mudgee shire council - mid-western regional … · item 4: confirmation of minutes ... balance...

ORDINARY MEETING

Wednesday 17 October 2012

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 1

10 October 2012 Dear Councillor

MEETING NOTICE

Ordinary Meeting Wednesday, 17 October 2012

Open Day at 5.30pm Council Meeting commencing at conclusion of Open day

Notice is hereby given that the above meeting of Mid-Western Regional Council will be held in the Council Chambers, 86 Market Street, Mudgee at the time and date indicated above to deal with the business as listed on the Meeting Agenda. Members of the public may address the Committee Meeting at Open Day. Speakers are given 5 minutes to outline any issue of relevance to the Council. If you wish to speak at Open Day please contact the Mayor’s Office on 1300 765 002 or 02 6378 2850 by 3.00 pm on the day of the meeting. Alternatively, please make yourself known to the Manager Governance prior to the commencement of the meeting. Yours faithfully

WARWICK L BENNETT GENERAL MANAGER

PO BOX 156

MUDGEE NSW 2850

86 Market Street MUDGEE

109 Herbert Street GULGONG

77 Louee Street RYLSTONE

Ph: 1300 765 002 or (02) 6378 2850

Fax: (02) 6378 2815

Email: [email protected]

2 Mid-Western Regional Council

ORDINARY MEETING - 17 OCTOBER 2012

AGENDA

Item 1: Apologies......................................................................................... 4

Item 2: Disclosure of Interest ....................................................................... 4

Item 3: Presentation of Financial Statements .............................................. 4

Item 4: Confirmation of Minutes ................................................................... 4

4.1 Minutes of Ordinary Meeting held on 26 September 2012 4

Item 5: Matters in Progress ....................................................................... 24

Item 6: Mayoral Minute .............................................................................. 29

Item 7: General Business .......................................................................... 30

7.1 Notices of Motion 30

7.1.1 Council elections 30

7.1.2 Mining royalties from mining-affected regions of Council 32

7.2 Reports 33

7.2.1 DA0018/2013 Depot, Lot 12 DP 1028008, 5 Price Street, Wollar 33

7.2.2 DA0038/2012 – Proposed Dwelling Addition – 67 Lue Road Mudgee 47

7.2.3 DA 0049/2013 - Proposed Shed and Building envelope, Lot 6 DP 1150667, 239-241 Robertson Road, Spring Flat 64

7.2.4 DA0013/2013 – 158 Robertson Street Mudgee – Serviced Apartments 74

7.2.5 Caerleon Planning Proposal & Development Control Plan Review of Submissions 94

7.2.6 Planning Proposal - 16 Sydney Road, Mudgee 111

7.2.7 Section 94 Plan – Drainage 115

7.2.8 NSW Office of Water Guidelines for Riparian Corridors on Waterfront Land 117

7.2.9 Financial Assistance – Applications 126

7.2.10 Monthly Development Applications Processing and Determined 141

7.2.11 Monthly statement of Mid-Western Regional Council bank balances and investments as at 30 September 2012 151

7.2.12 Financial Reserves Policy 156

7.2.13 Presentation of Financial Statements 2011/12 163

7.2.14 Information Technology Acceptable Use Policy 164

7.2.15 Naming Of Road Reserve Off Industrial Avenue – Allan Stewart Place 172


7.2.16 Naming Of New Unnamed Roads Off Grevillea Street – Hollingsworth Drive, Roy Cross Place & Hasler Place 183

7.2.17 Naming Of Road Reserve Between Kilkenny Avenue And Marshfield Lane – Marshfield Lane 197

7.2.18 2012 Christmas Close Down 210

7.2.19 Car Park – Collyer Park 211

7.2.20 Church Street Upgrade 215

7.2.21 Council representative on Mudgee Regional Tourism Inc 218

7.2.22 Ross Granata Motors (Ambiaf P/L) Water Usage 219

7.2.23 Mudgee Preschool Playground Expansion 223

7.2.24 Process for tender for supply of electricity 229

7.2.25 Airport Car Parking 231

7.2.26 Pool Amenities Upgrades 235

7.2.27 Local Government Association Conference, Dubbo 28 – 30 October 2012 254

7.2.28 Gulgong Pedestrian crossing and Stop Sign 258

7.2.29 Cultural Development Committee 260

7.2.30 Draft NSW Long Term Transport Master Plan 264

7.2.31 Mudgee CBD Street Tree Report 269

7.2.32 Family Day Care Policy 273

7.2.33 Kandos Bicentennial Museum 275

7.2.34 Kandos Centenary Working Party 281

7.2.35 Mid-Western Regional Youth Council 288

7.2.36 Mudgee Town Hall Progress Report - September 292

7.2.37 Register of Returns disclosing interests of Councillors and Designated Persons 300

Item 8: Urgent Business Without Notice .................................................. 301

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 151 7.2.11 Monthly statement of Mid-Western Regional Council bank

balances and investments as at 30 September 2012

REPORT BY MANAGER FINANCIAL PLANNING TO 17 OCTOBER 2012 COUNCIL MEETING Bank Report A0100055, A0140304

RECOMMENDATION That: 1. the investment report as at 30 September 2012 by the Manager Financial Planning be

received; 2. the certification by the Responsible Accounting Officer be noted.

Executive summary

The purpose of this report is to certify that Council's investments have been made in accordance with legal and policy requirements; provide information on the detail of investments and raise other matters relevant to Council's investment portfolio as required.

Detailed report

Clause 212 of the Local Government (General) Regulation 2005 requires that the Responsible Accounting Officer of a Council: a) must provide the Council with a written report (setting out details of all money that the

Council has invested under Section 625 of the Act), to be presented at each Ordinary Meeting of the Council, and

b) must include in the report a certificate as to whether or not the investment has been made in accordance with the Act, the regulations and the Council's investment policies.

The report must be made up to the last day of the month immediately preceding the meeting.

Financial implications

Council should be aware that the Investments by Rating Portfolio limit for A-2 rated institutions has exceeded the policy limit by 2.5%. This is due to an overall reduction in the portfolio balance this month of $3,725,000 creating creep for this rating limit. As per the Investment Policy requirements, Council will rectify this at the first available opportunity which will be when the next A-2 rated deposit matures. At this time staff will withdraw this deposit, instead of rolling it.



It should also be noted that the Reserve Bank cut cash rates at its most recent meeting early this month, interest rates on offer continue to decrease with economists still predicting a future cut to the cash rate. Council should be aware that if the portfolio materially underperforms to expected interest earnings due to these rate cuts, a negative budget variation in interest revenue for the 2012-13 financial year will need to be processed.

Strategic or policy implications

Not applicable.

LEONIE JOHNSON MANAGER FINANCIAL PLANNING

CLARE PHELAN GROUP MANAGER FINANCE & ADMINISTRATION

5 October 2012 Attachments: 1. Monthly statement of bank balances and investments 2. Schedule of MWRC investment policy requirements 3. Monthly investment portfolio activity APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER

Investments by Rating Rating* Amount Actual Limit

Direct Securities AAA/A-1+ 23,624,000$ 66.3% 100.0%

AA/A-1 500,000$ 1.4% 100.0%

A/A-1 2,500,000$ 7.0% 60.0%

BBB/A-2 8,000,000$ 22.5% 20.0%

BBB-/A-3 -$ 0.0% 20.0%

Managed Funds AAA 0.0%

% of Portfolio


ATTACHMENT 1

For the month ended: 30-Sep-12

Bank Accounts

Opening

Balance Receipts Payments

Closing

Balance

Overdraft

Limit

Commonwealth Bank 2,555,836$ 8,596,980$ 8,515,991$ 2,636,825$ 700,000$

The bank balance has been reconciled to the General Ledger as at 30/09/2012

Investments Type Amount Yield % Maturity Date Term Rating

Govt

Rating NAV

% of

Portfolio

Commonwealth Bank At Call 1,424,000$ 3.50% N/A At Call A-1+ 1 4.0%

National Australia Bank Term Deposit 1,000,000$ 5.04% 20/02/2013 182 A-1+ 1 2.8%






Westpac Bank Term Deposit 1,200,000$ 4.73% 9/01/2013 110 A-1+ 1 3.4%




St George Bank Term Deposit 1,000,000$ 4.85% 27/02/2013 154 A-1+ 1 2.8%



Bankwest Term Deposit 2,000,000$ 4.70% 26/11/2012 75 A-1+ 1 5.6%



Newcastle Permanent Term Deposit 1,000,000$ 5.00% 31/10/2012 84 A-2 1 2.8%

Bank of Queensland Term Deposit 1,000,000$ 5.06% 21/11/2012 91 A-2 1 2.8%

Members Equity Bank Term Deposit 1,000,000$ 5.03% 28/11/2012 91 A-2 1 2.8%

Members Equity Bank Term Deposit 1,000,000$ 5.00% 17/10/2012 77 A-2 2 2.8%

IMB Ltd Term Deposit 1,000,000$ 5.05% 7/11/2012 91 A-2 1 2.8%

IMB Ltd Term Deposit 1,000,000$ 4.85% 10/10/2012 63 A-2 2 2.8%

ING Australia Bank Term Deposit 1,500,000$ 4.86% 12/12/2012 98 A-1 1 4.2%

Bendigo & Adelaide Bank Term Deposit 1,000,000$ 4.86% 19/12/2012 105 A-2 1 2.8%

Peoples Choice C/Union Term Deposit 1,000,000$ 4.81% 19/12/2012 91 A-2 1 2.8%

Community CPS Aust. Term Deposit 1,000,000$ 4.86% 21/11/2012 91 NR 1 2.8%

ANZ ASPRIT III Sustainable

Equity Linked

Note

500,000$ 50% of +tve

NAV

19/07/2013 6 yrs AA - 1.4%

Longreach Series 26 Property

Linked Note

1,000,000$ 7/06/2014 7 yrs A+ - 951,600$ 2.8%

Total Investments 35,624,000$ 100.0%

Financial Claims Scheme

1 Guaranteed to $250,000

2 Not Covered



ATTACHMENT 2

MWRC Policy Requirements:

Investments by Insititution

Long/Short

Term Ratings Amount Actual Policy Limit

National Australia Bank AA/A-1+ 8,500,000$ 23.9% 25.0%

Bankwest AA/A-1+ 4,000,000$ 11.2% 25.0%

St George Bank AA/A-1+ 4,000,000$ 11.2% 25.0%

Commonwealth Bank AA/A-1+ 1,424,000$ 4.0% 25.0%

Westpac Bank AA/A-1+ 5,700,000$ 16.0% 25.0%

ANZ AA/A-1 500,000$ 1.4% 25.0%

Longreach A+/A-1 1,000,000$ 2.8% 20.0%

ING Australia Bank A/A-1 1,500,000$ 4.2% 15.0%

Bank of Queensland BBB+/A-2 1,000,000$ 2.8% 10.0%

Bendigo & Adelaide Bank BBB+/A-2 1,000,000$ 2.8% 10.0%

Newcastle Permanent BBB+/A-2 1,000,000$ 2.8% 10.0%

Members Equity Bank BBB/A-2 2,000,000$ 5.6% 10.0%

IMB Ltd BBB/A-2 2,000,000$ 5.6% 10.0%

Peoples Choice C/Union BBB/A-2 1,000,000$ 2.8% 10.0%

Community CPS Aust. NR 1,000,000$ 2.8% 10.0%

Investments by Rating Rating* Amount Actual Limit

Direct Securities AAA/A-1+ 23,624,000$ 66.3% 100.0%

AA/A-1 500,000$ 1.4% 100.0%

A/A-1 2,500,000$ 7.0% 60.0%

BBB/A-2 8,000,000$ 22.5% 20.0%

BBB-/A-3 -$ 0.0% 20.0%

Managed Funds AAA 0.0%

-

Term to Maturity Amount Actual Minimum Maximum

Less than 1 year 34,124,000$ 95.8% 30.0% 100.0%

Between 1 and 3 years -$ 0.0% 0.0% 70.0%

Between 3 and 5 years -$ 0.0% 0.0% 50.0%

More than 5 years 1,500,000$ 4.2% 0.0% 25.0%

35,624,000$ 100.0%

% of Portfolio

% of Portfolio

% of Portfolio

*Investments lower than AA/A-1 are restricted to licenced banks, credit unions and building societies


ATTACHMENT 3

Monthly Investment Portfolio Activity:

Bank Accounts

Opening

Balance

Redeemed

Balance

Re-invested

Balance

Change in

interest rate

Change in

Term (days)

New

Term

Rate

Commonwealth Bank 1,549,000$ 125,000$ 1,424,000$ 0.00% At Call 3.50%

Bendigo & Adelaide Bank 1,000,000$ -$ 1,000,000$ -0.20% 14 4.86%

ING -$ 1,500,000$ New Deposit

National Bank 1,000,000$ -$ 1,000,000$ -0.13% 28 4.94%

Bankwest 2,000,000$ -$ 2,000,000$ -0.50% -16 4.70%

Bankwest 1,500,000$ 1,500,000$ -$ Redeemed

National Bank 2,000,000$ -$ 2,000,000$ -0.16% 0 4.90%

Peoples Choice CU (RIM) 1,000,000$ -$ 1,000,000$ -0.20% 0 4.81%

Westpac Bank 1,200,000$ -$ 1,200,000$ -0.37% 18 4.73%

Westpac Bank 1,500,000$ -$ 1,500,000$ -0.38% 6 4.72%

Bankwest 1,000,000$ 1,000,000$ Redeemed

St George Bank 1,000,000$ -$ 1,000,000$ -0.18% 63 4.85%

Westpac Bank 2,600,000$ 2,600,000$ Redeemed

Westpac Bank 1,000,000$ -$ 1,000,000$ -0.32% 7 4.71%

National Bank 1,000,000$ -$ 1,000,000$ -0.39% 23 4.82%

19,349,000$ 15,624,000$

Net Portfolio Movement $3,725,000 Reduction

The below table shows monthly investment activity within the portfolio including investments that have



7.2.12 Financial Reserves Policy

REPORT BY MANAGER FINANCIAL PLANNING TO THE 17 OCTOBER 2012 COUNCIL MEETING Financial Reserves Policy A0100055, A0140326

RECOMMENDATION That: 1. the report by the Manager Financial Planning on the Financial Reserves Policy

be received; and 2. Council adopt the revised Financial Reserves Policy.

Detailed report

The Financial Reserves Policy has been revised to ensure Council’s policy responsibly allows for the needs of council’s Long Term Financial Planning requirements and adheres to good financial management practices. In particular, the policy has been revised to allow for overdrawn reserves in very limited circumstances with the requirement to pay interest when necessary, and adjustments have been made to target balances of certain reserves to better cater for the desired objectives of such reserves. The intent of the policy remains the same, to provide a framework for the establishment and ongoing management of financial reserves. A copy of the proposed policy is attached.


Not applicable.


Not applicable.

LEONIE JOHNSON MANAGER FINANCIAL PLANNING


5 October 2012 Attachments: 1. Financial Reserves Policy APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


ATTACHMENT 1

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 163 7.2.13 Presentation of Financial Statements 2011/12

REPORT BY GROUP MANAGER FINANCE & ADMINISTRATION TO COUNCIL MEETING Presentation of Financial Statements 2012 A0100055, A0149933

RECOMMENDATION That the report by the Group Manager Finance & Administration on the presentation of the 2011/12 financial statements be received.

Executive summary Council’s 2012 general purpose and special purpose financial reports have been audited and submitted to the Division of Local Government. Council’s Auditor, Mr John O’Malley of Morse Group, will make the public presentation of the financial reports at the 17 October 2012 Council meeting.

Detailed report In accordance with Section 419 of the Local Government Act 1993, Council must present its audited financial reports together with the Auditor’s reports at a meeting of the Council. Council has requested the Auditor to attend this meeting. Public notice of the meeting has been given in the approved form, in accordance with Section 418(3) of the Act. Section 418 of the Act requires that the public presentation of the audited financial reports must not be more than 5 weeks after the auditor’s reports are given to Council. Due to the timing of elections and the schedule of Council meetings in 2012, the presentation of statements does fall five days outside of this statutory timeframe. As per Section 420, any person may make a submission to Council regarding the audited financial reports or the Auditor’s reports. Any such submissions must be in writing and must be lodged with Council within seven days of the reports being publicly presented. Council must ensure that copies of all submissions received by it are referred to the Auditor. Council may take any such action as it considers appropriate with respect to any such submission, including the giving of notice to the Director-General of any matter that appears to require amendment of the Council’s financial reports. Copies of the financial reports are available for inspection at the Mudgee, Gulgong and Rylstone Administration Centres. A copy of the report has also been placed on Council’s web site. Copies of the reports have been distributed to Councillors.

Financial implications Not applicable.

Strategic or policy implications Not applicable. CLARE PHELAN GROUP MANAGER FINANCE & ADMINISTRATION

3 October 2012

Attachments: 1. A copy of the audit financial statement was distributed to Councillors on 19 September 2012.

APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER



7.2.14 Information Technology Acceptable Use Policy

REPORT BY GROUP MANAGER FINANCE & ADMINISTRATION TO 17 OCTOBER 2012 COUNCIL MEETING IT Policies A0100055, A0070010

RECOMMENDATION That: 1. the report by the Group Manager Finance & Administration on Acceptable Use of

Information Technology be received; and 2. Council adopt the revised Acceptable Use of Information Technology Policy.

Executive summary

Alterations have been made to the Acceptable Use of Information Technology Policy as part of the review process defined in each policy.

Detailed report

The Acceptable Use of Information Technology Policy has been revised to ensure Council’s policy complies with the requirements of the Workplace Surveillance Act 2005 and the Office of the Australian Information Commissioner. In particular, greater detail has been included in the policy as to the type of monitoring that Council may undertake and the purposes for which such monitoring is conducted. The intent of the policy remains the same, in that Council employees, Councillors and members of the public making use of Council’s information technology do so in a manner that upholds the values and behavioural standards outlined in Council’s Code of Conduct. A copy of the proposed policy is attached.


Not applicable.


Not applicable. CLARE PHELAN GROUP MANAGER FINANCE & ADMINISTRATION

3 October 2012 Attachments: 1. Acceptable Use of Information Technology Policy APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


ATTACHMENT 1



7.2.15 Naming Of Road Reserve Off Industrial Avenue – Allan Stewart Place

REPORT BY MANAGER REVENUE & PROPERTY TO 17 OCTOBER 2012 COUNCIL MEETING Street Naming – Allan Stewart Place A0100055, R0790141

RECOMMENDATION That: 1. the report by Manager Revenue and Property on the naming of Allan Stewart

Place be received; 2. Council formally approve the naming of Allan Stewart Place for the unnamed

road reserve off Industrial Avenue.

Executive summary

Formal approval is requested to name the unnamed road reserve off Industrial Avenue, Allan Stewart Place.

Detailed report

Addressing requirements for a new subdivision in Industrial Avenue in Mudgee, has necessitated the naming of a previously unnamed road reserve off Industrial Avenue. Council wrote to neighbours of the road reserve on 29/6/12 requesting their naming suggestions. Public consultation was also invited in an advertisement placed in the July issue of the Community News. From submissions received, Council provisionally approved the name of Allan Stewart Place at their 15/8/12 Council Meeting. The Geographical Names Board has been advised of this street name and has no objection to its use. Allan Stewart Place was advertised in the 21/9/12 issue of the Community News and on Council’s website. One objection was received from Mr and Mrs Carr on the basis that Allan Stewart Place could be considered a commercial interest in relation to BA Stewart Engineering. Notices of the new street names were served on Australia Post, the Registrar General, the Surveyor General, the NSW Ambulance Service, NSW Fire Service, NSW Rural Fire Brigades, NSW Police Force, NSW SES and NSW VRA with no submissions/objections received.


Cost of Gazettal notice plus the placement of 1 street sign at an approximate cost of $400. These costs are included in the 2012/2013 Operational Plan.

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 173 Street sign to be installed on the Industrial Avenue intersection pointing to the northern section of the Allan Stewart Place only.


Street naming is legislated under the Roads Act 1993. This Act empowers the authority in charge of the road with the rights to name it. The naming of this road will allow the completion of street addressing to the northern end now and allow for future addressing on the southern end whenever it should be required. Section 162 of the Roads Act (1993) state that “a road authority may name and number all public roads for which it is the authority. A roads authority may not alter the name of a public road unless it has given the Geographical Names Board (GNB) at least two months notice of the proposed name.” In accordance with Council's Road Naming Policy, should Council formally endorse the naming of Allan Stewart Place, notice of the approved name will be: 1. published in the Government Gazette and the Community News; 2. concurrently, notice of the new name will be sent to Australia Post, the Registrar General,

the Surveyor General, the Chief Executive of the Ambulance Service of NSW, New South Wales Fire Brigades, the NSW Rural Fire Service, the NSW Police Force, the State Emergency Service, The New South Wales Volunteer Rescue Association Inc, and, in the case of a classified road - the RTA.

DIANE SAWYERS MANAGER REVENUE AND PROPERTY


3 October 2012 Attachments: 1. Correspondence received from the Geographical Names Board 2. Submissions (in order of receipt) 3. Map of the road reserve off Industrial Avenue. APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER



ATTACHMENT 1


ATTACHMENT 2



ATTACHMENT 3

Road to be name Allan Stewart Place

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 183 7.2.16 Naming Of New Unnamed Roads Off Grevillea Street –

Hollingsworth Drive, Roy Cross Place & Hasler Place

REPORT BY MANAGER REVENUE & PROPERTY TO 17 OCTOBER 2012 COUNCIL MEETING Street Naming – Hollingsworth Drive, Roy Cross Place & Hasler Place A0100055, R0790141

RECOMMENDATION That: 1. the report by the Manager Revenue and Property on the naming of Hollingsworth

Drive, Roy Cross Place and Hasler Place be received; 2. Council formally approve the naming of Hollingsworth Drive, Roy Cross Place

and Hasler Place for the new road and cul-de-sacs off Grevillea Street.

Executive summary

Formal approval is requested to name the new road and cul-de-sacs in the Hollingsworth Estate subdivision off Grevillea Street in Gulgong, Hollingsworth Drive, Roy Cross Place and Hasler Place.

Detailed report

Following the construction of a new subdivision off Grevillea Street which included a new street and two cul-de-sacs, Council wrote to neighbours of the road reserves requesting their naming suggestions. Public consultation was also invited in an advertisement placed in the July issue of the Community News. From submissions received, Council provisionally approved the names of Hollingsworth Estate, Roy Cross Place and Hasler Place at their 15/8/12 Council Meeting. The Geographical Names Board has been advised of these street names and has no objection to them. Hollingsworth Estate, Roy Cross Place and Hasler Place were advertised in the 21/9/12 issue of the Community News and on Council’s website with 1 submission received. Notices of the new street names were served on Australia Post, the Registrar General, the Surveyor General, the NSW Ambulance Service, NSW Fire Service, NSW Rural Fire Brigades, NSW Police Force, NSW SES and NSW VRA with no submissions/objections received.


Cost of Gazettal notice at approximately $100 is included in the 2012/13 Operational Plan. Purchase and installation of 4 street signs will be met by the Developer. Street signs to be installed on the two Grevillea Street intersections with Hollingsworth Drive and at the intersections of Roy Cross Place and Hasler Place with Hollingsworth Drive.




Street naming is legislated under the Roads Act 1993. This Act empowers the authority in charge of the road with the rights to name it. The naming of these streets will allow the completion of street addressing within the Hollingsworth Estate subdivision. Section 162 of the Roads Act (1993) state that “a road authority may name and number all public roads for which it is the authority. A roads authority may not alter the name of a public road unless it has given the Geographical Names Board (GNB) at least two months notice of the proposed name.” In accordance with Council's Road Naming Policy, should Council formally endorse the naming of these new streets, notice of the approved names will be: 1. published in the Government Gazette and the Community News; 2. concurrently, notice of the new name will be sent to Australia Post, the Registrar General,




4 October 2012 Attachments: 1. Correspondence received from the Geographical Names Board 2. Submissions (in order of receipt) 3. Map of the new street and cul-de-sacs off Grevillea Street. APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


ATTACHMENT 1



ATTACHMENT 2



From: [email protected] [mailto:[email protected]]

Sent: Thursday, 2 August 2012 10:17 AM To: Carolyn Atkins

Cc: [email protected] Subject: RE: Notification that Road Naming process has commenced in relation to Hollingsworth Estate in

Gulgong

Hi Carolyn, Thank you for the opportunity to participate in the road naming process, it has involved considerable discussion and UCML are happy to provide three suggestions for consideration by council as follows: Yellow Box Red Gum (after Blakely’s Red Gum); and Kurrajong Thank you again. Best regards, Robyn Robyn Stoney Environment & Community Manager Xstrata Coal Ulan Coal Mines Limited Telephone: +61 2 6372 5368 Fax: +61 2 6372 5333 Mobile: +61 (0) 418 969 182 Email: [email protected] www.xstratacoal.com

mailto:[email protected]

http://www.xstratacoal.com/



ATTACHMENT 3

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 197 7.2.17 Naming Of Road Reserve Between Kilkenny Avenue And

Marshfield Lane – Marshfield Lane

REPORT BY MANAGER REVENUE & PROPERTY TO 17 OCTOBER 2012 COUNCIL MEETING Street Naming Marshfield Lane A0100055, R0790041

RECOMMENDATION That: 1. the report by Manager Revenue and Property on the naming of Marshfield Lane

be received; 2. Council formally approve the naming of Marshfield Lane for the unnamed road

reserve between Kilkenny Avenue and Marshfield Lane.

Executive summary

Formal approval is requested to name the unnamed road reserve between Kilkenny Avenue and Marshfield Lane, Marshfield Lane.

Detailed report

Addressing requirements for a new dual occupancy in Bellevue Road in Mudgee, has necessitated the naming of a previously unnamed road reserve between Kilkenny Avenue and Marshfield Lane. Council wrote to neighbours of the road reserve on 29/6/12 requesting their naming suggestions. Public consultation was also invited in an advertisement placed in the July issue of the Community News. From submissions received, Council provisionally approved the name of Marshfield Lane at their 15/8/12 Council Meeting. The Geographical Names Board has been advised of this street name and has no objection to continuing the use of Marshfield Lane along this road reserve. Marshfield Lane was advertised in the 21/9/12 issue of the Community News and on Council’s website and 4 submissions were received. Notices of the new street names were served on Australia Post, the Registrar General, the Surveyor General, the NSW Ambulance Service, NSW Fire Service, NSW Rural Fire Brigades, NSW Police Force, NSW SES and NSW VRA with no submissions/objections received.


Cost of Gazettal notice plus the placement of 2 street signs at an approximate cost of $500. These costs are included in the 2012/2013 Operational Plan. Street signs to be installed on the Kilkenny Avenue intersection and at the Marshfield Lane turn into the unnamed road reserve.




Street naming is legislated under the Roads Act 1993. This Act empowers the authority in charge of the road with the rights to name it. The naming of this road will allow the completion of street addressing along the unnamed road reserve. Section 162 of the Roads Act (1993) state that “a road authority may name and number all public roads for which it is the authority. A roads authority may not alter the name of a public road unless it has given the Geographical Names Board (GNB) at least two months notice of the proposed name.” In accordance with Council's Road Naming Policy, should Council formally endorse the naming of Marshfield Lane, notice of the approved name will be: 1. published in the Government Gazette and the Community News; 2. concurrently, notice of the new name will be sent to Australia Post, the Registrar General,




3 October 2012 Attachments: 1. Correspondence received from the Geographical Names Board 2. Submissions (in order of receipt) 3. Map of the road reserve between Kilkenny Avenue and Marshfield Lane. APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


ATTACHMENT 1



ATTACHMENT 2


ATTACHMENT 3



7.2.18 2012 Christmas Close Down

REPORT BY GENERAL MANAGER TO 17 OCTOBER 2012 COUNCIL MEETING Christmas 2012 A0100055, A0260003

RECOMMENDATION That Council notes for information that the: 1. Council staff, Council administrative Centres and the Gulgong and Kandos

Library will close for the Christmas holidays at 12 noon on Friday 21 December 2012, returning on Wednesday 2 January 2013;

2. Mudgee Library in the Stables to close on Friday 14th December at 6pm and re-

open at the Town Hall on Wednesday January 2nd; and 4. Public will be notified through the Community News and appropriate signs be

affixed to the doors of Council’s premises advertising of the closure period.

Detailed report

Past practice has been for Council’s workforce to take leave over the Christmas/New Year period. This is traditionally a very quiet period for Council services and thus provides a good opportunity for staff to take annual leave. Christmas Day and Boxing Day fall on a Tuesday and Wednesday respectively, and New Years Day on a Tuesday, and have been gazetted as public holidays over the proposed closedown period for 2012/13. The first day of the Christmas school holidays will be Thursday 20 December 2012. Of course Council essential and emergency services will be on call during the break. Please note that it is planned to close the Mudgee Library a week early to allow for the facility to be relocated back to the refurbished site and reopen immediately after the new year break.


Not applicable.


Not applicable. WARWICK L BENNETT GENERAL MANAGER

2 October 2012

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 211 7.2.19 Car Park – Collyer Park

REPORT BY GENERAL MANAGER TO 17 OCTOBER 2012 COUNCIL MEETING Car Park - Collyer Park A0100055, R1157003

RECOMMENDATION That: 1. the report by General Manager on the Car Park - Collyer Park be received; 2. Council approve in principle, the construction of a public car park at Collyer

Park, at the rear of the doctors’ surgery, subject to the following conditions:

Council being able to obtain the necessary easements across the adjoining landowner’s property,

Negotiations with the owner of the South Mudgee Shopping Centre to determine the trigger point that warrants additional car park facilities in the future,

the design of a public car park being able to meet the criteria not to inhibit the efficient flow of stormwater;

the owners of the Doctors’ Surgery premises fund the total cost of the development of the car park including all design and legal costs.

3. the General Manager be given the delegated authority to proceed with all necessary documentations and agreements to develop the car park if the conditions in paragraph 2 of this resolution are able to be met.

Detailed report

Council has been approached by the owners of the doctor’s surgery in Oporto Road, Mudgee, to have additional car parking facilities established at the rear of their surgery premises. They intend to employ new doctors to meet the demands of this community. That will create pressures on the car parking in the area which is already stretched. It is proposed that the land remain in Council ownership and that the car park be made a public car park. The land is currently designated as community land and forms the function of open space and management of stormwater drainage. The retention of the land in public ownership will allow continued use for stormwater management. Should Council wish to transfer ownership it would be necessary to reclassify the land and to gain easements for the stormwater drainage. To obtain access to the car park will require Council to obtain an easement across the adjoining property known as the South Mudgee Shopping Centre. Please find attached an aerial photograph of the area showing the proposed location of the car park. The access to the car park will be on the doctor’s surgery side of the former Clarkson's building around the back of the Shopping centre and into the car park. The owner of the South Mudgee Shopping Centre has given verbal approval in principle to this easement, subject to Council giving a guarantee to expanding the car park the full length of this shopping centre sometime in the near future. Also, some controls on pedestrian traffic through the South End Shopping Centre site may need to be imposed. This Shopping Centre owner has stated that the traffic through their property will increase - thus increasing maintenance. They are more than



willing to work with the Doctors Surgery and Council to achieve this outcome but need some assurance of additional car park facilities in the future. The proposed new car park will be funded entirely by the owners of the land on which the doctors’ surgery is located, however as stated above, it will be a public car park. Council staff will also be required to undertake some studies as to the design of the car park to ensure that design will have minimal impact on the effective flow of stormwater through this site. This land was specifically created and developed for stormwater drainage purposes. The recommendation in this report is to obtain approval in principle from Council to the development of a car parking facility, subject to the neighbours’ consent for an easement, and the design being appropriate. The recommendation also gives authority to the General Manager to facilitate the development of the car park if those conditions can be satisfied.


The only cost to Council will be staff time in the coordination and facilitation of the project. All other costs in terms of the construction and obtaining the easement will be met by the owners of the doctors’ surgery.


One of the strategic directions Council has included in its community plan is to provide assistance for the betterment of medical services. The recommendation in this report is that Council supplies land for car parking purposes which will allow the doctors’ surgery facility to expand to accommodate more doctors.

WARWICK L BENNETT GENERAL MANAGER 28 September 2012 Attachments: 1. Location of proposed car park in Collyer Park


ATTACHMENT 1

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 215 7.2.20 Church Street Upgrade

REPORT BY GENERAL MANAGER TO 26 SEPTEMBER 2012 COUNCIL MEETING Church Street Upgrade A0100055, R1143008

RECOMMENDATION That: 1. the report by General Manager on the Church Street Upgrade be received; 2. Council amend the 2012/13 Operational Plan and Budget to allow for a

comprehensive upgrade of Church Street Mudgee between Mortimer Street and Gladstone Street to reflect other sections of Church Street in the Mudgee CBD at a cost of $900,000.00

3. Council approve the funding of the Church Street upgrade at $900,000 in the

2012/13 Operational Plan and Budget to be $114,000 from the Water Fund and $786,000 from General Fund (acknowledging that $350,000 is already including in the budget from General Fund).

Introduction

The following report is the same report as Council considered at its last meeting but Council deferred a decision pending a site visit on Thursday 4th October. At that site meeting there was a discussion that Council should proceed with the replacement of all the footpath and not leave the existing footpath in the variety of conditions that currently exist. If Council is of that mind then the contract sum will need to be increased by $126,500 to $1,026,500. Also at the onsite meeting, Council sought to have the ducts for the underground power installed. This would add a further $20,000 to the cost of the project, making it a total of $1,046,500. Thus the recommendation would be:- 1. the report by General Manager on the Church Street Upgrade be received; 2. Council amend the 2012/13 Operational Plan and Budget to allow for a comprehensive

upgrade of Church Street Mudgee between Mortimer Street and Gladstone Street to reflect other sections of Church Street in the Mudgee CBD at a cost of $1,046,500.00

3. Council approve the funding of the Church Street upgrade at $900,000 in the 2012/13

Operational Plan and Budget to be $114,000 from the Water Fund and $932,500 from General Fund (acknowledging that $350,000 is already including in the budget from General Fund).

The following is the same as the report in the September Council meeting business paper.

Detailed report

The Council included in the 2012/13 budget and operational plan for the rehabilitation of Church Street Mudgee between Mortimer Street and Gladstone Street. The budget allocated some $350,000 but this was only for the resurfacing of the road and some other minor repair works. The road surface would be finished in asphalt. Since the draft budget and operational plan was considered and determined the Council was asked informally if it wished to continue the theme of



the CBD into this section of road. That included improvements to stormwater, patterned footpaths, street furniture and underground power. The following represents the additional costs that will be required if Council wished to proceed with an upgrade of that part of Church Street from Mortimer Street to Gladstone. Stormwater $370,748.00 Environment, Traffic Management and Supervision $51,784.00 Underground Power $400,000.00 Replacing Water Main $139,700.00 Installing Kerb and Guttering $37,096.00 Replacing footpath with pattern design $185,324.00 Pavement and sub-base $296,188.00 Street Furniture, trees and line marking $38,460.00 Total $1,529,160.00 The above costing represents the complete upgrade of this section of road which is not the recommendation in this report. The following comments are made:- 1 The area currently does not have normal kerbing but does have gutter bridge drainage

which is not as efficient. 2 The stormwater from a number of the buildings currently runs across the footpath and

into the gutter bridge drainage. The proposal is to have those stormwater issues piped under the footpath.

3 The intention is to replace all the footpath with the same pattern as per that section of Church Street between Mortimer and Market Streets. In the main the current footpath is in reasonable condition and could remain requiring Council only to the kerbing.

4 The power supply is currently overhead. An estimate from Essential Energy to put the power underground is $800,000 which they would fund 50%.

5 It has been the practice of Council to replace water main when rehabilitating a full stretch of new road. It is proposed to undertake this work at the time of this project. Council could fund this work from the water account.

6 The surface is proposed to be asphalt (hotmix). The recommendation in this report is for a reduced scale of works to be able to be affordable in this current financial year. Stormwater $305,000.00 Environment, Traffic Management and Supervision $51,000.00 Replacing Water Main $114,000.00 Installing Kerb and Guttering $37,000.00 Footpath upgrade $59,000.00 Pavement and sub-base $296,000.00 Street Furniture, trees and line marking $38,000.00 Total $900,000.00 The work above involves retaining the full kerb and guttering works to replace the existing gutter bridges. The storm water would be reduced to a single 900mm diameter pipe with 375mm diameter pipes taking the water from the kerb inlet pits into the main stormwater pipe. The works to install a 225mm diameter pipe behind the kerb to collect the existing roof water pipes would remain. The footpath is only proposing some minor replacements without the full pattern as is experienced in other parts of Church Street being deleted from the project. The majority of the footpath on this section of road is reasonable. We also recommend Council does not proceed with the underground power.

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 217 Of course Council has the option of retaining the project scope at the level proposed in the Operational Plan and that can be delivered within the existing budget allocation.


The Current budget in the operation plan for this project is $350,000. This report gives Council the opportunity to change the scope of the works to reflect other parts of Church Street in the CBD. If Council accepts the recommendation in this report the cost of the project can be funded as follows:- Already in Operational Plan and Budget $350,000.00 Water main renewal from the Water Account $114,000.00 Balance of Project from unrestricted reserve balance $436,000.00 Total $900.,000.00 The unrestrictive reserve account is Councils general fund. The beginning of financial year estimation for the general fund was a deterioration of $374,000 from a balance we maintain at $4.3 million. But this financial year the income from general rate will be greater than estimated and more than the additional cost of this project.


If Council agrees with the recommendation in this report a change to the Operation Plan will also be required as per part 3 of the recommendation WARWICK L BENNETT GENERAL MANAGER 14 September 2012 Attachments: Nil.



7.2.21 Council representative on Mudgee Regional Tourism Inc

REPORT BY GENERAL MANAGER TO 17 OCTOBER 2012 COUNCIL MEETING Council representative on Mudgee Regional Tourism Inc A0100055, A0110015

RECOMMENDATION That: 1. the report by General Manager on the Council representative on Mudgee

Regional Tourism Inc be received; 2. Council nominates Councillor ... as the representative on the Mudgee Regional

Tourism Inc.

Detailed report

At the Council meeting on 26 September 2012, the Council appointed Councillors Des Kennedy and Lucy White as the representatives on the Mudgee Regional Tourism Inc Board. Since that meeting, Councillor White has received independent advice indicating that her appointment to the MRTI Board may give rise to a conflict of interest. She therefore requests to be replaced as the Council representative on the MRTI Board. The recommendation in this report is allowing that replacement to occur. Council is entitled to two representatives to attend the MRTI Board meeting, noting that the Council representatives have observer status only with no voting rights.


Nil.


Nil. WARWICK L BENNETT GENERAL MANAGER 10 October 2012 Attachments: Nil.

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 219 7.2.22 Ross Granata Motors (Ambiaf P/L) Water Usage

REPORT BY MANAGER REVENUE & PROPERTY TO 17 OCTOBER 2012 COUNCIL MEETING Ross Granata Motors water usage report.docx A0100055, P0600811, A0141202, F0780106

RECOMMENDATION That: 1. the Manager Revenue & Property report on the Ross Granata Motors (Ambiaf

P/L) water usage be received; 2. Council write-off the sewer usage discharge account for Ross Granata Motors

(Ambiaf P/L) for the sum of $3,673.79; and 3. Council not write-off the water usage charge of $7,308.00 as shown on the water

consumption notice dated 2 August 2012.

Detailed report

Please find attached a letter and a water consumption notice for Ross Granata Motors (Ambiaf P/L). In the letter from Ross Granata Motors, the Director has advised that there has been a substantial water leak on site that has only recently been found, and thus incurred a water usage charge of $7,308.00. Because Ross Granata Motors is a business, the sewer discharge factor is related to the water consumption whereby they have also incurred a sewer discharge bill of $3,673.79. The water meter that recorded the water usage has previously recorded limited consumption. The average usage over the last three years is 10 kilolitres per four monthly billing period. It is the normal Council procedure not to write-off water accounts for an internal leak on a property, however as the sewer rate is related to the amount of water used, and the majority of water that was consumed in this period leaked into the ground, the sewer treatment plant would not have received this quantity of discharge. Council therefore would not have incurred any additional cost at the sewer treatment plant. The recommendation in this report is that Council continues to charge for the water usage caused by the leak on the Ross Granata Motors land, but write-off the sewer discharge account. This proposed action is similar procedure as taken in the past with Australia Cement at Kandos


Writing off the sewerage discharge fee of $3,673.79 would be a debit to the Sewer Fund, but the facilities would not have incurred any cost because the water leaked into the ground and did not go through Council’s sewerage network. However, the cost of treating the water and piping the water to the Ross Granata Motors property has occurred.




Council’s policy, Water Usage Charges – Undetected Leaks, is applicable only to land categorised as Residential for rating purposes in accordance with Section 516 of the Local Government Act 1993. The land in question is categorised Business. DIANE SAWYERS MANAGER REVENUE AND PROPERTY


3 October 2012 Attachments: 1. Letter from Ross Granata Motors 2. Copy of water usage account dated 02/08/2012 APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


ATTACHMENT 1



ATTACHMENT 2

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 223 7.2.23 Mudgee Preschool Playground Expansion

REPORT BY ECONOMIC DEVELOPMENT OFFICER TO 17 OCTOBER 2012 COUNCIL MEETING MUDGEE PRESCHOOL PLAYGROUND EXTENSION A0100055, A0820020

RECOMMENDATION That: 1. the report by the Economic Development Officer on the Mudgee Preschool

Playground Expansion be received; 2. Council agrees in principle to leasing a section of Robertson Park to Mudgee

Preschool and authorises the General Manager to enter into a lease agreement; 3. Council amend the management plan for Robertson Park to allow for the

extension of the pre-school and place that plan on public exhibition for 30 days.

Detailed report

Mudgee Preschool Kindergarten Co-operative Limited (Mudgee Preschool) is a not-for-profit community based organisation which caters for 60 children per day at its Perry Street campus. The Mudgee Preschool is running at capacity on a daily basis. Mudgee Preschool shares a border with Robertson Park on the northern end of its playground. Mudgee Preschool has written to Council seeking permission from Council to extend the existing playground into Robertson Park. Proposed Extension It is proposed that the existing playground be extended on the northern end of the playground into the area to the east of the existing round reservoir, as shown in the photographs in Attachment 1. The proposed expansion would provide an estimated additional 100 square metres of playground space (ie. 8m x 12.5m). Whilst the Mudgee Preschool playground meets the minimum regulatory standards for outdoor space, it attempts to provide a range of outdoor activities (including a sandpit, digging patch, vegetable gardens, creek bed with pump and play equipment). The current playground does not provide an extensive lawn area for the children to run around on, which the extension into Robertson Park would permit. If permission to use this land was granted by Council, the land would be used as additional lawn space only. There would be no construction and/or equipment placed on this land and Council would be able to maintain easy access if required. Lease to Mudgee Preschool Council could lease this section of Robertson Park to Mudgee Preschool and charge a minimal fee for use of this space.



Robertson Park is classified as community land for the purposes of the Local Government Act. Under section 46 of the Act, Council may grant a lease for a kindergarten or childcare centre (clause 46(5)). For the purpose of the Act, the Mudgee Pre-school would be classified as a kindergarten. If Council wanted to proceed with a lease of up to 5 years to Mudgee Preschool, the following would need to occur:

Amend the management plan for Robertson Park to include the leasing of a portion of land to Mudgee Preschool;

Place the amended management plan for Robertson Park on public exhibition for a period of 30 days; and

If there are no objections, Council could proceed with entering into a lease. If there are objections or the term of the lease extends beyond 5 years, the proposal would need to go to the Department of Planning for review and approval.


Not applicable.


Not applicable. JULIE ROBERTSON ECONOMIC DEVELOPMENT OFFICER

27 September 2012 Attachments: 1. Photos of Mudgee Preschool playground extension 2. Letter from Director of Mudgee Preschool APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


ATTACHMENT 1



ATTACHMENT 2

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 229 7.2.24 Process for tender for supply of electricity

REPORT BY GROUP MANAGER FINANCE & ADMINISTRATION TO 17 OCTOBER COUNCIL MEETING Tender for supply of electricity A0100055, A0370029, A0100026

RECOMMENDATION That: 1. the report by the Group Manager Finance & Administration on the process for

tender for supply of electricity be received; 2. Council commence the process of a reverse auction for supply of electricity from

1 July 2013 for contestable metered sites and street lighting; and 3. Council commence the process of a standard tender for supply of electricity for

small mass market sites.

Executive summary

Council’s contracts for supply of electricity across various categories have either expired or nearing the end of their term. This preliminary report sets out and seeks approval for the proposed process for tendering of new electricity

Detailed report

Council’s current contracts for the supply of electricity to Council’s contestable electricity sites and street lighting expire on the 30 June 2013. Contestable sites are those where the annual electricity consumption exceeds 160MWH; currently Council has eleven sites comprising water and sewer pumping stations, swimming pools and the Mudgee Administration Centre, together with the street lighting account which fall within the criteria. All other sites form part of the “small mass market sites” category. We are proposing a reverse auction process be undertaken in relation to the supply of electricity for contestable sites and for street lighting; and a standard tender for supply of electricity for small mass market sites. Council has entered into an agreement with Hunter Councils’ Regional Procurement and their specialist energy sub-contractor, Energy Action to conduct a reverse auction tender for the supply of electricity from the 1 July 2013 for a minimum of 24 months. A reverse auction is where interested parties bid for Council’s business via the Energy Action web site, the auction is open for a prescribed period and the interested parties are able to bid until the auction closes. Tenderer’s are assessed against the evaluation criteria, price being the principal criteria. We are seeking a number of qualitative criteria including a dedicated account manager; individual bills for each site; ability of electricity supplier to allocate one payment across multiple invoices; and the ability to produce invoices at least quarterly. Due to the nature of the electricity market, quoted prices for electricity can only be held for a short period of time, usually between 5 to 7 days. To enable submission and evaluation of the tenders within this short validity period, it is proposed to present a supplementary report detailing the tender outcomes for Council’s consideration at its meeting of 21 November 2012. The timeline for the reverse auction will be:



Reverse Auction (RA) time-line 18 October 2012 RA ad placed in Sydney Morning Herald and uploaded to Tenderlink 19 November 2012 RA closes 10.00am 19 November 2012 Conflict of Interest Declaration signed by evaluation panel members 19 November 2012 RA evaluation to be conducted at MWRC 21 November 2012 RA evaluation recommendation presented to Council 22 November 2012 Retail Supply Agreement to be signed by authorised Council delegate 25 November 2012 EnergyAction to advise all unsuccessful bidders 01 July 2013 Contract/s commences.

The timeline for the tender for small sites electricity is similar, however without the Reverse Auction component. Tender time-line

18 October 2012 Tender ad placed in Sydney Morning Herald and uploaded to Tenderlink 16 November 2012 Tender closes 10.00am 16 November 2012 RFT responses collated by EnergyAction and tabulated for comparison

purposes 19 November 2012 Conflict of Interest Declaration signed by evaluation panel members 19 November 2012 Tender evaluation to be conducted at MWRC 21 November 2012 Tender evaluation recommendation presented to Council 22 November 2012 Retail Supply Agreement to be signed by authorised council delegate 25 November 2012 EnergyAction to advise all unsuccessful tenderers TBA Contract commences.


Council currently spends some $1,054,000 per annum on electricity and street lighting. A reverse auction is expected to achieve the best value result for Council.


Regional Procurement have received advice from the Division of Local Government that the procurement of goods and services by reverse auction is excluded from the requirement to call tenders under Section 55 of the Local Government Act 1993. CLARE PHELAN GROUP MANAGER FINANCE & ADMINISTRATION

4 October 2012 APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 231 7.2.25 Airport Car Parking

REPORT BY GENERAL MANAGER TO 17 OCTOBER 2012 COUNCIL MEETING AIRPORT PARKING REPORT Council 2012 A0100055, A0470025

RECOMMENDATION That: 1. the report by the General Manager on Airport Car Parking be received; 2. that Council approve the charging for parking at the Mudgee Airport and approve

the purchase and installation of car parking paying facilities at a cost of $15,400 (plus GST) for the necessary equipment.

Executive summary

The carpark at the Mudgee Airport is now well used sometimes for long stay car parking. The purpose of this report is for Council to implement a pay for parking system at the airport. There is a need for additional car parking facilities at the airport as well as ongoing maintenance. Revenue from the car parking charges can assist the funding of the car parking facilities. Traffic and car parking has dramatically increased over the past few years and whilst the car parking area at the airport was increased in size two years ago, the car park is constantly near to capacity and cars are parking on grassed areas and occasionally in George Campbell Drive. Additionally, there are now miners that leave their vehicles at the airport for extended periods due to fly-in fly-out arrangements and this has restricted car parking availability further. . Car parking at neighbouring Councils airports has been on a user pays basis for several years. Bathurst Council charges $1 per hour, $5 per day and $20 per week for parking at their airport. Dubbo Council charges $8 per day or $48 per week for parking at their airport. The recommendation in this report is to charge $5 per day for parking Tickets would need to be displayed on cars dashboards for all parking to show the period paid to expiry period. The ticketing machine would be protected by existing security cameras and would accept both coins and credit cards. The Airport Officer and Councils Rangers would be responsible for enforcement. This could further increase revenue if patrons chose to ignore the parking meters. An alternate to ticketed parking would be to construct a designated long term parking area that is fenced and controlled with boom gates however this option is expensive and would be close to $200,000 and many Councils report maintenance issues and boom gate failures resulting in patron inconvenience.


The cost of installing one parking station at the terminal building will be around $15,400 plus GST including a concrete plinth, signage and electrical work. This amount would be expected to be paid back through car parking fees within twelve months and then provide funding towards extending and improving the current car parking areas. The income is based on an average of 15 cars each day for 5 days per week (15cars X $5 X 5days X 52weeks = $19,500). This we believe is a conservative income figure.




This imitative is just an extension of the current policy for charging parking in the CBD. WARWICK L BENNETT GENERAL MANAGER 2 October 2012 Attachments: 1. Quote and details on car parking ticketing machine


ATTACHMENT 1

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 235 7.2.26 Pool Amenities Upgrades

REPORT BY BUSINESS MANAGER RESOURCES AND RECREATION Tender 2012/02 A0100055,A0411202

RECOMMENDATION That: 1. the report by Business Manager Resources and Recreation for Swimming Pool

Amenities Upgrades be received; 2. Council approves the General Manager to authorise variations up to 5% of the

contract value in addition to the $70,000 allowance for the provision of electrical works specified in the tender.

3. Council approves the removal of any asbestos found in the pool buildings as

part of the renovation process and the costs of removal are to be included in the project costs. Council acknowledges these additional costs will be approximately $8,000.

Executive summary

This report is to clarify the 5% delegation for the General Manager to vary the contract for this project. The original recommendation to Council did not make it clear that the required delegation needed to be 5% of the contract value in addition to a $70,000 allowance in the tender for electrical services. The new recommendation clarifies this position. Further as renovation works are taking place asbestos linings are being found that need removal. It is an option to leave some of this product where works are not specifically being undertaken but makes logical sense to remove any asbestos now so as to not leave a legacy in to the future. The cost of the asbestos removal is estimated at $12,000

Detailed report

As part of the tender process the successful tenderer, Club Constructions Australia, included an allowance for electrical services of $70,000. This was detailed in the original tender report to Council but subject to quotes by the builder and approval by the General Manager. In approving this allowance the General Manager has reached the limit of the 5% delegation afforded to him by Council for this project. The intention was always for the 5% delegation to vary the contract to be on top of the $70,000 allowance for electrical services. This report simply provides a new recommendation to facilitate the required and normal variations that come with a construction contract of this nature. The issues relating to asbestos are well known in the construction industry and commonly found in buildings the age of the swimming pool buildings council is renovating. Asbestos removal was not included as part of the tender as the extent was not known until demolition commenced. While the asbestos directly affected by the building works is being removed there is additional asbestos that could remain as it’s not directly affected by the buildings works. It is this asbestos that should be removed, particularly at Kandos to rid the entry building of this product. The cost of the asbestos removal is estimated at $8,000




This project budget has an allowance for contingencies in addition to the allowance for the electrical works that will cover the costs associated with asbestos removal and other minor contingencies and variations.


Nil.

JULIAN GEDDES BUSINESS MANAGER RESOURCES AND RECREATION

BRAD CAM GROUP MANAGER, OPERATIONS

Attachments: 1. Council Original Report on the Tender Assessment Pool Amenities Upgrades. APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


ATTACHMENT 1

Tender Assessment – Pool Amenities Upgrades REPORT BY BUSINESS MANAGER RESOURCES AND RECREATION Tender 2012/02 A0100055,A0411202

RECOMMENDATION That: 1. the report by Business Manager Resources and Recreation on the tender for

Swimming Pool Amenities Upgrades be received; 2. Council accepts CCA Constructions for tender 2012/02 for the swimming pools

amenities upgrades for the tendered price of $1,435,000 (excluding GST). 3. Council authorises the General Manager to finalise and execute the contract on

behalf of Council with CCA Projects for the provision of swimming pool amenities upgrades.

4. Council approves the General Manager to authorise variation up to 5% of the

contract value. 5. the unsuccessful tenders be notified that their tenders were unsuccessful.

Executive summary

Following Council's resolution to invite tenders for the upgrade of Council pool amenities buildings at the Gulgong, Kandos and Mudgee swimming pools, full design documentation was undertaken by McKinnon Design Architects and a construction only tender called. Tenders were advertised 5 June 2012 for Tender 2012-02 and closed 10 July 2012. Four (4) tenders were received. Advertisements for the tender were placed in the Local Government Tenders section of the Sydney Morning Herald, Mudgee Guardian, Community News and Council’s website from 5 June 2012. The tendering process was initiated and a Procurement Plan and Tender Evaluation Plan were developed. A Tender Assessment Panel was formed, comprising representatives from the most relevant departments within Council. Members of the Tender Assessment Panel use the Evaluation Plan methodology to determine which tenderers offer the best value for money in the construction of the pools amenities buildings as designed on behalf of Council.

Detailed report

Tenders Received The Tenders received were as follows:

No. Name

1 CCA Projects 2 Dubbo Terrazzo and Concrete Industries 3 MAAS Constructions



4 Paintrite Management Pty Ltd. Late Tenders No late tender was received or evaluated. Evaluation Methodology The objective of the evaluation was to select the tenderer(s) offering the best value for money in a rational and justifiable way which is fair to all tenderers. The evaluation criteria and criteria weightings applied to this evaluation process are shown below.

Evaluation Criteria Weighting 1. Price – whole of life costs 55% 2. Demonstrated ability to meet statement of requirements 25% 3. Time table of works 10% 4. Contractors ability to undertake all separable portions under one contract 10%

Tenders were evaluated strictly in accordance with the Tender Evaluation Plan, and in compliance with the provisions of the Local Government Act 1993 and Local Government (General) Regulation 2005. Tender Evaluation Process The evaluation process is conducted in five stages: 1. An initial review of any non-conforming tenders such tenders not following the instructions

set out in the Request for Tender documents, or tenders missing mandatory requirements. All tenderers were evaluated and no further information was required.

2. The Tender Assessment Panel undertakes an objective analysis of tenderers’ ability to meet both mandatory and desirable criteria.

3. The tendered information and specific questions are listed under the evaluation criteria and weighted in order of importance to the overall evaluation. Team members score the tenders against the criteria in accordance with the Evaluation Plan. Risk and gap analysis is also undertaken to ensure that any risks identified in the tenders can be mitigated and that any tender demonstrating a significant gap (the difference between what is offered in a Tender and what is required by MWRC) is removed from the tender process.

4. Referee checks are undertaken on each short-listed tenderer in order to determine their capacity to provide the services required.

5. This Tender Evaluation Report detailing the rating of each short-listed tenderer, and the final recommendations are detailed for the consideration of Council.

Assessment Panel Julian Geddes Business Manager Resources and Recreation Leonie Johnson Manager Financial Planning Andrew Drummond Business Manager Plant and Facilities Evaluation Findings After assessing each Tenderer on Price, Capability, timed table & ability to undertake all three pools under the one contract, the highest scoring results were CCA Constructions. It should be noted that CCA Construction provided an additional provisional sum of $70,000 for mechanical and electrical works that were not included as part of the design criteria at the time of tender but still required. This cost needs to be added to the project budget once final designs are obtained. This provisional sum will fall with the General Managers 5% variation to the contract value. The tender by CCA constructions represents the best value for money, encompasses all the aspects of the design and has the project being completed by 14 December 2012.

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 239 Tenderer Total Weighted Score CCA Constructions 8.50 MAAS Constructions 7.56 Dubbo Terrazo 7.07 Paintrite Management 6.79


The pool amenities project is included in the 2012/2013 Operational Plan. The tender price from CCA Projects forms part of the overall project costs. The total budget for the swimming pools upgrade as approved by Council is $4.5M over two financial years. The tendered contract for the plant rooms upgrade is underway and is $2.2M of the overall project cost, the tender under consideration as part of this report for $1.435m. The remaining $0.865M has been allocated to the following capital improvements; Mudgee – retiling the deep end swimming well and repairs to the expansion joints Gulgong – installation of a disabled ramp and repainting of the main and toddlers pool Kandos – repairs to unsafe tiles and installation of diving blocks


The project is an approved community facility.

JULIAN GEDDES BUSINESS MANAGER RESOURCES AND RECREATION

BRAD CAM GROUP MANAGER, OPERATIONS

Attachments: 1 Procurement Plan 2 Tenders detailed scores (contained in the confidential section of the Business

Paper) APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER



ATTACHMENT 1



7.2.27 Local Government Association Conference, Dubbo 28 – 30 October 2012

REPORT BY GENERAL MANAGER TO 17 OCTOBER 2012 COUNCIL MEETING Local Government Association Conference A0100055, A0310009

RECOMMENDATION That: 1. the report by General Manager on the Local Government Association

Conference, Dubbo 28-30 October 2012 be received; 2. Council approve four representatives to attend the Local Government

Association Conference in Dubbo being: Mayor Des Kennedy

General Manager - Warwick Bennett Councillor ...... Councillor ......

Detailed report

The Local Government Association of NSW annual conference will be held in Dubbo from 28-30th October 2012. This report is recommending that 4 Council representatives attend the conference, but travel to and from Dubbo on a daily basis in one car. On Sunday 28 October is only the opening ceremony, and so the conference proper does not commence until Monday. Please find attached the conference program. Copies of the full conference program are available from the General Manager’s office.


The cost of Council attending the conference for day registrations is $1089.00 per registration. Council may wish to give consideration of only sending 2 delegates because the cost is high, and there is not a lot of substance to the conference program. Those delegates that do attend could report back on any matters of significance.


It has been Council’s policy to send delegates to this conference. WARWICK L BENNETT GENERAL MANAGER 24 September 2012 Attachments: 1. Local Government Association Conference 28-30 October 2012 program


ATTACHMENT 1



7.2.28 Gulgong Pedestrian crossing and Stop Sign

REPORT BY GENERAL MANAGER TO 17 OCTOBER 2012 COUNCIL MEETING Gulgong Pedestrian crossing and Stop Sign A0100055, R2047002, R2015002

RECOMMENDATION That: 1. the report by General Manager on the Gulgong Pedestrian crossing and Stop

Sign be received; 2. Council undertakes a community consultation process on the best location of

the stop signs and the need for pedestrian crossings at the intersections of Mayne and Herbert Streets.

Detailed report

Council has requested that the pedestrian crossings and stop signs at Gulgong on the corner of Herbert and Mayne Streets be reviewed. Currently there is a pedestrian crossing that crosses both Herbert and Mayne Streets, both of which are close to the intersection. At the time of installing the new pedestrian crossings, the stop signs were also changed from Mayne Street to Herbert Street. That means that the traffic on Herbert Street has to give right of way to traffic on Mayne Street. Until recently, the reverse happened. The reason for the stop sign being changed was because of community concern, due to speed of traffic along Herbert Street which was in the community’s opinion, causing some stress and became a safety issue at the intersection with Mayne Street. The pedestrian crossings were installed also at the request of the community. This has been a request that has come to Council for a number of years. The installation of a pedestrian crossing in Gulgong is not warranted under the Roads and Maritime Services (RMS) Guidelines (formerly RTA). There needs to be a certain traffic volume to warrant a pedestrian crossing to be implemented or the unanimous approval of the Traffic Committee. The traffic volumes are calculated for local roads as the number of pedestrians per hour multiplied by the number of cars per hour exceeding 60,000. Counts done recently - namely 14th February this year - the count reached 8,832. There are no areas in the Mid Western have reached this count but pedestrian crossings have been approved with the unanimous approval of the Traffic Committee. Remember though these are on guidelines on local roads Council staff, after much discussion with some sectors of the community, installed the pedestrian crossings. The feedback on both the relocation of the stop signs and the installation of the pedestrian crossings has been mixed. The feedback has been both positive and negative. It should be noted that Council will never get approval from the RMS to have a pedestrian crossing installed because of the lack of traffic volume. The changing of the stop sign is a Council decision. The recommendation in this report is that Council undertakes a further public consultation process in regard to the pedestrian crossings and the where the stop signs are best located and who should have right of way at this intersection.

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 259 Financial implications

Nil at this stage.


Nil at this stage. WARWICK L BENNETT GENERAL MANAGER 10 October 2012 Attachments: Nil



7.2.29 Cultural Development Committee

REPORT BY MANAGER COMMUNITY DEVELOPMENT TO 17 OCTOBER 2012 COUNCIL MEETING Cultural Development Committee – July 2012 Meeting A0100055, A0420172

RECOMMENDATION That: 1. the report by Manager Community Development on the Cultural Development

Committee be received; 2. Council note the minutes of the Cultural Development Committee meeting held

on 16 July 2012.

Executive summary

The Cultural Development Committee meets to highlight and promote cultural issues in the region. The next meeting is due to be held on 19 November 2012.

Detailed report

The Town Hall renovation is proceeding well and is on track for the main construction contract to be completed by the end of November. The majority of the external painting of the front facade has been completed and the structure of the three levels of the rear extension has been completed. It is expected that library will be relocated prior to Christmas ready for re-opening at the Town Hall building on January 2nd, 2013. The Theatre should be operational by February and an opening event for the building is being considered for March. Significant investment is taking place with the Theatre with upgrades for sound equipment, stage curtains, stage lighting and theatre seating now ordered and being prepared for installation. The upgrade works at the Kandos Museum are continuing slowly with more work on the exhibitions and the front entrance. The project is on track to be completed this year. All other matters discussed are contained in the minutes attached.


Not applicable.


Not applicable.

SIMON JONES MANAGER COMMUNITY DEVELOPMENT

CATHERINE VAN LAEREN GROUP MANAGER DEVELOPMENT AND COMMUNITY SERVICES

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 261 24 September 2012 Attachments: 1. Minutes of the Cultural Development Committee of 16 July 2012 APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER



MINUTES OF MEETING OF THE MID-WESTERN REGIONAL COUNCIL CULTURAL DEVELOPMENT COMMITTEE

HELD ON MONDAY 16th JULY 2012 MEETING AT THE COUNCIL CHAMBERS, MUDGEE AT 5PM.

PRESENT: Colin Jones, Helen Harwood, Christopher Wright, Virginia Handmer and Simon

Jones. 1. WELCOME: – Colin Jones opened the meeting at 5.25pm and welcomed everyone. 2. APOLOGIES: Leanne Wicks 3. ADOPTION OF PREVIOUS MINUTES OF 21ST MAY 2012

Moved: Helen Harwood Seconded: Christopher Wright Minutes Accepted 4. MATTERS ARISING FROM THE MINUTES

4.1 TOWN HALL RENOVATION

Town Hall renovation is proceeding well and is on track for the main construction contract to be completed by the end of November. The majority of the external painting of the front facade has been completed and the structure of the three levels of the rear extension have been completed with only the roof slab to be poured. It is expected that both the library and Theatre will be operational by January. Significant investment is taking place with the Theatre with upgrades for sound equipment, stage curtains, stage lighting and theatre seating now secure. The intention is to also provide digital cinema equipment if funds allow – this should be known by December.

4.2 KANDOS MUSEUM The upgrade works continue slowly with more work on the exhibitions and the exhibition areas. Work on the new entrance is also scheduled to take place before the end of August with the automatic doors and portico to be constructed. These glass doors are ready and waiting to be installed. Electrical works are continuing and a research room is being set up. The project is on track to be completed by the end of September.

4.3 TAFE VISUAL ARTS Letter was sent from the Committee to TAFE regarding the importance of retaining visual arts classes in the region. A letter was also sent from Fairview ArtSpace.

5. GENERAL BUSINESS

5.1 COMMITTEE MEMBERSHIP There will be no further meetings of the Committee until after the Council elections and the confirmation of the continuation of the Committee as a Section 355 Committee of Council. The next meeting is therefore due on November 19th. All members present indicated their interest in remaining on the Committee.


5.2 MUDGEE ARTS OUTDOOR SCULPTURES Mudgee Arts have sent a letter to Council regarding their proposal for sculptures at Lawson Park. They will await a response before proceeding. The Committee indicated their support for the proposal.

There being no further business the meeting closed at 6.05pm. Next proposed meeting date: Monday 19th November, 2012 at 5pm



7.2.30 Draft NSW Long Term Transport Master Plan

REPORT BY GENERAL MANAGER TO 26 SEPTEMBER 2012 COUNCIL MEETING Draft NSW Long Term Transport Master Plan A0100055, A0440009, A0170051

RECOMMENDATION That: 1. the report by General Manager on the Draft NSW Long Term Transport Master

Plan be received; and 2. Council endorse the submission to Transport for NSW on the NSW Long Term

Transport Master Plan.

Detailed report

The State Government has recently release the NSW Long Term Transport Master Plan whose aim is to provide a framework for addressing the transport challenges in NSW for the next 20 years. A full copy of the Transport Master Plan can be found on the website www.transportmasterplan.nsw.gov.au. Submissions on this transport master plan close on 26 October 2012 and it is expected that the final plan will be realised by the end of 2012. I attach for Councillors information some sections of the Plan which are relevant to rural NSW. The Plan as a whole is very much Sydney and coastal focused, and all that information can be found on the website. The chapters I have included are as follows: Chapter 6 Providing Essential Access for Regional NSW Chapter 8 State wide Challenges Chapter 10 Funding Chapter 11 Delivery the NSW Long Term Transport Master Plan Please find attached the draft submission for Council’s consideration. In this submission I am recommending to Council that we address the following matters:

Ulan Road to be declared a State road because of its high traffic volume which are significant and equivalent or more than the Newell Highway.

New State significant developments – the State Government should impose conditions at time of determination to upgrade transport infrastructure that is impacted by the approval of the development.

Public transport/community transport to regional towns essential for medical and other essential services.

Support the development of the Bells Line of Road. Although there are a number of issues within the Master Plan which Council could challenge I have recommended that the Council submission focus only on issues affecting this region and achieving some wins to have the Master Plan amended to assist this region’s development.

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

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 265 Financial implications

Nil at this stage.


This is a State Government document that we need to provide submissions to and hopefully attract some amendments that will benefit this region. A copy of the Draft NSW Long Term Transport Master Plan containing 382 pages is available upon request, or by visiting www.transportmasterplan.nsw.gov.au. WARWICK L BENNETT GENERAL MANAGER

18 September 2012 Attachments: 1. Council’s draft submission

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



ATTACHMENT 1

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 269 7.2.31 Mudgee CBD Street Tree Report

REPORT BY GROUP MANAGER MID-WESTERN OPERATIONS TO 6 JUNE 2012 COUNCIL MEETING MUDGEE CBD STREET TREE REPORT A0100055, A0360003

RECOMMENDATION That: 1. the report by Group Manager Mid-Western Operations on the Mudgee CBD Street

Tree Project be received; 2. future planting in the streets running north/south planted with exotics species

and the streets running east/west planted with native species (suitable for the specific location);

3. Council only replacing street trees when they shows signs of declining health; 4. Council focus on the immediate CBD with future capital works programmed.

Executive summary

The purpose of this report is to respond to the recent Mudgee CBD Street Tree report on 7th March 2012. This went on a 28 day exhibition. Council received several responses. This report outlines concerns which arose from the public display and alternative recommendations. This report covers the streets from Lawson Street to Court St and from Short Street to Horatio St.

Detailed report

MWRC wishes to thank the people who responded to the CDB streetscape project which was recently on display. 26 submissions were received. This was not including the letters which were printed in the Mudgee Guardian. It has become quite evident that the area which was covered in the report was too large and caused many concerns for residents and the community as a whole. It was never the intention to remove all of the trees, however Council will work towards a more suitable approach. When trees are removed (whether it be due to declining in health, danger or dead), Council will replant with a tree(s) from the new suitable list of trees located at the end of this report. The updated CBD streetscape project will then form a planting schedule for future plantings within the said area. Trees will be retained wherever possible. The tree selected in the original report took into consideration pervious request for tree removals. These ranged from complaints from residents who had major concerns for large street trees, evergreen trees not letting winter light/warmth into their houses, people selling houses and did not want the tree(s) to affect the sale of the house and they just did not like the tree. Naturally these requests were looked at in depth (on an individual basis) and the majority of the trees were refused removal. However, there have been many instances in the past where refusal of a tree was given and the tree was poisoned and later died.



Most of the replacement plants where chosen to elevate the problems with overhead powerlines and complaints about electricity provider contractors heavily pruning street trees. Council has been working to elevate these problems, however most trees which were pruned some 10 years ago are still suffering the effects of the heavy pruning. Essential Energy has a list of trees on their website which refer to trees which are unsuitable for planting underneath power lines. The London Plane trees in the roundabouts at Mortimer St/Church St, Perry St/Market St and Horatio St/Church St are to be retained as feature trees. One submission stated ‘Mudgee CDB does need a makeover for our trees.’ ‘The CBD is only one section of our town that needs this good plan. We have many new areas that need such a plan.’ Another submission said the following. 1. There are a lot of old and unsuitable trees in the Mudgee CBD, which should be removed. 2. Trees species chosen should have following points, not planted where they will require

ongoing and excessive maintenance e.g. planted under powerlines. Over telephone or water installations etc. An unnecessary cost to the community

3. Not planted where they will obstruct traffic vision etc when they mature. 4. Species suitable to the local region that require little or low maintenance. As you are well

aware council will always have a limited budget which should not be wasted on unnecessary tree maintenance.

5. Single plantings to give degree of uniformity e.g. Chinese elms in Moggs Lane and Robert

Hoddle Grove, not like Lewis Street which is like a dogs dinner. 6. Street trees should not be planted too close together as they do not grow to their full

potential and also the initial cost of purchase and ongoing maintenance is greatly increased’ Another submission said ‘I was not happy to read that the recommendation is to remove the well matured London plane trees and Kurrajong trees in Church Street. It takes nature our life time to develop such wonderful trees and to cut them down and replace them with small trees which will take over 30 years to develop is unthinkable’ Another submission said ‘Silky oaks are one of the worst street trees you could have as they drop horrible and massive amounts of leaves from spring through until Christmas creating an awful mess at the loveliest time of year.’ Another submission said ‘Mudgee’s street trees contribute strongly to the aesthetics of the town. In order to preserve Mudgee’s visual appeal, it’s important that any changes to street trees plantings should be done in stages and in small blocks, so that older trees remain while younger trees are growing’ No trees will be removed without consent from MWRC. Any tree which is declining in health will be assessed as per the Tree Removal and Pruning – Public Spaces Policy. Then once approval has been given then a tree can be removed. Due to the majority of the area being in the conservation zone, approval from MWRC Planning and development department must be obtained (following the Draft MWRC LEP 2011).

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 271 Suggested Tree Selections Ornamental

Acer buergerianum – Trident Maple Acer palmatum – Japanese Maple Acer platanoides ‘Crimson Sentry’ – Norway Maple ‘Crimson Sentry’ Acer platanoides ‘Fairview’ – Norway Maple ‘Fairview’ Albizia julibrissin – Silk Tree Fraxinus angustifolia ‘Raywood’ – Claret Ash Fraxinum excelsior ‘Aurea’ – Golden Ash Fraxinus griffithii – Ash Fraxinus ornus – Flowering Ash Gleditsia triacanthos – Gladitisa varieties Koelreuteria bipinnata – Golden-Rain Tree Largerstromia indica x L. Fauriei - Indian Summer series Nyssa sylvatica – Black Tupelo Prunus x blireana – Flowering Plum Pyrus fauriei ‘Korean Sun’ - Ornamental Pear Pyrus salicifolia ‘Pendula’ – Willow Leaf Pear Tilia cordata ‘Greenspire’ – Linden Tree Ulmus glabra ‘Lutescens’ – Golden Elm Ulmus parvifolia – Chinese Elm Zelkova serrata ‘Green vase’ – Japanese elm Zelkova serrata ‘Wireless’

Native

Acacia implexa – Lightwood Wattle Acacia melanoxylon – Blackwood Wattle Anogphora hispida – Dwarf Apple Banksia integrifolia – Coast Banksia Callistemon ‘Kings Park Special’ Callistemon viminalis – Weeping bottlebrush Callistemon ‘Hannah Ray’ Eucalyptus leucoxylon ‘Euky Dwarf’ – Dwarf Yellow Gum Eucalyptus leucoxylon subsp. Megalocarpa – Large-Fruited South Australian Blue Gum Eucalyptus mannifera ‘Little Spotty’ – Dwarf Brittle Gum Melaleuca armilaris – Bracelet Honey Myrtle Melaleuca bracteata – Black Tea Tree Melaleuca linarifolia – Flax–Leafed paperbark Melalueca quinquinervia – Broad-Leafed Paperbark

References: Statewide Mutual Best Practice manual – Trees and Tree Roots Version 5 September 2010 Orange City Council – Guidelines for street and developed open space trees Essential Energy – Unsuitable trees under power lines & tree management Draft MWRC LEP 2011 Mudgee Street Tree Study February 1993 Flemmings Urban Tree Guide (2012) Botanica (1997)




A capital works budget initiative of $40,000 per annum be added to the management plan for the next 4 years.


Tree Removal and Pruning – Public Places Policy Street Tree Policy Draft MWRC LEP 2011

BRAD CAM GROUP MANAGER MID-WESTERN OPERATIONS

Attachments: (included at the end of the Business Paper) 1. Submission from Jenny Davenport 2. Submission from Pat Dickinson 3. Submission from John McCrea 4. Submission from Veronica Burns 5. Submission from Jill Lawsen 6. Submission from Penni Cheetham 7. Submission from Mudgee District Environmental Group 8. Submission from Phyllis Setchell 9. Submission from Margaret Conn 10. Submission from Diane O’Mara 11. Submission from Nancy Chapman 12. Submission from John Walker 13. Submission from Ann Walker 14. Submission from Di O’Mara 15. Submission from Sally Oram 16. Submission from Zoe Wheat 17. Submission from Margaret O’Keefe 18. Submission from Marie Robison 19. Submission from Elisabeth Brasseur 20. Submission from Allen Greer 21. Submission from Les Cook 22. Submission from Marion McInnes 23. Submission from Berni Aquilina 24. Submission from Ben McPherson 25. Submission from Peter Poole 26. Submission from Betty Brackenrig 27. Letters sent to the Mudgee Guardian ‘Your say’ 28. Council’s Street Tree Policy APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 273 7.2.32 Family Day Care Policy

REPORT BY MANAGER COMMUNITY DEVELOPMENT TO 17 OCTOBER 2012 COUNCIL MEETING FAMILY DAY CARE POLICY A0100055, A0060070

RECOMMENDATION That: 1. the report by Manager Community Development on the Family Day Care Policy

be received; 2. Council adopt the Family Day Care Policy.

Executive summary

All the policies previously adopted by Council have been reviewed to reflect current legislation, new Children’s Standards and guidelines provided by the Department of Family and Community Services.

Detailed report

The Mid-Western Family Day Care Scheme supports educators and families in Mudgee, Gulgong, Wellington, Kandos and Rylstone areas. The Federal Department of Family and Community Services has funded the Family Day Care Scheme since 1991 and since this time the Family Day Care Scheme has held a reputation for the delivery of quality children’s care services. Changes to various pieces of legislation have required changes to the Family Day Care Policy. With the National Quality Framework coming into force January 1 2012, our policies and procedures needed to be brought up to date in line with the:

2011 National Education and Care Services Law 2011 National Education and Care Services Regulations 2011 National Quality Standards 2011 Workplace Health and Safety Act & Regulations

49 policies were updated to include the new information and guidelines. Some had a name change to reflect the wording within the Law & Regulations. For example, Occupational Health & Safety has become Workplace Health and Safety. The other policies affected in this way are Monitoring, Support and Supervision of Educators, Incidents, Injuries, Trauma & Illness, Medical Conditions and Medical Administration, Complaints & Feedback, Tobacco, Drug & Alcohol. Some policies have been combined with others. Some policies have been added to cover new areas of the new regulations and law. For example, the policies on Supervision, Service Policies, Staffing, Sustainability and National Quality Standards. Other additional policies have been created as required, such as First Aid, Safe Sleep and Rest, and Toy, Equipment & Resource Library. There are 59 policies in total, all combined in the one document to form the Family Day Care Policy.




Not applicable.


Council may adopt or reject the policy as recommended. The recommended policy reflects current requirements, terminology and best practice. Adoption is required by the funding body, the Department of Family and Community Services, and will demonstrate Council’s commitment to their continued delivery of quality children’s services to the community. Copies of the Draft Family Day Care Policy 2012 and Current Family Day Care Policy 2011 (totalling 189 pages) are available upon request.


CATHERINE VAN LAEREN GROUP MANAGER DEVELOMENT AND COMMUNITY SERVICES

28 September 2012 APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 275 7.2.33 Kandos Bicentennial Museum

REPORT BY MANAGER COMMUNITY DEVELOPMENT TO COUNCIL MEETING 17 OCTOBER 2012 KANDOS BICENTENNIAL MUSEUM COMMITTEE – AUGUST 2012 A0100055, A0060123

RECOMMENDATION That: 1. the report by Manager Community Development on the Kandos Bicentennial

Museum be received; 2. Council note the minutes of the Kandos Bicentennial Museum Committee

meeting of 9 August 2012.

Executive summary

The Committee meets to promote and coordinate the operation of Kandos Bicentennial Museum. The next meeting will take place on 11 October 2012.

Detailed report

The Committee discussed a number of issues and these are contained in the minutes attached. Colin Jones presented the Committee members with an update as to the work undertaken at the Museum. The members were also advised that Moolarben Coal have contributed $12,000 towards an exhibition relating to the indigenous history of the area applied for by Lynne Symes. A grant application is also being developed for further funds to assist this project. The exhibition will be developed as a travelling exhibition covering the early history of the area. It was suggested that a Selection Forum be elected at the next meeting. This will assist the Committee in their work in looking at both new items for the Museum collection as well as considering the status and quality of existing items that are currently in the collection. Leanne Wicks reported on her Power House Museum internship. An accession report was presented by Pam O’Connor and accepted by the Committee. The Committee decided that the dress register project be supported with the Power House coming to the Museum to show volunteers how to put items onto the register.


Not applicable.


Not applicable.





23 July 2012 Attachments: 1. Minutes of the Kandos Bicentennial Museum dated 9 August 2012. APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


MINUTES OF MEETING OF THE KANDOS BICENTENNIAL INDUSTRIAL MUSEUM

HELD ON THURSDAY 9th AUGUST 2012

PRESENT: Cr Esme Martens, Pam O’Connor, Ivy Tomlinson, Bob Tomlinson, Colin Jones, Peg Butler, Marie Ford, Leanne Wicks,

Council Staff: Simon Jones, Virginia Handmer (minutes)

1. WELCOME: Cr Martens welcomed everyone to the meeting at 2.05pm and called for apologies.

2 APOLOGIES: Lesley Pennell

3 Motion of acceptance of apologies; Moved: Peg Butler Seconded: Ivy Tomlinson Apologies Accepted

4 ADOPTION OF PREVIOUS MINUTES OF 14 June 2012 with the amendment to item 7 ‘contributing to the powerhouse dress register’.

Moved: Bob Tomlinson Seconded: Leanne Wicks Minutes Accepted

5 MATTERS ARISING FROM THE MINUTES

5.1 Upgrade of works

Colin Jones presented the meeting with an update of works: a second ‘ring’ gun (made by Remington these 8 gauge single action guns are

used to blast the meal off the inside of the kiln,) has been accessioned. The cement for the portico area will be done shortly by Rodger Hayes the council

builder. 5.2

Moolarben have contributed $12,000 towards an exhibition relating to the indigenous history of the area applied for by Lynne Symes. It is a dollar for dollar grant and the second $12,000 will be used towards the veranda. The exhibition will be developed as a travelling exhibition covering the early geological history of the area.

5.3 Donations from the Kandos Cement Works

take this item off the agenda

5.4 Volunteers meeting; power point presentation by Leanne Wicks on her Power

House Museum internship well received. 5.5 Colin Jones reported that he has spoken with Julian Geddes re the state of the

tower; the apertures have become blocked with fibro from the cracked and broken sheets. This all needs to be pulled off and replaced with blueboard.



5.6 Letter has gone to Kandos Street Machine re funding a updated brochure. New brochure to be done once the renovations are completed and photos are taken. Colin Jones will write new info.

6 CORRESPONDENCE

IN

Resignation of Noel Costello from the Committee (however he will remain as a volunteer)

A Tours Directory Nature Conservation Council thanks for donation Cudgegong Valley Antique Machine Club asking for skills, exhibitions for a display

(KBM to join free; put on the agenda for next meeting) MUSE (Mudgee Historical Soc publication) regarding photographs of Jessie Hickman from Di Moore (email copyright

permission to VH) Museum Matters Cudgegong Valley Museums; notice of AGM Museums and Galleries NSW image award notice of Sofala Show and a museums stall (on agenda for the next meeting)

OUT

Letter to Kandos Street machine re the offer of their donation towards new KBM brochures

Ann Finnigan re use of her window space

Motion: The Correspondence be accepted Moved: Pam O’Connor Seconded: Bob Tomlinson Motion Carried

Motion: That the free book be paid for the Museum Committee.

Moved: Pam O’Connor Seconded: Bob Tomlinson Motion Carried

7 ACCESSION REPORT Accession report to be emailed by P O’Connor and included with minutes. Acceptance of the accession report Moved: Pam O’Connor Seconded: Leanne Wicks Motion Carried

8 Cr Martens read the section of Council minutes relating to the provision of a new storage facility and tabled the report.

9 TREASURER’S REPORT Bob Tomlinson tabled his report;

more placemats and coasters have arrived Lady Bushrangers and Day Dawned by Colleen O’Sullivan for sale cash register not worth fixing; pam to try and get one through her grandson $91 donation from C O’Sullivan towards the Pilgrim project.


Motion that the Treasurers Report be accepted Moved: Bob Tomlinson Seconded: Leanne Wicks Motion Carried 10 PUBLIC PROGRAMS OFFICER’S REPORT

Leanne Wicks thanked Naida Wills for the photos. Motion of thanks to Naida and Allan Wills for the photos. Moved: Leanne Wicks Seconded Bob Tomlinson Motion Carried The dress register project be called Pilgrim with the Power House coming to KBM to show volunteers how to put items onto the register.

Motion: That $200 be given towards this project and volunteers assistance. Moved: Leanne Wicks Seconded: Ivy Tomlinson Motion Carried This $200 fee may be waived but may be required

Leanne has arranged a further semesters work at KBM with Colin Jones as mentor

as part of her studies through Macquarie University.

need to discuss 25 years of volunteering at KBM and how to celebrate

KBM needs to write to Dept of Veterans Affairs regarding the conservation of the Japanese flag

Quilt Show on Next Agenda

11 GENERAL BUSINESS

11.1.1 Motion of Condolences for Trevor Pascoe (President of the Central West Museum Chapter). Card to be sent on behalf of the committee and volunteers.

11.1.2 Naida spoke about Allan Wills sourcing the donation of a projector but they want to be sure it will be looked after by council. This donation will be discussed in more detail at the next meeting.

11.1.3 Leanne Wicks reported on Ann Finigan’s Cementa Festival due to be held from the 17-

20 Jan 2013.

11.2 Motion; That a Selection Forum be elected at the next meeting of KBM Moved: Bob Tomlinson Seconded: Leanne Wicks Motion Carried

11.2.1 Ivy reported that Sue Honeysett told her there was a train coming to Kandos on the 20th

of October and she will be arranging stalls (with a charge).



11.2.2 Naida Wills bought up KBM and the KC committees working together towards getting a public sculpture.

11.8 Lue School Centenary; Sat 15th of September; Museum display at the event; ACTION

Leanne Wicks

12 ACTION LIST

Item Responsibility Repair of the tower Colin, Virginia to contact Julian

Geddes Cash register needs service (in Dubbo) Colin Jones Letter to be sent when DVD received Virginia Handmer Works request for lopping of trees on Jacques Street (done in 2011 but being followed up) works request TR0076/2012; job referred to Julian Geddes.

Virginia Handmer

Fees and charges for exhibition space on the agenda when upgrade works are completed

Virginia Handmer

Leaking roof, gutters cleaned and repaired, render on parapet repaired works request - BL0279/2012

Virginia Handmer

Train visit Oct date to be arranged; KBM stall Committee Power House workshop on how to put information onto the National dress register

Leanne Wicks

Lue School display as part of school centenary Leanne Wicks Request for donation for new brochures; Colin to rewrite info and get photos

V Handmer and C Jones

25 years of volunteering at KBM Committee Tom Parletts cottage; possible museum exhibit Colin and Lesley to approach owner

about it Regional Achievement and Community Awards nominations – website

Colin Jones to look at website

There being no further business the meeting closed at 3.45pm. Next meeting: Thursday 11 October 2012 at 2pm at the Kandos Museum.

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 281 7.2.34 Kandos Centenary Working Party

REPORT BY MANAGER COMMUNITY DEVELOPMENT TO 17 OCTOBER 2012 COUNCIL MEETING Kandos Centenary Working Party Meeting August 2012 A0100055, A0310010

RECOMMENDATION That: 1. the report by Manager Community Development on the Kandos be received; 2. Council note the minutes of the Kandos Centenary Working Party of August

2012; 3. Council support the publication of a book on Kandos for the Centenary as

recommended by the Kandos Centenary Working Party, but restricts the Council costs of the printing to 500 copies. Any additional copies printed need to be funded by the Kandos Centenary Working Party in a manner they are able to achieve without further input of Council funds;

4. Council amend its operational plan to include expenditure of $30,000 and income

from sales of $30,000 for the book on Kandos and if any profits are achieved, they be retained to support events during the Kandos Centenary in 2014.

Executive summary

In 2011, Council determined to form a Kandos Centenary Working Party to be involved in the organisation and coordination of the Kandos centenary celebrations in 2014. The Working Party held a meeting on 15 August 2012.

Detailed report

An outline for the events over the three day celebration was discussed. The Committee carried a number of motions related to the calendar of events and the publication of a book on Kandos. The book, “Rocky Mountain Spirit” has been written by local author Pamela O’Connor and contains stories on families from throughout the history of Kandos. It is currently being finalised and quotes for printing are being arranged for the Working Party to consider. It is estimated that $10,000 could be raised from sales of the book to support events to take place during the Kandos Centenary celebrations in October 2014. The Working Party has recommended that Council support the proposal for the book as a way of raising funds for the Centenary. It was also suggested that the Working Party approach Cement Australia for sponsorship and/or financial assistance and that a community survey be produced seeking information about a sculpture. Other matters discussed are contained in the minutes and attached. The next working party meeting is on Monday 15 October 2012 at 4.30 in the Kandos High School Library.




An adjustment to the budget to cover expenditure to print and prepare the book is recommended. This would equate to an adjustment of an extra $30,000 of income and $30,000 of expenditure for the Kandos Centennial budget. It is anticipated that the budget impact would be cost neutral with any extra income from sales of the book then being retained to fund events for the Centenary celebrations in 2014.


Not applicable.

General Manager’s comments

This report has been based on attendance at the Kandos Centenary Working Party meeting. The recommendation in the report has been amended by the General Manager. The reason being is that the production and sale of books are by Local Government on Centenary matters have never been cost neutral. This is spoken from experience, currently in the stores of Council we have a pallet full of books from the Cudgegong Centenary which are held at a cost to Council. I have plenty of other experiences throughout my Local Government career. The recommendation has been amended by the General Manager to restrict the printing of this book at Council’s cost to 500 units. That would require those books to be sold at $60 per copy to break even. Without being disrespectful to the Kandos Centenary Working Party or the author, it is my experience that the sale of 500 books will be a difficult task to achieve.



24 September 2012 Attachments: 1. Minutes from the Kandos Centenary Working Party of 20 August 2012. APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


Kandos Centenary Working Party meeting Monday the 20 August 2012 at CWA Hall, Jaques Street Kandos at 4.30pm

1. Present Colleen O’Sullivan, Pam O’Connor, Naida Wills, Allan Wills, Ivy Tomlinson, Helen Fuller, Jo Brown, Cr Esme Martens, Leslie Pennell, Colin Jones, Jim Mackin, Bruce Fleming, Peg Butler. Council staff: Virginia Handmer (minutes) Cr Esme Martens welcomed everyone to the meeting at 4.35pm and called for apologies. 2. Apologies: Leanne Wicks 3. Acceptance of apologies Moved: I Tomlinson Seconded: A Wills Motion Carried 4. Acceptance of Minutes Acceptance of the minutes of 18th of June meeting Moved: I Tomlinson Seconded: A Wills Motion Carried 5. Business arising The meeting went through the items listed as item 7 in the minutes. 5.1 Event activities. 5.1.1 First item was postponed as Colin Jones was to speak to this and hadn’t arrived yet. 5.1.2 Jesse Hickman Di Moore: Naida tabled a proposal letter for a Jesse Hickman sculpture (to be discussed in GB). Naida told the meeting that she had presented 10 photos of Jesse Hickman and other family or contemporaries to KB Museum given to her by Di Moore a relative of Jesse Hickman and author of a book on her. Tara Brown: sculptor and actor (has done some footage for a Jesse Hickman film) is keen to be involved in the Centenary. She is an accomplished endurance rider and tricks rider and is happy to be part of the street parade. Paul Denham’s (photographer and producer of local legends website) wife Jane Denham has written a song on Jesse Hickman and could be interested in performing as part of KC (Naida to find out more; such as cost; door takings or upfront costs?). She may be interested in being part of the Sunday music at the Rotunda or in having a concert on another night (Friday/Saturday/Sunday at the KCRSC?) 5.1.3 EVENT Map to be made once activities were firmed up; Colleen will bring a rough; Action Colleen O’Sullivan



5.1.4 School art competition; there was some discussion about whether this should be themed and what mediums would be encouraged. It was decided that Helen Fuller would speak with Kathie Brown and Kylie Pennell to ask for their input with Colin Jones, Peg Butler and Jo Brown working out ideas for presentation to the next meeting;

Further questions; i)If it is themed; The History of Kandos? ii) A section for technological art (such as film) 5.1.5 Friday night:

Ideas; story telling/poetry in the pub or at KRR and/or Macca concert/ Jane Denham concert. Leslie Pennell reported that Gulgong Pubs do a 3 minutes time slot for their story telling event and rotate the event around the pubs. Colin Jones reported that he can book Ian McNamara on the 1st of January next year (but not before) and that Macca is keen to come along and perform as an ABC event so at low cost (maybe small door charge). Virginia Handmer reported that Brent Barlow (KRR) thinks it’s a great idea to have KRR doing an open mike story telling session and will discuss it further with KRR. VH to follow up.

5.1.6 Saturday i) Street Parade Angus Ave with shops and street display, markets at St Laurence’s ii) Gala Ball No further action on these yet. Motion put by Allan Wills; That Alayna Shackleton, Council’s Events Coordinator, be asked to assist with arrangements for the Kandos Centenary Street parade. Seconded Pam O’Connor Motion Carried 5.1.7 Sunday Daytime music and entertainment at the Rotunda V Handmer has started speaking to different community groups, bands etc and will report back next meeting. Evening Poetry/concert Poetry at the Henbury (the Henbury won’t charge for the use of the space) could happen this evening; Leanne Wicks needs a date to book; decide next meeting. 5.1.8 Monday; It was decided to ask community groups such as Rotary and the CWA to provide lunch/food for Sunday at the Rotunda and Monday morning breakfast. It was decided that people not be asked to provide breakfasts in their own homes. The question of breakfast for Sat/Sun and Mon came up to be discussed further at a later meeting. Groups such as the men’s shed, VRA, Scouts could be asked. It was also decided that Friday and Monday may be good days for the garden and Dunn’s swamp tours; to be decided at a later meeting

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 285 A letter calling for expressions of interest in cooking/providing food for Sat/Sun and Mon breakfasts and Sat/Sun lunches as well as dinner for the gala Ball to be sent out to PNCs, VRA, CWA, Rotary, local cafes and Kandos Men’s Shed. ACTION VH 5.2 Letters to businesses about KC These letters to be sent early 2013 setting out the planned events and what the KC working party would ask them to do. 5.3 Going through the Action List from last meeting

i Historic houses and garden tours; wp members asked to provide a list of suitable buildings and gardens and submit to Colleen O’Sullivan at the next meeting

ii. Writing to Brian Nichols and Paul Toole; the Kandos Station will also be 100 years old in 2014. Please keep the track open and bring a train in for the KC. ACTION VH

iii KB Museum website up and running; Colin Jones to do once museum renovation is done. iv Banner can be changed v contacting famous people; everyone to get the word out vi getting local children involved; art comp, historical study, schools program; Helen Fuller,

Colin Jones, Jo Brown, Peg Butler

Motion put by Allan Wills

Rylstone Kandos Agricultural Show Society be asked to make Kandos Centenary their theme for the show in Feb 2014.

Seconded Pam O’Connor Motion Carried

vii local industries; poss high school students; find out what industries/businesses were here in

the past, if they still exist and if they would like to be part of KC; to be discussed further

Motion put by Peg Butler;

That an approach to Cement Australia be made asking for sponsorship and financial assistance for KC.

Seconded; L Pennell Motion Carried

viii Kandos No 3 Mine; Naida and Allan to report back on this ix Centenary Sculpture;

Motion put by Leslie Pennell

That Colin Jones work with Jo Brown to produce a community survey on whether Kandos community would like a public sculpture and what they would like the sculpture to depict (history, person).

Seconded Helen Fuller Motion Carried

There was discussion about Ann Finnegan’s Cementa Project with Colleen O’Sullivan and Colin Jones both speaking to the concept and Ann’s commitment to Kandos and KC.

x produce market at St Laurence Anglican church; in plan TBA xi song com; V Handmer reported that Brent Barlow did not arrange this at the 75 year

reunion. To be put on the agenda for the next meeting xii Dabee exhibition; L Wicks and C Jones; no news



xiii letter to businesses to go out early 2013 xiv billycart comp; Colin Jones is liaising with scrap metal guy still xv event map; Colleen O’Sullivan doing a rough xvi bus shuttle; TBD next meeting

6. CORRESPONDENCE

In ; Waratahs Rugby League Club Publicity Officer John Fitzgerald re plans the Senior club have for KC year. A list of the plans was tabled and will be discussed at the next meeting. Motion put by Naida Wills KC working party thank John and the KDWRLC for their support and great ideas. We hope to incorporate these into the KC. Seconded A Wills Motion Carried

7. General Business 7.1 Rocky Mountain Spirit history of families in Kandos. There was some discussion about the

costs associated with publishing this book, whether to go with hard cover or soft cover and what size the print run should be. These will be decided at the next meeting.

Motion put by Colin Jones

The Working Party seeks the financial support of council to assist in the publication of the Rocky Mountain Spirit book as a fundraiser for Kandos Centenary events. Seconded A Wills carried

7.2 Logo Competition; Bruce Fleming tabled a drawing of a logo for KC. Further discussion to

be put on the agenda for next meeting. 8. Action List Historical House and Garden Tours; calling for suggestions from the wp

Colleen O’Sullivan, Leanne Wicks

Writing to Brian Nichols and Paul Toole to ask for help in getting a train to Kandos

VH

Article attracting people to tell their stories Media release; Jo brown later KBMuseum website up and running C Jones Banner at museum can be changed to 100 B Fleming Contacting famous people who have a connection to the area and inviting them to KC

everyone

Getting children involved program; art comp/historical study

Colin Jones, Helen Fuller, Jo Brown

MC; Belinda Green suggested TBD next meeting Industries: getting a list of local industries/companies and seeing if they are still in existence somewhere else

Poss high school

Kandos No 3 Mine open Naida Wills Centenary sculpture KC wp and Rylstone sculptures Inc Produce market in Anglican Church grounds Ivy Tomlinson Song competition V Handmer to ask Brent Barlow and

KRR

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 287 Kandos Rose (Bill Cant SA Bot Gardens) No information Dabee exhibition museum exhibition C Jones L Wicks Letter to local businesses, groups, re street parade V Handmer Billycart competition (scrap metal Mudgee prize?) C Jones Event map a rough to be brought to next meeting C O’Sullivan Bus shuttle between Rylstone and Kandos; Ryl Club and Henbury Golf Club or KRSCC

TBD next meeting

9. Event Activities During the weekend museum open with Jessie Hickman display Dunns swamp tour

L Wicks, KBM committee C Jones

Di Moore (Jessie Hickmans granddaughter) information

Naida Wills

Map for the weekend C O’Sullivan Schools art comp at museum

Friday night Poetry; L Wicks Pubs

Stories; L Pennell (contact C Peters re Gulgong event)

Maca concert

C Jones

Sat Street parade Angus Ave Shops and street display

V Handmer

Sat Gala Ball

Esme Martens, Ivy Tomlinson, Colleen O’Sullivan

Sunday Rotunda music and entertainment all/part of the day; bands, choir, twin town players, jumping castle, church services, circus skills

V Handmer

Monday community breakfast; in homes and in parks historic houses/garden tours Dunns swamp tour

C O’Sullivan C Jones

Meeting closed at 6.30pm. Next meeting Monday the 15 October at 4.30 in the Kandos High School library.



7.2.35 Mid-Western Regional Youth Council

REPORT BY MANAGER COMMUNITY DEVELOPMENT TO 17 OCTOBER 2012 COUNCIL MEETING Mid-Western Regional Youth Council July 2012 A0100055, A0060048

RECOMMENDATION That: 1. the report by the Manager Community Development on the Mid-Western

Regional Youth Council be received; 2. Council note the minutes of the Mid-Western Regional Youth Council meeting

held on 31 July 2012.

Executive summary

The Youth Council provides an opportunity for young people in the region to have a voice in helping to determine Council’s priorities and highlight issues that need addressing, particularly in relation to service and programs of particular interest to youth. The next Youth Council meeting will be held on 23 October 2012 at Kandos.

Detailed report

A Gulgong Skate Park Fun Day was held on 21st July 2012 with around 20 youth in attendance along with a dozen adults and the working party committee. The official opening of the Skate Park took place on 1st of February with the Minister for Sport and Recreation, the Member for Orange and several Councillors in attendance. The Youth Mayor was also part of the official ceremony and spoke on the importance of having facilities for young people across the region. The Youth Council discussed the Transport Grant, the upgrade of the Library and Theatre and Alumni event. There is great potential for the Theatre to be used for youth events and activities. Nominations for the 2012-2013 Youth Councillors were received and thank you letters and invitations to join the MWRC Council were to be sent out to encourage further people from schools to be nominated. The Councillors discussed the Rylstone Family Fund Day for Wednesday 3rd October which is in the second week of the school holidays.


Not applicable.


Not applicable.




11 September 2012 Attachments: 1. Minutes of meeting held by Mid-Western Regional Youth Council of

31 July 2012 APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER



MEETING OF THE MID-WESTERN REGIONAL COUNCIL

YOUTH COUNCIL COMMITTEE

Date: Tuesday 31 July 2012 Commencing at 4.00 pm

Venue: Council Chambers, Admin Centre, Market Street, Mudgee 1. ATTENDANCE: Henry Van Laeren (Youth Mayor),Erin Donnelly, Katelyn Donnelly, Ann

Curan, Jessica Foote,

2. Council staff; Virginia Handmer (minutes) Henry welcomed everyone to the meeting and called for apologies.

3. APOLOGIES Madelyn Date 4. MOTION OF ACCEPTANCE OF MINUTES OF 8 MAY MEETING (there wasn’t a quorum

at the last meeting on 12 June) Moved: Henry Van Laeren Seconded Jessica Foote Motion Carried

5. Meeting 12 June did not have a quorum so no minutes were tabled. 6. CORRESPONDENCE IN:

Youth Week NSW report on the YW survey. VH to forward the document to Youth

Council and put results on youth council Facebook page 7. CORRESPONDENCE OUT: nil

8. BUSINESS ARISING

8.1 Youth mayor addressed Council. Henry reported that his address to Council was well received.

8.2 Gulgong Skatepark update and fun day event (Sat 21st July) - V Handmer. Around 20 children/youth and a dozen adults attended this day with Gulgong 2852 committee cooking sausage sandwiches and the raffle for 4 skateboards being drawn by a representative from Moolarben Coal. Thank you to all the Youth Councillors and community members who sold tickets and attended the event! The Skate Park was upgraded with grants from State Government – Department of Sport & Recreation giving - $20,000; Gulgong Skatepark Working Party raised - $7,500 ($5,000 of this was from Moolarben); Council provided $62,500 bringing the total spent on the upgrade to $90,000. Dell reported that the users of the skatepark are very happy with it.

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 291 8.3 Transport Grant we have money so need to promote the use of it. Youth Council to speak

at schools and other community organisations who may be interested in applying for it towards transport for youth to an event.

8.4 Community Cinema (update on Library renovations)

- Renovations are on track and the Library should be completed later in the year (Nov). Library due to re-open in January. - At this point the funds are still in the budget for the inclusion of cinema equipment in the upstairs theatre area.

8.5 Alumni event Sadly the uni holidays didn’t coincide at all really in July so we were unable to arrange an alumni event. Virginia Handmer will contact alumni members in October to try and arrange an event in the Summer Break.

9 GENERAL BUSINESS:

9.1 Nominations to Youth council 2012-2013 Current Youth Councillors re nominating are;

Henry Van Laeren, Jessica Foote, ErinDonnelly, Katelyn Donelly, Ann Curan, Thank you letters and invitations to join MWRC Youth Council Alumni will be sent to Alana Drury, Rachael Tant and Mary Sparkes. Please encourage people from your schools to nominate. The nomination form will be attached to the minutes. They have also been sent to school SRC coordinators so ask them to distribute them.

9.2 Rylstone Family Fun Day on Wednesday the 3rd of October is in the second week of the school holidays. Cathy Leisfield is driving to it and happy to take Youth Councillors; Henry and Jessica have volunteered to hand out passports on the day. Please contact Cathy on [email protected] to arrange meeting place and time. Meeting closed at 5pm DATE, TIME AND PLACE OF NEXT MEETING 4pm Tues 23 October 2012 at Mudgee Admin Centre then 4.30 pm Tues 27 November at The Loft Kandos

mailto:[email protected]



7.2.36 Mudgee Town Hall Progress Report - September

REPORT BY MANAGER, COMMUNITY DEVELOPMENT TO 17 OCTOBER 2012 COUNCIL MEETING Mudgee Town Hall Progress Report - September A0100055, P0159964

RECOMMENDATION That the report by Manager, Community Development on the Mudgee Town Hall Progress Report - September be received.

Executive summary

The following report is a progress report on the Mudgee Town Hall renovation project. These reports will provide Council with an update on the timetable and the expenditure for the project and will be presented to Council monthly through the duration of the project.

Detailed report

The Mudgee Town Hall project remains on target and within budget. The library is due to re-open at the Town Hall on January 2nd, 2013. The attached report acts as the detailed report and contains all relevant information.


Contract variations finalised to the end of May amount to $124,911.51 and there have been 27 days extension of time agreed. The total project remains within budget and on track for completion of the construction works prior to the end of 2012.


Not applicable.

SIMON JONES MANAGER, COMMUNITY DEVELOPMENT

CATHERINE VAN LAEREN GROUP MANAGER, DEVELOPMENT & COMMUNITY SERVICES

28 September 2012 Attachments: 1. Mudgee Town Hall Renovation Project Progress Report – September 2012 2. Mudgee Town Hall – Project Plan – September 2012 APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER


ATTACHMENT 1


ATTACHMENT 2



7.2.37 Register of Returns disclosing interests of Councillors and Designated Persons

REPORT BY MANAGER GOVERNANCE TO 17 OCTOBER 2012 COUNCIL MEETING Returns A0100055, A0110004

RECOMMENDATION That:

1. the report by Manager Governance on the completion and lodgement of Returns disclosing interests of councillors and designated persons be received;

2. the Register of Returns disclosing interests of councillors and designated persons be tabled and it be noted that, with the exception of former Councillor Elwyn Lang, all Returns were submitted by the return date.

Detailed report The Local Government Act 1993 provides that councillors and designated persons must periodically lodge returns disclosing certain interests. A specific return is required to be lodged within 3 months of becoming a councillor or designated person. In addition, a councillor or designated person, holding that position at 30 June in any year must similarly lodge a return in respect of the previous 12 months within 3 months after that date. The Act also provides that the General Manager must keep a Register of Returns and that this register must be tabled at the first meeting of the Council after the last day for lodgement of these returns. In this regard, the returns from councillors and designated persons required to lodge returns for the period July 2011 to June 2012 were required to be lodged by 30 September 2012. The Register will be laid on the table at the Council Meeting on 17 October 2012. Councillors should note that with the exception of former Councillor Elwyn Lang, all Returns were lodged by the due date.

Financial implications Not applicable.

Strategic or policy implications The Local Government Act applies.

IAN ROBERTS MANAGER GOVERNANCE

2 October 2012 APPROVED FOR SUBMISSION: WARWICK L BENNETT GENERAL MANAGER

Mid-Western Regional Council ORDINARY MEETING - 17 OCTOBER 2012 301 URGENT BUSINESS WITHOUT NOTICE

As provided by Clauses 19 & 20 of Council’s Code of Meeting Practice (Clause 14 LGMR).

GIVING NOTICE OF BUSINESS

19. (1) The Council must not transact business at a meeting of the Council:

(a) unless a Councillor has given notice of the business in writing at least two (2) days prior to the day on which the agenda and business paper is prepared and delivered to Councillors; and

(b) unless notice of the business has been sent to the Councillors in accordance with Clause 6 of this Code. (see Section 367 LGA & Clause 14(1) LGMR)

(2) Subclause (1) does not apply to the consideration of business at a meeting if the business:

(a) is already before, or directly relates to a matter that is already before the Council (see Clause 14(2)(a) LGMR); or

(b) is the election of a chairperson to preside at the meeting as provided by Clause 12(1) (see Clause 14(2)(b) LGMR); or

(c) is a matter or topic put to the meeting by the chairperson in accordance with Clause 21 (see Clause 14(2)(c) LGMR); or

(d) is a motion for the adoption of recommendations of a committee of the Council; (see Clause 14(2)(d) LGMR); or

(e) relates to reports from officers, which in the opinion of the Chairperson or the General Manager are urgent;

(f) relates to reports from officers placed on the business paper pursuant to a decision of a committee that additional information be provided to the Council in relation to a matter before the Committee; and

(g) relates to urgent administrative or procedural matters that are raised by the Mayor or General Manager.

BUSINESS WITHOUT NOTICE

20. (1) Despite Clause 19 of this Code, business may be transacted at a meeting of the Council even though due notice of the business has not been given to the Councillors. However, this can happen only if:

(a) a motion is passed to have the business transacted at the meeting; and

(b) the business proposed to be brought forward is ruled by the Chairperson to be of great urgency. Such a motion can be moved without notice. (see Clause 14(3) LGMR)

(2) Despite Clause 30 of this Code, only the mover of a motion referred to in subclause (1) can speak to the motion before it is put. (see Clause 14(4) LGMR)

Item 8: Urgent Business Without Notice

mudgee shire council - mid-western regional … · item 4: confirmation of minutes ... balance...

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