ staff with advanced skills in strategic planning and policy development, and effective political and managerial leadership. Although Council only met one (1) of the seven (7) financial ratios at the time of lodging its FFF-Proposal (based on 2013/14 Financial Report results), this result was skewed because it did not accurately reflect savings and revenue increases in the last two (2) years – due to the required three (3) year rolling average calculation methodology. This position also excluded the full $1 million per annum revenue increase from the SRV implementation, as well as the significant internal savings identified as part of the SRV-process.


Page 14

Ite

m 9

.2

Council is on track to meeting all required financial ratios from 2015/16, except the Infrastructure Backlog Ratio. This ratio will take a number of years to successfully address; due to the size of the backlog that had been built up over a period of close to four (4) decades – principally since the introduction of rate pegging in 1977/8. Council has made significant progress over the last few years in reducing the infrastructure backlog from 14% to 11.5%. This reduction was mainly achieved through Local Infrastructure Renewal Scheme (LIRS) loan funding (where interest rates are subsidised by the State Government) and a review of the building asset class. A further reduction is expected, as 25% of this backlog is anticipated to be addressed in the next two (2) financial years through LIRS funding of $5 million – reducing it from 11.5% to 8%. It should be noted that Council will be in a good position to make further progress in reducing its infrastructure backlog after the total of $7.8 million in LIRS loans has been repaid in 10 years’ time and the full SRV revenue of $1 million per annum can be redirected to this backlog – of which around $400,000 is currently being used for loan repayments. The repayment of these loans over a period of 10 years will result in approximately $780,000 per annum in “cash” becoming available after this period of time – hugely increasing Council’s ability to reduce the backlog. Further, the repayment of these LIRS loans will raise the possibility of Council then taking up further subsidised loans, which Council will have access to through TCorp. A further loan of approximately $7.8 million to address the bulk of the remaining backlog will likely reduce it to 2 to 3% (depending on the dollar value of the backlog through increases in the Local Government Cost Index (LGCI)). Based on this strategy and estimates, Council could potentially achieve the required 2% benchmark pertaining to its backlog within 12 years. However, with the announcement made by the Federal Government on 24 June 2015 of additional Roads to Recovery (R2R) grant money being made available to the Local Government sector over the next two (2) financial years (amounting to an additional injection of around $1.9 million into Council’s road infrastructure), Council is in an even stronger position to meet this benchmark within a reasonable period of time. This additional expenditure on Council’s road infrastructure network will potentially open up an opportunity for Council to take up further loans even before the current LIRS loans have been fully repaid; in order to address its infrastructure backlog in a shorter period of time. Once Special Schedule 7 of Council’s Annual Financial Reports (dealing with estimates to bring its infrastructure up to a satisfactory standard) has been further refined in line with the anticipated Auditor General’s instructions and guidance, Council would be in a position to rely on audited data in this regard. It would then be in a position to fully apply its mind to this issue at stake, and make a responsible decision about further borrowings. It is, however, reasonably anticipated that Council will be well placed to meet this benchmark within a 10 year timeframe – accessing low interest rate loans through TCorp.


Page 15

Ite

m 9

.2

Council will now have to pursue its identified improvement strategies, i.e. completing its advanced Asset Management Plans to better direct its Long Term Financial Plan and capital projects, applying SRV and LIRS funding for infrastructure renewal, limiting expenditure increases, identifying further savings and efficiencies, increasing fees and charges on a cost recovery basis and increasing water and sewerage charges to pay dividends and debt service charges to the General Fund, as well as pursuing potential boundary adjustments with the State Government and its neighbours to the south and west – in the event of voluntary or forced mergers occurring within these neighbouring Councils. The Action Plan associated with Council’s FFF-Proposal projects that its Water and Sewer Funds will continue to operate profitably as sustainable enterprises; adding significantly to Council’s scale and capacity. Glen Innes Aggregates, as a financially contributing business enterprise, also forms part of a strategy where opportunities are maximised and structural and inherent weaknesses are minimised. Many of Council’s key goals enshrined within its Community Strategic Plan (2013 – 2023) have already been met, e.g. the infrastructure renewal and beautification of Glen Innes’ central business district, positively addressing Glen Innes’ water security and improvements in the area’s road infrastructure. Other objectives are in the process of being actively pursued. At the time of writing this message, the NSW Government released the IPART assessment report; which confirmed Glen Innes Severn Council’s status of being a FFF or “fit” Council – one of only two within the New England Region and one of 52 within the State (with a total number of 152 Councils). Of the 26 Councils that were merged between 2000 and 2004, only eight (8) Councils were deemed “fit” – including this Council. Although this outcome should be read against the background of the recommendations made by The Panel, it should still be seen as a significant achievement, especially if one considers the dreadful financial position the then newly amalgamated Council was in 10 years ago (compared with the set of financial criteria that had been developed as part of the FFF process). It will indeed be interesting to see what the political decisions of the State Government are going to be in relation to structural reform of the local government sector. Our neighbours to the south will in all probability be affected by these decisions. However, Council has put a very convincing case forward for it not to be caught up in any of the proposed merger options. I would like to express my thanks and appreciation to the Mayor, Councillors, Manex members, the Chief Financial Officer and all other staff members not only for their input into the preparation of Council’s successful FFF-Proposal, but also for their ongoing dedication to our community in the many and varied areas of service delivery that this independent and autonomous Council is involved in.


Page 16

Ite

m 9

.2

(a) Governance/Policy Implications Nil.

(b) Legal Implications It is a legal requirement to produce an Annual Report as per the Local Government Act 1993, and to forward the Annual Report to the Office of Local Government by 30 November each year.


(d) Environmental Implications Nil.


CONCLUSION The Glen Innes Severn Council Annual Report for 2014-15 has been prepared in line with statutory requirements. The Report provides a comprehensive picture of the year’s progress in all aspects of Council’s operations, including the State of the Environment Report, the Report on the 4 Year Delivery Program and 2014/15 Operational Plan, and the Audited Financial Statements.

RECOMMENDATION

1. That Council notes the Glen Innes Severn Council Annual Report for 2014-15, as distributed under separate cover with the Business Paper.

2. That Council requests the General Manager to lodge the Glen Innes Severn Council Annual Report 2014-15 with the Office of Local Government by 30 November 2015.


Page 17

Ite

m 9

.3

9.3 Presentation of Financial Reports for the Year ended 30 June 2015

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Paul Della - Chief Financial Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Financial Reporting PURPOSE The purpose of this report is to present to Council the audited Financial Statements for the year ended 30 June 2015, in accordance with the provisions of Section 418 of the Local Government Act 1993. Please refer to Annexure A of the Annual Report 2014-2015, distributed under separate cover with the Business Paper. BACKGROUND The Local Government Act 1993 contains specific requirements to be followed in relation to the presentation of Council’s statutory Financial Statements. In summary the procedures are listed below: 1. The prepared Financial Statements are required to contain certificates to be

signed in accordance with a resolution of Council. Council authorised the signing of the certificates by Resolution 4.10/15 at the Ordinary Meeting held on 22 October 2015.

2. The Financial Statements and certificates referred to in item one (1) are then referred to Council’s Auditor.

3. As soon as practical after receiving the Auditor’s Report, Council must forward a copy of the audited Financial Statements to the Office of Local Government. The documents were forwarded on 31 October 2015.

4. A public notice must be provided of Council’s intention to present its audited Financial Statements. Council provided a public notice in the Glen Innes Examiner on 12 November 2015.

5. Anyone can make written submissions to Council regarding its audited Financial Statements or Auditor’s Reports after the reports have been presented to Council.

(a) Relevance to Integrated Planning and Reporting Framework

The Financial Statements form part of Council’s Annual Report which is a requirement of the Integrated Planning and Reporting Framework. This item links to Council’s Operational Plan Objective GCL 1.1 "Community members are informed and engaged in Council activities and Council listens and responds to the community."


Page 18

Ite

m 9

.3

(b) Financial Considerations Refer to commentary section below.

COMMENTARY As stated above at item three (3), Council lodged the audited Financial Statements with the Office of Local Government on the 31 October 2015. Furthermore, according to the Auditor’s Report, Council’s financial systems and records have been maintained in accordance with relevant legislation and accounting policies. A summary of the key figures are listed as follows: Overall / General Fund The Income Statement identifies a profit of $1,590,000 before Capital items; compared with a final revised budget for the year of $1,433,000 (profit in 2013/14 financial year was $772,000). Council’s operating position is favourable, with an operating position after Capital items of $531,000 which equates to an Operating Performance Ratio of 2.74% (operating position in the 2013/14 financial year was ($898,000) and the Operating Performance Ratio was (3.97%)). The May Quarterly Budget Review estimated a 2014/15 operating surplus of $2.510 million; it was stated within the report that this result was “heavily reliant on the receipt of Australia Asia Flight Training grant/contribution revenue” being received prior to 30 June and these funds were not received. At Council’s Ordinary Meeting on 23 May 2013 Council resolved 5.05/13 to request the Director of Corporate and Community Services, when reviewing the Long Term Financial Plan later that calendar year, to aim for Council achieving an operating surplus within in the next three (3) years; it should be noted that this has been achieved within two (2) years. Water Fund The Water Fund achieved an operating profit of $719,000 ($53,000 in 2013/14) from continuing operations after capital amounts, an improvement of $666,000. Essentially the difference is due to the receipt of $700,000 in Capital grant funding of the Glen Innes Off-Stream Water Storage project. The Water Supply business complies with the NSW Best Practice requirements, and is operating on a sustainable financial basis with an asset renewal ratio of 1.09. Sewer Fund The Sewer Fund achieved an operating profit of $181,000 ($210,000 in 2013/14) from continuing operations after capital amounts, a slight decrease of $29,000. There have been no significant changes to the Sewer business and this is reflected in a consistent profit result. The Sewer business also meets the requirements of NSW Best Practice Guidelines, and with the healthy operating result, has an asset renewal ratio of 1.32. Glen Innes Aggregates The quarry achieved an operating profit of $345,000 which is an improvement on the 2013/14 financial year of $121,000. The turnaround is due to the change in business operations following the adoption of the campaign crushing model, incorporating a


Page 19

Ite

m 9

.3

reduction in fixed staffing and maintenance costs. Crushing is now conducted by external contractors on fixed per tonne rates and so the cost of production has significantly decreased on a per tonne basis. Sales have been slower than predicted, however the lowering of production costs has more than compensated for that.

Income by Fund

Glen Innes Water Sewer General

Aggregates Fund Fund Fund

$'000

2015 2015 2015 2015

Operating Revenue

1,720 2,593 1,498 20,322

Operating Expenditure

1,375 1,874 1,317 19,977

Operating Position (Profit)

345 719 181 345

The improvement in Council’s financial performance can also be seen in the following graphs of the operating financial ratios:

Benchmark: ――― Minimum >=0.00% Ratio is w ithin Benchmark

Source for Benchmark: Code of Accounting Practice and Financial Reporting #23 Ratio is outside Benchmark



2014/15 Ratio 2.74%

Purpose of

Operating

Performance Ratio

Council has more then achieved the

suggested benchmark of >0.00%. The

operating profit of $531,000 after deducting

capital grants & contributions reflects the

efforts of to contain operating costs and

effectively implement the Special Rate

Variation revenue

2014/15 Ratio 56.36%

Council is maintaining the ratio compared

to the previous year and with further own

source revenue policies such as

increased sales by Glen Innes Aggregates

should see the ratio approach the

benchmark of 60%

Purpose of Own

Source Operating

Revenue Ratio

Commentary on 2014/15 Result

This ratio measures

f iscal f lexibility. It is

the degree of

reliance on external

funding sources

such as operating

grants &

contributions.


This ratio measures

Council’s

achievement of

containing operating

expenditure w ithin

operating revenue.

2.74%

-0.27%

-4.95%-3.97%

-6.0%

-5.0%

-4.0%

-3.0%

-2.0%

-1.0%

0.0%

1.0%

2.0%

3.0%

4.0%

2012 2013 2014 2015Ra

tio

%

1. Operating Performance Ratio

54.36%58.72% 56.52% 56.36%

0%

10%

20%

30%

40%

50%

60%

70%

80%

2012 2013 2014 2015

Ra

tio

%

2. Own Source Operating Revenue Ratio


Page 20

Ite

m 9

.3

Benchmark: ――― Minimum >=1.50 Ratio is w ithin Benchmark


2014/15 Ratio 3.07x

The ratio is well above the required 1.5

benchmark however the reduction to

3.05% has resulted from Council cash

reserves being restricted to meet future

budgeted programmes such as LIRS

roads & bridges loan funds of

$4.593million.


To assess the

adequacy of w orking

capital and its ability

to satisfy obligations

in the short term for

the unrestricted

activities of Council.

Purpose of

Unrestricted

Current Ratio

3.46

4.62 4.12

3.07

0.0

1.0

2.0

3.0

4.0

5.0

6.0

2012 2013 2014 2015

Ra

tio

(x

)3. Unrestricted Current Ratio



Benchmark: ――― Maximum <10.00% Ratio is w ithin Benchmark


Purpose of Debt

Service Cover

Ratio

This ratio measures

the availability of

operating cash to

service debt including

interest, principal and

lease payments

The Council is in a very strong position to

service its debt year on year despite

increased loan borrowings in the current

year of $5 million for the LIRS roads &

bridges programmes. This will assist

Council's efforts to address the

infrastructure backlog .

Commentary on 2014/15 ResultPurpose of Rates

& Annual Charges

Outstanding Ratio


2014/15 Ratio 3.86x

2014/15 Ratio 3.70%

To assess the impact

of uncollected rates

and annual charges

on Council's liquidity

and the adequacy of

recovery efforts.

Again this year Council has marginally

improved the ratio refrecting effective

internal debt recovery procedures.

4.78

3.27 3.16 3.86

0.0

1.0

2.0

3.0

4.0

5.0

6.0

7.0

2012 2013 2014 2015

Ra

tio

(x

)

4. Debt Service Cover Ratio

4.60%3.82% 3.78% 3.70%

0%

2%

4%

6%

8%

10%

12%

14%

2012 2013 2014 2015

Ra

tio

%

5. Rates, Annual Charges, Interest & Extra Charges Outstanding Percentage


Page 21

Ite

m 9

.3

As well as in the following graphs of the capital financial ratios:



The ratio has increased as a result of

increased cash on hand for future

programmes mainly the unspent LIRS

loan funds of $4,593 million. Even when

these funds are expended Coucil will

continue to maintain its strong liquidity

position.

Purpose of Cash

Expense Cover

Ratio


2014/15 Ratio 11.38 mths

This liquidity ratio

indicates the number

of months a Council

can continue paying

for its immediate

expenses w ithout

additional cash

inflow .

6.907.64

9.24

11.38

0.0

2.0

4.0

6.0

8.0

10.0

12.0

14.0

2012 2013 2014 2015

Ra

tio

(m

ths)

6. Cash Expense Cover Ratio



Benchmark: ――― Maximum <0.02 Ratio is w ithin Benchmark


Benchmark: ――― Minimum >1.00 Ratio is w ithin Benchmark


Council is still well above the TCORP

benchmark of 0.02. Council will need to

continue to improve this, current asset

management plans for road assets

indicate that Council is on its way to

meeting this benchmark within the next 20

years.

Purpose of Asset

Maintenance Ratio


2014/15 Ratio 1.11 x


2014/15 Ratio 132.58%

To assess the rate at

w hich these assets

are being renew ed

relative to the rate at

w hich they are

depreciating.

This year Council has more than achieved

the 100% benchmark based on the

amount of asset renewal expenditure for

the year. The stills need to be monitored in

future years to ensure Council's asset are

maintained in a "satisfactory" condition.

Purpose of

Infrastructure

Backlog Ratio


2014/15 Ratio 13.72%

Compares actual vs.

required annual asset

maintenance. A ratio

above 1.0 indicates

Council is investing

enough funds to stop

the Infrastructure

Backlog grow ing.

Purpose of Asset

Renewals Ratio

This ratio show s

w hat proportion the

backlog is against

the total value

of a Council’s

infrastructure.

Council is improving this ratio significantly

primarily by increasing maintenance

expenditure on roads and other

infrastructure assets. A ratio of 1.11 is a

strong improvement on earlier years.

132.58%

55.09%

88.28% 87.96%

0%

20%

40%

60%

80%

100%

120%

140%

160%

2012 2013 2014 2015

Ra

tio

%

1. Building, Infrastructure & Other Structures Renewals Ratio

14.0%12.1% 12.1%

13.7%

0.0%

2.0%

4.0%

6.0%

8.0%

10.0%

12.0%

14.0%

16.0%

2012 2013 2014 2015

Ra

tio

%

2. Infrastructure Backlog Ratio

1.11

0.63 0.74

0.94

0.00

0.20

0.40

0.60

0.80

1.00

1.20

1.40

2012 2013 2014 2015

Ra

tio

(x

)

3. Asset Maintenance Ratio


Page 22

Ite

m 9

.3

A representative of Council’s auditors, Crowe Horwath, has confirmed their presence at the Council Meeting in order to provide an overview of Council’s financial position and to answer any questions that Councillors may have in regards to its set of Financial Reports. (a) Governance/Policy Implications

Nil.




(e) Economic/Asset Management Implications Council’s Net Operating Result from Continuing Operations resulted in a surplus of $1,590,000 as at 30 June 2015.

CONCLUSION Council’s Financial Statements and Key Performance Indicators for the year ended 30 June 2015 reveal that Council’s financial position has improved significantly from 2013/14. This is highlighted by the significant improvement in the Operating Performance ratio and Rates and Charges Outstanding ratio, a healthy Unrestricted Current Ratio and a satisfactory Debt Service Ratio. Further, an increase in the building and infrastructure renewals ratio indicates that Council is increasing the renewal of key infrastructure assets, while the rate coverage ratio has improved marginally. Council is considered to currently be in a sound and stable financial position. The bulk of indicators are better than the accepted industry benchmarks. However, Council should continue to find additional untied revenue sources to address the infrastructure renewal ratios.

RECOMMENDATION

That Council notes the audited Annual Financial Statements for the year ended 30 June 2015, attached as Annexure A to the Annual Report 2014/15.

Benchmark: ――― Minimum >1.10 Ratio is w ithin Benchmark


Purpose of Capital

Expenditure Ratio

To assess the extent

to w hich a Council is

expanding its asset

base thru capital

expenditure on both

new assets and the

replacement and

renew al of existing

assets.


2014/15 Ratio 1.66 x

The capital expenditure ratio this year is

well above the 1.10 ratio required. It is

expected that Council will maintain a

similar ratio above the benchmark in future

years.

1.37 1.66

0.87 1.08

0.00

0.20

0.40

0.60

0.80

1.00

1.20

1.40

1.60

1.80

2.00

2012 2013 2014 2015

Ra

tio

(x

)

4. Capital Expenditure Ratio


Page 23

Ite

m 9

.4

9.4 September Quarterly Budget Review REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Paul Della - Chief Financial Officer ANNEXURES Annexure A Quarterly Budget Review - September 2015

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Budgeting PURPOSE The purpose of this report is to provide Council with a quarterly budget review statement (attached) in accordance with Regulation 203 of the Local Government (General) Regulation 2005 (the Regulations). BACKGROUND Regulation 203 of the Regulations states that: (1) Not later than 2 months after the end of each quarter (except the June quarter),

the responsible accounting officer of a council must prepare and submit to the council a budget review statement that shows, by reference to the estimate of income and expenditure set out in the statement of the council’s revenue policy included in the operational plan for the relevant year, a revised estimate of the income and expenditure for that year.

(2) A budget review statement must include or be accompanied by:

(a) a report as to whether or not the responsible accounting officer believes that the statement indicates that the financial position of the council is satisfactory, having regard to the original estimate of income and expenditure, and

(b) if that position is unsatisfactory, recommendations for remedial

action. (3) A budget review statement must also include any information required by the

Code to be included in such a statement. The Code, referred to above, is Code of Accounting Practice and Financial Reporting (version 23). Appendix F of the code details the minimum requirements and these requirements have been met in the preparation of the Quarterly Budget Review Statements (QBRS). The quarterly review should act as a barometer of Council’s financial health during the year and it is also a means by which Councillors can ensure that Council remains on track to meet its objectives, targets and outcomes as set out in its Operational Plan.


Page 24

Ite

m 9

.4

(a) Relevance to Integrated Planning and Reporting Framework This budget review statement must be prepared in accordance with the new Integrated Planning and Reporting framework introduced under the Local Government (General) Amendment (Planning and Reporting) Regulation 2009, the Local Government Act 1993 (as amended) and the Local Government Amendment (Planning and Reporting) Act 2009.

(b) Financial Considerations It is important that Council notes that the adoption of this budget review approves the variation identified in the attached report and that the cumulative effect of the budget variations should be considered when reviewing this budget. The original estimated Operating Surplus for the 2015/16 financial year was $3.174 million.

COMMENTARY Income and Expenditure Review by Function: The original budget adopted by Council indicated that the net operating surplus at the end of the 2015/16 financial year was expected to be $3,173,523. This was based on budgeted total operating revenue of $27,330,465 and budgeted total operating expenditure of $24,156,942. September 2015 Quarterly Budget Review: The September 2015 Quarterly Budget Review indicates that Council is in a good position in respect of actual expenditure to budgeted expenditure, this is reflected in the small number of budget adjustments required as listed below: Additional Roads to Recovery funding: The original revenue estimate for Roads to Recovery (R2R) funding in 2015/16 was $1,214,047 (account 5105-1900). However, as per a report presented to Council at its Ordinary Meeting in August this year, an additional $520,116 became available this financial year, as a result of additional Commonwealth funding for this program. As a result, the budget allocation has been increased for this account by $520,116. This additional revenue was allocated to various Capital Projects as per the Council Meeting resolution 20.8/15. Revised Regional Road Funding Block Grant The final Regional Road Block Grant allocation only became available after the original budget had been set and therefore an adjustment is required to some of the Regional Road Funding accounts. Council budgeted to receive $383,985 from the Regional Road Block Grant but the final funding offer was $381,000. Therefore the Regional Roads Grant Income (account 5045-1905), needs to be reduced by $2,985 as does the Regional Roads Maintenance Expenditure (account 5050-2330). This has no impact on Council’s projected operating surplus. Additional Plant Acquisitions and Disposals: Council originally budgeted for $591,000 in Plant and Fleet acquisitions in 2015/16 and $166,000 in disposals. This was amended via Council resolution 22.8/15 to allow for a further $115,000 in disposals with the income to be used to fund an additional $115,000 in acquisitions. This change has been incorporated into the revised budget and projections. There is no impact on the projected operating surplus and the additional capital cost is funded by the proceeds from the sale assets.


Page 25

Ite

m 9

.4

Workers Compensation Insurance Council received an adjustment premium for the period 1/07/2014 to 30/06/2015 from StateCover of $11,839.71.The original premium for this period was an estimate, which StateCover adjusts for all NSW Workers Compensation premiums at the end of each policy period. There are two (2) components to the calculation of the adjustment premium, being actual wages paid and claims experience for the previous three (3) years as at the expiry date of the policy. The initial premium is based on an estimate of wages for the coming twelve months and the claims experience of the previous two (2) years. Additionally, the original budget for Workers Compensation Insurance premium was based on an estimate provide by StateCover in March 2015. The actual premium was significantly higher by $160,167.15. Therefore an upward budget adjustment $172,006.86 is required (for account 1030-2040). This will be funded from an estimated reduction in Council’s depreciation expense and while there will be no impact on the operating result Council’s cash position will be reduced, as depreciation is a non cash item. Tourism and Events Salary Adjustments A budget reallocation of $17,690 was approved between Australian Celtic Festival (ACF) Admin Salaries (account 5526-2808-0010) and Salaries Tourist Officer- Events and Merchandise (account 5557-2003-0000). The budget for this position was originally allocated to the ACF Admin Salaries account; therefore there is no impact on the projected operating surplus from this budget adjustment. Health Signage – Smoking The original budget from the Health Signage - Smoking (account 2030-2400-0000) was $1,000. The final cost of the signage was $1,263.50. The additional funds of $263.50 were transferred from Ranger Miscellaneous expenses (account 1602-2391-0020). It should be noted that Council used metal signage not plastic signage that was supplied by the Ministry of Health. There is no impact on the projected operating surplus from this budget adjustment. Art Project - Main Street While included in the detailed Capital Works Program for 2015/16, the amount allocated of $65,000 was not included in the Asset Acquisitions total in the Operational Plan. So as well as the other new Capital amounts highlighted above, this $65,000 has also now been included in the total budget for the year. This does not impact on the operating result but does increase the use of cash on hand. Corporate and Community Services – Consultant Fees Approximately $70,000 has been expended year to date November on consultant fees from account 1025-2450. This primarily related to work on the Annual Financial Statements. The engagement of a consultant was necessary due to the vacant Chief Financial Officer position within the Finance team. The final balance of this account is likely to be approximately $90,000 by the end of the year. This will be funded both through salary savings as mentioned above of $22,000 and savings in depreciation expenses of $68,000. This does not impact on the operating result but will impact on the cash position as depreciation is a non cash item.


Page 26

Ite

m 9

.4

Cash and Investment Review: The cash and investment review indicates the current internal and external restrictions on Council’s invested funds. The report also includes a reconciliation of Council’s cash and investments on hand as at 30 September 2015. It should be noted that both internally and externally restricted funds must be acquitted for a particular purpose and therefore are in truth already committed for that purpose. For this reason the expenditure of these funds is more of a cash flow/working capital issue and will have no effect on the operational surplus or deficit. However, as indicated above the timing of receipt of income and the expending of this can occur over a number of financial years. This results in a variance in the operational budget between those years. However, the net effect should still be nil over the financial years in which the grant (or reserve) is acquitted. The report also requires a statement in respect of whether all investments are in accordance with the requirements of Section 625 of the Local Government Act 1993, the accompanying regulations and Council’s Investments Policy. This, in combination with the monthly investment report, ensures that Council is complying with these statutory, regulatory and policy requirements. Further, a declaration as to the preparation of bank reconciliations is also required. Bank reconciliations occur on a daily basis with a full reconciliation performed on a monthly basis. The reconciliation for the September 2015 quarter occurred on 1 October 2015. Capital Budget Review: The capital budget review format allows Council to analyse any additional capital expenditure to be incurred in the current financial year and the extent to which moneys have already been expended. Importantly, the report also indicates how Council is to fund the capital expenditure for the year. The adjustment to the Capital Budget review annexure indicates an increase in the total capital expenditure for this financial year of $697,616. The additional capital expenditure is grant funded ($520,116), funded from the sale of assets ($115,000) and funded from other sources ($62,500). Contracts: The reporting framework also requires the identification of contracts entered into in the preceding quarter which have been reported to Council as they are under the specified limits. The limit for reporting contracts in the QBRS is one percent (1%) of revenue from continuing operations or $50,000 whichever is less. There were no contracts entered into for the supply of goods or services above this threshold for the September quarter which were not reported to Council. Consultancy and Legal Expenses: The current expenditure to 30 September 2015 on qualifying consultancies and legal fees are identified in the QBRS and this expenditure is budgeted for and given the size and nature of Council’s operations is considered reasonable. (a) Governance/Policy Implications

Nil.


Page 27

Ite

m 9

.4

(b) Legal Implications

A certification is required to ensure that all investments are made in accordance with the requirements of the Local Government Act 1993, section 625, the accompanying regulations and Council’s Investments Policy.




CONCLUSION The original budget adopted by Council indicated that the net operating surplus at the end of the 2015/16 financial year was expected to be $3,173,523. The adjusted September review indicates a budgeted operating surplus of $3,693,639. The September Capital Budget review annexure indicates an increase in the total capital expenditure for this financial year of $697,616 funded mostly by grant revenue.

RECOMMENDATION

That Council notes and adopts the information in this report with the estimated annual operational surplus of $3,693,639 being the result of the September 2015 Quarterly Budget Review.


Page 28

Ite

m 9

.5

9.5 Finance Report - October 2015 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Merle Westendorp - Financial Accountant ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Financial Reporting PURPOSE The purpose of this report is to provide Council with a reconciliation of investments and bank loans as at 31 October 2015. BACKGROUND The Local Government Act 1993 states the following: Section 621 - When and for what May a Council borrow? A Council May borrow at any time for any purpose allowed under this Act. Section 622 - What form May a Council borrowing take? A Council May borrow by way of overdraft or loan or by any other means approved by the Minister. Section 624 - Are there any restrictions on a Council borrowing? The Minister, may from time to time, impose limitations or restrictions on borrowings by a particular Council or Councils generally despite the other provisions of this Part. Section 625 - How May Councils invest? (1) A Council may invest money that is not, for the time being, required by the

Council for any other purpose. (2) Money may be invested only in a form of investment notified by order of the

Minister published in the Gazette. Note: See Gazettes No. 152 of 24.11.2000, p 12041; No. 94 of 29.7.2005, p 3977; No. 97 of 15.8.2008, p 7638; No. 160 of 24.12.2008, p 13140 and No. 14 of 11.02.2011, pp 597 to 598. (3) An order of the Minister notifying a form of investment for the purposes of this

section must not be made without the approval of the Treasurer. (4) The acquisition, in accordance with section 358, of a controlling interest in a

corporation or an entity within the meaning of that section is not an investment for the purposes of this section.


This item links to Council’s Operational Plan Objective GCL 3.1 "To be recognised as a well-managed Council and an employer of choice."


Page 29

Ite

m 9

.5

Specifically, it links to the Delivery Program target for item GCL 3.1.9 “Clear, transparent financial reporting to Councillors enabling them to make financially sustainable and accountable decisions.” Part of the information in this report is also related to Council’s Strategic Financial Objective number nine (9). Financial Objective nine (9) states the following: “To maximise returns on Council's investments, without increasing Council's investment risk above acceptable levels. How: Council reports to the community on a monthly basis of funds invested and what institutions are holding these investments. In addition, Council’s Investment Policy is reviewed at least every two (2) years or when required.”

(b) Financial Considerations The application of restricted funds and trust funds are limited to a particular purpose and must be set aside for that purpose. Therefore, they may not be available to meet certain obligations and this should be kept in mind when determining the short-term liquidity of Council. Investments are made on terms under 12 months. For this reason, the interest rate will vary in accordance with the prevailing interest rate. This may expose Council to fluctuations in short-term interest rates, but should improve liquidity due to the structured availability of these invested funds.

COMMENTARY MAYORAL DISCRETIONARY FUND: Budget $ 3,000.00 Actual Expenditure as at 1 October 2015 $ 750.00

Expenditure for October 2015 $ 250.00

Actual Expenditure as at 31 October 2015 $ 1,000.00

INVESTMENT INTEREST:

Interest received for year to 31 October 2015 $ 207,944.93

Cash Book Reconciliation: Balance as per Cash Book as at 1 October 2015 $ 1,291,970.88

Receipts for September $ 5,422,531.77

Payments for September $ -4,921,055.06

Balance as per Cash Book as at 31 October 2015 $ 1,793,447.59

General Fund $ 1,861,274.36

Glen Innes Aggregates $ -336,471.62

Water Supplies Local Fund $ -10,785.20

Sewerage Services Local Fund $ 150,791.05

Glen Innes Beautification Committee $ 1,747.65

Minerama Committee $ 29,177.91

Trust Fund $ 97,713.44

Balance as per Cash Book as at 31 October 2015 $ 1,793,447.59


Page 30

Ite

m 9

.5

RESTRICTED INVESTMENT DETAILS: General Fund – Internal Restricted Funds

Community Services Asset Replacement $ 1,114,442.35

Employee Leave Entitlements $ 833,217.54

Waste Facility Management $ 1,581,763.21

Infrastructure Projects $ 5,301,846.34

Plant and Equipment $ 0

Section 355 Committees $ 30,925.56

Special Projects $ 149,154.12

Miscellaneous Funds (including LIRS funding not yet restricted)

$ 2,565,887.46

$ 11,577,236.58

General Fund – External Restricted Funds

Unexpended Grant Funds, Contributions and Subsidies

$

378,422.00

Unexpended Loan Funds $ 4,593,832.00 $ 4,972,254.00

Water Supplies Local Fund – External Restricted Funds Augmentation and Infrastructure $ -213,908.01 $ -213,908.01

Sewerage Services Local Fund – External Restricted Funds Augmentation and Infrastructure $ 2,457,865.02 $ 2,457,865.02

TOTAL COUNCIL CASH AND INVESTMENTS $ 18,793,447.59


Page 31

Ite

m 9

.5

FINANCIAL INSTITUTIONS INVESTMENTS:

Rating (S&P)

Mature % Institution Invested $ Return $

A1+/AA- 06-Dec-15 3.15% National Australia Bank 1,000,000 23,732.88

A1+/AA- 02-Dec-15 2.85% National Australia Bank 1,000,000 7,183.56

A1/A+ 06-Jan-16 2.75% AMP 1,000,000 9,493.15

A1/A+ 02-Mar-16 2.90% AMP 1,000,000 14,460.27

A1+/AA- 30-Mar-16 2.85% National Australia Bank Ltd. 1,000,000 16,397.26

A-/1+ 04-Jan-16 2.90% ANZ 1,000,000 9,772.60

A1+/AA- 03-May-16 2.80% Commonwealth Bank Aust 1,000,000 18,564.38

A-/1+ 04-Dec-15 2.90% Westpac Banking Corp 1,000,000 7,230.14

A-/1+ 04-Dec-15 2.90% Westpac Banking Corp 1,000,000 7,230.14

A1+/AA- 08-Feb-16 2.80% Commonwealth Bank Aust 1,000,000 11,813.70

A1/A+ 2-Nov-15 2.70% AMP (Notice Account) 1,000,000 3,846.58

A1+/AA- 08-Feb-16 2.84% Commonwealth Bank Aus 1,000,000 23,342.46

A-/1+ 22-Jan-16 3.00% ANZ 1,000,000 9,945.20

A1+/AA- 09-Mar-16 3.00% National Australia Bank Ltd. 1,000,000 12,657.53

A1+/AA- 20-Apr-16 2.90% Bendigo-Adelaide Bank 1,000,000 14,301.37

A-/1+ 20-Jan-16 2.95% ANZ 1,000,000 7,354.79

A2/BBB+ 28-Apr-16 2.92% ME Bank 1,000,000 14,640.00

2.89% Total Investments at 17,000,000.00 211,966.01 Average Return

2.82% Cash on Hand 1,793,447.59 Average Return YTD

Total Cash and Investments

18,793,447.59

The average return on Council investments for the 2014/15 financial year was 3.17%. An average year to date return of 2.89% should be compared with the TCORP benchmark of 2.11% for 90 day investments (investments five (5) largest banks – 30 October 2015). Rates trended slightly downward toward the end of October. Council selects banks based on rating, return and term of investment. It is expected that future investments will continue to target returns while aiming to maintain the Standard and Poor’s (S&P) ratings. This is done by rolling investments between banks that meet Council’s criterion and cash requirements.


Page 32

Ite

m 9

.5

COUNCIL’S LOAN LIABILITY: In the table below, the interest rate, loan maturity date and balance as at 31 October 2015 are shown for each of Council’s financial institutions loan liabilities.

The loan funding has been invested with banking institutions in $1 million ‘lots’ and will be drawn as works are completed. These investments have been made at 2.45% to 3.15% and are expected to cover the interest incurred by the loans in the investment period. General Fund

Loan No

Purpose

Interest

Rate

Loan Completion

Date

Balance

11-01 Business Acquisition: Quarry 7.69% 28/07/36 $ 836,300.00

6 Drainage System: Emmaville (No. 58) 6.59% 29/04/19 $ 99,494.32

1 Department of Environment and Climate Change Loan: Saleyards

8.00% 15/06/17 $ 1,736.64

3 Learning Centre (No. 65)

7.35% 19/06/25 $ 393,774.04

2 NAB Fixed Interest Loan 6.69% 01/11/27 $ 3,460,647.80

12 LIRS Loan: Accelerated Road Program (1) 5.32% 09/12/22 $ 775,130.03

13 LIRS Loan: CBD Revitalisation 5.46% 27/02/23 $ 1,436,548.67

15 LIRS Loan: Accelerated Bridge Program 3.82% 28/02/25 $ 3,835,045.68

14 LIRS Loan: Accelerated Road Program (2) 3.82% 28/02/25 $ 958,761.42

16 Glen Innes and Emmaville Swim Centre: Revitalisation

4.70% 28/02/35 $ 1,477,530.32

Total General Fund Liability $ 13,274,968.92

Water Fund

Loan No

Purpose

Interest

Rate

Loan Completion

Date

Balance

11-02 Land Acquisition: Future Storage 7.69% 28/07/36 $ 2,332,300.00

Total Water Supply Fund Liability $ 2,332,300.00

Sewer Fund

Loan No

Purpose

Interest

Rate

Loan Completion

Date

Balance

11 Sewer Augmentation Loan 6.51% 11/05/26 $ 1,903,448.99

Total Sewer Fund Liability $ 1,903,448.99

TOTAL LOANS LIABILITY $ 17,510,717.91

Certification I, Merle Westendorp, Financial Accountant, do hereby certify that the above investments have been made in accordance with the requirements of the Local Government Act 1993 (Section 625) and companion Regulations, and Council’s Investment Policy. (a) Governance/Policy Implications

Monthly financial reporting ensures transparency of financial reporting to enable Councillors to make financially sustainable and accountable decisions.


Page 33

Ite

m 9

.5

(b) Legal Implications All investments and borrowings continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 12.06/14.




CONCLUSION Adequate funds remain available to ensure short-term liquidity. Funds have been restricted to ensure all areas of Council can continue to operate in accordance with both the Operational Plan and the Long-Term Financial Plan. Furthermore, all investments and borrowings are continued to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 13.09/15.

RECOMMENDATION

That Council notes the following information:

The cash book report disclosing a total reconciled cash balance of $1,793,447.59;

The investment report disclosing total invested funds of $17,000,000.00 with total cash and investments of $18,793,447.59 (compared with $13,019,092.72 in October 2014); and

The loan liability report showing a total loan liability of $17,510,717.91 (compared with $12,022,841.41 in October 2014).


Page 34

Ite

m 9

.6

9.6 Rates and Charges Collections - October 2015 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Andrea Davidson - Rates Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: RATES AND VALUATIONS: Reporting PURPOSE The purpose of this report is to advise Council of the monthly collection of annual rates and charges, and to inform Council of the amount of overdue annual rates and charges. BACKGROUND (a) Relevance to Integrated Planning and Reporting Framework

The annual rate charges are set out within Council’s Operational Plan.

(b) Financial Considerations The net amount overdue for rates to 31 October 2015 is $474,100.55. The net amount overdue for water to 31 October 2015 is $27,708.36. COMMENTARY Rates and Charges Collections From 1 October 2015 to 31 October 2015, Council collected $429,739.59 in annual rates and charges. The amount collected for the same period last year was $418,987.93. Overdue/Outstanding Annual Rates and Charges Overdue annual rates and charges to 31 October 2015 totalled $474,100.55 including postponed rates of $32,815.88 resulting in a net balance of $441,284.67. This balance does not include unallocated receipts of $27,250.85 (those receipts which are overpayments or payments in advance). The balance of $474,100.55 is represented by the following overdue amounts in each category and sub-category. Categories/Sub-Categories $

Residential – Glen Innes 171,740.69

Residential – Emmaville 20,916.88

Residential – Deepwater 13,746.75 Residential – Glencoe 6,405.78 Residential – Red Range 2,249.50

Residential – Wellingrove 0.00

Residential – Dundee 460.84 Residential – Non-Urban 103,348.01


Page 35

Ite

m 9

.6

Postponed 32,815.88

Business – Glen Innes 29,717.01 Business – Emmaville 12,800.12 Business – Deepwater 3,840.79

Business – Glencoe 0.00

Business – Red Range 0.00 Business – Dundee 0.00 Business – Wellingrove 0.00 Business – Non-Urban 0.00 Farmland 60,430.89

Mining 14,095.94 Non – Rateable 1,531.47

Total Overdue $474,100.55

After excluding postponed rates, the net balance overdue is represented by 426 assessments. This represents 4.09% of all annual rates and charges collectable overdue, compared with 3.40% in October 2014. The following figures show the overdue percentage for each rating category (as a proportion of rates raised for each category for this financial year):

Residential $ 318,868.45 4.72% Business $ 46,357.92 4.57% Farmland $ 60,430.89 2.15% Mining $ 14,095.94 97.51% Non-Rateable $ 1,531.47 1.05%

Annual rates and charges levied for the 2015/16 financial year totalled $10,767,755.18. This figure includes annual rates and charges arrears, interest arrears, the current year’s annual rates and charges, and current interest levied. It also includes Council’s pensioner rate rebate of $397,743.35, of which a claim of 55% is available from the Government (therefore 55% is rebated to Council on the completion of a claim). It should be noted that five percent (5%) of the aforementioned 55% rebate was historically subsidised by the Commonwealth under the National Partnership Agreement; however, the 2015/16 Commonwealth budget has removed this five percent (5%) rebate. On 25 January 2015, the Premier, the Hon Mike Baird MP, and the Minister for Ageing, the Hon John Ajaka MLC, announced that the portion of the pensioner concession formerly funded by the Federal Government will continue to be funded by the NSW Coalition Government for a further three (3) years. Payments received include receipts for both arrears and the current year’s amounts. The total receipts for the period 1 July 2015 to 31 October 2015, for all annual rates and charges, is $4,111,031.47. The total monies received for the same period last financial year was $3,968,319.32. The outstanding annual rates and charges for the 2015/16 financial year is $6,258,980.36 which represents 58.12% of the total annual rates and charges due to Council (compared with 56.43% in October 2014).


Page 36

Ite

m 9

.6

Overdue/Outstanding Water Consumption Charges Overdue water consumption charges to 31 October 2015 totalled $27,708.36. This balance does not include the unallocated receipts, in an amount of $26,432.61 to 31 October 2015. The overdue balance is represented by 326 assessments, and as a percentage of the total water consumption accounts levied 6.63% is overdue (compared with 2.47% in October 2014). The outstanding water consumption charges for 2015/16 totals $215,882.04. Water consumption accounts levied to 31 October 2015 total $417,708.62. This figure includes water consumption arrears, and interest arrears, together with the current year’s water consumption levies, non-residential sewer charges and interest. Payments received to 31 October 2015 include receipts for arrears and the current year’s water consumption accounts, the current year’s non-residential sewer charges and interest. The total monies received for the 2015/16 financial year, to 31 October 2015, for all water consumption accounts, non-residential sewer charges and interest is $201,826.58. Agreements to Pay by Arrangements A ratepayer may enter into a satisfactory written arrangement with Council (where practical) to repay the debt(s) in full, within the current financial year, in which the debt(s) have been incurred. There are currently 168 ratepayers who have entered into arrangements for the payment of their accounts, totalling $342,456.28. These arrangements for payments are within Council’s Debt Recovery Policy. Debt Recovery Agency The Debt Recovery Agency, on behalf of Council, is continuing with all debt recovery for both rates and water charges. (a) Governance/Policy Implications

Nil.

(b) Legal Implications The collection of outstanding rates and water charges can result in potential legal costs associated with challenges in courts of appeal. However, as these charges are legislative the risk of this is minor.



(e) Economic/Asset Management Implications The collection of rates and water charges results in improved cash flow for Council; however, it does impact the community. For this reason Council is always willing to negotiate payment terms with outstanding debtors. Currently there are 168 payment arrangements totalling $342,456.28.


Page 37

Ite

m 9

.6

CONCLUSION All payment arrangements are consistent with Council’s current Debt Recovery Policy. Overdue annual rates and charges are being maintained at an acceptable level through the follow-up of overdue accounts. Currently overdue rates and charges are at 4.09% (compared with 3.40% in October 2014) with overdue water charges at 6.63% (compared with 2.46% in October 2014).

RECOMMENDATION

That Council notes the information in this report.


Page 38

Ite

m 9

.7

9.7 Review of Social Media Policy REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Mahri Koch - Communications and Committee Liaison

Officer ANNEXURES Annexure A Social Media Policy Annexure B Social Media Procedures

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy PURPOSE The purpose of this report is to present Council with the reviewed Social Media Policy, for adoption. (Please refer to the Annexure attached to this report). BACKGROUND The Social Media Policy was last adopted by Council on 26 September 2013 and is due for review every two (2) years. The document has recently been reviewed in consultation with relevant staff. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective GCL 1.1 "Community members are informed and engaged in Council activities and Council listens and responds to the community."

(b) Financial Considerations Nil.

COMMENTARY The attached policy has been reviewed. After comparison with contemporary social media policies of Local Government, State agencies and the Federal Justice Department, one (1) minor change has been made to policy content. This change reflects the current popular use of geo-spatial tagging software. Several minor changes have been made to grammatical structure and punctuation. (a) Governance/Policy Implications

Once adopted by Council, the revised Social Media Policy will become policy of Council.





Page 39

Ite

m 9

.7


CONCLUSION Council’s Social Media Policy has been reviewed to include a societal interest that has increased in popularity since the current Policy was adopted in 2013. Changes are minor. The revised Social Media Policy is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the revised Social Media Policy as attached as an Annexure to this report.

2. That the Social Media Policy be communicated by the Communications and Committee Liaison Officer to all Managers, for the Managers to discuss the Policy at their team meetings.


Page 40

Ite

m 9

.8

9.8 Review of Drug and Alcohol Policy REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers - Manager of Administration and Human

Resources ANNEXURES Annexure A Drug and Alcohol Policy Annexure B Drug and Alcohol Testing Procedures

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy Register PURPOSE The purpose of this report is to present Council with the reviewed Drug and Alcohol Policy, for adoption. (Please refer to the Annexures attached to this report). BACKGROUND The Drug and Alcohol Policy was last adopted by Council on 28 November 2013 and is due for review every two (2) years. The document has recently been reviewed in consultation with relevant staff. (a) Relevance to Integrated Planning and Reporting Framework


(b) Financial Considerations An amount of $6,000 has been included in Council’s 2015/16 Operational Plan for drug and alcohol testing and administration.

COMMENTARY Council’s current Drug and Alcohol Policy and associated Drug and Alcohol Testing Procedures are based on the model industry policy and procedures developed by Local Government NSW (LGNSW) and the various unions / employee associations that are party to the Local Government (State) Award. LGNSW has confirmed that the model policy and procedures have not been reviewed since their introduction in July 2012, although the parties had originally intended to review the documents in mid 2013. Accordingly, Council’s reviewed Drug and Alcohol Policy and Drug and Alcohol Testing Procedures are still based on the 2012 model policy, which is the current industry standard. Relatively few changes have been made to the Policy and Procedures. Amendments to the Policy are limited to the inclusion of an implementation / communication section, in accordance with standard policy format, and changing the review date from two (2) years to three (3) years. Changes to the Procedures mainly involve minor alterations to the titles of various policies, positions, service providers and so forth that are referred to, although it was discovered that the model procedures contained an irregularity in Appendix 3 (Flowcharts), where the cut off points for blood alcohol content (BAC) did not agree


Page 41

Ite

m 9

.8

with the limits set out in the Definitions. This has been rectified and LGNSW will be advised of the discrepancy. Changes to both documents, attached as annexures to this report, are shown in red. All changes have been consulted on via Council’s Staff Consultative Committee and Work Health and Safety Consultative Group and recommended for adoption by both committees. (a) Governance/Policy Implications

Once adopted by Council, the revised Drug and Alcohol Policy will become policy of Council.

(b) Legal Implications The reviewed Drug and Alcohol Policy and associated Testing Procedures conform to the agreed industry standard for Local Government in NSW, reducing the likelihood of a successful dispute arising from their implementation.

(c) Social Implications The draft Drug and Alcohol Policy includes an employee support program, aimed at assisting employees with drug or alcohol dependencies to overcome such addictions. This has the potential to have positive social implications beyond Council’s immediate work environment.



CONCLUSION Council’s Drug and Alcohol Policy has been reviewed to include changes that have occurred since the current Policy was adopted in November 2013. Changes are relatively minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the Drug and Alcohol Policy as attached as Annexure A to this report.

2. That Council notes the information in the Drug and Alcohol Testing Procedures as attached as Annexure B to this report.

3. That the reviewed Drug and Alcohol Policy and Drug and Alcohol Testing Procedures be distributed to managers by the Manager of Administration and Human Resources, together with a summary of changes, for highlighting at team meetings.


Page 42

Ite

m 9

.9

9.9 Workplace Injury Management Report - October 2015 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Ann Blunt - WHS Co-ordinator ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: WORK HEALTH AND SAFETY: General PURPOSE The purpose of this report is to keep Council informed of significant Workers Compensation Insurance figures and trends. BACKGROUND Information on Workers Compensation has been provided for the period 1 July 2012 to the present time. (a) Relevance to Integrated Planning and Reporting Framework


(b) Financial Considerations An estimate of $373,524 has been allowed in Council’s Operational Plan 2015/16 for Workers Compensation Insurance. A quarterly budget review adjustment has been made to lift this estimate by $172,007 to make a new budget estimate of $545,531 (which includes the recently advised adjustment premium for the period 30/6/2014 to 30/06/2015 from StateCover of $11,840.

COMMENTARY This report covers Workers Compensation figures from 1 July 2012 to 31 October 2015 as follows:

Item 2012/2013 2013/2014 2014/2015 2015/2016

Total Premium

$371,405.32

$519,700.83

$508,390.42

$531,936.50 (estimate)

Premium as a % of Gross Wages

3.86%

5.27%

5.16%

5.20% (estimate)

New Claims (financial year, including finalised claims)

11

10

9 7

Ongoing claims (previous financial years)

-

-

1 3

Ongoing claims (former employees)

- -

2 1

Finalised Claims (this month) -

-

-

1


Page 43

Ite

m 9

.9

Item 2012/2013 2013/2014 2014/2015 2015/2016

Time Lost Due to Injury (Days)

357

103

276

153*

Total Actual Paid (excluding estimates for current employees)

$127,989.52

$155,898.44

$123,638.17 $23,209.79*

Claim Estimates (less actual paid) for current employees

$49,411.61

$5,904.09

$146,234.53 $200,370.91*

Claim Estimates (less actual paid) for former employees

- $156,603.72

$146,145.08 -

Claim Estimate (less actual paid) for Industrial Deafness claim for former employees

- - $25,130.90 $33,327.90*

Declined / Disputed Claim Estimates

$44,500.00

$27,097.75

- -

Scheme Performance Rebates

$ 31,507.99

$28,000.00

$32,517.35

$30,000 (estimate)

* 1 July 2015 to 31 October 2015 (four (4) months)

There was one (1) new claim during October. The claim involved some lost time, with the injured worker having since returned to full duties. One (1) claim was finalised during the month. The year to date lost time figure of 153 days is being driven up substantially by a single ongoing claim, involving an injured worker who has been unable to return to any duties for a lengthy period. Apart from this claim, the lost time figures for the current year to date have been quite good. The effects of the recently introduced new methodology for calculating premiums remains uncertain at this point; however, it has had the early benefit of removing one (1) large ongoing claim from Council’s claim estimates, which is reflected in the figures set out in the table. (a) Governance/Policy Implications

Nil.

(b) Legal Implications As far as is practicable, Council has a legal obligation to provide a workplace that is free from risks to health and safety, and an effective and sustainable return to work program for injured workers.



(e) Economic/Asset Management Implications The insurer’s estimated premium for the current financial year is $531,936.50 (excluding GST). Council’s budget for the workers compensation premium has been revised to cover this amount.


Page 44

Ite

m 9

.9

CONCLUSION Apart from one (1) ongoing claim, which is having a significant negative effect on lost time figures, the current financial year has seen mostly small claims involving very little time lost. Council continues to work closely with injured workers, the insurer and return to work specialists to achieve positive outcomes for current claims, in an effort to contain or reduce negative impacts on the Workers Compensation premium.

RECOMMENDATION



Page 45

Ite

m 9

.10

9.10 Life Choices - Support Services Bus Use Policy REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sandra Royal - Team Leader Life Choices-Support Services ANNEXURES Annexure A Life Choices - Support Services Bus Use Policy Annexure B Life Choices - Support Services Bus Use Procedures

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy PURPOSE The purpose of this report is to present Council with a new Life Choices – Support Services Bus Use Policy, for adoption. Please refer to Annexure A relating to this report. BACKGROUND Council repealed its Aged and Disability Bus Use Policy in November 2014 as the bus was scheduled to be sold. This has not occurred because the bus usage increased, and the low trade price offered meant that it was more cost effective to keep the vehicle. That document has recently been reviewed, amended and renamed in consultation with relevant staff and in adherence to current legislation. The policy has also been separated from the procedures in line with other Council documents. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective GCL 3.4 "To be recognised as a well-managed Council and an employer of choice." Furthermore, facilitation of the bus hire is consistent with Council’s Principle that “People have fairer access to the economic resources and services essential to meet their basic needs and to improve their quality of life (access)” Council’s Delivery Program 2013-2017.

(b) Financial Considerations Nil.

COMMENTARY The attached policy has been reviewed with changes made to align content to existing insurance and practical requirements. The changes made from the previous repealed policy are marked in red font. In addition an Implementation / Communication section has been included, in line with all revised policies. (a) Governance/Policy Implications

Once adopted by Council, the revised Life Choices – Support Services Bus Use Policy will become policy of Council.



Page 46

Ite

m 9

.10

(c) Social Implications The Life Choices – Support Services Bus Use Policy will enhance inclusivity for community members who require wheelchair travel as part of a larger group.



CONCLUSION Council’s Life Choices – Support Services Bus Use Policy has been reviewed to include changes that have occurred since the previous policy (known as the Aged and Disability Bus Use Policy), was repealed in November 2014. The revised policy is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the Life Choices – Support Services Bus Use Policy as attached as Annexure A to this report.

2. That Council notes the Life Choices – Support Services Bus Use Procedures as attached as Annexure B to this report.

3. That the Life Choices – Support Services Bus Use Policy be communicated by the Manager of Community Services to Community Services teams for discussion at their team meetings.


Page 47

Ite

m 9

.11

9.11 Library and Learning Centre Report - October 2015 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne - Manager of Library / Learning Centre ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: LIBRARY AND PUBLIC INFORMATION ACCESS: General COMMUNITY SERVICES: Reporting PURPOSE The purpose of this report is to keep Council up to date on the monthly statistical data and activities within the Library and Learning Centre. BACKGROUND The Manager of the Library and Learning Centre has a monthly reporting obligation and requirement to Council and the Library Committee. This report is compiled to fulfil that obligation. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective CL 5.2 "To have a good quality of life and well-being." This item also links to Council’s Operational Plan Objective PC 7.2 "To encourage local people to stay in the LGA to train and study, and improve the quality of the local workforce."

(b) Financial Considerations The cost of delivering library services; which includes facilities and services associated with the Learning Centre such as the William Gardner Conference Room, Art Gallery and the University of New England Study Centre is on average $54,000 per month.

COMMENTARY The Haunted Library – Celebrating Halloween with local children Local Trick or Treaters were invited to call into the Haunted Library on Saturday, 31 October as part of the local community celebration for Halloween. The Library was decorated and Library staff members were dressed up in their haunting costumes for the occasion. Over 200 children and their parents followed the Trick or Treaters map to the Library and to houses throughout Glen Innes. Celebrate Grandparents Day – 28 October A special storytelling session was run by the Library to celebrate Grandparents on Wednesday, 28 October. Children could make a present for their Grandparent and enjoy morning tea with the Library staff. Special Library Display An Australian Women’s Author display was organised to compliment the Gather in the Glen – 2015 NSW Rural Women’s Gathering during October.


Page 48

Ite

m 9

.11

Saturday Crocheting Group The Library’s Crocheting Group meets on Saturdays in the Orange Lounge Room from 1 pm to 3 pm. This group is becoming popular, with members learning different techniques and patterns and enjoying a pleasant social afternoon. GLEN INNES ART GALLERY EXHIBITION The ‘Wonderful Women’ Exhibition was organised in conjunction with the Gather in the Glen – 2015 NSW Rural Women’s Gathering held in October. This exhibition celebrated local rural women with local artists displaying photographs, paintings and local craft. This exhibition was on display from 5 October through to 30 October and was enjoyed by 250 visitors. The Gather In the Glen – 2015 NSW Rural Women’s Gathering was further supported with a special ‘Art as Therapy’ Lecture organised by the Glen Innes Art Gallery on Saturday, 10 October. The ‘Big and Small’ Photographic Exhibition opened on Saturday, 14 November with a Gala Opening at the Glen Innes Severn Learning Centre. LEARNING CENTRE’S CONFERENCE AND MEETING ROOM USAGE In October there were 30 meetings booked into the Learning Centre:

Council

o Staff Consultative Meeting;

o Council Ordinary Meeting;

o General Managers and Mayors – Local Councils/Communities;

o Library Mahjong Group: four (4) meetings;

o Library Tuesday History Group: three (3) meetings;

o Library Committee Meeting;

o Tourist Association Meeting;

o Children and Youth Service Training Workshop;

o Event Management Workshop: two (2) workshops;

o Risk Management Workshop.

DET

o TVET Retail Study Group: four (4) meetings;

o TAFE Student Teleconference.

Community

o Glen Innes Art Gallery Opening;

o Gather in the Glen – Art as Therapy Lecture.

Commercial Organisations

o Advance Personnel Management: four (4) meetings;

o NSW Civil & Administrative Tenancy Tribunal two (2) meetings;

o United Voice NSW;

o Victim of Crime Tribunal Video Conference.


Page 49

Ite

m 9

.11

LIBRARY MONTHLY STATISTICS The Library’s total resource issues for October decreased by two (2) percent, compared to October 2014. The Public Library issues decreased by four (4) percent and TAFE issues decreased 57 percent. The Branch Libraries overall issues decreased by 27 percent compared to October 2014. Individually, Deepwater’s issues decreased by 35 percent, Emmaville’s issues decreased by 36 percent, and Glencoe issues increased by 11 percent, compared to October 2014. Visitors to the Library for the month were 3,979, or 995 visitors per week. For more information please see the statistics below:

MONTHLY STATISTICS

MONTH: October ISSUES 2015 Year to Date 2014 % + -

Glen Innes Public 5,713 2,3151 5,939 -4%

Branch Library Services 853 3,116 528 62%

TAFE 180 749 417 -57%

TOTAL 6,746 27,016 6,884 -2%

Branch Library Services Deepwater 212 819 324 -35%

Emmaville 153 690 239 -36%

Glencoe 137 499 123 11%

TOTAL 502 2,008 686 -27%

INCOME Internet Printing $ 385.50 $1,471.60 $ 347.70 11%

Photocopy/Fax $ 94.25 $ 415.45 $ 125.85 -25%

Coffee Machine $ 250.50 $1,301.00 $ 315.50 -21%

Conference Room $ - $ - $ 75.00 -100%

Inter Library Loan $ 22.50 $ 91.50 $ 22.50 0%

Other* $ 84.70 $ 138.90 $ 4.20 1917%

TOTAL $ 837.45 $3,418.45 $ 890.75 -6%

*Other includes Replacement of Books and Donation

Capital Collection Expenditure

General $8,137.43 48% completion

Members GISC 4,556

4,122 11%

Others (outside LGA) 136

129 5%

TAFE 129

205 -37%

TOTAL 4,821

4,456 8%

People Counter 3,979 17,838 4,157 -4%

History Group 37 131 38 -3%


Page 50

Ite

m 9

.11

Internet Usage Deepwater 23 75 16 44%

Emmaville 21 61 7 200%

Public 1,398 6,015 1,478 -5%

WIFI Hotspot 576 2,279 304 89%

TAFE 166 5,036 207 -20%

TOTAL 2,184 13,466 2,012 9%

Home Library Service Members Glen Innes 48

40 20%

Deepwater 3

3 0%

Emmaville 7

7 0%

58

50 16%

Issues Glen Innes 562 2,037 418 34%

Deepwater 14 61 28 -50%

Emmaville 35 145 33 6%

611 2,243 479 28%

Art Gallery Visitors 250 920 155 61%

UNE/ TAFE Study Centre UNE Members 46

40 15%

TAFE Members 7

4 75%

(a) Governance/Policy Implications

(b) Legal Implications

(c) Social Implications Monthly cultural activities and educational events support and contribute to the Glen Innes Severn community’s cultural well-being, quality of life, literacy and intellectual growth.


(e) Economic/Asset Management Implications

CONCLUSION The Library and Learning Centre continues to be a well used community facility which endeavours to offer a range of regular educational and cultural activities for our community’s quality of life and well-being.

RECOMMENDATION



Page 51

Ite

m 9

.12

9.12 Department of Corporate and Community Services: Monthly Report - September and October 2015

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting PURPOSE The purpose of this report is to provide statistical information of activities within Council’s Corporate and Community Services Department for the period September and October 2015. BACKGROUND The Corporate and Community Services Department of Council is responsible for the following key functions:

Administration and Human Resources;

Finance;

Community Services;

Media and Communication;

Risk and Compliance;

Work Health and Safety (see separate report);

Library Services (see separate report).


Actions within the Operational Plan 2015/16 include transparency (Governance and Civic Leadership) and the aim of continuous improvement. This statistics report delivers a snapshot of activities in the Corporate and Community Services Department.

(b) Financial Considerations Where there may be a budget related consideration, this will be addressed in a separate report.

COMMENTARY A report of statistical data is to be presented to Council each month for comparison purposes and for Councillors’ information.


Page 52

Ite

m 9

.12


Page 53

Ite

m 9

.12

Number of applications for 603 Certificates as to Rates and Charges:

September October

20 26

Complaints – 2015/16 Financial Year

Month Complaints Received

Complaints Resolved

Complaints Outstanding

July 2 3 1

August 0 1 0

September 1 0 1

October 0 1 0

Complaints range across all areas of Council. Note: Council has received three (3) complaints during this financial year, all of which have been resolved. Human Resources – Recruitment: November 2014 to October 2015

Month Positions Advertised Filled

November Educator Supervisor (Maternity Relief) Yes

Chief Financial Officer Yes

December Nil

January Landfill Attendant (Emmaville) Yes

Team Leader Life Choices Support Services Yes

Financial Accountant Yes

Debtors Officer Yes

Compliance Officer / Trainee Compliance Officer Yes

February Nil

March Trainee Water and Waste Water Operator Yes

April Management Accountant No

Strategic Support Officer Yes

May Nil

June Nil

July Manager of Infrastructure Delivery No

Chief Financial Officer Yes

Concrete Team Leader (Internal) Yes

Bridge Team Leader No


Page 54

Ite

m 9

.12

COMMUNITY SERVICES Community Development Activities

Meetings and Forums

September October

Community Centre Management Committee.

Community Centre Management Committee monthly meeting and AGM.

Community Access Committee Meeting plus additional work on Disability Expo planning and promotion.

Disability Expo.

Liaison re Youth Inspire and Skate Park extension. Glen Industries Garden Committee.

Mental Health Event at Skate Park.

Final planning for and attendance at Family Picnic Day.

Community Drug Action Team Meeting

Domestic Violence Liaison – appearance on Prime News.

Glen Innes Interagency Meeting.

Youth Services

Meetings and Forums

September October

Successful Family Picnic Day, Youth participation in art competition, KFC and My Time Tug-of-war, games and Coaster Toss.

Skate Park half bowl completed. Used for venue for “Value Your Mind” Mental Health Month Afternoon.

Construction started on upgrade to Skate Park. Planning for Mental Health Awareness Day.

Attended Youth Inspire, Community Drug Action team, meetings.

Month Positions Advertised Filled

August Communications and Committee Liaison Officer Yes

September Lifestyle Support Supervisor (Internal) Yes

Activity Support Supervisor (Internal) Yes

Landfill Attendant (Glen Innes) No

Educator Supervisor No

Administration and Quality Officer No

Financial Officer No

Lifestyle Support Facilitator No

October Nil


Page 55

Ite

m 9

.12

Life Choices - Support Services Council’s Life Choices – Support Services provide a range of services across the New England North West Region. These services are predominantly funded either by the NSW Department of Family and Community Services, Ageing Disability and Home Care (ADHC) for younger people with a disability or the Commonwealth Department of Social Services (DSS) for older people. The heading “Other Funding Source” below, relates to any funding coming from any source other than ADHC or DSS. Examples of this might be a rehabilitation organisation hiring our staff to facilitate a program or an individual paying for a service from their own personal funds. There is a mounting trend to allocate grant funds to an individual and for that person to have increasing choice and control regarding how it is managed, who is employed and the type of services the individual wants to purchase with the funding. Number of Consumers by Local Government Area (LGA), Culturally and Linguistically Diverse (CALD) and Aboriginal and Torres Strait Islanders (ATSI) Percentage and funding Source

LGA Total

Number of Consumers

Percentage of Total

Consumers Identifying as CALD

Percentage of Total

Consumers Identifying as

ATSI

Funded by DSS

(Over 65 or over 50 if

ATSI)

Funded by ADHC

(Under 65 or under 50 if

ATSI)

Other

Funding Source

Sept Oct Sept Oct Sept Oct Sept Oct Sept Oct Sept Oct Glen Innes Severn

328 335 3 3 9.1 8.7 263 273 65 62 2 2

Armidale 11 11 0 0 18.2 18.2 0 0 11 11 Gunnedah 5 5 0 0 20 20 0 10 5 5 Guyra 17 17 0 0 64.7 64.7 10 10 7 7 Gwydir 35 35 5.7 5.7 11.4 11.4 29 29 6 6 2 2 Inverell Shire

131 136 1.5 1.5 25.2 25.2 77 78 54 58

Liverpool Plains

6 6 0 0 16.7 16.7 0 0 6 6

Moree Plains

3 3 0 0 0 0 0 0 3 3

Narrabri 2 2 0 0 0 0 0 0 2 2 Tamworth Regional

29 29 0 0 6.9 6.9 0 0 29 29

Tenterfield 54 54 0 0 40.7 40.7 32 33 22 21 Uralla 1 1 0 0 0 0 0 0 1 1 Walcha 0 0 0 0 0 0 0 0 0 0

Total 622 634 2.2 2.2% 17.4% 17.2% 411 433 211 211 4 4

Children and Family Services

September October 2015/16

Number of booked children (average)

per day

Number of booked children (average)

per day

Budgeted number of enrolled children per

day

After School Care 12.6 12.7 8

Vacation Care 14.5 16.5 15

Note: Enrolled children equals fee paying places of care.


Page 56

Ite

m 9

.12

Early Intervention Services

September October September October

Program Location No. of

Families No. of

Families No. of

Children

No. of Children

Early Intervention: Disability support/therapy

Glen Innes Severn

18 23 19 23

Early Intervention: Extending Early Intervention

Regional NSW 4 Services 5 services 42

Approvals 48

Approvals

ST2 EI Skill Development Little Rays

Glen Innes Severn

5 12 7 14

ST2 EI Skill Development Big Rays

Glen Innes Severn

6 6 8 8

My Time Glen Innes Severn

10 10 N/A N/A

Supported Playgroups: Wytaliba Playgroup

Wytaliba 5 7 8 8

Aboriginal Playgroup Glen Innes 4 3 8 5

Red Range Playgroup Red Range 3 3 4 4

TOTAL 55 69 96 110

CORPORATE AND COMMUNITY SERVICES CAPITAL PROJECTS PROGRESS REPORT AS OF OCTOBER 2015 Description Budget Approved

Budget Variation

Expenditure Year to Date

Completed Comments

Upgrade of ECM records management software to Version 4.03

$45,000

$0.00 No

Waiting on the software supplier.

Microsoft Office Purchases

$28,000

$26,695 Yes

Supplier selected and purchase completed. 55 licences purchased.

Children and Family Services Building Extension

$155,000

$0.00

Document Control Software

$45,000

$0.00 No

Evaluation of various solutions has commenced but will take some time to complete.

Records Scanning Software

$15,600

$15,600 WIP

Supplier selected and order raised. Software awaiting installation.

Library Books $53,000 $0.00

Integrated Planning and Reporting Framework (IPRF) Pulse Software

$10,500

$0.00 No

Implementation of this is planned during the last week in October.

InfoCouncil Council Agenda Management Software

$16,109

$0.00 No

The budget for this software has been included in the OPEX – under Computer software purchases.


Page 57

Ite

m 9

.12


Administrative, Financial Services, Communications/Media and Risk and Compliance Services are provided to all areas of Council. These services are provided with an aim of transparency and continuous improvement.


(c) Social Implications Council’s Community Services provide a range of support services to all age groups. These services build on the social capital of the Local Government Area and the region.


(e) Economic/Asset Management Implications The economic implications of Community Services are positive, in that these services provide employment opportunities, as well as a service to community members.

CONCLUSION The statistics provided in this report deliver information to Council on the key activities undertaken in Council’s Corporate and Community Services Directorate for the months of September and October 2015.

RECOMMENDATION



Page 58

Ite

m 9

.13

9.13 Proposed Northern Tablelands Regional Weeds Committee REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and

Regulatory Services ANNEXURES Annexure A Terms of Reference

ECM INDEXES Subject Index: ENVIRONMENTAL MANAGEMENT: Noxious Weeds PURPOSE The purpose of this report is to consider appointing a Council delegate to the newly formed Northern Tablelands Regional Weeds Committee. BACKGROUND A request has been received from the Northern Tablelands Local Land Services inviting Council to nominate two (2) delegates to the new Northern Tablelands Regional Weeds Committee (NTRWC). The previous Northern Inland Weeds Advisory Committee, which covered the New England and North West, has now been replaced with committees which are aligned to the new Local Land Service (LLS) boundaries. Council resolved in April 2015 to enter into a three (3) year Memorandum of Understanding with the New England Weeds Authority (NEWA) to undertake Council’s Noxious Weeds function. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective PC 4.1 "Encourage higher returns from agriculture." This item also links to Council’s Operational Plan Objective GCL 5.1 "To have effective networks between Council and State and Federal Government bodies."

(b) Financial Considerations The only direct cost to Council in participating in the NTRWC would be Councillor travelling expenses if applicable. Under the Memorandum of Understanding with NEWA Council expenditure in 2015-16 is $89,413, which will be increased annually by the rate peg amount. In addition NEWA has agreed that the existing expenditure on weed control on public land will be maintained at a minimum of $46,960 for three (3) years.

COMMENTARY The primary objectives of the NTRWC will be to provide strategic planning and coordination of weed management activities at the regional level. Objectives will be consistent with the goals of the NSW Invasive Species Plan 2015-2022. These goals are:


Page 59

Ite

m 9

.13

1. Exclude – prevent the establishment of new invasive species;

2. Eradicate or contain – eliminate or prevent the spread of new invasive species;

3. Effectively manage – reduce the impacts of widespread invasive species;

4. Capacity Building – ensure NSW has the ability and commitment to manage invasive species; and

5. To promote awareness of noxious and invasive weeds within the community. The committee will also advise the NSW State Weeds Committee on weed matters relating to declaration, control and promotion for the region. Northern Tablelands LLS is seeking two (2) nominations from Glen Innes Severn Council. One (1) being an elected member and one (1) delegate a senior weeds officer with operational experience. Due to the level of decision making that will be required, representatives should have an appropriate level of seniority and have a good background in policy, resource implications and land and weed management programs. The initial task of the new NTRWC will be to develop and prepare a new Regional Weeds Strategy. Unlike existing plans the new strategy will be tenure neutral, setting out enforceable weed management obligations for managers of both private and public lands. A copy of the Terms of Reference for the proposed NTRWC is attached as an annexure to this report. Council has been advised that NEWA is nominating the Chair Councillor Maria Woods, General Manager Wayne Deer, and Senior Weeds Officer James Browning. NEWA have advised that they would be prepared to represent Council on the NTRWC as Council’s operational representative. NEWA have also had a number of meetings with Northern Tablelands LLS regarding the transition from the previous NIWAC to the new NTRWC. They have also prepared the Constitution based on the LLS Terms of Reference. NEWA will remain the Lead Agency for the Weeds Action Program. (a) Governance/Policy Implications

Council has resolved to delegate its weeds function to the New England Weeds Authority for a period of three (3) years.

(b) Legal Implications Under the provisions of Section 36 of the Noxious Weeds Act 1993 a local control authority has a number of noxious weed control functions in relation to the area for which it is the local control authority.

Amendments to the Noxious Weeds Act 1993, which came into effect on 8 May 2012, make provision for improved regulatory powers to help minimise the risk of new weeds establishing in NSW and for authorities to be able to deal more rapidly with noxious weeds. The Amendment Act also simplifies the delegation functions of Local Control Authorities.

(c) Social Implications Some weeds cause severe allergic reactions in people, contributing significantly to Australia’s health care costs. It is estimated that the agricultural cost of weeds to Australia is in the vicinity of $4 billion per annum. The cost to nature conservation and landscape amenity is thought to be of a similar magnitude.


Page 60

Ite

m 9

.13


Weeds have major economic, environmental and social impacts in Australia, causing damage to natural landscapes, agricultural lands, waterways and coastal areas. Weeds impact severely on agriculture by competing with production, contaminating produce and poisoning livestock. Weeds also impact on biodiversity by out-competing native plants and degrading habitat. Weeds, along with other invasive species, now arguably pose one of the most significant threats to biodiversity.

(e) Economic/Asset Management Implications There are no economic/asset management implications relating to this report.

CONCLUSION It is recommended that Council nominates a Councillor to the new Northern Tablelands Regional Weeds Committee and, from an Operational perspective, that Council requests NEWA to provide operational representation on Council’s behalf.

RECOMMENDATION

1. That the Northern Tablelands Local Land Service be advised that its delegate to the new Northern Tablelands Regional Weeds Committee will be Cr ........ and a delegate as nominated by the New England Weeds Authority.

2. That in the event that Cr............ is unable to attend a meeting of the Northern Tablelands Regional Weeds Committee then Council’s Director of Development, Planning and Regulatory Services, or his delegate, will be the alternative delegate.

3. That the “Northern Tablelands Regional Weeds Committee” be added to the list of “Groups of Councils” in Council’s list of Community Committees; in order for Council to revisit its decision in this regard annually in September.


Page 61

Ite

m 9

.14

9.14 Overnight Camping - Glencoe Bicentennial Park REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and

Regulatory Services ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: PARKS AND RESERVES: Reports Property Index: 11072-0 Customer: Glencoe Residents PURPOSE The purpose of this report is for Council to consider taking appropriate measures to prevent overnight camping in Glencoe’s Bicentennial Park. BACKGROUND Council has received a number of submissions regarding overnight camping in Glencoe’s Bicentennial Park. There have been 12 submissions received with one (1) submission being a petition with 17 signatories. There were seven (7) submissions supporting continued overnight camping with the remainder, including the petition, against the park being used for overnight camping. The park has been used for overnight camping for a number of years. However, as a result of the increased usage over time residents are concerned about the overall condition of the park. A proposal to pull down the tennis court fencing on the park has also raised concern from adjoining neighbours that this will encourage increased camping and camping closer to existing residences. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective CL 1.1 "Recreational open spaces, swimming pool, sports facilities and playgrounds readily available and safe for the community to use." This item also links to Council’s Operational Plan Objective GCL 1.1 "Community members are informed and engaged in Council activities and Council listens and responds to the community."

(b) Financial Considerations There would be a minor cost to erect signage prohibiting camping. However, this cost could be incorporated into normal operating budgets. If Council wishes to erect fencing around all of the park area, so as to minimise the opportunity for overnight camping, then a budget provision would need to be made in the 2016-17 Operational Plan.

COMMENTARY Submissions against overnight camping are largely based on damage to the park, including the trees and shrubs, loss of privacy and noise issues for adjoining property owners. Concern has also been expressed as to the adequacy of the existing


Page 62

Ite

m 9

.14

composting toilet for increased loads, and in particular if used as a caravan dump point. Support for the overnight camping is based on the grounds that it provides an important economic boost to the local hotel and shop. Overnight camping on Glencoe’s Bicentennial Park is not to be confused with roadside camping in rest areas and the like. Council is the owner of the land on which the park, tennis courts and community hall is located. In this regard any camping (including overnight camping) requires development consent and approval to operate as a caravan park and/or camping ground. As with permanent caravan parks and grounds, relevant requirements in the Local Government (Manufactured Home Estates, Caravan Parks, Camping Grounds and Moveable Dwellings) Regulation 2005 must then be complied with. There are a number of circumstances in which camping in caravans, campervans or tents, elsewhere than in a caravan park or camping ground, does not require Council approval under the Local Government Act 1993. For land elsewhere than in a caravan park or camping ground, the Local Government Regulation provides the following conditional exemption from the requirement for Council approval:

Where up to two caravans, campervans or tents on any land (with the landowner’s permission), provided they are not occupied for more than two days at a time and are not occupied for more than 60 days (in total) in any 12 month period.

With anecdotal evidence that up to seven (7) vans have been seen there in one (1) night it is unlikely that overnight camping would be exempt under the abovementioned exemption. It would be virtually impossible to control and manage the overnight camping so as to ensure it complied with the abovementioned requirements. Council simply does not have the resources to manage this on a day to day basis, particularly when the park is located 20 kilometres from Glen Innes. If Council wished to allow overnight camping, approval would be required pursuant to the Environmental Planning and Assessment Act 1979. In addition, any camping or caravan park would be required to comply with the Local Government (Manufactured Home Estates, Caravan Parks, Camping Grounds and Moveable Dwellings) Regulation 2005. This would require compliance with the provision of adequate number of facilities, internal roads, electricity and also some form of management. It is considered that the capital cost in this regard is not warranted so as to allow overnight camping in Glencoe. (a) Governance/Policy Implications

Council’s Local Approvals Policy, adopted 27 August 2015, specifies caravan parks and camping grounds as an activity which requires approval under the provisions of section 68 of the Local Government Act 1993. Under Council’s Asset Management Plan Glencoe’s Bicentennial Park is classified Operational Land under the provisions of the Local Government Act 1993.

(b) Legal Implications The NSW Planning and Local Government legislation both have a role in the regulation of camping. If Council wishes to allow overnight camping, approval


Page 63

Ite

m 9

.14

would be required pursuant to the Environmental Planning and Assessment Act 1979. In addition, any camping or caravan park would be required to comply with the Local Government (Manufactured Home Estates, Caravan Parks, Camping Grounds and Moveable Dwellings) Regulation 2005. The legislation is designed to promote camping that is safe, enjoyable, equitable and sustainable.

(c) Social Implications The issue of overnight camping would appear to have split the community regarding the advantages and disadvantages of campers utilising Glencoe’s Bicentennial Park. Council should consider any decision to allow overnight camping with regard to the legislative and financial impacts that such a decision would have.

(d) Environmental Implications If Council continues to allow overnight camping at Glencoe’s Bicentennial Park then the issue of noise and further damage to the park infrastructure will be required to be addressed.

(e) Economic/Asset Management Implications If Council were to pursue a formal camping ground arrangement within Glencoe’s Bicentennial Park, then it would require some capital improvements which would result in a negative effect on Council’s depreciation costs.

CONCLUSION Council has little choice in regard to prohibiting overnight camping in Glencoe’s Bicentennial Park as it is a legislative requirement that camping has both development consent and approval under the provisions of section 68 of the Local Government Act 1993. Under these requirements it would not be viable to create a formal camping ground and associated facility. There is significant ownership within the Glencoe community regarding the park as residents were largely responsible for its development and maintenance for many years. It is recommended that the use of the park remain consistent with its original intention that it be used for residents and short term rest for the travelling public.

RECOMMENDATION

1. That Council erects signage in Glencoe’s Bicentennial Park prohibiting camping in the park.

2. That overnight camping continues to be monitored after the signage is erected and if overnight camping continues to be a problem, then provision be made in the 2016-17 Operational Plan for fencing to be erected so as to prevent unauthorised parking and camping in the park.


Page 64

Ite

m 9

.15

9.15 Review of Domestic Waste Management Policy REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and

Regulatory Services ANNEXURES Annexure A Domestic Waste Managment Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy WASTE MANAGEMENT: Service Provision PURPOSE The purpose of this report is to consider the reviewed Domestic Waste Management Policy. BACKGROUND Council adopted the current policy on 25 July 2013. It first adopted a Replacement Garbage Bin Policy at the Ordinary Meeting of Council held on 20 January 2005. Minor changes have been made to the policy; the revised policy is attached as an annexure to this report with proposed changes marked in red. Changes mainly reflect the transfer of waste management responsibilities back to the Department of Development, Planning and Regulatory Services from the Directorate of Infrastructure Services. Provision has also been made in the policy for the replacement of the existing recycling bins which have reached the end of their service life. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective ES 1.1 "Waste minimisation and avoidance is promoted and recycling is readily available."

(b) Financial Considerations A provision of $10,000 is allocated in the 2015-16 Operational Plan for the purchase of replacement bins. There are approximately 3,298 recycling services in Glen Innes. It is estimated that approximately 2,500 bins have reached the end of their service life and require replacement (Emmaville, Deepwater and Glencoe bins do not require replacing at this point in time). It is estimated that the replacement cost of the bins would be $100,000 plus assembly and delivery. A provision would be required to be made in the 2016-17 Operational Plan for the replacement of these bins.

COMMENTARY The policy continues to place the onus on landowners to retain responsibility for the replacement of “lost, stolen or damaged beyond repair bins”. Since the 2008 policy it has proven effective in reducing the cost of replacement bins to Council, and recognised that generally it is residents who are best placed to manage the security of bins. The policy also focuses on related matters, such as domestic waste


Page 65

Ite

m 9

.15

management charging and services, collection and storage of mobile garbage and recycling bins, contamination of mobile bins, and upgrading the size of mobile bins. Council commenced a new waste collection contract with JR Richards and Sons from 1 July 2015. The Contractor has drawn Council’s attention to the poor condition of the recycling bins in Glen Innes. These are largely the original bins introduced for garbage collection in the 1990’s. They were transferred to the recycling bin when the previous Glen Innes Municipal Council introduced the 140 litre red lidded bins for general waste. The service life of a mobile garbage bin is between 15 and 20 years. The policy has been reviewed to include provision of the replacement of these green lidded bins with yellow lidded 240 litre bins, by Council, in 2016-17. The policy also has provision for Council not to empty recycling bins found to contain contamination. Contamination in recycling is a significant problem in Glen Innes with up to 50% of some loads being diverted to landfill. Councils are now encouraged to achieve higher recovery rates by introducing three (3) bin systems, with separate bins for residual waste, dry recyclables and food/garden organics. A Delivery Plan target for 2013-2017 is that an organics or green waste collection is investigated and reported to Council. In this regard tenders for the domestic waste collection contract were advised that consideration would be given to the extension of the recycling program to include an organics collection for Glen Innes, potentially commencing in 2016. Tenders were invited to outline potential organics collection and processing details as part of their submission. It was recommended that Council not pursue the collection of organics at this point in time for the following reasons: 1. The organics processing industry is in its infancy, with only those Councils with

an economy of scale actually collecting and processing organic waste.

2. The collection and processing of green waste is expensive, a cost which will ultimately be worn by the ratepayer, through the domestic waste collection charge.

3. There is currently no ready local end market for processed organic waste. A product price is essential to work from so as to determine the feasibility of processing an organics product.

4. Contamination remains a significant problem and any end user would require a guarantee of the quality of the finished product. Currently there are on-going problems with contamination in the kerb side recycling service which are proving difficult to overcome.

5. No satisfactory processing solution has been provided to Council. Staff members are currently working on a funding application through the NSW Governments Waste Less, Recycle More Organics Infrastructure (Large and Small) Grants Program. Grants of between $5,000 and $75,000 are available under the Home Composting Grants scheme. The funding application will be for retro fitting old recycling bins to home composting kits. The advantage of this system is: i. Avoids a costly third (3rd) bin pick up for residents;


Page 66

Ite

m 9

.15

ii. Avoids the generation of waste at the source without Council implementing costly organics processing facilities; and

iii. Provides a cost effective solution to disposing of the old mobile garbage bins. The program will be implemented as a trial in the first instance for 500 properties and would be voluntary in nature. (a) Governance/Policy Implications

The revised policy continues to provide a framework for managing Council’s domestic waste management services, including guidance for residents and Council staff in assessing claims for bin replacements.

(b) Legal Implications The policy is drafted having consideration to the Local Government Act 1993 which specifies requirements for how residents are charged for domestic waste management services. Section 502 of the Local Government Act 1993 allows for user pays service waste collection charges. Proposed new fees must be placed on public exhibition for a minimum period of 28 days, and any submissions considered before implementation of new fees.

(c) Social Implications The adoption of a Domestic Waste Management Policy provides for the continuation of a regular and efficient household waste collection and disposal service, and documents resident entitlements creating a transparent system, which should instil community confidence.

(d) Environmental Implications The policy documents Council’s commitment to providing a reduction in waste to landfill and improved resource recovery.

(e) Economic/Asset Management Implications From Australian Accounting Standards Board 116, the cost of property, plant and equipment should be recognised as an asset where there is a probable future economic benefit, and cost can be reliably measured, though materiality would be considered in the need for financial reporting. It would appear that the purchase of previous bins has not been included in Council’s asset register. Whilst there is an initial cost of a mobile garbage bin the whole of life cost above the initial purchase cost need to be considered. Additional costs such as expected annual maintenance/repair/renewal, expected useful life, and estimated costs to dispose/replace at the end of the useful life need to be factored into the cost. Annual depreciation costs may need to be allowed in future budgets, being the depreciable amount (initial cost less any salvage value at end of life) divided by useful life.

CONCLUSION The adoption of the Domestic Waste Management Policy provides a framework for managing waste collection and mobile bins, providing improved guidance to staff and the community.

http://www.aasb.gov.au/admin/file/content102/c3/AASB116_07-04_ERDRjun10_07-09.pdf


Page 67

Ite

m 9

.15

RECOMMENDATION

1. That Council adopts the revised Domestic Waste Management Policy attached as an annexure to this report.

2. That a media release be provided to the Glen Innes Examiner advising of the adoption of the updated Domestic Waste Management Policy.

3. That the Director of Development, Planning and Regulatory Services provides an updated copy of the Domestic Waste Management Policy to Council’s Customer Service staff, Rates Officer, Purchasing and Supply Officer and the Manager of Technical Services.


Page 68

Ite

m 9

.16

9.16 Department of Development, Planning and Regulatory Services: Monthly Report - October 2015

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Kathleen Taminiau - Administration Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting PURPOSE The purpose of this report is to identify statistical information in relation to activities of the Department of Development, Planning and Regulatory Services for the 12 months period from 1 July 2015 to 30 June 2016. This report covers the period from 1 July 2015 to 31 October 2015. BACKGROUND The Department of Development, Planning and Regulatory Services division of Council is responsible for the following key functions: Regulatory and Planning Services

Development enquiries;

Planning;

Building Services;

Environmental Health;

Regulatory Services;

Food regulation and safety;

Companion animals;

Noxious weeds; and

Waste Management. Tourism and Events

Tourism; and

Events. Saleyards (a) Relevance to Integrated Planning and Reporting Framework

The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2013-2023, Delivery Program 2013-2017 and Operational Plan 2015/16.

(b) Financial Considerations Provision is made in the 2015/16 Operational Plan to fund the activities and programs as listed in this report.


Page 69

Ite

m 9

.16

COMMENTARY A report of statistical data will be presented to Council each month for comparison purposes, showing the previous year’s totals, and the year to date figures for the current year. REGULATORY AND PLANNING SERVICES DEVELOPMENT APPLICATION (DA) DATA

2014 – 2015

2015-2016 Year to Date

Total Number of DAs Determined 100 41

Average Determination Time (days) 15.46 19.5

Value of DAs $7,800,912 $2,906,960

Number of Single Dwellings 29 7

Urban 11 4

Village 10 0

Rural 8 3

Number of Multi Unit Dwellings Urban 1 0

Village 0 0

Rural 0 0

Number of Commercial Developments 15 6

Number of Industrial Developments 3 1

Withdrawn 0 1

Refused 1 0

COMPLYING DEVELOPMENT APPLICATION (CDC) DATA

2014 – 2015

2015-2016 Year to Date

Total Number of CDCs 35 3

Value of CDCs $3, 393,928 $426,970

Number of Single Dwellings 4 2

Urban 2 1

Rural 1 1

Village 1 0

DEVELOPMENT APPLICATIONS AND COMPLYING DEVELOPMENT CERTIFICATES: Determinations issued – October 2015 Section 101 of the Environmental Planning and Assessment Act 1979, as amended, precludes a challenge to the validity of consent more than three (3) months after the date of public notification of the consent. Consents are available for public inspection, free of charge, during ordinary office hours at Council’s Church Street office. In accordance with Section 101 of the Act and Clause 124 of the Environmental Planning and Assessment Regulation 2000, the following determinations are publicly notified:


Page 70

Ite

m 9

.16

CDC Number

Description

03/15-16 Residential - Single new dwelling 79 Taylor Street, Glen Innes

DECLARATION OF INTEREST BY APPLICANT OF A DEVELOPMENT APPLICATION/CONSTRUCTION CERTIFICATE/ COMPLYING DEVELOPMENT

Nature of Interest

Number Received 2014/15

Number Received

YTD

Number Received

this period

Application Number

Date Received

Comment

Political Gifts and Donation

0

0

0

-

Applicant or owner is an employee of GISC or a Councillor

13

2

0

-

Considered at the Development Assessment Unit

and the applicant / owner has no involvement in approval process.

Applicant with any relationship to staff or Councillor

4

2

0

-

Relationship outside the approval process.

NUMBER OF 149 (ZONING) CERTIFICATES ISSUED Section 149 Certificates are issued under the provisions of the Environmental Planning and Assessment Act 1979. It is compulsory for every property sold to be accompanied by a 149 Certificate.

DA Number

Description

15/15-16 Commercial 271-277 Grey Street, Glen Innes

24/15-16 Other Shannon Vale Road, Glen Innes

25/15-16 Community Facility 88 Rodgers Road, Glen Innes

26/15-16 Residential - New second occupancy 37 Galloway Place, Glen Innes

27/15-16 Residential - Alterations and Additions 12 Sunnyview Drive, Shannon Vale

34/15-16 Residential - Alterations and Additions 20 Bates Avenue, Glen Innes

37/15-16 Residential - Alterations and Additions 198 Bourke Street, Glen Innes

2014-2015 2015-2016 Year to date

302 128


Page 71

Ite

m 9

.16

ON-SITE SEWAGE MANAGEMENT STRATEGY The table below provides Council with the progress of the inspection regime of on-site sewage management systems, in accordance with Council’s adopted On-Site Sewage Management Strategy:

Notes: All systems with defects have a letter sent to owner requiring repairs Major defects - effluent exposed - failed trenches etc Minor defects - effluent not exposed - not fenced, cracked lid etc

PENALTY NOTICES Council’s Rangers perform a number of regulatory functions which require, at times, the issuing of Penalty Infringement Notices. The main offences include Companion Animal matters, failure to comply with the Australian Road Rules and the offences such as dumping of rubbish under the Protection of the Environment Operations Act 1997. NOTICES AND ORDERS ISSUED

Description Issued this

Period Issued

Year to Date

Overgrown Allotment (Order Number 21)

Intention 0 0

Order 0 0

Nuisance Dog Order Intention 1 2

Order 0 1

Menacing Dog Intention 1 1

Order 0 0

Impounding (Order Number 27) Intention 0 0

Order 0 0

There was no Penalty Infringement Notices Issued for the month of October 2015. ANIMAL REGISTRATIONS

Classification of On-site System

Number of Systems

Registered

Number of Inspections

to Date

Total Number of Systems with defects

requiring rectification

Minor Defects

Major Defects

Number with Major

Defects with no

response to letter

requiring repairs

Total Number of Systems

1,365 1,486 253 71 182 104

Description

Current Month Total

Total Value

Number of Animals Registered – October 2015

30

$1,851


Page 72

Ite

m 9

.16

DOG IMPOUNDING FIGURES OCTOBER

CAT IMPOUNDING FIGURES OCTOBER


Page 73

Ite

m 9

.16

GLEN INNES SALEYARD 2015-2016 REPORT STATISTICS

TOURISM AND EVENTS STATISTICS AND REPORT

VISITOR CENTRE ENQUIRIES SEPT 2015

OCT 2015

YTD 2015/16

SAME PERIOD 2014/15

Front Counter Enquiries 2,697 2,457 9,196

11,144

Telephone Enquiries 329 434

1,461 NA

Information Mailed To Visitors 9 53 90 492

Bulk Visitor Guides Distributed 0 0 0* 5,930

Visiting Coach Tour Groups Passengers

3 95

4 157

7 223

14 513

New England Coaches (Start December 2014)

Passengers 12 93

13 125

48 414

NA NA

TrainLink Coaches (Start December 2014) Passengers

24 292

27 323

103 1101

NA NA

* Bulk Visitor Guides – usually

WEBSITE AND SOCIAL MEDIA SEP 2015

OCT 2015

YTD 2015/16

SAME PERIOD 2014/15

Glen Innes Tourism Website - Users 5,777 5,551 28,784 New Website Jan 2015

Minerama Website - Users 1,184 1,139 5,311 NA

Australian Celtic Festival Website - Users 1,547 1,596 3,143 NA

Glen Innes Tourism Face Book - Likes 20 58 126 12

Minerama Face Book - Likes 7 16 50 NA

Australian Celtic Festival Facebook – Likes

1 9 16 52

Description Year To Date 2014-2015 2013-2014 2012-2013 2011-2012 2010–2011

Fat cattle

2,836 12,755

16,611 11,844 13,221 15,382

Cattle weighing

665 1,357 4,199 529 1,378 1,398

Special cattle sale

88 7,722 9,789 9,023 11,277 9,781

Total cattle 3,589 21,834 30,599 21,396 25,876 26,561

Cattle gross value

$2,787,038.75 $14,749,041.15

$11,823,053.99

$11,442,997.03 $17,522,475.65 $11,157,544.40

Store sheep

0 0 0 0 2,777 4,182

Fat sheep

12,252 53,419 87,516 73,218 61,961 68,996

Total sheep 12,252 53,419 87,516 73,128 64,738 73,178

Sheep gross

value

$1,172,077.20 $4,538,433.60 $5,652,522.05 $4,471,179.30 $6,161,040.80 $8,243,812.80


Page 74

Ite

m 9

.16

FREE PUBLIC Wi-Fi

FREE Wi-Fi Town Square and VIC Car Park Combined

SEPT 2015 Daily

Average

OCT 2015 Daily

Average

YTD 2015/16 Daily

Average

PROXIMITY

Passers By – not visited 1,198 1,131 1,202

Visitors - visited 142 145 144

Connected 13 21 14

ENGAGEMENT

6+ hours 3 6 4

1 to 6 hours 11 13 12

20 to 60 minutes 40 39 40

5 to 20 minutes 87 87 89

LOYALTY

Occasional 6 5 8

Weekly 65 69 59

Daily 12 17 13

First Time 59 54 64

Wi-Fi SUMMARY REPORTS PERIOD 1 July 2015 to 31 October 2015 These reports summarise the amount of data usage, number of users, who the users are, the popular websites visited.


Page 75

Ite

m 9

.16

INFORMATION CENTRE SALES SEPT 2015

OCT 2015

YTD 2015/16

SAME PERIOD 2014/15

Merchandise and Souvenir Sales $4,328# $7,943 $22,156 $22,549 #Information Centre renovation during September saw a reduction in sales.

Social Media Campaigns CAMPAIGN REACH VISIT

WEBSITE WEBSITE COST

Spring 47,470 1,308 www.gleninnestourism.com $695.00

Emmaville Gemfest

14,432 NA www.emmavillegemfest.com $162.16

Deepwater Scarecrow Festival

244 NA www.deepwaterscarecrowandwoolfestival.webs.com/

$0

Council’s Marketing Strategy for 2015/16 has been principally channelled through Social Media like Facebook, Instagram and the like. This approach is significantly different to previous years where advertising had been undertaken through the more traditional channels such as print, television and radio. The challenge with the more traditional channels is the ability to reach a defined target market and collecting the return on investment.

http://www.gleninnestourism.com/

http://www.emmavillegemfest.com/

http://www.deepwaterscarecrowandwoolfestival.webs.com/

http://www.deepwaterscarecrowandwoolfestival.webs.com/


Page 76

Ite

m 9

.16

Social media is a more direct approach being able to target a specific demographic within a set geographical area. The Spring campaign commenced early September and has resulted in almost 50,000 people seeing our advertisements with over 1,300 people clicking through to our website. The other interesting statistic is the 14,000 plus people who viewed the Emmaville Gemfest Facebook advertisement. Destination Glen Innes (DGI) DGI is an initiative of the Glen Innes Severn Tourist Association Incorporated (GISTA) and has been very proactive in marketing Glen Innes and surrounds through print, radio, the internet and digital media. Each month a newsletter is distributed to all members keeping everyone up to date on their initiatives and activities. Over the last month its followers have increased to:

Facebook: 1,456 likes (increase of 60 in a month);

Twitter: 298 followers (increase of 73 in a month);

Instagram: 189 followers (increase of 47 in a month);

Pinterest: Nine (9) followers (increase of three (3) in a month);

Google+: Three (3) followers.

CAPITAL WORKS PROGRESS REPORT OCTOBER 2015

Section Description Original

Budget Approved

Budget Variation

Expenditure Year to Date

Completed Comments

Saleyards Truck Wash Fencing WHS

$15,000

No Quotations are being obtained.

Truck Wash Upgrade

$67,000

$5,033 No Majority of work completed in 2014/15 from savings in single deck loading ramp installation.

Saleyards Renewals

$47,125

$14,980 No Minor works commenced. Internal fencing in sheep holding yards replaced.

Waste Management

Landfill Upgrade (weighbridge and other works)

2014-15 Project

$254,000 $492,000 $452,388 Yes Works completed.

New Awning at Materials Recovery Facility

$40,000 $36,134 Yes Work completed.


Page 77

Ite

m 9

.16

Re-seal Storage Area and Access Road – Materials Recovery Facility

$12,000 No Scheduled for completion in November.

CBD Public Art Project

$62,500 $3,599 No “Balancing Rock” sculpture 65% complete.

Commission issued for Pottery Club “Heart of Glen” Mural.

Men’s Shed street bin upgrade completed.

Economic Affairs

Upgrade Public Toilets – Parker Place

$50,000 No Specification prepared and quotations called.

Work scheduled for February 2016.

Upgrade Public Toilets – Anzac Park

$50,000 No Specification prepared and quotations called.

Work scheduled for February 2016.

Kitchen Upgrade -Crofters Cottage

$30,000 $3,631 No Plan approved and work commenced.

Gas upgraded.

Upgrade -Standing Stones Signage

$20,000 No Preliminary quotation and design obtained.

Stage 2 Renovations to Visitor Information Centre (VIC)

$57,000 $53,906 No Quotations obtained for new carpet and internal alterations.

Internal works complete.

Merchandise software to be purchased.


Page 78

Ite

m 9

.16


Nil.





CONCLUSION The statistics in this report deliver information to Council on the key activities undertaken in Council’s Department of Development, Planning and Regulatory and Services for October 2015.

RECOMMENDATION


Upgrade CBD Signage

2014-15 Project

$70,000 $66,807 No 90% Signage erected and Town Hall car park sign pending Bourke Street upgrade.


Page 79

Ite

m 9

.17

9.17 Infrastructure Services: Capital Works Progress Report REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Budgeting PURPOSE The purpose of this report is to review the progress of the Department of Infrastructure Services towards completing the capital works objectives identified in the 2015/16 Glen Innes Severn Council Operational Plan.

BACKGROUND

(a) Relevance to Integrated Planning and Reporting Framework Council’s Operational Plan sets out the capital projects to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary.

COMMENTARY The 2015/16 Infrastructure Capital Works Program has a budget allocation of $10,010,362, and includes significant projects such as the Local Infrastructure Renewal Scheme (LIRS) Bridge Renewal Program, and the Glen Innes Swim Centre upgrade. Of particular note in September the Glen Innes Swim Centre project reached a significant milestone, with the commissioning of the upgraded pool.

PROJECT WORKS COMMENTS APPROVED BUDGET

Actual + Committed YTD 15-16

SRV PROGRAM Budget : $557,672

Local Sealed Urban Roads – funded by SRV Works / General Fund

Meade Street and East Avenue Intersection

$100,000


Bourke Street and East Avenue Intersection

$100,000

Footpaths / Cycleways – funded by SRV

Footpath – Grey and Wentworth Street corner

$30,000

Local Sealed rural Roads – funded by SRV

Rural Heavy Patching and Resealing Program

Tenders have been called.

$327,672


Page 80

Ite

m 9

.17

LOCAL INFRASTRUCTURE RENEWAL SCHEME – ACCELERATED ROAD PROGRAM

Budget : $715,000

Local Sealed Urban Roads – funded by LIRS

Urban Bitumen Heavy Patching and Resealing Program

Reseal Program tenders called.

$215,000

Local Sealed Rural Roads – funded by LIRS

Red Range Road, Marlyndale Road part seg. 220-035/40

Design complete. $250,000 $7,156.15

Local Sealed Rural Roads – funded by LIRS

Strathbogie Road, part seg. 420-090 rehabilitation

Underway at time of writing.

$150,000 $24,799.91

Local Unsealed Rural Roads – funded by LIRS

Construct and seal high maintenance patches, corrugations etc.

Blue Hills Road section completed.

$100,000 $26,265.00

GENERAL FUND EXPENDITURE (PARKS AND OPEN SPACES / BUILDINGS)

Parks and Open Spaces – Playground Equipment

Outdoor gym equipment Community consultation required regarding location.

$50,000


Meade Street and East Avenue Intersection

$140,029


Bourke Street and East Avenue Intersection

$140,029

Footpaths / Cycleways Upgrade Footpath Network Parklands (concreting )

$50,000

Parks and Open Spaces – Playground

Children Playground Equipment - Parklands

Quotes obtained. $50,000

ROADS TO RECOVERY (RTR)

Budget $1,399,047

Local Sealed Urban Roads

Nant Park Road – Deepwater Cemetery

Pavement constructed pending seal.

$185,000 $83,431.26


Page 81

Ite

m 9

.17


Torrington Street, Church Street to Showground – Rehabilitation

Water mains renewal underway. Planned for January during school holidays.

$185,000 $649.85


Bourke Street Reconstruction and Mid-block roundabout to Town Hall Carpark – TSG kerb/Road cander/flower beds

Planned for January/February after Christmas trading season.

$150,000 $186.00


Kerb and Gutter Renewal Program

To be constructed as soon as resources allow.

$30,000 $186.00


$50,000


Grey Street Rehabilitation, Taylor Street to Herbert Street

Planned for January in conjunction with other works.

$80,000 $186.00


Watson Drive (Standing Stones Access Drive) and Carpark Reconstruction and Sealing

Underway at the time of writing this report.

$187,672 $36,088.00

Local Unsealed Rural Roads – Gravel Resheeting Program

Resheet Strathbogie Road, segment 240

Planned for the winter months of 2016.

$32,000 $278.00

Resheet Waterloo Road, segment 030


$39,000 $278.00

Resheet Quirk Street, segment 20


$4,000

Resheet Shannon Vale Road, segment 80


$28,000 $278.00

Resheet Whitmore Road, segment 10

Completed. $16,000 $10,641.32

Resheet Doolans Road, segments 46-47

Completed. $13,000 $9,428.88

Resheet Wilsons Road, segment 44

Completed. $3,000 $1,206.24

Resheet Hamels Lane, segment 30


$35,000 $556.00


Page 82

Ite

m 9

.17

Local Sealed Rural Roads – Pavement Rehabilitation and Sealing Program

Shannon Vale Road rehabilitation, segment 004


$145,000 $11,990.00

Edward Street patching and reseal

Planned for January during school holidays.

$120,491 $186.00

Oliver Street rehabilitation, Church Street to Abbott Street


$181,000 $20,540.00

Grahams Valley Road rehabilitation, segment 20


$195,000 $278.00

Wellingrove Road rehabilitation, segment 30


$140,000 $11,246.00

Local Sealed Village Roads

Pavement Rehabilitation and Sealing Program – Glencoe


$100,000 $3,543.63

REGIONAL ROADS Budget : $276,985

Regional Timber Bridges – Regional Roads Block Grant

5025 – Emmaville Road, Severn River Bridge

$10,000

Regional Concrete / Steel Bridges – Regional Roads Block Grant

5000 – Emmaville Road, Furracabad Creek Bridge

$10,000


5005 – Emmaville Road, Donnellys Creek Bridge

$10,000


5010 – Emmaville Road, Murdering Creek Road

$24,000


5015 – Emmaville Road, Reddestone Creek Bridge

$10,000

Regional Sealed Road Culverts – Regional Roads Block Grant

0440 – Emmaville Road - Sealed

$10,000

Regional Sealed Rural Roads – Regional Roads Block Grant

Wellington Vale Road Rehabilitation

Repairs to be completed prior to reseal program as per August 2015 Council report.

$202,985


Page 83

Ite

m 9

.17

RANGERS VALLEY Budget : $304,244

Local Sealed Rural Roads – Section 94

Rangers Valley Road feedlot entrance improvements


$25,000 $3,265.63

Bitumen sealing, 2014-15 heavy patches top coat

To be undertaken in conjunction with reseal program.

$10,000

Bitumen sealing, 2014-15 heavy patches top coat

To be undertaken in conjunction with reseal program.

$10,000

Rangers Valley Road, Cam Creek widening

Funding application to be lodged.

$259,244

LOCAL INFRASTUCTURE RENEWAL SCHEME

Budget : $2,966,480

Local Bridges – LIRS Accelerated Bridge Program

5105 Bargens Road, Nobby Creek bridge


$24,000 $11,745.62

5120 Bushy Park Road, Nine Mile Creek bridge

$72,000

5125 Camerons Road, Wellingrove Creek bridge

$24,000 $573.95

5130 Cherry Tree Road, Furracabad Creek bridge

$12,000

5135 Cherry Tree Road, Unnamed Creek bridge

$10,000

5140 Clairville Road, Five Mile Creek bridge

$12,000 $1,126.58

5145 Coopers Road, Unnamed Creek bridge

$10,000 $1,801.99

5150 Coxs Road, Deepwater River bridge

$84,000

5155 Donnelly Road, Perrys Swamp Creek bridge

$10,000

5160 East Lynne Road, East Lynne Creek bridge

$10,000

5165 Eimers Road, Middle Creek bridge

$12,000 $191.43

5170 Furracabad Road, Furracabad Creek bridge

$168,000

5205 Glen Elgin Road, Glen Elgin Creek bridge

$12,000


Page 84

Ite

m 9

.17

5175 Gulf Road, Beardy River bridge

$62,400

5180 Gulf Road, Highland Home Creek bridge

$99,120

5190 Kookabookra Road, Sara River bridge

$10,000 $1,299.28

5215 Mt Mitchell Road, Mann River bridge

$12,000

5220 Mt Mitchell Road, Yarrow River bridge

$21,600 $514.56

5220 Mt Mitchell Road, Yarrow River bridge

$12,000 $2,369.13

5225 Mt Slow Road, Kellys Hut Creek bridge

$24,000 $2,542.68

5230 Mt Slow Road, Yarrow River bridge

$24,000 $690.22

5235 Nine Mile Road, Severn River bridge

Underway at time of writing

$400,000 $163,783.00

5195 Polhill Road, Wellingrove Creek bridge

$36,000 $1,807.68

5250 Raynors Road, Beardy River bridge

Completed $31,920 $25,042.25

5255 Rileys Road, Red Bank Creek bridge

$10,000

5260 Ruwenzorie Road, Back Plain Creek bridge

$39,600 $885.89

5265 Severn River Road, Hogues Creek bridge

$20,160

5270 Shannon Vale Road, Mann River bridge

$16,800 $827.41

5275 Shannon Vale Road, Water Cask Creek bridge

$10,000

5280 Shaws Road, Deepwater River bridge

$12,000

5285 Six Mile Road, Nine Mile Creek bridge

$72,000

5295 Tablelands Road, Sheep Station Creek bridge

$19,200 $191.43

5300 Ten Mile Road, Deepwater River bridge

$48,000


Page 85

Ite

m 9

.17

5305 Ten Mile Road, Deepwater River bridge

$36,000

5310 Ten Mile Road, Rockadooie Creek bridge

$10,000

5315 Tent Hill Road, Bark Hut Creek bridge

$39,600

5320 Tent Hill Road, Bark Hut Creek bridge

$32,400

5330 Tent Hill Road, Old Womans Swamp Creek bridge

$46,080

5335 Waterloo Road, Wellingrove Creek bridge

Completed. $52,800 $6,412.83

5340 Wentworth Street, Rocky Ponds Creek bridge

$10,000

5345 Yarraford Road, Severn River bridge


$79,200 $57,228.98

5850 Lang Street, Main Northern Railway Bridge

$10,000

5860 Rangers Valley Road, Main Northern Railway Bridge

To be undertaken at the expense of John Holland Rail.

$72,000

5915 King Edward Park, Rocky Ponds Creek bridge

$10,000

5920 Meade Street, Showground Creek bridge

$10,000

5905 Veness Park, Rocky Ponds Creek bridge

$10,000

0205 Old Grafton Road - Unsealed

$70,000

0250 Pinkett Road $10,000

0240 Tablelands Road $10,000

0150 Ten Mile Road $48,000 $4,727.02

0205 Old Grafton Road - Sealed

$50,000

0416 Waterloo Road - Sealed

$16,800

5100 Bald Nob Road, Black Sand Creek bridge

$10,000 $171.08


Page 86

Ite

m 9

.17

5400 Bald Nob Road, Severn River bridge

$24,000

5415 Bezzants Road, Bow Creek bridge

$120,000

5210 Glen Elgin Road, Timbarra River (Rocky River) bridge

$26,400

5425 Glen Elgin Road, Dirty Creek bridge

$10,000

5430 Glen Elgin Road, Old Man Creek bridge

$10,000

5435 Glen Elgin Road, Timbarra River (Rocky River) bridge

$10,000

5440 Glen Legh Road, Beardy Waters bridge

$10,000

5450 Glen Legh Road, Mann River bridge

$10,000 $79.67

5455 Glen Legh Road, Marowan Creek bridge

$10,000

5460 Grahams Valley Road, Black Gully Creek bridge

$24,000

5465 Grey Street, Showground Creek bridge

Completed. $10,000 $3,940.12

5465 Grey Street, Showground Creek bridge

Completed. $10,000 $6,047.05

5475 Kings Plains Road, Wellingrove Creek bridge

Completed. $12,000 $1,313.77

5485 Maybole Road, Beardy Waters bridge

$10,000

5495 Mt Mitchell Road, Marowan Creek bridge

$10,000

5500 Mt Mitchell Road, Sara River bridge

$10,000 $665.60

5510 Mt Slow Road, Henry River bridge

$10,800

5515 Nine Mile Road, Nine Mile Creek bridge

$28,800

5245 Pinkett Road, Sara River bridge

$10,000


Page 87

Ite

m 9

.17

5535 Pinkett Road, Sheep Station Creek bridge

$10,000

5545 Pinkett Road, Back Creek bridge

$10,000

5550 Pinkett Road, Flaggy Creek bridge

$10,000

5555 Pinkett Road, Mann River bridge

$16,800

5560 Pinkett Road, Henry River bridge

$10,000

5570 Rangers Valley Road, Cam Creek bridge

$60,000 $145.39

5590 Red Range Road, Rocky Creek bridge

$10,000

5595 Red Range Road, Beardy Waters bridge

$10,000

5605 Shannon Vale Road, Beardy Waters bridge

$192,000

5610 Shannon Vale Road, Mann River bridge

$84,000

5630 Streetrathbogie Road, Five Mile Creek bridge

$10,000

5645 Strathbogie Road, Severn River bridge

$10,000

5670 Streetrathbogie Road, Wellingrove Creek bridge

$60,000

5325 Tent Hill Road, Beardy River bridge

$12,000

5700 Waterloo Road, Maids Valley Creek bridge

$12,000

5035 Wellington Vale Road, Small Box Creek bridge

$10,000

Plant and Equipment Acquisition ($591000+

$115000 approved and presented at next QBR)

Budget : $706,000

Heavy Plant Replacement Program

Excavator Komatsu PC300-7 selected for purchase.

$294,000 $8,600.00


Page 88

Ite

m 9

.17

Light Vehicle Replacement Program

To be finalised by the end of December.

$19,000

Minor Plant and Equipment

$21,000 $8,259.18

Plant and Equipment Disposal ($166000+ $115000

approved and presented at next QBR)

Budget : $281,000

Heavy Plant Replacement Program

Multipac Roller VIN VP2031700-$9009; CAT Loader 936E Serial 07722311 - $19109

$267,000 $28,118.00

Light Vehicle Replacement Program

$12,000

Minor Plant and Equipment

$2,000

SWIMMING POOL Budget : $1,000,000

Glen Innes Swim Centre Upgrade – Loan Funding

Main pool completed. Wind break and rendering of amenities to be completed by January 2016.

$1,000,000 $765,629.27

AAFT WORKS Budget : $1,253,989

AAFT Works – Grant / Contributions

Airport – Car park pending AAFT. $233,189

AAFT Works – Grant / Contributions

Taxi-way and Apron pending AAFT. $1,020,800 $853.85

STORMWATER / DRAINAGE Budget : $75,000

Renew Drainage – Drainage Charge Reserve

Grey Street, south of Herbert Street, renew s-water

Relining underway at time of writing.

$75,000 $12,398.80

ACTIVE FUNDING : RMS FUNDING Budget : $67,100

Footpaths / Cycleways – Active Transport Funding

Church/Bourke Street Pedestrian Crossings and Blister/Median Islands

Not started. $54,600


Church Street Pedestrian Crossing (north of Torrington Street intersection)

Not started. $11,000


Page 89

Ite

m 9

.17


Construct Kerb Ramp along Church Street at Glasson Street

Not started. $1,500

SEWER FUND RENEWALS Budget : $308,493

Sewer: Mains Renewal – Sewer Funds

Mains relining underway at the time of writing this report.

$288,493 $69,912.50

Sewer: Treatment Plant Renewals – Sewer Funds

Spirac Step Screen components renewed.

$20,000 $17,766.98

WATER FUND RENEWALS Budget : $420,792

Water: Mains Renewal – Water Fund

Grey Street Herbert to Taylor completed. Torrington Street underway.

$200,000 $56,197.96

Water: Treatment Plant Renewals – Water Fund

Telemetry to Blue Hills reservoir completed.

$170,795 $25,103.98

Water: Meters – Replacement – Water Fund

Meters replaced as identified during meter read analysis.

$50,000 $1,306.10


Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures.


(c) Social Implications Asset maintenance and renewal work is performed to manage public hazards and asset performance. Where feasible, maintenance and renewal activities are scheduled to minimise social impacts.

(d) Environmental Implications Capital works are designed, and operational staff members have received training, to assess and minimise the environmental impact of work activities.

(e) Economic/Asset Management Implications Works are scheduled to fully utilise all funds allocated to capital projects, so as to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION The current status of Infrastructure Services’ capital works is documented above.


Page 90

Ite

m 9

.17

RECOMMENDATION



Page 91

Ite

m 9

.18

9.18 Department of Infrastructure Services: Monthly Report - October 2015

REPORT FROM: INFRASTRUCTURE SERVICES Author: Cathi Tibbs - Personal Assistant ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting PURPOSE The purpose of this report is to review the progress of the Department of Infrastructure Services, towards completing the works objectives identified in the 2015/16 Glen Innes Severn Council Operational Plan. BACKGROUND (a) Relevance to Integrated Planning and Reporting Framework

Council’s Operational Plan sets out the capital projects and maintenance works to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary. The proposed adjustments to capital plant acquisitions and disposals are budget neutral in the current financial year, though will result in improved operational savings as a result of productivity improvements.

COMMENTARY MAINTENANCE ACTIVITIES

1.1 Regional Roads: Ongoing ground vegetation control and pot-hole repair on regional roads has been undertaken.

1.2 Local Sealed Roads:

Pot-hole patching has been carried out on Wellington Vale Road, Ilparran Road, Waterloo Road, East Pandora Road, Tent Hill Road, Emmaville Road, Bald Nob Road, Shannon Vale Road, Pinkett Road, Red Range Road, and also the urban streets within Glen Innes, Red Range, Deepwater and Emmaville.

1.3 Local Unsealed Roads: Roads graded since the previous report include Winters Road, West Pandora Road, Rileys Road, Grahams Valley Road, Euroka Road, Homestead Road, Ingle Vale Road, Marouan Road, Stonehenge Road, Hazelwood Road, Pedlows Road, Tindals Road, Severn River Road, Rangers Valley Road, Wycliffe Road, Gulf Road and Summerville Road.


Page 92

Ite

m 9

.18

LOCAL ROAD AND BRIDGE MAINTENANCE EXPENDITURE

Ledger Description Budget Expenditure

to end October

Percent

Complete

5030-2330 Sealed Urban Road Maintenance $323,562 $131,306 41%

5033-2330 Unsealed Urban Road Maintenance $29,973 $2,994 10%

5070-2330 Sealed Rural Road Maintenance $353,405 $101,353 29%

5090-2330 Unsealed Rural Road Maintenance $800,000 $295,620 37%

5150-2330 Timber Bridge Maintenance $20,000 $13,436 67%

5153-2330 Concrete/Steel Bridge Maintenance $7,049 $618 9%

TOTAL $1,533,989 $383,178 36%

Unsealed road grading information is shown below:

Figure 1 – Date of last road grading. Future grading is planned where hatched blue.


Page 93

Ite

m 9

.18

1.4 Bridges and Causeways: Repair works have been undertaken on:

the historic bridges at the northern end of Grey Street, which, have now been restored;

the bridge on Camerons Road;

the bridge on Kubba Jimba Road.

Work has commenced on the construction of the deck units for the Nine Mile Road bridge.

1.5 Town and Village Works: Works continue on the Town Hall car park and within the CBD. Street sweeping

has been undertaken on urban roads, including Grey Street and the New England Highway. Sign maintenance has been undertaken within Glen Innes and the villages.

1.6 Sundry Debtor Works Minor private works are ongoing. 2. RECREATION AND OPEN SPACES

2.1 Cemeteries Cemeteries have had minor maintenance carried out. The weed-spraying program is continuing at the Glen Innes Cemetery. Once it has dried out excess soil will be removed from Emmaville Cemetery. The two (2) benches at the Deepwater Cemetery have been completed and installed.

2.2 Parks and Sporting Fields Mowing is ongoing through the parks and ovals. The weed spraying program has commenced throughout the parks. Preparations have been done for the Show and Shine event at King George Oval.

2.3 Swim Centres

The Emmaville and Glen Innes Swim Centres have both opened and are operating well, with Aqua Aerobics and Learn-to-Swim programs recommencing at the Glen Innes Swim Centre.

2.4 Other Open Spaces Deepwater has had two (2) new picnic shelters installed, one near the tennis courts at the river and the other at the bus stop area. The tops of the log fence at Emmaville Park have been replaced and painted. Tree planting has been carried out in the Town Hall car park and topsoil and wood chip has been placed in the garden beds ready for the under planting, which will happen as soon as plants arrive.

3. INTEGRATED WATER AND SUSTAINABILITY SERVICES

3.1 Water Supply

Water Quantity and Quality The Beardy Weir is 100% full, after good rain in the catchment.


Page 94

Ite

m 9

.18

Water Infrastructure Pumping from the Beardy to the Off-Stream water storage is being carried out daily, with pumping from the southern pit to the northern pit being carried out when required. The following works have been carried out during October:

Pressure testing undertaken in Church Street and Torrington Street;

Installation of the new sample pump on the clarifier;

Reconnection and commission of the electric backwash pump;

A Stop Valve Exercising Program has been completed in both of the Blue Hills zones in readiness for ice pigging (cleaning) of mains in that area;

Chlorine tablet dosing of the Blue Hills tank has been carried out twice a week; and

The pipe work at the Saleyards overhead filling point has been completed.

Work requests have been attended to, and meter replacements are being carried out when time permits. Special meter readings have been carried out when requested. Training in Confined Spaces, Working at Heights and Risk Management has been undertaken. Integrated Water Services Staff attended the Water Institute of Australia training day hosted by Gunnedah Shire Council and also NSW Department of Primary Industry Water Operator training courses in Orange and Nowra.

3.2 Sewerage System The following works have been carried out during October:

The installation of a small sewer pump station at the TAFE has now been completed;

A new sewerage connection was installed at Deepwater;

New manhole installed in the backyard of 398 Grey Street;

Sewerage chokes have been cleared at Karinya, 38 Healeys Lane, 1 Scott Street, 227 Meade Street, and on the Red Range Road.

4. GLEN INNES AGGREGATES

The total sales for October have been consistent and the final total was $112,235. However, the Year to Date (YTD) surplus is $65,803. The graph below for the YTD Revenue, Expenditure and Surplus / (Deficiency) will be updated from next month to include monthly stock adjustments, providing a more accurate reflection of the business result.


Page 95

Ite

m 9

.18

Glen Innes Aggregates has received confirmation from Roads and Maritime Services (RMS) that it was successful with its tender for the supply of 18,500 tonnes of DGB20 for the Furracabad Creek, Gwydir Highway project, and deliveries have commenced. Eighty percent (80%) of the RMS pre-coat deliveries to the stockpile sites have now been completed. The water level in the North Pit is sitting just below the middle floor with only a small amount of crushed material to be removed. The following work was carried out during October:

Planting of native trees along the West Pit bund wall has been completed;

Contract crushing has produced 3,000 tonne of DGB20, and rescreening of 1,600 tonne 10 millimetre aggregate;

Identification of the North Pits granite as suitable blending granite for production of DGB20 road base, with Council trucks transporting this granite to the quarry throughout October as a fill in job between the planned road maintenance works.

5. PLANT AND EQUIPMENT

Quotations have been invited using Local Government Procurement’s VendorPanel arrangements on a four-wheel drive ride on mower for the parks section. Operators and mechanics have evaluated plant items including a 30 tonne excavator and mower trailer and finalised purchase recommendations. Specifications are under development for a sewer truck, mini excavator, and twin-steer water tanker.

6. GRANTS

Expressions of interest have been invited for the second round of the Fixing Country Roads grants program, offered to NSW regional Councils. Transport


Page 96

Ite

m 9

.18

for NSW will be running briefings at select locations around NSW in late November 2015, with grants closing on 11 December 2015. All projects must relate to the movement of freight, and can be for up to 100% of the project value. An application is in progress for upgrading Rangers Valley Road.

(a) Governance/Policy Implications Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures, including the adopted Schedule of Unsealed Maintained Roads.


(c) Social Implications Asset maintenance and renewal work is performed to manage public hazards and asset performance. Where feasible, maintenance and renewal activities are scheduled to minimise social impacts.

(d) Environmental Implications Capital works are designed, and operational staff members have received training, to assess and minimise the environmental impact of work activities.

(e) Economic/Asset Management Implications Works are scheduled to fully utilise all funds allocated to capital and maintenance projects, so as to maximise the value of Council’s infrastructure assets at year end. The proposed capital plant adjustments are budget neutral in this financial year, though are expected to result in long terms savings to operational budgets.

CONCLUSION The current status of Infrastructure Services’ recurrent works is documented above.

RECOMMENDATION



Page 97

Ite

m 1

0.1

10 CORRESPONDENCE, MINUTES, PRESS RELEASES

10.1 Correspondence and Press Releases REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sarah Clarke - Records Supervisor

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting. PURPOSE The following reports, publications and press releases have been received and are available on request: Correspondence

OLG Circulars.

Press Releases

Member for Northern Tablelands, Adam Marshall;

Federal Member for New England, Barnaby Joyce;

Minister for Agriculture and Water Resources, Barnaby Joyce and Assistant

Minister for Agriculture and Water Resources, Anne Ruston;

Minister for Agriculture and Water Resources, Barnaby Joyce and Queensland

Minister for Agriculture and Fisheries, Bill Byrne;

Minister for Agriculture and Water Resources, Barnaby Joyce and Assistant

Minister to the Deputy Prime Minister, Michael McCormack;

Minister for Infrastructure and Regional Development, Warren Truss and

Minister for Agriculture and Water Resources, Barnaby Joyce;

Assistant Minister for Agriculture and Water Resources, Anne Ruston;

Local Government NSW;

Inverell Kurrajong Re-enactment Committee Inc.

Publications

LG Focus – October 2015.

RECOMMENDATION

That the information be noted.


Page 98

Ite

m 1

0.2

10.2 Minutes of Committee Meetings for Information REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sarah Clarke - Records Supervisor ANNEXURES Annexure A Australia Day Committee - 7/10/15 Annexure B Australian Celtic Festival Committee - 6/10/15 Annexure C Australian Standing Stones Management Board - 16/9/15 Annexure D Australian Standing Stones Management Board - 14/10/15 Annexure E Emmaville Mining Museum Committee - 9/9/15 Annexure F Emmaville Mining Museum Committee - 15/10/15 Annexure G Emmaville Mining Museum Committee - 28/10/15 Annexure H Library Committee - 8/10/15 Annexure I Open Spaces Committee - 22/10/15 Annexure J Rural and Urban Roads Committee - 27/8/15

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council PURPOSE The minutes listed as annexures above have been received from committees of Council for the information of Council.

RECOMMENDATION



Page 99

Ite

m 1

0.3

10.3 Minutes of Community Committees for Information REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sarah Clarke - Records Supervisor ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Meetings - Local Community

Committees. PURPOSE The following minutes have been received from community committees for the information of Council:

Arts North West 7/9/15

Glen on Wheels 28/7/15

Glen on Wheels 13/10/15

GLENRAC 16/10/15

RECOMMENDATION



Page 100

Ite

m 1

1.1

11 REPORTS FROM DELEGATES

11.1 Reports from Delegates REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council PURPOSE The following is a list of meetings recently attended by Councillors. Name of Councillor Name of Committee Date attended

Councillor Schumacher Minerama Committee

Open Spaces Committee

14/10/15

22/10/15

RECOMMENDATION



Page 101

12 MATTERS OF AN URGENT NATURE


Page 102

13 CLOSED COUNCIL REPORTS

CLOSED COUNCIL To consider Confidential Reports

(Section 10A(2) of The Local Government Act 1993)

Where it is proposed to close part of the Meeting, the Chairperson will allow members of the public to make representations to or at the meeting, before any part of the meeting is closed to the public, as to whether or not that part of the meeting should be closed to the public.

The Chairperson will check with the General Manager whether any written public submissions or representations have been received as to whether or not that part of the meeting should be closed to the public.

The grounds on which part of the Council or Committee meeting may be closed to the public are listed in Section 10A(2) of the Local Government Act 1993 and are as follows:

(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 ground of legal professional privilege, (h) during the receipt of information or discussion of information concerning the nature and

location of a place or an item of Aboriginal significance on community land,

(i) alleged contraventions of any code of conduct requirements applicable under section 440.

Section 10A(3) of the Act provides that Council, or a Committee of the Council of which all the members are councillors, may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the public.

Section 10B(3) of the Act provides that if a meeting is closed during discussion of a motion to close another part of the meeting to the public (as referred to in section 10A(3) of the Act), the consideration of the motion must not include any consideration of the matter or information to be discussed in that other part of the meeting (other than consideration of whether the matter concerned is a matter referred to in section 10A(2) of the Act).

Section 10B(1) of the Act provides that a meeting is not to remain closed to the public during the receipt of information or the discussion of matters referred to in section 10A(2): (a) except for so much of the discussion as is necessary to preserve the relevant confidentiality,

privilege or security, and (b) if the matter concerned is a matter other than a personnel matter concerning particular

individuals, the personal hardship of a resident or ratepayer or a trade secret - unless the Council or committee concerned is satisfied that discussion of the matter in an open meeting would, on balance, be contrary to the public interest.

For the purpose of determining whether the discussion of a matter in an open meeting would be contrary to the public interest section 10B(4) of the Act states it is irrelevant that: (a) a person may interpret or misunderstand the discussion, or (b) the discussion of the matter may:

(i) cause embarrassment to the Council or committee concerned, or to councillors or to employees of the council, or

(ii) cause a loss of confidence in the Council or committee.


Page 103

RECOMMENDATION

That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 10A(2) of the Local Government Act 1993:

Item Report Reason

13.1 Offer of Funding Agreement with the Commonwealth Department of Social Services under the Commonwealth Home Support Programme

(d) (ii) commercial information of a confidential nature that would, if disclosed confer a commercial advantage on a competitor of the Council.

13.2 Performance Management: General Manager

(a) personnel matters concerning particular individuals (other than councillors).

The following two recommendations will also be put to the Closed Council:

RECOMMENDATION

That Council moves out of Closed Council into Open Council.

RECOMMENDATION

That the Confidential Closed Council Resolutions be recommended for adoption to the Ordinary Meeting of the Whole of Council.

glen innes severn council business paper€¦ · glen innes severn council – open ordinary...

Documents